Science Club Rules

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1. Introduction

The Science Club Rules provide a framework for the effective operation and governance of the Science Enthusiasts Club. These rules ensure that the club functions smoothly and that all members understand their roles and responsibilities.

2. Membership

2.1 Criteria for Membership

• Must have an interest in science and technology.

• Open to individuals aged 12 and above.

• Membership requires submission of a completed application form and a brief interview.

2.2 Application Process

• Submit a completed application form available on the club’s website.

• Attend an introductory meeting where applicants will meet current members and discuss their interests.

• Pay an annual membership fee of $25 to cover administrative costs.

2.3 Rights and Responsibilities

A. Rights

• Participate in all club activities and events, including workshops and seminars.

• Vote in club elections and on major decisions, such as changes to the bylaws.

• Access club resources, including lab equipment and library materials.

B. Responsibilities

• Attend at least 75% of regular meetings per year.

• Actively participate in club activities and contribute to projects.

• Abide by the club’s code of conduct and respect fellow members.

3. Meetings

3.1 Frequency and Scheduling

• Regular meetings are held on the first Monday of every month at 7:00 PM.

• Special meetings may be scheduled as needed, with at least one week’s notice.

3.2 Meeting Procedures

• The president will lead meetings or, in their absence, the vice president.

• An agenda will be prepared and distributed via email to all members at least 48 hours before the meeting.

• Minutes of each meeting will be recorded by the secretary and shared with members within one week.

3.3 Decision-Making Process

• The majority vote of members makes decisions present.

• A quorum, defined as at least 50% of active members, must be present for decisions to be valid.

4. Officers and Roles

4.1 Officer Positions

A. President:

• Oversees all club activities and meetings.

• Represents the club at external events and in communications with other organizations.

B. Vice President:

• Assists the president with their duties and steps in when the president is unavailable.

C. Secretary:

• Maintains records of meetings, membership, and correspondence.

• Manages the distribution of information to members.

D. Treasurer:

• Oversees the club’s finances, including managing the budget, tracking expenses, and preparing financial reports.

4.2 Responsibilities

• Each officer must fulfill their specific duties as outlined in the club’s bylaws.

• Officers are expected to collaborate and support one another to achieve the club’s objectives.

4.3 Election and Appointment

• Club members elect officers during the annual general meeting held in December.

• Any member can submit nominations for officer positions before the meeting.

• Officers serve a term of one year, with the possibility of re-election.

5. Code of Conduct

5.1 Expected Behavior

• Treat all members with respect and courtesy.

• Adhere to ethical standards in scientific discussions and activities.

• Foster a positive and collaborative atmosphere within the club.

5.2 Disciplinary Procedures

• The club officers will address initial disputes through mediation.

• Serious or repeated violations will result in a formal review, which may lead to disciplinary actions.

• Possible actions include a warning, temporary suspension, or expulsion from the club, depending on the severity of the conduct.

6. Event Organization

6.1 Planning and Execution

• All events must align with the club’s mission to promote scientific education and exploration.

• An event planning committee will be formed for each event, responsible for logistics, promotion, and execution.

• Events should be advertised through the club’s website, social media, and local community boards at least two weeks in advance.

6.2 Roles in Events

A. Event Coordinator:

• Oversees the planning and execution of events, ensuring all aspects are covered.

B. Volunteers:

• Assist with various tasks, including setting up, managing registration, and handling event activities as directed by the coordinator.

7. Amendments to the Rules

7.1 Process for Amendments

• Proposed changes to the rules must be submitted in writing to the club officers at least one month before the meeting where the vote will occur.

• Members will be notified of proposed amendments via email and through the club’s website.

• Amendments require a two-thirds majority vote of members present at the meeting to be adopted.

7.2 Implementation

• Approved amendments take effect immediately unless otherwise specified in the amendment.

8. Dissolution of the Club

8.1 Guidelines for Dissolution

• The club may be dissolved by a two-thirds majority vote of active members during a specially-called meeting.

• In the event of dissolution, any remaining assets will be donated to a local science education charity or similar organization.

8.2 Final Steps

• Notify all members and stakeholders of the dissolution decision.

• Complete any required legal and financial procedures to formally dissolve the club.

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