CONSTITUTION OF THE CAPE FEAR ASTRONOMICAL SOCIETY
In order to secure the benefits and pleasures of an association of
individuals sincerely interested in amateur astronomy we, the
members, do hereby organize and constitute ourselves The Cape Fear
Astronomical Society, a non-profit organization. The goals of this
organization will be to promote the enjoyment and preservation of
the night skies, to encourage and coordinate the activities of
amateur astronomical societies, to develop skill in the various
fields of astronomy, and to mentor others interested in amateur
The name of this association shall be the Cape Fear Astronomical Society.
- Any person paying dues and having a sincere interest in
astronomy will be admitted to membership without regard to
sex, race, creed or national origin. Paid members shall have
full voting privileges and shall be eligible to hold office.
- There shall be four classes of membership in the Society:
- Regular Membership: Granted to any person who has paid
at least the set annual dues.
- Lifetime Membership: Awarded to any person who has
paid a one-time fee at least 20 times the set annual
dues. Lifetime members need pay no additional dues
during their lifetime.
- Family Membership: Dues for a family membership is
125% of the set annual dues, and covers all members of the
- Student Membership: Available to students, in good
standing, who have paid at least 50% of the set annual
- Annual membership dues will become due and payable in
January of each year. Members whose dues are not paid
before or during the March meeting will be dropped from the
roster and email list. Members deciding to rejoin later that
year will pay the full yearly dues regardless of the time
remaining in that year.
New joining members will pay a prorated amount based on
quarters, paying only the remaining quarters in that
- All computed and prorated dues amounts will be rounded
to the next highest whole dollar amount.
- Any change to the annual dues shall be determined by the
Executive Board and Published prior to the October regular
meeting. The change must be approved by a majority of a
Quorum at the November meeting.
A member may be removed from membership by a two thirds vote
of a Quorum after a show of due cause under the provision
that the members are notified of such proposed action during
the regular meeting prior to the meeting at which the action
is to be taken.
- The officers of The Cape Fear Astronomical Society shall
consist of President, Vice President, Associate Vice
President, Secretary and Treasurer. All officers must be
members in good standing.
- The officers of the Society shall be elected to serve for one calendar year.
- The Executive Board shall be comprised of all elected
officers of the society. The Executive Board will have powers
as described in this Constitution, and may meet in person or
via electronic means as needed. Minutes of meetings of the
executive board shall be kept and published by the
- .Duties of an officer may be delegated to a member by an
officer. Delegations must be for a limited time and will
expire at the end of the delegating officer's term. The
society must be notified by the secretary of these
DUTIES OF SOCIETY OFFICERS
PRESIDENT: The President shall preside at all business
meetings, shall be the chairperson of the Executive Board
and shall call extra business meetings when deemed
necessary. They shall temporarily fill vacancies and
appoint committees not otherwise provided for. They shall
be an ex-officio member of all committees and shall perform
all other duties normally required by the office of
VICE PRESIDENT: The Vice President shall preside in the
absence or inability of the President to serve. In
addition, they shall coordinate the society's public
ASSOCIATE VICE PRESIDENT: The Associate Vice President shall
preside in the absence or inability of the President and
Vice President to serve. In addition, they shall be
responsible for finding presenters for monthly meeting
SECRETARY: The Secretary shall keep the Minutes of all
regular, special, or Executive Board meetings. The Secretary
shall correspond with other organizations and individuals
regarding society business and activities. They shall be
responsible for accumulating, coordinating, producing and
distributing news and information of interest to the
membership (Publishing), including but not limited to the
minutes, the schedule of all meetings, and all society
activities and functions. The means of Publishing shall
include the society web pages and email list, as well as
on-line social and traditional print and broadcast media as
TREASURER: The Treasurer shall keep an accurate account of
all financial transactions of the organization and will
carry out the following:
Receive and receipt dues from members.
Maintain an up-to-date roster of the membership, to be
Published at least annually.
Account for and bank all dues properly.
Pay all bills justly accrued by the organization.
Send renewal subscription monies to the appropriate
publisher for those members who obtain special society
subscription rates to astronomical publications.
An annual election shall be held during the December
business meeting. If a Quorum is not present the current
officers will continue until an election can be held. The
election will be held at the next business meeting where a
Quorum is present.
Nominations shall be accepted from the floor and recorded by
the Secretary in the minutes at the last two regular
meetings preceding the annual election. Candidates must
indicate that they accept the nomination in person or in
writing by signed and dated letter to the President.
At the last regular meeting preceding the annual election,
the President shall appoint a Teller for the upcoming
election. The Teller shall be a member who is not a
candidate for any Society office. The Teller shall
administer all aspects of the election, shall tally the
votes and shall report the results verbally to the
membership before the conclusion of the annual election.
These results shall then be recorded in the minutes by the
Voting and determining winners.
All offices with a single candidate may be combined into
a single slate. The slate will be accepted or rejected
by voice vote. The slate shall be accepted if the
number of yea votes exceeds the number of nay votes. If
the slate is rejected, each office will be voted
A secret ballot will be held for each office where there
are more than one candidate. The winner shall be the
candidate receiving the greatest number of votes.
If a candidate is running unopposed but not elected as
part of a slate, a secret ballot is held with each
member casting a yea or nay. The candidate is elected
if the number of yea votes exceeds the number of nay
In the event of a tie in the voting for any office, the
President shall call a recess as soon as all results
have been announced. If at the conclusion of this
recess, neither candidate involved in the tie wishes to
withdraw from the race, a runoff vote will then be
conducted with members present writing their choice on
blank ballots. If this runoff also results in a tie,
then the race for that office will be decided by the
toss of a coin.
Offices which cannot be filled by the normal election
shall be filled by appointment per Article IV Section 1.
There shall be no absentee voting conducted by the Society at any time.
Officers may be removed from office by two-thirds vote of a
Quorum after a show of due cause under the provision that
the members are notified of such proposed action at the
regular meeting prior to the meeting at which the action is
to be taken. The Secretary will Publish the proposed
removal in the minutes.
Vacancies occurring between elections shall be filled by a
special election at the regular meeting following the
announcement of the resignation or withdrawal of the
officer. Duties of the office shall reside with the
President or his interim appointee unless otherwise directed
by the Executive Board.
Regular meetings: The Cape Fear Astronomical Society will
hold its regular business meeting once a month; at a date,
time, and location agreed upon by the membership present
at the previous regular meeting and Published at least two
weeks prior to the meeting.
Special meetings: The times dates and locations for special
events and/or activities will be Published at least two weeks
The Executive Board will decide if a scheduled meeting must
be canceled or rescheduled. Notification will be Published
as quickly as possible. If the meeting is rescheduled, the
new date, time, and location will be Published at least one
week prior to the new meeting date.
The Treasury of The Cape Fear Astronomical Society shall
be held in one or more accounts at a reputable local
bank. Such accounts may include checking, savings or
certificates in the name of the Society and with proportional
funding at the discretion of the Treasurer. All withdrawals
will require the signatures of the Treasurer and the
The Executive Board shall be empowered to pay bills and
make expenditures on behalf of the Society between regular meetings up
to 4 times the set annual dues, out of pocket with reimbursement by
the Society or directly from the Society's account. Larger amounts
require the approval of a majority of a Quorum.
All payments and expenditures shall be reported by the
President or Treasurer at the next regular business meeting
and must be recorded in the meeting minutes.
The minimum number of members of the
Society that must be present for valid transaction of business
at a regular meeting shall be 25 percent of the membership,
which shall constitute a Quorum.
The minimum number of members of the Society to participate
in a valid transaction of business during an electronic
meeting shall be 25 percent of the membership, which shall
constitute a Quorum.
A transaction may be proposed for electronic voting to
the CFAS email list by any club member. Members will be
allowed to discuss the proposed transaction for a minimum of
two days. The President will then approve or deny the
transaction for voting. If approved, the President will
appoint a Teller to post the official transaction email and
tabulate the voting results. Voting will take place for a
minimum of three days and a maximum of five days from the
date of the official transaction post. The expiration date
for voting will be posted in the official transaction email.
Voting results will be posted to the email list within seven
days of the official transaction post.
Proposed amendments must be made available to the members at a
regular meeting at least one month before voting. The
amendments must be Published at least four weeks prior to the
vote. On seconding of a motion to amend as proposed, the
President will appoint a Teller and a secret ballot will be
held, with Yea votes to accept and Nay votes to reject the
amendments. Amendments must be approved by a two-thirds vote
of a Quorum at a regular meeting.
Use of Society property or equipment for reasons other than
associated Society activities may only be approved by a
two-thirds vote of a Quorum, provided that notice of the use
was published at least two weeks in advance.
No part of the net earnings of The Cape Fear Astronomical
Society shall inure to the benefit of its members, directors,
officers or other persons, except that the organization shall
be authorized and empowered to pay reasonable compensation
for services rendered and to make payments and distributions
in furtherance of the exempt purpose of this organization.
In the event of dissolution of the Society, the Executive
Board shall distribute the assets of the Society, financial
and material, to non-profit organizations to best benefit
Amateur Astronomy in the Cape Fear region.
Adopted February 3, 2015
Modified December 12, 2016