Standing Rules of

Amateur Astronomers, Inc. (AAI)

Last Revision Adopted February 15, 2008

 

 

 

1.      A visitor's register will be placed at the entrance to the observatory so that visitors may sign in and express their opinions about the observatory.  (Enacted: 5/10/73)

 

2.      Installation of any equipment not a donation to AAI or the College is the responsibility of the owner of said equipment.  Any equipment to be installed at the observatory will be with the approval of the Executive Committee.  Neither AAI nor the College is responsible for any loss or damage to said equipment (5/6/80)(revised 4/19/96) (revised 2/2003)

 

3.      Children under 14 years of age are welcome at the observatory when accompanied by an adult who will be responsible for their conduct.  Any objectionable behavior will result in the child and the adult being asked to leave the premises.

 

4.      When any change in appointees within the Executive Committee is made, both the current appointee and his/her replacement should be notified of the change two weeks in advance.

 

5.      The maximum amount for any committee chairman to spend without prior authorization by the Executive Committee is limited to $100.00 in any one month, excluding "housekeeping" expenses.  The president of AAI can, however, authorize expenditures of up to $200.00.  Collaterally, the Treasurer's monthly report should state the total cash on hand at the beginning of each fiscal year, along with the current total cash on hand.  (5/5/83)(revised 4/19/96) (revised 2/2003)

 

6.      The following are procedures to be followed regarding disciplinary action of members:

 

a)    The transgression is to be brought to the president’s attention who will conduct a hearing, implementing due process, and decide appropriate action, if any.

b)    At his discretion, the president may report the transgression to the Executive Committee and appoint a Committee to investigate.

c)    After interviewing all witnesses and the accused, and allowing due process to the accused, the committee shall report its recommendations to the Executive Committee.

d)    The Executive Committee shall review the case and decide upon appropriate action, if any.

e)    The accused person may appeal any decision to the Trustees. (6/2/83) (several parts of paragraph 6 revised 2/2003)

 

7.      To obtain authorization of funds for purchase of items or services exceeding $1200.00, the following procedures are established:

 

a)    A motion to authorize purchase is to be made at an Executive Committee meeting.

b)    After discussion, the motion is automatically tabled until the next Executive Committee meeting at which a quorum is present. (revised 2/2003)

 

8.      In the event of a corporate emergency, the above procedure may be overridden by a two-thirds vote of the Executive Committee, if at said meeting a quorum is present. The circumstances of such an emergency are to be reported in writing to the trustees of AAI.  (12/12/84)

 

9.      Unruly Persons Method of Eviction: In the event that unruly persons, either AAI observers or members or members of the public, gain access to the observatory, any AAI member in good standing will ask said persons to leave.  If they refuse, assistance is to be sought from Campus Security.  If unable to find or obtain help from Campus Security, the Executive Committee authorizes and expects the members to contact the Cranford Police Department for help.  In any case, the president of AAI, the chairperson of the Instrument Qualification Committee, and the Union County College Campus Security are to be informed about the events leading to such action within 24 hours.  (7/10/86)

 

10.    The storage or consumption of alcoholic beverages on Observatory premises is strictly forbidden.  Inebriated persons, whether AAI members or visitors, should be asked to leave.  Campus police or Cranford  police assistance should be requested, if needed.  (6/10/86)

 

11.    The Club’s equipment – including, but not limited to, astronomical tools, office equipment, and projectors -- should be used only for appropriate club-related activities or emergencies. (6/10/86)  Telephones may be used for personal calls if the individual agrees to pay for their call, either by phone credit card, or by reimbursement to AAI. (4/19/96) Any unauthorized use of Club equipment by a member is subject to disciplinary action.

 

12.    A copy of the current Standing Rules, By-Laws and QO Manual should be prominently displayed at the Observatory.  The College policy handbook will be available in the Observatory.   In addition, the Certificate of Incorporation, Bylaws and Standing Rules shall be posted on the club’s website.  (6/10/86) (revised 2/2003)

 

13.    The president shall maintain an up-to-date list of key (or access card) holders. He shall post the list or make it available to the Executive Committee.  (6/10/86)

 

14.    Attendance at Executive Committee and Membership meetings is expected of all committee chairpersons, and they should present their reports.  Those unable to attend should give their reports to the president, who, as an ex-officio member of that committee, will report at the meeting on their behalf.  (6/10/86)

 

15.    The overall operation of Public Night shall be directed by the team leader on duty or his/her designate. (added 2/2003)

 

16.    When new major equipment is acquired by AAI, the committee to be responsible for that equipment must be designated by the Executive Committee at that time. (7/13/89)  Only the committee chairperson or the president has the authority to make a motion to purchase materials for that committee, unless written directives are given to another member of the committee by the chairperson in his/her absence. (10/12/89)

 

17.    If a committee chairperson wishes to dispose of obsolete equipment, s/he must make a motion to do so at an Executive Committee meeting.  The chairperson shall update the inventory list accordingly. (4/19/96)

 

18.    If any member’s status is discussed by the Executive Committee, said member shall be notified by the corresponding secretary, two weeks before the meeting.  (5/9/91)

 

19.    Subject to minimum standards and subsequent approval of the Executive Committee, the President may decide which members should receive keys (or electronic cards) for access to Sperry Observatory facilities. The President also may recall keys (or cards), subject to subsequent review by the Executive Committee. The Executive Committee may establish minimum standards for the distribution of key (or card) access.

 

20.    At club functions and at the Observatory, AAI members should behave in accordance with normally accepted standards of good behavior and in a manner that respects the rights of others.  Activities such as vandalism, theft or misuse of club property, horseplay and disruptions of meetings or presentations are examples of conduct that will not be tolerated.  (10/10/91)

 

21.    The following practices shall be followed regarding nominations for life membership to be voted upon at a meeting of the Executive Committee:

 

a)    Nominations shall be accompanied by a written biography of the nominee to be read to the Committee prior to the vote.

b)    The qualifications for life membership shall be read to the Committee prior to the vote.

c)    The sponsor of the nominee shall be present at the relevant meeting of the Executive Committee. (11/9/95)

 

22.    Members who are awarded Life Membership Status shall have the privilege of receiving, at AAI expense, one magazine subscription to either Astronomy or Sky and Telescope, if they so choose.  (10/18/96)

 

23.    The program chair or his/her designate is authorized to receive reimbursement for customary and reasonable cost for hosting dinner for the monthly General Meeting's main speaker. If the main speaker is accompanied by one guest, then reimbursement also is authorized for that guest and for the host's guest.  (added 05/11/2006)

 

 

THE FOLLOWING WERE REMOVED AS STANDING RULES AND MADE AS DECLARATIONS OF THE EXECUTIVE COMMITTEE OF AMATEUR ASTRONOMERS INC.:

 

1.    The #1 Qualified and Senior Observer designation formerly held by Edward T. Pearson will be retired as of December 5, 1978.  (12/1/78)

 

2.    Anthony Paone's QO and SO numbers and keys, except for the entry key, are hereby retired.

 

3.    In any astro-photography contest conducted by AAI, the top prize will be known as the "Alexander Gmelin Award", and will consist of a suitable certificate and no less than $20.00 cash or check.  (6/10/80)