Hamilton Astronomical Society
Signed into effect at the 2021 AGM - 2/08/21
Constitution of The Hamilton Astronomical Society INC
1. Charitable Status
The Society is registered as a charitable entity under the Charities Act 2005.
2. Definitions
2.1 Name and office
a. The name of the organisation shall be 'Hamilton Astronomical Society Incorporated' hereinafter referred to as the Society.
b. The Society is constituted by resolution at the 2021 AGM - 2/08/21
c. The registered office of the society is 183 Brymer Road, Hamilton, New Zealand
2.2 General Definitions
‘Annual General Meeting’ means a meeting following the year's end, at which the usual statutory matters such as receiving accounts and electing officers are performed.
‘Ordinary Member’ means a member of the Society who can also be an office-bearer of the Society.
‘Chairperson’ means the person holding office under this constitution as the chairperson of the society.
‘Treasurer’ means the person holding office under this constitution as the Treasurer of the society.
‘Secretary’ means the person holding office under this constitution as secretary of the Society, who shall also be the Public Officer of the Society.
‘Special General Meeting’ means a meeting of the membership to conduct extraordinary business. SGM may be used as an abbreviation.
‘Ordinary Meeting or Society Night’ means a meeting of the membership for the purpose of informal discussion and workshops and to provide a platform for guest speakers. Ordinary meetings would not normally include statutory matters associated with an AGM. OM may be used as an abbreviation.
‘Majority vote’ means a vote made by more than half of the Members who are present at a Meeting and who are entitled to vote and voting at that Meeting upon a resolution put to that Meeting.
‘Money or Other Assets’ means any real or personal property or any interest therein, owned or controlled to any extent by the Society.
‘Society Meeting’ means regular informal meetings of all members for astronomical talks, observations and general functions of the society.
‘Use Money or Other Assets’ means to use, handle, invest, transfer, give, apply, expend, dispose of, or in any other way deal with, Money or Other Assets.
‘Written Notice’ means communication by post, electronic means (including email, and website posting), or advertisement in periodicals, or a combination of these methods.
It is assumed that
i. Where the singular is used, plural forms of the noun are also inferred
ii. Headings are a matter of reference and not a part of the rules
‘Committee Meeting’ means a meeting of the elected committee members for conducting the society’s ongoing business.
‘Function’. In this document, a reference to a function includes a reference to a power, authority and duty; and a reference to the exercise of a function includes, if the function is a duty, a reference to the performance of the duty.
‘Office bearer’ means the following committee positions:
Chairperson
Vice Chairperson
Treasurer
Secretary
3. Objectives
3.1 The objectives of the Society
The objectives of the society are:
a. To foster the science of astronomy and associated sciences.
b. To organise observational nights for the purpose of carrying out astronomical observation.
c. To assist and give advice regarding astronomy.
d. To participate in / co-operate with other scientific societies and groups with a similar scientific interest in astronomy.
e. To provide access to an observatory, astronomical equipment and science and astronomical educational resources.
f. To maintain the society's equipment, assets, buildings and facilities.
3.2 Pecuniary gain
Pecuniary gain is not a purpose of the Society.
4. Powers
The powers of the Society are:
a. To subscribe to become a member of and co-operate with any other association, club or organisation whether incorporated or not, whose objectives are altogether or in part similar to those of the Society, provided that the objectives of said association, club or organisation are consistent with the objectives of the society, refer section 3.
b. In furtherance of the objectives of the Society to buy, sell and deal in all kinds of articles, commodities and provisions for the members of the Society or persons frequenting the Society's premises.
c. To purchase, take on lease or in exchange, hire and otherwise acquire any lands, buildings, easements property, real and personal, and any rights and privileges which may be requisite for the purposes of, or capable of being conveniently used in connection with any of the objectives of the Society: Provided that in case the Society shall take or hold any property which may be subject to any trusts the Society shall only deal with same manner as is allowed by law having regard to such trust.
d. To enter into any arrangements with any government or authority that are incidental or conducive to the attainment of the objects or the exercise of the powers of the Society; to obtain from any such government or authority any rights, privileges or concessions which the Society may find it desirable to obtain; and to carry out, exercise and comply with any such arrangements, rights, privileges and concessions.
e. To appoint, employ, remove or suspend such managers, clerks, secretaries, servants, tradespeople and other persons as may be necessary or convenient for the purposes of the Society.
f. To remunerate any person or body corporate for services rendered, or to be rendered, and whether by way of brokerage or otherwise in placing or assisting to place or guaranteeing the placing of any unsecured notes, debentures, or other securities of the Society or in or about the Society or promotion of the incorporated Society or in the furtherance of its objectives. Noting that committee members and officers are to serve voluntarily without remuneration within the scope of their committee position. Committee members and other members may be remunerated for services that fall outside their committee responsibilities.
g. To construct, improve, maintain, develop, work, manage, carry out alter or control any houses, buildings, grounds, works or conveniences which may seem calculated directly or indirectly to advance the Society's interests, and to contribute to, subsidise or otherwise assist and take part in the construction, improvement, maintenance, development, working, management, carry out, alteration, or control thereof.
h. To invest and deal with the money of the Society not immediately required in such a manner as may from time to time be thought fit.
i. To take or otherwise require and hold shares, debentures or other securities of any company or body corporate.
j. To borrow or raise money either alone or jointly with any other person or legal entity in such manner as may be thought proper and whether upon fluctuating advance account or overdraft or otherwise to represent or secure any monies and further advances borrow or to be borrowed alone or with others as aforesaid by notes secured or unsecured debentures or debenture stock or otherwise, or by mortgage charge, lien or other security upon the whole or any part of the Society's property or assets present or future and to purchase, redeem or pay off any such securities.
k. In furtherance of the objectives of the Society to sell, improve, manage, develop, exchange, lease, dispose of, turn to account or otherwise deal with all or any part of the property and rights of the Society.
l. To make or hold mortgages, liens or charges, to secure payment of the purchase price, or any unpaid balance of the purchase price, of any part of the Society's property of whatsoever kind sold by the Society, or any money due to the Society from purchases and others.
m. To take any gift of property whether subject to any special trust or not, for any one or more of the objectives of the Society but subject always to the provision of clause 7.5.
n. To take such steps by personal or written appeals, public meetings or otherwise, as may from time to time be deemed expedient for the purpose of procuring contributions to the funds of the Society, in the shape of donations, annual subscriptions or otherwise. To publish any electronic or printed material the Society may think desirable for the promotion of its objectives.
o. To do all such things as are incidental or conducive to the attainment of the objectives and the exercise of the powers of the Society.
p. To appoint honorary patrons to enhance the scientific reputation of the Society; or for other reasons deemed beneficial to the Society.
5. Membership and Fees
5.1 Memberships
a. Membership of the Society Shall consist of ordinary members of any of the following classes:
i. Adult member
ii. Family Member
iii. Student Member
iv. Honorary Member
v. Junior Member
vi. Pensioner Member
b. These memberships are unlimited in number. Resources are available to members for use after a qualifying period of time as set by the committee.
c. Full membership is for a person who has attained the age of 16 or over. They shall be entitled to voting rights and access to all the Society's functions and facilities upon payment of such membership fees as may be charged.
d. Family membership is for parents and their children under the age of 16. In the case of Family memberships, voting rights are limited to two adults.
e. Student memberships are available to any person studying at universities, colleges, polytechnics and high schools. Full membership will be required when student status is no longer held by the student member. Voting rights are restricted to those aged sixteen or above. The society may request proof of enrollment.
f. Junior memberships are any persons under the age of 13.
g. An honorary membership (also known as life membership) may be conferred upon a person by the committee who in the opinion of the committee has rendered valuable service to Astronomy and the advancement of the Society. Honorary members have the same rights as full members but do not pay dues. The committee may in exceptional circumstances revoke an honorary membership.
h. All Members (and Committee Members) shall promote the purposes of the Society and shall do nothing to bring the Society into disrepute.
5.2 Membership Fees
a. An applicant for membership of the Society shall, prior to admission, pay to the Society the membership fees as determined by the committee in accordance with the constitution and by-laws.
b. All memberships except family memberships are restricted to individuals, one membership per person. Family memberships cover a family including two adults and any children of those adults.
c. The annual membership fee shall fall due on the date of the Society's Annual General Meeting or as determined by the by-laws.
d. A member whose subscription has fallen 6 months in arrears will cease to be a member and will not be reinstated until a membership fees and full arrears has been paid, unless extenuating circumstances can be substantiated. Any grace period or allowances for extenuating circumstances are to be voted on by the committee.
e. Membership fees and membership fees are non-refundable, unless extenuating circumstances can be substantiated or unless the member's initial application for membership is rejected.
5.3 Admission and Rejection of Members
a. Every applicant for admission to membership of the Society shall complete and sign the membership application form and forward, together with the current membership fees plus annual (or pro rata) fee, to a Committee Member, in person or electronically. The Committee Member will pass any monies received to the Treasurer.
b. The Committee shall review every membership application and vote in person or by e-mail to accept or reject the new member.
c. A simple majority vote is sufficient to accept or reject an application.
d. Successful applicant(s) shall be notified by The Committee of the acceptance to their class of membership, by e-mail or in person.
e. Upon the commencement of the membership the new member will be provided with a membership letter welcoming them and providing relevant information including a code of conduct and information about the operation of the Society.
f. Applicants shall be provided with the rules of the society and their application shall signify acceptance of these rules.
g. Any unsuccessful applicant(s) will be advised by the committee and any monies returned by the Treasurer.
5.4 Termination of Membership
a. A member may resign or terminate membership from the Society at any time by giving notice in writing to the secretary. Such resignation shall take effect at the time such notice is received by The Secretary unless a later date is specified in the notice when it shall take effect on that later date.
b. If a member is:
i. Is convicted of an indictable offence:
ii. Fails to comply with any of the provisions of this constitution; or
iii. Is guilty of conduct considered to be injurious or prejudicial to the character or interests of the Society;
the Committee shall consider whether the membership shall be terminated. The member concerned shall be given a full and fair opportunity to present a case and if The Committee resolves to terminate the membership it shall instruct the secretary to advise the member in writing accordingly.
c. A member who gives notice in writing that current membership will not be renewed shall cease to be a member after the last day of the old financial year or on the date of receipt by the secretary of such notice, whichever is the latter.
5.5 Appeal Against Rejection or Termination of Membership
a. A person whose application for membership has been rejected or whose membership has been terminated may within one month of receiving written notification thereof, lodge with the secretary written notice of intention to appeal against the decision of The Committee.
b. Upon receipt of a notification of an intention to appeal against rejection or termination of membership the secretary shall convene, within three months of the date of receipt by the secretary of such notice, a Special General Meeting to determine the appeal. At any such meeting the applicant or member shall be given the opportunity to fully present a case and The Committee or those members thereof who rejected the application for membership or terminated the membership subsequently shall likewise have the opportunity of presenting a case. The appeal shall be determined by a majority vote of the members present at such a meeting.
c. Where a person whose application is rejected, does not appeal against the decision of The Committee within the time prescribed by this Constitution or so appeals but the appeal is unsuccessful, the society shall forthwith refund the amount of any fee paid.
5.6 Register of Members
a. The Committee shall cause a register to be kept, in which shall be entered; the names, phone numbers and email addresses of all persons admitted to membership of the Society and the dates of their admission.
b. Particulars shall also be entered into the register of deaths, resignations, terminations and reinstatements of membership and any further particulars as The Committee or the members at any General Meeting may require from time to time.
c. Collection of the name, phone and email address of members is required for membership; all other requested information is collected only with the consent of the member.
5.7 Voting Rights at Meetings of the Society
a. Voting rights conferred by clause 5.1(i-iv) may be held at an Ordinary, General or Special meeting.
b. Voting rights conferred by clause 5.1(i-iv) apply to members over 16 years of age, whose memberships have been formally accepted under clause 5.3 and who are financially paid up prior to the commencement of the meeting.
c. On any given motion at a Society Meeting, the Chair/President shall in good faith determine whether to vote by:
i. Voices;
ii. Show of hands; or
iii. Secret ballot.
However, if any Member demands a secret ballot before a vote by voices or show of hands has begun, voting must be by secret ballot. If a secret ballot is held and a tie occurs, the status quo shall apply and the matter returned to the committee for further consideration.
6. Management and The Committee
6.1 Membership of Management Committee
a. The Committee of the Society shall consist of the officers: Chairperson, Vice Chairperson, Secretary and Treasurer and such a number of other non-officer committee members as provided for in the bylaws.
b. There shall be a minimum of two Committee members, in addition to the officers.
c. All members of The Committee are to be members of the Society.
d. At the Annual General Meeting of the Society, all the members of The Committee for the time being shall retire from office, but shall be eligible upon nomination for re-election.
e. The chairperson shall serve no more than three years in the role before retiring. After a one year break a former chairperson may run again for the position.
f. The election of officers and other members of the Management Committee shall take place in the following manner.
i. Any two members of the Society shall be at liberty to nominate any other member to serve as an officer or other member of The Committee;
ii. The nomination, which shall be in writing and signed by the member and a proposer and seconder, shall be lodged with the secretary at least 5 days before the Annual General Meeting at which the election is to take place;
iii. A list of the candidates names with proposers and seconders' names shall be made available at the Annual General Meeting.
iv. Balloting lists shall be prepared (if necessary) containing the names of the candidates in alphabetical order and each member present at the Annual General Meeting shall be entitled to vote for any number of such candidates not exceeding the number of vacancies.
v. An election for membership of the The Committee shall be carried out by a secret ballot of the members present at the Annual General Meeting. In the case the positions are contested, the successful candidate is required to receive a simple majority over another competing candidate to win.
vi. Should, at the commencement of such a meeting, there be insufficient number of candidates nominated, nominations may be taken from the floor of the meeting.
vii. A returning officer is to be nominated from the floor of the AGM by the membership to operate and manage the election, they are also to count the votes and announce the new Committee.
viii. The outgoing Committee must abstain from the nomination of the returning officer.
ix. The returning officer is to be a member of the society and not a member of the outgoing Committee.
6.2 Resignation or Removal from Management Committee
a. Any member of the Committee may resign from membership of the Committee at any time by giving notice in writing to the secretary, such resignation shall take effect at the time such notice is received by the secretary unless a later date is specified in the notice.
b. The Society in a Special General Meeting may by resolution remove any member of the committee from the office held ahead of the expiration of their term. The attendees of the Special General Meeting may then, by resolution, elect another member to hold office until the next Annual General Meeting.
c. A member of the committee subject to a proposed resolution of removal from office, may make reasonable representations in writing to the secretary requesting that the representation be transmitted to the ordinary members and/or read out at the meeting at which the resolution is considered.
d. The secretary shall transmit a copy of the representations to each ordinary member and/or read it to the Special General Meeting prior to the motion being put to a vote.
6.3 Vacancies on Management Committee
a. The Management Committee shall have power at any time to appoint any member of the Society to fill any casual vacancy on the Committee until the next Annual General Meeting.
b. The continuing members of the Committee may act to increase the number of members on the committee in the event the committee numbers fall below the necessary quorum outlined in clause 7.5 (a) (ii) of this constitution.
c. If the number of committee members for any reason falls below the necessary quorum outlined in clause 7.5 (a) (ii) of this constitution the committee may continue to act by a simple majority vote until the quorum can be restored.
d. The committee may as needed co-opt agreeing members to the committee provided this is approved by the members present at the next ordinary meeting.
6.4 Roles of the Management Committee
Common seal
The Committee shall provide a common seal for the Society and may from time to time replace it with a new one.
The Secretary shall have custody of the common seal, which shall only be used by the authority of the Committee. Every document to which the common seal is affixed shall be signed by the President and countersigned by the Secretary or a member of the Committee.
Except as otherwise provided by in this constitution and subject to resolution of the members of the Society carried at any Special General Meeting The Committee is to:
a. Manage the Society’s financial affairs, including approving the annual financial statements for presentation to the Members at the Annual General Meetings;
b. Administer, manage, and control the Society;
c. Set accounting policies in line with generally accepted accounting practice
d. Delegate responsibility and co-opt members where necessary;
e. Ensure that all Members follow the Rules;
f. Decide how a person becomes a Member, and how a person stops being a Member;
g. Decide the times and dates for Meetings, and set the agenda for Meetings;
h. Decide the procedures for dealing with complaints;
i. Set Membership fees, including subscriptions and levies to recommend for verification via vote at the Annual General Meeting.
6.5 Roles of Committee Members
a. The Chairperson is responsible for:
i. Ensuring that the Rules are followed;
ii. Convening Meetings and establishing whether or not a quorum (five members of the committee) is present;
iii. Chairing Meetings, deciding who may speak and when;
iv. Overseeing the operation of the Society;
v. Providing a report on the operations of the Society at each Annual General Meeting.
b. The Secretary is responsible for:
i. Recording the minutes of Meetings;
ii. Keeping the Register of Members;
iii. Holding the Society's records, documents, and books except those required for the Treasurer’s function;
iv. Receiving and replying to correspondence as required by the Committee;
v. Forwarding the annual financial statements for the Society to the Registrar of Incorporated Societies upon their approval by the Members at an Annual General Meeting.
vi. Advising the Registrar of Incorporated Societies of any rule changes;
c. The Treasurer is responsible for:
i. Keeping proper accounting records of the Society’s financial transactions to allow the Society’s financial position to be readily ascertained;
ii. Preparing annual financial statements for presentation at each Annual General Meeting. These statements should be prepared in accordance with the Societies’ accounting policies (see 8.1.d).
iii. Providing a financial report at each Annual General Meeting;
iv. Providing financial information to the Committee as the Committee determines.
6.6 Meetings of The Committee
a. Committee meetings may be held via video or telephone conference, or other formats as the Committee may decide;
b. The Chair/President shall chair Committee Meetings, or if the Chair/President is absent, the Committee shall elect a Committee Member to chair that meeting;
c. Decisions of the Committee shall be by majority vote;
d. The Chair/President or person acting as Chair/President has a casting vote, that is, a second vote in the case there is a tie during a vote.
e. Committee Members may cast a vote on specific actions ahead of a committee meeting in writing if they are unable to attend.
f. The Committee shall meet at least ten times per year to exercise its functions subject to government regulations and restrictions.
g. The time of the committee meetings shall not coincide with the time of an Ordinary General Meeting.
h. All proceedings of the meeting shall be minuted by the secretary.
i. An agenda for each committee meeting should be drafted and circulated ahead of the meeting.
j. A Special Meeting of The Committee shall be convened by the secretary and or Chairperson if required. This meeting requires the presence of a quorum to constitute a valid committee meeting.
k. In the event of any member of the committee is unable to attend a committee meeting
i. A copy of the agenda and minutes is to be provided to them in a timely fashion
ii. Their apologies are to be given at the start of the committee meeting
iii. They are to be allowed to raise agenda items to be attended to by the committee present at the meeting.
l. Subject to this constitution, the Committee may meet together and regulate its proceedings as it thinks fit: Provided that:
i. Questions arising at any meeting are decided by a majority of votes and,
ii. In the case of equality of votes, the question shall be deemed to be decided in the negative.
iii. A member of the committee shall not vote in respect of any contract or proposed contract with the Society in which the member holds an interest or any matter arising therefrom, and if the member does so vote shall not be counted.
m. The Chairperson or their nominee shall adjourn the meeting if necessary.
n. Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting, if convened upon requisition of members, shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the Chairperson of the Society, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further adjournments.
6.7 Sub-committees
a. The Committee may delegate any of its powers to a sub-committee consisting of such members of the Society as the Committee sees fit. A sub-committee so formed shall in the exercise of the powers so delegated and conform to any regulations that may be imposed on it by the Committee.
b. Any sub-committee may elect a member to chair its meetings. If no such Chairperson is elected or if the Chairperson is not present within 15 minutes after the appointed time of the meeting, the members present may choose one of their numbers to chair the meeting.
c. A sub-committee may meet and adjourn, as it thinks proper. Questions arising at any meeting shall be determined by a majority of votes, in the case of equality of votes, the question shall be deemed to be decided in the negative.
d. All sub-committee meetings should be minuted and the minutes submitted at the next committee meeting for review by the committee.
7. Funds, Assets and Accounts
7.1 Accounts
a. The funds of the Society shall be deposited in the name of the Society in a major national bank. The Committee shall be responsible for the management and administration of these accounts.
b. All monies shall be deposited as soon as practicable after receipt.
c. A summary of the monthly accounts is to be presented by the Treasurer at each committee meeting.
d. All expenditure and transfers are to be discussed and agreed by a quorum of the committee.
e. A maximum budget of $500 NZD can be approved by the committee ahead of purchases for expenditure where the cost isn’t yet confirmed.
f. Payments and transfers require signature or digital approval from a minimum of 2 committee members.
g. 3 or more committee members are to be signatories of the account at any given time to allow for redundancy of approvals in the event a committee member is unable to approve payment or transfer.
7.2 Review and reporting
An independent accountant is to be appointed to carry out the end of financial year review, analysis and documentation of the accounts. This accountant may be called on by the committee from time to time to provide accounting advice as needed.
At the Annual General Meeting the Treasurer is to prepare a summary of and present:
a. The income and expenditure for the financial year just ended; and
b. The assets and liabilities of the Society at the close of that year.
All such statements may be examined by an independent auditor who shall present their findings to the membership in writing within three (3) months of the Annual General Meeting.
At any AGM any member may request an external audit of the accounts, the auditor is to be approved by the members by a majority vote and the committee is to abstain from such a vote.
The auditor is to be an independent auditor or accountant paid by the Society.
The auditor is to be supplied with:
a. Access to all information of which the Committee is aware that is relevant to the preparation of the financial statements such as records, documentation and other matters
b. Additional information that the reviewer may request from the Committee for the purpose of the review; and
c. Reasonable access to persons within the Society from whom the reviewer determines it necessary to obtain evidence.
7.3 Use of Money and Other Assets
The Society may only use Money and Other Assets if:
a. It is for a purpose of the Society;
b. It is not for the sole personal or individual benefit of any Member, excepting consideration of clause 7.4 (g); and
c. That use has been approved by either the Committee or by majority vote of the Society.
7.4 Assets
All assets purchased by The Society, with funds directly from The Society’s accounts or with income from donations, bequests or grants, are owned by The Society and managed by the sitting Committee. The Committee is responsible for the management of the Society’s Assets including but not limited to:
a. Equipment such as telescopes, computers and mounts
b. Buildings
c. Infrastructure and utilities
d. Financial instruments and savings
e. Documentation, books and educational materials
The Committee may, from time to time, consult with membership regarding assets to seek advice and recommendations on the purchase, transfer of ownership, sale, loan or disposal of society owned assets. The final decision on the fate of the assets in these cases lies with The Committee.
The committee shall maintain an up to date asset register containing information about the asset, it’s value and any relevant history or information.
Assets may be gifted to members, however, to do so the following conditions must be met ahead of the donation:
f. The Committee must assess first if the asset would be better placed with an institution or institutions having objectives similar to the objectives of The Hamilton Astronomical Society Inc.
g. The Committee must assess that the asset offers no further benefit to the Society and is to seek approval of 2 or more members, who are not on the sitting committee and who are familiar with the asset, its operations and its value.
h. There is written acknowledgement of receipt of the assets by the member and the records are then minuted.
7.5 Grants, bequests and donations
All donations are given freely and the rights of ownership pass to the society. The Society may decide at future dates that the donated assets are surplus to requirements due to wear and tear and or lack of functionality. Disposal of such donated assets shall be vested in the Society.
Funds gained from grants, donations and bequests are to be used in a manner in line with any conditions, terms or requirements set out by the party providing the funds at the time they are conferred.
Any conditions, terms or requirements associated with grants, donations or bequests are to be recorded and minutes at the time the funds are conferred by the sitting Committee.
In the case that a grant, donation or bequest has been conferred with with direction as to how it shall be used, the Committee is to record and minute details of the expenditure and, if required by the agreement, report back to the donor or organisation supplying the funds when appropriate in line with the reporting requirements.
Donations, grants or bequests conferred upon the society with no conditions, terms or requirements are to be managed and utilised by the sitting Committee in line with the principles set out in this constitution.
Acceptance of donated or surplus equipment shall be without future engagement or encumbrance so as not to burden future committees with obligations which may be onerous and impractical to action. The Society retains the right to refuse any conditional donations that impose obligations on future custodians of the Society.
8. Documents
The Management Committee shall provide for the safe custody of books, documents, computer files, websites, instruments of title and securities of the Society.
The Committee shall take all reasonable steps to electronically store all operational documents it creates and to protect against data loss.
Destruction or disposal of records and assets must be authorised by the management committee.
Access to any electronic resources or records should be held by a minimum of two committee members.
9. Financial Year
a. The financial year of the Society shall close on the 31st of May.
10. By Laws
The Committee may from time-to-time make, alter or rescind bylaws for the general management of the society, so long as these are not repugnant to these rules or to the provisions of law. All such bylaws shall be binding on members of the Society. A copy of the bylaws for the time being shall be available for inspection by any member on request to the Secretary and will be made available to members via the website.
11. Alteration of the Constitution
a. The Society may alter or amend this Constitution at a Society Meeting by a resolution passed by a two-thirds majority of those Members present and voting.
b. Amendments to this constitution can only be affected at an AGM or SGM called by the society.
c. Any proposed motion to amend or replace this Constitution shall be signed by at least 75% of eligible Members and given in writing to the Secretary at least 28 days before the Society Meeting at which the motion is to be considered, and accompanied by a written explanation of the reasons for the proposal.
d. At least 14 days before the General Meeting at which any Constitution change is to be considered, the Secretary shall give to all Members written notice of the proposed motion, the reasons for the proposal, and any recommendations the Committee has.
e. When a Constitution change is approved by a General Meeting no Rule change shall take effect until the Secretary has filed the changes with the Registrar of Incorporated Societies.
12. Winding Up
12.1 Conditions of Winding up
a. The Society’s debts, costs and liabilities shall be paid;
b. Surplus Money and Other Assets of the Society may be disposed of:
i. By resolution; or
ii. According to the provisions in the Incorporated Societies Act 1908; but
iii. No distribution may be made to any Member;
iv. The surplus Money and Other Assets shall be distributed to some other institution or institutions having objectives similar to the objectives of Hamilton Astronomical Society Inc.
Appendix A - Sitting Committee
Sitting committee at the time of the drafting and approval of this document:
President: Charlie Cooper
Vice President: Richard Croy
Secretary: David Platts
Treasurer: Ian Transom
Property Officer: Peter Dowdle
Other committee members:
● David Bland
● Lilly Conradie
● Nick Odom
● Jonathan Park
● Lee Smith