Caltech Space Society Organization Bylaws Version 1.0 95.01.18 section 1. Responsibilities of the executive committee Section 1.1: Secretary The SecretaryÕs duties shall include, but are not limited to: ¥ publishing a monthly newsletter, ¥ maintaining a membership roster, ¥ publishing minutes for each meeting, ¥ maintaining a list of outside contacts, ¥ maintaining the chapterÕs history and survival guide as the chapter book, ¥ coordinating any other publications deemed necessary by the rest of the Executive Committee. Section 1.2: Chapter Representative The Chapter RepresentativeÕs duties shall include, but are not limited to: ¥ preparing an agenda for and running the general meetings, ¥ maintaining relations with outside groups and persons, both on-campus and off, ¥ representing CSS to SEDS-USA and NSS, ¥ working with the Events Coordinator on activities with other groups, ¥ maintaining CSSÕs presence on the Internet. Section 1.3: Treasurer The TreasurerÕs duties shall include, but are not limited to: ¥ maintaining moneys in checking and/or savings accounts, ¥ coordinating and directing fundraising activities, ¥ drawing up and publishing an annual budget, ¥ ensuring that the budget is adhered to, ¥ representing the chapter, along with the Chapter Representative, to ASCIT (Associated Students of the California Institute of Technology) and other Caltech offices. Section 1.4: Events Coordinator The Events CoordinatorÕs duties shall include, but are not limited to: ¥ thoroughly publicizing all activities through all available media, ¥ organizing the logistics of each activity well in advance of the event, ¥ providing a record of each event, ¥ remaining in communication with the members interested in each event. Section 1.5: Special Projects Coordinator The Special Projects CoordinatorÕs duties shall include, but are not limited to: ¥ ensuring that chapter projects are well organized and proceeding at a reasonable rate, ¥ keeping the membership updated through the newsletter on the progress of each project, ¥ assisting individual project coordinators as deemed necessary by the Executive Committee, ¥ other tasks deemed necessary by the Executive Committee, but not necessarily related to the special projects themselves. section 2. standing rules of the executive committee Section 2.1: Records The Executive Committee shall keep records of all meetings and all policies, procedures and votes through the Secretary. These records shall be added to the chronicle, and made readily available to the membership. Section 2.2: Voting Procedures All votes by the Executive Committee shall be role-call votes. The number of votes needed in favor of a proposition in order to pass is 3/5 of the committee, unless otherwise specified by the Constitution or elsewhere in these bylaws. Quorum shall be set at 4 of the 5 voting committee members. Section 2.3: Communications All members of the Executive Committee is required to remain in communication with each other, and meet at regular scheduled meetings. section 3. The chapter Book Section 3.1: Purpose of the CSS Book The chapter book is to provide continuity, experiential information and a historical record for CSS. Section 3.2: Composition of the Book The book shall be made up of the complete records of the Caltech Space Society, the Survival Guide and any information related to the chapter or its activities. section 4. Finances Section 4.1: Expenditures All expenditures require approval of the Executive Committee and the signatures of the Treasurer and any other member of the Executive Committee. Section 4.2: Savings and Checking Accounts The checking and savings accounts shall have a combined minimum balance of no less than $100. The yearly budget must reflect this requirement, and may not disregard it. Section 4.3: Reimbursements Reimbursements will be made to those who have fronted money for CSS activities, events or projects. The Executive Committee shall have the authority to grant reinbursements to those who have done so, and who can present the appropriate receipts or other evidence of expenditure. section 5. Voting procedures Section 5.1: Election Meetings There may be an election meeting scheduled for the purpose of electing the new officers of the club. This is the preferred method, as it connects the new officers with the membership they represent. In this case, the meeting shall be run as follows: 1. Each candidate shall have a chance to make a brief statement (no more than 1 minute in length), 2. Starting with the Chapter Representative, each position will have its candidates voted upon. 3. The old Secretary shall take a tally of the votes by counting upraised hands (secret ballot). The Special Projects Coordinator shall take the SecretaryÕs duties while the position of Secretary is voted upon. Absentee ballots shall be counted at this time along with the others. 4. The winner shall be the candidate that receives a simple majority of the votes of those members present. The quorum shall be set at 3/4 of the full members of CSS. Associate members are allowed and encouraged to attend, but may not vote. 5. Candidates are allowed to vote. 6. The Secretary shall announce the winners of the election, at which time the new officers shall assume the duties of their office. Section 5.2: Other forms of Elections If circumstances do not allow an election meeting (as determined by the Executive Board and 1/3 of the full members of CSS), then another form of election may take place. This may be through electronic mail or telephoning, but the 3/4 quorum must be met as in Section 5.1. This election must follow the same procedures as above, except the counting of votes is not conducted by upraised hands, but by methods appropriate to the medium used.