Organization and Administration
Section III: Administration and Operation
A. Organization and Administration
BPAA Organization Chart
| Administration | Operational Managers | |||
|---|---|---|---|---|
| Corporation Officers | Board of Directors | |||
| President | Vice-President | Publicity Manager | Events Manager | Membership Manager |
| Secretary | Chief Astronomer | Web Master | Newsletter Editor | Yahoo E-mail Moderator |
| Treasurer | Facility Officer | Archive Manager | Member Meeting Coordinator | Administrative Assistant |
|
| Education Officer | Library Manager | LAN Manager | Speaker Programs Coordinator |
| Equipment and Telescope Manager | Education Manager, Community Outreach | Education Manager, Community Outreach | ||
| Planetarium Manager | Education Manager, Robotics Program | Education Manager, Beginner Sessions | ||
Operating Procedures
BPAA By-laws state that all administrative actions are taken by, or delegated by the Board:
- It meets on the first Tuesday or Wednesday of each month and/or when called by the secretary for specific agenda.
- It elects, or confirms the appointment of all officers, managers, and supervisors.
- It is responsible to the Sec. of State of Washington to act in compliance with its Articles of Incorporation and to the IRS to function in accordance with the acceptance as a non-profit organization.
- It must ensure compliance with the terms of the construction contract and lease held by the Bainbridge Island Park and Recreation Board.
- It holds one full membership annual meeting in January each year, in which it reports to the membership on actions taken.
- It nominates all officers in the corporation. Members may nominate other members for office. Election is by member majority vote.
- Members may petition the corporation by referendum action.
- Simple majority approval by membership is required for change in membership fees.
Corporate Officers
The Corporate positions of President, Treasurer and Secretary are legally required by the Articles of Incorporation. All other positions are determined by the Board to meet current requirements. All offices are unpaid, but it is anticipated that the Administrative Assistant, security and maintenance positions may have to be paid. To provide continuity, as well as backup in a volunteer organization, a vice president position is appropriate, as are deputy officers (not noted on the previous chart).
Administration
The BPAA is governed by a Board of Directors composed of seven Officers, elected according to the procedures contained in the BPAA bylaws. The Board is responsible for formulating policy, approving expenditure of funds, and overseeing BPAA programs and activities as prescribed in the BPAA charter. Each Officer in turn is responsible for the work of the program managers who implement program activities. The duties of program managers are described in position descriptions.
Meetings of the BPAA Board of Directors are held the first Wednesday of each month (except January) at 7 p.m. at the Ritchie Observatory. In January, there is an Annual meeting of the general membership held on the second Wednesday at 7 p.m. at the Ritchie Observatory. There are provisions in the by-laws for canceling boards meetings, and scheduling special board meetings. In some situations the BPAA Board many hold executive sessions which only board members and invited individuals may attend.
Meetings
Board meetings are conducted under Robert’s Rules of Order under the direction of the Chair who normally will be the President or the Vice President. BPAA members may attend board meetings, observe, and offer a brief statement at a time designated by the Chair. Because of time limitations BPAA members are not allowed to enter into Board discussions except when they are invited by a Board Officer to present a report. It is BPAA policy that all deliberations at board meetings be conducted in a positive, respectful, and civil manner.
The second Wednesday night of each month is reserved for member participation including presentations, brain-storming, and general discussion on technical topics or any topic a BPAA member wishes to discuss. These meetings are not formal. Committee Chairs, Officers, program managers and those conducting workshops or classes may arrange meetings at anytime.
BPAA and Bainbridge Island Parks
The BPAA is a private not for profit association and receives no public tax funding. The Ritchie Observatory and surrounding grounds are leased from the Bainbridge Island Metropolitan Park and Recreation District. The association is not governed by the Park Board of Directors but works in cooperation with Park management to meet community needs.
Conduct of BPAA Members
The BPAA is a private association. It members should expect to be treated in a positive, respectful, and civil manner by other members, BPAA Program Managers, and members of its Board of Directors. BPAA Program Managers and members of the Board of Directors have an added responsibility to conduct themselves in a civil, positive, and respectful manner when interacting with the public. Engaging in acerbic email transactions, negative gossip about the BPAA, its Board of Directors or Program Managers, or anti-social conduct may be considered detrimental to the BPAA.