Minutes of Meeting of South-Western Association of Planetariums

31 May 2016

15:10 Meeting called to order. Attending: Beau, Cory, John, Chris, Scott, Rachel

15:10 Agenda item: Bylaws discussed. GPPA has granted permission of using its bylaws as a template.

15:53 Chris provides wifi connection

15:54 How will Bylaws document become ratified? Will vote upon draft at next meeting.

16:50 Next meeting to be held on June 1 after conference lunch of all SWAP members available at conference.

16:56 Meeting adjourned.




The name of this Association shall be the South-Western Association of Planetariums.




The purpose of the Association shall be to disseminate information and coordinate programs through publications and conferences; also to support and strengthen the activities of existing and future planetarium-oriented groups.

A. These articles become active with a quorum vote of membership.




Section 1: Persons may be elected to the Association as:

A. Member – Interested in furthering planetarium activities.

B. Inactive Member – Member with up to one year lapse in membership dues.


Section 2: Membership in good standing shall be conferred upon payment of dues, subject to the organization’s fiscal year (January 1 – December 31). A member’s vote is conditional upon payment of dues.


Section 3: Termination of Membership shall be affected upon; death, written resignation, decision by Council, or failure to pay dues after one year.




Section 1: The SWAP Council of Officers shall be a President, President-elect, Secretary/Treasurer, Webmaster/Social Media Coordinator, Editor of Print Publications. These officers shall perform duties prescribed by these bylaws and by the parliamentary authority adopted by the Association.


Section 2: An officer must be an active Member of SWAP and must be a member in good standing.


Section 3: The terms of office for officers shall be circa two (2) consecutive years ending on the last day of the conference on the final year of the term.


Section 4: The Council shall appoint a representative to the IPS who will be the reporter to same.


Section 5: If an office should become vacant for any reason, Council will appoint an interim officer to fill the role until the next election cycle. If a majority of votes cannot be reached among Council, vote may go to the membership.


Section 6: The Council shall have authority to remove from office an officer for just cause by unanimous vote of the remaining members of the Council after a full investigation and hearing before the Council has been conducted.



Duties of Officers

Section 1: The President shall be the chief executive officer of SWAP. The President shall preside at the general meeting of the membership and all Council meetings and shall be the Chairman of the Council and an ex-officio member of all standing and special committees, except as otherwise stated in these by-laws. The president shall be a signatory to all financial accounts of the South-Western Association of Planetariums and can disperse funds in the absence of the secretary.


Section 2: The President-Elect shall assist the President and in the event the President cannot or will not act in any matter through incapacity or any other reason, with the approval of the Council, the President-Elect shall assume the duties of the President.


Section 3: The Secretary/Treasurer shall prepare and keep the minutes of the Association: shall be responsible for all records of the Association: and shall execute all documents as appropriate by custom or by law; shall perform all duties incident to the office of Secretary and such other duties as may be assigned to them by the Council; shall have charge and custody of and to responsible for all funds, securities, assets, of the Association, and shall deposit all such funds, assets or securities in the name of the Association in such banks and depositories as shall be selected by the Council. The Secretary/Treasurer shall keep a full accounting of all the Association’s financial transactions and shall draw checks as authorized by the Council. The Secretary/Treasurer shall file all reports required by the laws of any state, local, and national government and shall render a statement of the condition of the finances of the Association at all meetings of the Council and five a full financial report at the general meeting of the membership. The Secretary/Treasurer shall, in general, perform all duties incident to the office of Secretary/Treasurer and such other duties as may be assigned by the Council.


Section 4: The Webmaster/Social Media Coordinator is responsible for all electronic communication and creation of all new media accounts.


Section 5: The Editor of Print Publications is responsible for all print communications.




Section 1: The Council shall consist of the President, President-Elect, Secretary/Treasurer, Webmaster/Social Media Coordinator, and Editor of Print Publications not to be from the same institution. The word “Council” as herein used and the word “Directors” as may be used in the Articles of Incorporation, and for other legal documents shall be held to mean one and same thing.


Section 2: The elected Officers named under Article IV have each one vote per person at Council meetings.


Section 3: Other Committees shall be appointed by the Council from time to time as it deems necessary to carry on the work of the Association. The President shall be the ex-officio member of all Committees except the Nominating Committee.


Section 4: Meetings of the Committees may be held in person, by telephone, through the mail, or over web-based conferencing providing all Committee Members are polled on issue.




Section 1: Annual dues of individual members of the Association shall be determined by majority vote of the membership at an annual meeting.


Section 2: Annual dues and a membership list of names and addresses are to transmitted by the Treasurer of the Association to the Council of the SWAP in a timely manner, but no later than the next financial quarter.


Section 3: Council shall have the option to approve an audit of the Finances of the Association before each change of office.


Section 4: There shall be no remuneration to individual Officers or Council Members except for reimbursement for expenses as incurred through their duties and approved by the Council.



Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised, in principal, shall govern the Association in all cases to which they are applicable and which they are not inconsistent with these bylaws and any special rules of order the Association may adopt.



Amendment of Bylaws

Bylaws of the Association may be repealed or amended only upon recommendation of the Council and by two-thirds (2/3) vote of the membership of the Association. The Council shall entertain all recommendations from the Membership for changes of the bylaws. Recommendations of the Council shall be put to the Membership in Conjunction with the election of officers at the annual meeting. An Amendment to the bylaws goes into effect immediately upon its adoption unless the Amendment specifies another time for it becoming effective.




Section 1: A Regular Meeting of the Membership will be held every year in conjunction with the Western Alliance Conference except in years when the International Planetarium Society Conference is held in the United States. At the annual meeting, the Council will direct the webmaster to publish a proposal for votes for the SWAP choice of the next meeting location.

Section 2: A Council Meeting shall be held annually at the discretion of the President in agreement with the Council members. At any Council Meeting THREE (3) members shall constitute a quorum. All questions arising at Council Meetings shall be decided by a vote of THREE (3) Council members except as otherwise provided in these bylaws. A Council member may appoint in writing any other member as his proxy for Council Meetings, provided the appointed person exercises only one (1) vote by proxy.


Section 3: Special Meetings of the Council may be held upon the consent of the majority of Council members. Special Meetings may be held by telephone or web-based conference and confirmed in writing or through the mail, providing all Council members are polled on each issue; otherwise, the rules of Section 2 for Council Meetings apply to Special Meetings also.


Section 4: Any expenses of the Annual Meeting to be paid by SWAP must be approved by the Council.




Section 1: Committees are established by the Council through appointment of a Committee Chairman. The Chairman shall select committee members from the list of members or as otherwise stated in these bylaws. The term of office of the Committees shall be concurrent with the term of office of the elected offices. The Chairman shall have the right to sit on meetings of the Council without voting privileges. All Committees are to report to Council meetings as required.


Minutes of Meeting of South-Western Association of Planetariums

1 June 2016

10:30 Meeting called to order. Attending: Beau, Cory, John, Chris, Scott, Rachel

Agenda item: Nomination of officers.

Nominated & Accepted: Levent Gurdemir for President, Sarah Twidal for President Elect, Torvald Hessel for President Elect, Rachel Thompson for Secretary/Treasurer, Scott Sumner for Webmaster/Social Media Coordinator, Beau Hartweg for Print Publications Coordinator

14:30 Meeting adjourned-ish.