This Constitution and Bylaws was last amended by
written ballot
of the membership
and became effective 8/20/98, at 6:10 PM.
The table of contents is linked to appropriate Article / Section in this document.
ARTICLE III: PARLIAMENTARY AUTHORITY
ARTICLE I: PARLIAMENTARY AUTHORITY
ARTICLE III: RIGHTS OF GENERAL MEMBERSHIP
ARTICLE IV: BOARD OF DIRECTORS
ARTICLE VI: DUTIES OF THE ELECTED OFFICERS
ARTICLE VII: ELECTION OF OFFICERS
ARTICLE VIII: APPOINTED OFFICERS
ARTICLE IX DUTIES OF THE APPOINTED OFFICERS
ARTICLE XI: MEETINGS OF THE GENERAL MEMBERSHIP
ARTICLE XII: MEETINGS OF THE BOARD OF DIRECTORS
ARTICLE XIII: ANNUAL GENERAL MEETING
ARTICLE XVI: AMENDMENT OF BYLAWS
ARTICLE XVII: EFFECTIVE DATE OF THIS CONSTITUTION AND BYLAWS
APPENDIX A: FEES AND MONETARY LIMITS FOR THE ARIZONA SOCIETY OF ASTROLOGERS
CONSTITUTION
Sec 1: This organization shall be known as The Arizona Society of Astrologers, Inc.
Sec 2: Headquarters shall be located in Maricopa County, Arizona.
The Arizona Society of Astrologers, Inc. shall be constituted:
To provide for members to pursue their interests in astrology in a cooperative and stimulating environment.
To promote astrology through teaching, lecturing, research and practice in a professional and ethical manner.
To advance freedom of expression for astrology; to develop and promote a professional status for astrology and astrologers: and to assist members in pursuing their professional goals in astrology.
ARTICLE III: PARLIAMENTARY AUTHORITY
The latest edition of "Roberts’ Rules of Order" shall be observed when not in conflict with this constitution and its bylaws.
Sec 1: The Arizona Society of Astrologers, Inc. (hereafter called the Society) shall be made up of a general membership and an affiliate membership.
Sec 2: Eligibility for membership requires compliance with the provisions of this Constitution and its bylaws.
Sec 3: Application for membership shall be accompanied by a signed Code of Ethics and membership fee as designated in the bylaws.
Sec 4: Each general member shall be entitled to one (1) vote in all matters coming before the general membership. Affiliate members shall not be eligible to vote.
Sec 5: The Society reserves the right to terminate membership.
Sec 6: Membership is not transferable or assignable.
Sec 1: The Board of Directors (hereafter called the Board) shall consist of all elected and appointed officers of the Society.
Sec 2: The Board shall be composed of members in good standing.
Sec 3: The Board positions are non-remunerative. This does not limit the Society from appointing remunerated officers to perform specific functions, but disallows remuneration for Board duties. Remunerated positions shall not be eligible to vote in the Society’s affairs.
Sec 1: The elected officers shall be: President, Vice-President / Ombudsman, Executive Secretary, Treasurer, Program Director, and Education Director. The Board shall consist of the elected officers, together with any appointed officers approved by the elected officers. The Board shall consist of not less than seven (7) nor more than fifteen (15) elected and appointed officers.
Sec 2: Officers’ duties are delineated in the Bylaws.
A budget shall be prepared by the Board at the beginning of each fiscal year for approval by the general membership.
A monthly general membership meeting shall be held.
ARTICLE IX: AFFILIATE ORGANIZATIONS
An ethical astrological organization may be granted affiliate membership in the Society subject to review by the Board, adherence to this Constitution and bylaws, and payment of the affiliate membership fee.
ARTICLE X: AMENDMENTS TO THIS CONSTITUTION
The Board of Directors shall have the authority to propose amendments to the Society’s Constitution. The unamended Constitution shall be in full force and effect until presented to the entire Membership for ratification by mail. The amendments shall be delivered to members in good standing, together with prepaid return postage to the Society’s official address. Passage of each amendment shall be by a two-thirds’ majority vote of the returns received, with an option of voting to accept the complete document. In this latter case, the acceptance of the complete document shall count as one vote for each amendment, rejection shall count as one vote against each amendment. Joint memberships shall be provided with sufficient documents to permit each individual’s vote to be tallied. Members shall be given twenty-one (21) days to respond to the amendments.
ARTICLE I: PARLIAMENTARY AUTHORITY
Sec 1: The latest edition of Roberts’ Rules of Order shall govern proceedings of The Arizona Society of Astrologers, Inc. (hereafter called the Society) unless in conflict with this Constitution and Bylaws or any special rules the Society may adopt.
Sec 2: A quorum of the general membership shall consist of not less than one fifth of the general members in good standing.
Sec 3: A quorum of the Board of Directors shall consist of one half of the combined elected and appointed officers and their signed proxies.
Sec 1 : Application for membership shall be accompanied by a signed Code of Ethics, and fees as specified in Appendix A of the Bylaws.
Memberships shall remain in good standing with continued adherence to the Constitution, Bylaws, and Code of Ethics, and with payment of the annual membership fee, or with purchase or attainment through tenure of Lifetime Membership status.
If any member fails to pay dues within sixty (60) days after such are due and payable, the membership lapses. Voting rights are not included in the sixty-day grace period.
Joint membership shall be available to persons residing at the same address for the fees specified in Appendix A.
Library membership shall be available to members in good standing for the fee specified in Appendix A.
Affiliate Membership in the Society may be granted to an ethical astrological organization, subject to:
Review by the Board of Directors
Compliance with the Society’s Constitution and Bylaws, Payment of the Affiliate Membership fees as specified in Appendix A.
Sec 2: In lieu of the annual general membership fee, a lifetime membership shall be available to each general member for the fee specified in Appendix A.
Sec 3: After fifteen (15) years of continuous membership, the member will automatically be given a lifetime membership at no additional cost.
Sec 4: The Society reserves the right to terminate a membership upon the vote of a two-thirds majority of a quorum of the Board of Directors (hereafter called the Board.) The procedure is as follows When the Board determines that a hearing is warranted, it shall schedule such a hearing. The hearing meeting(s) shall be open to the general membership. Any member or Board member subject to such a hearing shall attend the hearing meeting(s) or resign his or her membership. Roberts’ Rules of Order (latest edition) shall be followed for such a proceeding.
Sec 5: If a membership is terminated, the membership fee shall not be refunded. Such an individual shall not be permitted to attend further meetings of the Society without Board review.
ARTICLE III: RIGHTS OF GENERAL MEMBERSHIP
The following shall be considered the rights of all members in good standing:
Sec 1: Each general membership meeting shall be open to members in good standing at the rate as specified in Appendix A.
Sec 2: Every monthly Board of Directors’ meeting shall be open to the general membership for their information. The President shall be notified in advance if a member wishes to participate in a Board of Directors’ meeting.
Sec 3: Reduced rates shall be given to all members in good standing attending monthly workshops sponsored by the Society, as specified in Appendix A.
Sec 4: The general membership shall have the use of the Society’s library at the terms specified in Appendix A.
Sec 5: All members in good standing shall receive the Society’s newsletter at no cost.
ARTICLE IV: BOARD OF DIRECTORS
Sec 1: The function of the Board of Directors shall be to provide guidance and direction of the Society for the beneficial and harmonious pursuit of its goals. The Board shall be responsible for taking suitable actions to achieve the Society’s goals, and to serve the members, recruiting help from within the Society’s membership as appropriate.
Sec 2: The composition of the Board of Directors is defined in the Constitution, Article VI, Officers.
Sec 3: A quorum of the Board of Directors is defined under Article I of the Bylaws, Parliamentary Authority.
Sec 4: Bylaws governing the Board of Directors’ meetings are defined in Article XII, Meetings of the Board of Directors.
Sec 5: The Board of Directors may hold a hearing to remove any of its members from office, or to terminate their membership in the Society, for just cause, including but not limited to:
Neglect of duties to the Society;
Violation of the Code of Ethics;
Conviction of a felony.
Disciplinary action shall be determined by the vote of a two thirds’ majority of the part of the Board not involved in the complaints.
Sec 6: Should a member feel that any officer is not properly fulfilling the office to which elected or appointed, the member shall present a written and signed complaint to a Board member, who shall ensure the matter is placed on the agenda of the next regular or special Board meeting.
Sec 7: The Board of Directors shall have authority to propose amendments to the Constitution and Bylaws of the Society.
Sec 8: Board members will not be charged for attending workshops, unless otherwise determined by the Board.
Sec 1: The offices of President. Vice President /Ombudsman, Executive Secretary, Treasurer, Program Director, and Education Director shall be elected by ballot of the general membership.
Sec 2: Each officer shall hold office for the term of one (1) year. At the end of an officer’s elected term, or at such time as a successor is appointed and confirmed, the officer shall deliver to the successor all records and property of the Society. An officer may be elected to the same office for no more than two (2) successive terms.
Sec 3: Should an elected officer be unable to fulfill the office to which he or she was elected, for any reason, the Board of Directors shall appoint a successor to complete the unexpired term of office, subject to ratification of the general membership.
ARTICLE VI: DUTIES OF THE ELECTED OFFICERS
Sec 1: It shall be the President’s duty to:
Preside at all meetings of the Society and at Board meetings.
Propose all appointed officers and perform such functions as are normally expected of a President. Appointed officers shall be approved by the Board of Directors.
Prepare an agenda of each forthcoming Board meeting.
Co-sign all checks to meet the Society’s obligations.
When circumstances require, compose and submit a written feature column for each published issue of the society newsletter.
Sec 2: It shall be the Vice-President / Ombudsman’s duty to:
Be the active administrative officer of the Society, subject to the actions of the Board of Directors.
Assume full responsibility for the President’s duties in the event of the absence or resignation of the President.
Act as Ombudsman in situations requiring improved communication or resolution of conflict between the Board and the membership. During such proceedings, the office of Vice President falls away. The Ombudsman has no vote on the matter under discussion.
Attend all regular meetings and workshops.
When circumstances require, compose and submit a written feature column for each published issue of the society newsletter.
Sec 3: It shall be the Executive Secretary’s duty to:
Record and keep the minutes of the meetings of the Board of Directors.
Minutes shall be available to the Board and the general membership.
Notify members of the Board of the date, time and place of Board meetings and/or special meetings.
Provide each new officer with a copy of the Constitution and Bylaws of the Society.
Carry on all correspondence assigned to this office.
When circumstances require, compose and submit a written feature column for each published issue of the society newsletter.
Sec 4: It shall be the Treasurer’s duty to:
a. Collect and deposit all dues, registration fees, guest fees, and / or gifts to the account of the Society, promptly recording all transactions to the official ledger.
b. Process all disbursements, including co-signing checks for the disbursement of the Society’s funds, subject to the Board’s approval.
c. Keep strict account, in writing, of all monies received and disbursed, retain written vouchers of all payments made, and present a monthly report of the current financial status, including income and disbursements, suitably itemized, at the monthly Board meeting.
d. Monitor running expenditures against the approved budget on a monthly basis, and report the status at the monthly Board meetings.
e. Coordinate membership receipts with the Membership Director.
f. Make a written report at the Annual General Meeting of the Society showing the exact financial condition of the Society.
g. Keep the books of the treasurer open for inspection by the membership upon due notice to the Board. The books shall be audited at least once each year, at the end of the fiscal year accounting period so that a financial report may be presented at the Annual General Meeting.
h. File the Annual Report, including the names of the Board of Directors, and a financial statement, with the Arizona Corporation Commission. The form is to be signed by the Society’s agent, and his I her signature notarized.
i. Deposit the Society’s funds in such bank as the Board approves.
j. Establish a petty cash fund, not to exceed the amount specified in Appendix A. Cash setup for handling the Admission Desk shall be treated separately.
k. Make application for and become bonded, by name (not by office). The bond shall be paid out of the Society’s funds,
l. Arrange for the regular meeting room and all workshop meeting rooms, paying the required fees from the Society’s funds.
Attend all official functions, or appoint an Acting Treasurer to attend in the Treasurer’s absence.
When circumstances require, compose and submit a written feature column for each published issue of the society newsletter.
Sec 5: It shall be the Program Director’s duty to:
a. Select a slate of speakers, propose them, several months ahead of each meeting, to the Board, and negotiate fees, transport and accommodation arrangements within the guidelines agreed to by the Board.
b. Follow up to express the Society’s appreciation to guest speakers and ensure that the speakers name is placed on the newsletter mailing list.
c. Coordinate the size of the meeting room with the Treasurer, and see that all materials (overhead projector, chalkboard etc.) needed by the speaker are available.
d. See that all appropriate accommodations are made for the speaker, including transportation if needed.
e. Coordinate with the Publicity and Newsletter Directors by supplying names, dates, places, and topics for each meeting and workshop, with as much lead-time as possible (minimum should be eight weeks).
Attend all regular meetings and workshops.
When circumstances require, compose and submit a written feature column for each published issue of the society newsletter.
Sec 6: It shall be the Education Director’s duty to:
Plan a program of educational activities to increase membership knowledge of astrology through: brief talks at the monthly meetings; classes; the Society’s library; and/or other appropriate activities and research.
Coordinate with the Program Chairman to align educational topics with the speaker’s topics when appropriate.
Attend all regular meetings and workshops.
When circumstances require, compose and submit a written feature column for each published issue of the society newsletter.
ARTICLE VII: ELECTION OF OFFICERS
Sec 1: A Nominating Committee Director shall be appointed by the Board at the April Board meeting. This position shall be a non-voting position and is created for the sole purpose of formulating a ballot of nominees. The Nominating Committee shall endeavor to secure nominations such that at least one third of the position incumbents run for the same office again in the upcoming election. Election ballots will determine which candidates actually assume the offices; this guideline is intended to preserve the continuity of the Board’s operating knowledge from year to year.
Sec 2: The Nominating Committee Director shall propose a list of up to three (3) members not on the ballot for approval by a majority of the Board of Directors, to act as the Nominating Committee. Duties are to:
Formulate a ballot,
Mail ballots out to members in good standing
Collect returned ballots,
Count and tally the votes for contested positions to determine the winners,
Notify the current President of election results.
Sec 3: The Nominating Committee shall ask for nominations from the floor at the May general meeting. With the nominations from the floor and those names supplied by the Nominating Committee, a list of candidates for the elected positions shall be compiled. Written nominations may be submitted to the Nominating Director or the Board up to the Board meeting following the May meeting. To submit a nomination at the Board meeting, a member must be placed on the agenda by contacting the President.
Sec 4: The Nominating Committee shall provide the final list of candidates at the June Board meeting. The July issue of the Society’s newsletter shall contain a list of all nominees and the positions for which they are running.
Sec 5: Ballots shall be prepared in the following manner:
Names of the nominees for contested positions shall be drawn at random to establish a sequence for listing nominees for each office on the ballot. Uncontested candidates, where applicable, shall be listed for the appropriate office.
The ballots shall be prepared by the Nominating Committee for mailing to all members in good standing before the July general meeting.
Enclosed with the ballots shall be prepaid return postage to the official address of The Arizona Society of Astrologers, Inc.
Sec 6: Ballots shall be counted by the Nominating Committee on the Thursday prior to the August general meeting. A minimum of three persons shall be present for the counting of the ballots. The counting process shall be open to members in good standing, and the time and place of vote-counting shall be announced in the July newsletter. The individual receiving the highest number of votes for each office shall be declared elected. A tie vote shall be broken by a majority vote of the total outgoing Board or their proxy.
Sec 7: The presiding President shall be notified of the election results by the Nominating Committee immediately after the votes are tallied The President shall notify all nominees of the election results. The results of the election shall be announced at the August general meeting and published in the September issue of the Society’s newsletter.
Sec 8: The Secretary shall be responsible for retaining the ballots. Ballots are to be kept for one (1) year.
ARTICLE VIII: APPOINTED OFFICERS
Sec 1: All appointed officers of the Society shall be members in good standing, appointed by the President and confirmed by a majority vote of the elected officers. In the case of a tie vote, the President shall have the tie breaking vote.
Sec 2: Appointed Officers include, but are not limited to Parliamentarian, Hospitality Director, Publicity Director, Newsletter Editor, Member At Large, Librarian, Membership Director, and Nominating Committee Director.
Sec 3: Each appointed Officer ( except the Nominating Committee Director ) shall hold the appointed position for a term of one (1) year and may be reappointed. At the end of an officer’s appointed term, all records and property belonging to the Society shall be delivered to the succeeding Director.
Sec 4: Should an officer be unable to fulfill the position to which he or she was appointed, for any reason, the President shall appoint a successor to complete the unexpired term of the position, subject to confirmation by a majority vote of the Board.
ARTICLE IX DUTIES OF THE APPOINTED OFFICERS
Sec 1: It shall be the Parliamentarian’s duty to:
a. Be familiar with the latest edition of "Robert’s Rules of Order," the Constitution and Bylaws of the Arizona Society of Astrologers, Inc., and be available for advice to the President and all members of the Board and members in good standing.
Notify the President of actions required by the Board a month before they are due, such as Nominating Committee selection, budget preparation, etc.
The Parliamentarian may not vote on any issue coming before the Board.
Sec 2: It shall be the Hospitality Director’s duty to:
Arrange for refreshments at all general meetings and workshops.
Sec 3: It shall be the Publicity Director’s duty to:
Write and mail news releases to appropriate sources of publicity, such as: selected radio stations, newspapers, throwaway newspapers, book stores, and/or the American Federation of Astrologers.
The Publicity Director shall take other actions deemed in the best interest of the Society to publicize the meetings and speakers.
Sec 4: It shall be the Newsletter Editor’s duty to:
a. Obtain material for the newsletter, write, edit, and mail the newsletter,
b. Maintain a mailing list, to be composed of the names and addresses of members in good standing, paying subscribers, past speakers and others to whom complimentary newsletters are mailed, and guests from recent meetings. This mailing list is to be confidential to the Society except for those who have indicated that their names and addresses may be released to other metaphysical organizations approved by the Board.
Sec 5: It shall be the Member-At-Large’s duty to:
a. Greet the members and guests at each meeting,
b. Serve as an avenue of communication between members and the Board of Directors;
c. Encourage members to submit ideas to the Board for activities for the Society that would appeal to a large section of the members, maintaining a written list of such ideas for the Board’s reference as required.
Sec 6: It shall be the Membership Director’s duty to:
a. Maintain a current list of members in good standing, retaining the date when each member joined the Society, and coordinate this list with the Newsletter Editor. Confidentiality of the list shall be strictly preserved except for those members who have explicitly given permission for the release of their names to metaphysical organizations approved by the Board.
b. Issue membership cards, signed by the President or Vice President.
c. Mail letters of renewal to members thirty (30) days prior to expiration of their membership.
d. Provide the Constitution and Bylaws to new members, and maintain a file of the signed Code of Ethics forms for members in good standing.
Sec 7: It shall be the Librarian’s duty to:
a. Offer the services of the Library to members who have library privileges, keeping track of all materials borrowed, and requesting return of any material kept out of the library for more than a month.
b. Upgrade the Library by recommending books and purchasing those funded by the Board.
c. Maintain a record of all library material.
d. Maintain a record of members who are currently library subscribers.
e. Provide written acknowledgment of all gifts.
Sec 1: The Board of Directors shall prepare an annual budget at the beginning of the fiscal year and shall present it to the membership for approval by a majority vote of those present at a general meeting not later than December. The one-fifth quorum requirement may be lowered to one-eighth of the membership for this vote if required Sec 2: Any expenditures exceeding the approved budget amount by more than ten (10) percent shall be submitted to the membership for approval.
ARTICLE XI: MEETINGS OF THE GENERAL MEMBERSHIP
Sec 1: A general meeting shall be held once each month. The December meeting may be called a party, in keeping with the festive spirit of the Winter Solstice. Special meetings may be called at the discretion of the Board.
Sec 2: The vote at all regular or special meetings shall be as follows: Each member in good standing shall be entitled to one vote. A quorum is defined under Article 1, Parliamentary Authority.
Sec 3: The Society reserves the right to evict drunk and/or disorderly attendees from meetings.
ARTICLE XII: MEETINGS OF THE BOARD OF DIRECTORS
Sec 1: The Board of Directors shall meet at least once each month, with the possible exception of December. The December business may be handled at the November Board meeting.
Sec 2: Special meetings may be held at the discretion of the President or of a majority of the Board. At such meetings no business shall be transacted except that for which the special meeting was called.
Sec 3: Bylaws governing Board meeting quorum requirements are listed in Article 1. The vote at all regular or special Board meetings shall be as follows:
Each Board member present in good standing shall be entitled to one vote.
Board members serving as proxy for absentee Board members shall be entitled to cast the vote of the absentee Board member.
Tie votes on the Board shall be broken by the vote of the President.
Sec 4: All Board members shall be present at each meeting of the Board of Directors.
If a Board member is unable to attend a meeting, it is that member’s responsibility to contact the President, or any Board member the President may designate to take such calls, and advise said person of the reason for not attending.
A Board member who is not able to attend a meeting shall notify the President or designated officer as to the status of his or her position for presentation at the meeting.
In the event that a Board member has been absent from three (3) Board meetings, the Board shall review the reasons for the absences, the contributions of the member, and the condition of the position(s) held by said member. The Board of Directors shall have the authority to take whatever action is deemed appropriate by a majority.
Sec 5: At the regular monthly Board meeting prior to the first general membership meeting of the fiscal year, the annual reports of the officers and any standing committees shall be read and submitted for approval by a majority vote of the Board. A synopsis of these approved reports shall be delivered at the Annual General Meeting.
ARTICLE XIII: ANNUAL GENERAL MEETING
Sec 1: There shall be an Annual General Meeting in September of each year to report on the previous fiscal year. The Annual General Meeting may be held at the same time as the regularly scheduled monthly general meeting, the order of business being presentation of a synopsis of the officers’ reports followed by the regular business of the meeting.
Sec 2: The minutes of the Annual General Meeting shall not be held for action until the next Annual General Meeting, but shall be acted on by the Board starting with the next Board meeting.
Sec 1: All official records, documents, etc., of the Arizona Society of Astrologers, Inc., over two (2) years old shall be given to the Executive Secretary at the end of the fiscal year.
The Secretary shall sort out obsolete material, and recommend to the Board destruction of those records that are no longer relevant.
Financial records shall be kept for the statutory seven-(7) year period.
The fiscal year of The Arizona Society of Astrologers, Inc. shall begin on September 1st, and end on August 31st of the following year.
ARTICLE XVI: AMENDMENT OF BYLAWS
The Board of Directors shall have the authority to propose amendments to the Society’s Bylaws. The unamended Bylaws shall be in full force and effect until presented to the entire Membership for ratification by mail. The amendments shall be delivered to members in good standing together with prepaid return postage to the Society’s official address. Passage of each amendment shall be by majority vote of the returns received, with an option of voting to accept the complete document. In this latter case, the acceptance of the complete document shall count as one vote for each amendment and rejection shall count as one vote against each amendment. Joint memberships shall be provided with sufficient documents to permit each individual’s vote to be tallied. Members shall be given twenty-one (21) days to respond to the amendments.
ARTICLE XVII: EFFECTIVE DATE OF THIS CONSTITUTION AND BYLAWS
This Constitution and Bylaws shall become effective 8/20/98, at 6:10 PM.
APPENDIX A: FEES AND MONETARY LIMITS FOR THE ARIZONA SOCIETY OF ASTROLOGERS
Sec 1: The annual single membership fee shall be $30.00.
Sec 2: The annual joint membership fee shall be $30.00 for the first person residing at a specific address, and $20.00 for subsequent individuals residing at the same address.
Sec 3: The fee to join the organization shall be $3.00.
Sec 4: The members fee for library use shall be by a refundable security deposit per book, value as marked.
Sec 5: The annual fee for a newsletter subscription shall be $15.00.
Sec 6: The annual fee for an affiliate member organization shall be $30.00. Affiliate organizations shall receive a copy of the Society’s newsletter at no charge.
Sec 7: The fee for a lifetime membership shall be $300.00. Privileges are the same as those for regular members in good standing.
Sec 8: Attendance at the Society’s monthly general meetings shall be $4.00 for general members and $10.00 for non members, unless the Board decides differently for a specific meeting.
Sec 9: Attendance at the Society’s monthly workshops shall be $10.00 for general members and $15.00 for non members, unless the Board decides differently for a specific workshop.
Sec 10: The maximum amount of the petty cash fund shall be $100.00. Cash setup for the admission desk for meetings and workshops is not included as part of petty cash.