The Constitution

1	NAME
	1.1	The name of the club is “SIGMA Moray’s Astronomy Club”, hereafter known as SIGMA.
2	AIMS OF THE SOCIETY
	2.1	The overarching purpose of SIGMA is the advancement of science.
	2.2	Specifically, SIGMA exists to promote the awareness of, interest in, and enjoyment of astronomy through a variety of methods.
	2.3	SIGMA seeks to achieve its aims within a friendly and stimulating environment through a varied programme of meetings and activities. Additionally, this may include talks, exhibitions, trips to places of astronomical interest, expeditions, observational sessions, technical workshops, promotional and social events, and hosting educational, practical and social activities in the local area that are accessible to all ages and levels of knowledge.
3	CHARITY STATUS
	3.1	The role of the Trustees is governance, compliance with all relevant charity requirements via OSCR, and longer-term planning for SIGMA. There will be a minimum of 4 and a maximum of 6 Trustees. An annual report is due to be submitted to OSCR no later than 9 months after the year-end.
	3.2	The Chair and Treasurer are required to be Trustees for the duration of their time in post.
	3.3	All other Committee Members and the President are eligible to stand for the remaining 4 Trustee positions.
		3.3.1	Trustees will be elected at an AGM for a term of 4 years. At the end of their term they may stand for re-election, providing they remain a Committee Member.
		3.3.2	If a trustee steps down mid term, the Committee may nominate a replacement Trustee to serve the remainder of that term. They will be co-opted and must be ratified at the next AGM.
	3.4	If any Trustee resigns from the Committee, or stands down as Chair or Treasurer, they must also resign as Trustees.
	3.5	Trustees will meet quarterly. The quorum for these meetings will be 4 people.
	3.6	Trustee meetings will be chaired by the SIGMA Chair. If this is not possible, the Chair shall nominate a deputy.
	3.7	Any trustee acting against the aims of SIGMA may have their position revoked by majority vote of Trustees.
	3.8	In the event of a tied vote, the Chair will have the casting vote.
4	THE COMMITTEE
	4.1	The affairs of SIGMA will be managed by a committee. Office bearers shall consist of: Chair, Treasurer, Secretary, Membership Secretary, Events Manager, and Observatory Manager. The maximum size of the committee is 10 elected members.
	4.2	The committee shall normally meet every two months.
	4.3	Each office bearer and co-opted committee member must report at each meeting on activities undertaken.
	4.4	Committee members are elected at General Meetings and serve until the next AGM.
	4.5	Members may be invited to join the committee by the Chair, subject to vacancies.
		4.5.1	If an office bearer vacancy occurs outside the AGM cycle, the committee may appoint a replacement until the next AGM.
	4.6	If more than 10 candidates stand for committee, an election must be held at the AGM.
		4.6.1	Office bearer nominations must be submitted to the Secretary no later than 6 weeks before the AGM.
		4.6.2	If more than 4 nominations are received for non-office bearer posts, an election will be held.
	4.7	A quorum shall be more than 50% of committee members (rounded up).
	4.8	If the Chair is not present, a temporary Chair may be elected.
	4.9	The committee shall regulate its own business. In the event of a tied vote, the Chair has the casting vote.
	4.10	The committee may make subsidiary rules consistent with this constitution.
	4.11	Failure to attend three consecutive meetings or four meetings since election without good reason shall be deemed resignation.
	4.12	The club may appoint a President at a General Meeting. This is an honorary advisory role with attendance rights but no voting rights.
5	MEMBERSHIP
	5.1	Membership is open to all interested individuals, bodies, or organisations. Persons under 18 are not paid-up members but may attend events under supervision.
	5.2	Membership categories:
		5.2.1	Ordinary Membership – over 18, not in full-time education.
		5.2.2	Student Membership – over 18, in full-time education.
		5.2.3	Honorary Life Membership – awarded for outstanding service.
	5.3	The committee may refuse membership applications on reasonable grounds.
	5.4	Membership may be suspended or terminated by committee decision where appropriate.
	5.5	All paid-up members may vote. Each member has one vote. The Chair has a casting vote.
		5.5.1	Voting may be in person, by proxy, or by post using approved systems.
	5.6	The club may affiliate with other societies or organisations as approved by the committee.
	5.7	Membership continues until resignation or termination. Non-payment may be treated as resignation.
	5.8	Members must return all club property within two weeks of leaving.
	5.9	Borrowed equipment must be signed out in the Loan Register.
	5.1	Under-16s must be accompanied unless supervised by a parent/guardian or authorised adult.
	5.11	Members aged 16–18 may attend regular meetings unaccompanied but require supervision for other events.
6	SUBSCRIPTIONS
	6.1	Subscriptions cover running costs. Additional charges may apply for specific activities.
	6.2	First-year subscriptions (or fraction thereof) are payable on joining and annually on 1 January thereafter.
	6.3	Annual subscriptions are due on 1 January each year.
7	ACCOUNTS
	7.1	Financial year runs from 1 January to 31 December.
	7.2	Assets are controlled by the committee. No liability is accepted for unauthorised expenditure.
	7.3	Funds shall be held in SIGMA bank accounts. Two authorised signatories are required for cheques. The Treasurer may use bank transfer or debit card.
	7.4	Proper accounts shall be kept and independently inspected annually.
8	INSURANCE
	8.1	SIGMA shall maintain appropriate insurance cover.
9	MEETINGS
	9.1	Ordinary meetings are normally held at 7.30 pm on the first Friday of each month.
	9.2	General Meetings require two weeks’ notice. Quorum is 20% of paid-up members.
	9.3	An Extraordinary General Meeting may be called by the committee or by more than half of members.
	9.4	The Annual General Meeting shall normally be held on the first Friday in June.
	9.5	Voting may be in person, by proxy, or electronically if available.
10	CHANGES TO THE CONSTITUTION
	10.1	This constitution may be amended by a two-thirds majority of paid-up members at a General Meeting.
11	DISSOLUTION
	11.1	SIGMA may be dissolved by a two-thirds majority at an Extraordinary General Meeting.
	11.2	Remaining assets shall be transferred to organisations with similar aims, in accordance with OSCR requirements.
12	GREEN LASER POINTERS
	12.1	Only committee-approved members may use green laser pointers at SIGMA events.
	12.2	Laser output must not exceed 1 mW and must comply with UK regulations.
	12.3	Laser pointers must not be used indoors for presentations.
13	GDPR PRIVACY POLICY
	Personal data will be held in accordance with GDPR. Data is used only for SIGMA purposes. Members may request deletion at any time. No data will be shared externally.

1st May 2026