Oxford University Space and Astronomy Society
Table of Contents
1. The name of the Society
The name of the Society shall be "The Oxford University Space and Astronomy Society."
2. The aims of the Society
The aims of the Society are to promote and encourage an interest in astronomy, astrophysics and space science throughout the University.
3. The activities of the Society
The activities of the Society shall consist of meetings during the University term at which talks, discussions etc. of astronomical and space science interest shall be given, and of regular observational meetings, when the Society's instruments shall be available for use by all members. The Society shall provide for the use of the observatory and other equipment at other times, subject to the provisions of section 6 (The use of the society's instruments other than at observational meetings). The Society shall also endeavour to provide opportunities for day and night visits to astronomical establishments and to provide for other such facilities as shall seem to further its objectives.
4. Administration of the Society
The Society shall at all times be administered in accordance with the rules and regulations for clubs, societies and publications as laid down in the current edition of the Proctors Memorandum.
5. The committee
The affairs of the society shall be managed by a committee elected from the members of the society and of the following composition:
- At least one senior member, in compliance with University regulations.
- Not less than six junior members of the University.
- The three senior officers: a president, a secretary and a treasurer, at least one of whom shall be of undergraduate status.
- An observations officer, a space technologies officer and a publicity officer.
- Such other officers as the committee shall deem expedient to the running of the Society.
A quorum of the committee shall include four committee members, including the president, the secretary and the treasurer, or deputies appointed by them, or all the junior committee members should their number fall below four. Should the number of junior committee members fall below six, the committee shall be restored to full strength by elections held at the next committee meeting.
Any committee member who misses all the committee meetings in a term, or is deemed to have repeatedly neglected their duties to the society, shall be removed from the committee, subject to a vote by the committee at the last committee meeting of the term. The committee shall have the power to set action points which shall be recognised as a duty to the society.
6. The use of the Society's instruments other than at observational meetings
The committee shall arrange for the observations officer and several members of the Society to have keys to access the telescope and shall notify the members of the Society at the beginning of each term the names and addresses of members with keys. The committee shall have the power to bar any member from the observational facilities who seems unfit to enjoy them.
Any member who wishes to have a key for the observatory must apply to the committee and pay a deposit, as decided by the committee. Any member found to have duplicated a key or to have loaned a key to any other person not already in possession of a key, without the approval of the committee, given at a committee meeting, shall be liable to instant dismissal from the Society without refund of membership fee.
The facilities of the Society shall be extended to all members of the University who:
- pay the membership fee of the Society;
- being above the status of M.A., express a wish to participate in the activities of the Society, subject to a dispensation by one of the senior officers.
Non-members of the University may also join the Society and enjoy its facilities if approved by the committee. The committee may offer to anyone who has rendered service to the society, honorary life membership, which shall entitle those persons to all the rights of ordinary members.
The membership fees of the society shall be fixed by the committee, at an amount which seems to them in keeping with the facilities provided by the Society.
Non-members of the university must have a period of "Provisional Membership" and attend 3 events during this period. Upon the fourth event, and receipt of membership fee, their membership status is then upgraded from "Provisional Membership" to full membership. Membership must be renewed annually and a fee must be paid upon renewal. Non-university members must provide their full name and address. This information must be accurate and up to date. The secretary is responsible for managing this information and it is to be treated as confidential.
8. Committee Meetings
Committee meetings shall be held at least twice per University term. All members of the committee shall have at least three days notice of the committee meetings. Minutes of the meetings shall be kept by the secretary and may be inspected by any member of the Society. Apologies for absence will be required, and should be sent to the secretary.
9. Election of the Committee
The senior members
A senior member shall be elected by a simple majority of the committee.
Junior members, not holding office, may be elected to the committee by a simple majority of the committee.
Officers shall be elected at an annual general meeting of the Society in Hilary Term, of which all currently resident members shall be made aware at least seven days in advance. Candidates shall be nominated and seconded by other members of the Society in writing to the secretary.
Voting shall be conducted by secret ballot. In addition to the candidates nominated, members shall also be given the option to vote for the reopening of nominations.
10. Powers of the Committee
The committee has the power to refuse membership of the Society to any person, or require any person to resign from the Society, or the committee, who shall be unsuited to be a member, decided by a two to one vote*
of the committee. This issue shall be declared at the time of calling the committee meeting and the person concerned shall be informed and allowed to speak at the meeting.
The committee has the power to make any meetings which it considers suitable, open to attendance by non-members of the Society. It has the power to invite speakers, arrange meetings, advertise the Society's activities as it sees fit, appoint College or other representatives and generally execute the routine matters involved in the running of the Society. The senior members may require the secretary to send them the minutes of each committee meeting.
11. Duties of the Officers
The president shall preside at all committee meetings, and guide and coordinate the activities and officers of the Society. It shall also be the duty of the president to maintain contact with, and organise meetings with, other societies. If at any time the president is unable to be present at a meeting, their place shall be taken by one of the other officers. The president shall not vote at a meeting, except in the case of a tied vote, in which case the president shall have casting vote. The president and secretary jointly, by a two thirds* majority of the committee, may assume the powers of the committee for a stated period but any decisions that are made must be fully reported to the committee within two weeks of the end of that period.
It shall be the duty of the secretary to arrange the speaker meeting programme, and they shall also find accommodation for the speakers if required. The secretary shall be responsible for the contents of the termcard and also for communications between any member of the Society and the committee. If at any time the secretary is unable to be present at a meeting, their place shall be taken by one of the other committee members.
The treasurer shall keep proper accounts of the income and expenditure of the Society and shall have these ready for inspection by the committee members. The treasurer shall make a statement of the financial state of the Society to the committee at least once per term. The treasurer shall also keep records of the members of the Society, and keep the membership list up to date. They shall send reminders to members whose membership has recently lapsed. It shall also be the duty of the treasurer to pay all of the Society's bills from the Society's accounts. The treasurer shall ensure that all debts to the Society are recovered promptly. All debts of the members of the Society to the Society must be paid within four days of the request of the treasurer. The treasurer shall collect membership fees from members.
The observations officer
The observations officer shall be responsible for the upkeep of the Society's astronomical equipment and they shall maintain the observations book. The observations officer shall also either be acquainted with the use of the society's astronomical equipment or be able to direct a Society member to a source of information and help with respect to this. It shall be the duty of the observations officer to keep an up to date record of the holders of the keys to the observatory. The observations officer shall be responsible for the purchase of new equipment at the instruction of the committee, and ensure that astronomy and astrophysics are fairly represented within the Society.
The space technologies officer
The space technologies officer shall be responsible for organising rocket launches every University term and for organising the rocket workshop before each launch. The space technologies officer shall also be responsible for the purchase of new equipment at the instruction of the committee, and shall ensure that space technologies are fairly represented within the Society. A launch book and the society's rocketry equipment shall be maintained by the space technologies officer.
The publicity officer
The publicity officer shall be responsible for booking and setting up the Society's stall at Freshers Fair, and for ensuring that all the society's activities are properly publicised. The publicity officer shall facilitate communications between the committee and the Society. The publicity officer shall also be responsible for producing and distributing the termcard.
The magazine and fund-raising officer
The magazine officer shall be responsible for producing the society magazine and for coordinating the acquiring of funds for the society through sponsorship and merchandising.
Each committee member shall make themselves available, when possible, for the purpose of aiding any other committee member in the execution of their duties. Each committee member shall be answerable to the committee at a committee meeting for any failure to execute their duties. Each member of the committee shall possess one copy of the constitution, and shall make it available for inspection by any member of the Society.
12. The finance of the Society
The Society shall have a bank account into which all income shall be paid. Only the senior officers have the power to sign cheques on behalf of the Society, and two signatures shall be required for the cheque to be valid.
13. Limits on expenditure
The income and property of the Society shall be applied only to the expressed objectives of the Society, and no portion thereof shall be paid or made over, directly or indirectly, to any member of the Society, expect in the reimbursement of expenses incurred or to be incurred on behalf of the Society. The treasurer shall not authorise the expenditure of more than the Society's current funds without the committees consent.
14. Status of Cambridge University Astronomical Society members
Members of the Cambridge University Astronomical Society, possessing a valid membership of that society, shall be eligible to enjoy all the facilities of The Oxford University Space and Astronomical Society, with the exception of voting rights, standing as candidates in Society elections and possession of keys to the Society's telescope, without payment of a further fee. Each society shall have the power to refuse these facilities to any member of the other society on consultation with the other society.
15. Cases of dispute
Any member of the Society shall be able to request further investigation into the action of any other member or officer, or the decisions of the committee, or the whole society, relating to any matter of Society business. If any serious dispute arises, the matter may be referred to the senior member for arbitration; if the senior member sees fit, the matter shall be decided at a general meeting of the Society.
16. General Meetings
Notice of this meeting must be circulated to all members of the Society currently resident of the University at least one week in advance, in writing. The senior member, the committee, the senior officers or one fifth of the Society shall be able to call such a meeting. The meeting will supersede the powers of the committee. The agenda shall be defined by motions submitted to the secretary. All motions are to be decided by a two to one vote*
. Any decision giving rise to call for such a general meeting shall not be implemented until the matter has been discussed at such a meeting.
17. Amendments to the constitution
Amendments to the constitution may only be made at the annual general meeting or a general meeting called expressly for this purpose. All members shall be given at least seven days' notice of this meeting and the proposed amendments where practical. Amendments shall be passed by a two thirds*
*A two thirds, or two to one, majority means at least two votes for a motion for every vote against the motion are required.
Site design by Sophie Dillon, 2013. Background image credit: NASA, ESA, and M. Livio and the Hubble 20th Anniversary Team (STScI)