Contents: I. Official
Addresses II. Affiliate Organizations III. Membership IV. Officers V. Standing Committees VI. Ad
Hoc Committees VII. The Journal (Planetarian) VIII. The IPS Directory IX. The Biennial Conference X. Council Meetings XI. Organization Relations XII. Amendments XIII. Dissolution Appendix A: Awards Committee Criteria and Procedures Appendix B: Elections Committee Procedures Appendix C: The IPS Biennial Conference Guidelines Appendix D: The Eugenides Foundation Script Contest Awards Appendix E: Ad Hoc Committees Appendix F: Current Affiliates
International Planetarium Society, Inc.
c/o Don L.
Patterson
Culton, Morgan, Britain, and White
1600 Texas American Bank Building
P.O. Box 189
Amarillo, TX 79105-0189
Phone: (806)374-1671
The mailing address for the corporation is:
International Planetarium Society, Inc.
c/o Shawn Laatsch
IPS Treasurer/Membership Chairman
317 Flanagan Hall
East Carolina University
Greenville, North Carolina 27858 USA
For fastest service, correspondence should be directed to
current officers. The list is published in each issue of the
Planetarian and is available from the address listed in Section
2 above.
1. Affiliation Guidelines: Introduction: The following
guidelines shall be used to determine a group's qualification to
be an affiliate organization of the International Planetarium
Society. Procedures necessary for qualified groups to obtain
affiliate status with council representation are also a part of
this document.
A. Qualifications as an affiliate organization of the IPS:
Organizations which qualify for IPS Affiliation:
i. An organization formed for the improvement of and to
facilitate communication between planetarians and /or
astronomy educators which meets the minimum membership
requirements stated in Section II.1.A.2, and has a mission
statement, a constitution, or set of by-laws approved by its
membership.
ii. An organization whose members may also be, or may
qualify to be, affiliated with another parent organization
so long as it meets the minimum membership requirements
stated in Section II.1.A.2.
iii. An organization currently affiliated with the
International Planetarium Society to continue its
affiliate status shall have on file and make available to
IPS upon request, a copy of its current membership list, a
copy of its official mission statement, constitution or
by-laws.
Minimum number of members at the time of affiliation:
i. The minimum number of members of a potential affiliate
organization shall be four (4) IPS members (each from different institutions/planetariums) providing the general geographical
region is not currently served by an IPS affiliated
organization. (2005)
ii. The minimum number of members of a potential
affiliate organization shall be ten (10) IPS members from
no less than five institutions/planetariums if the general
geographical region is currently being served by (an)
organization(s) already affiliated with the IPS.
B . Procedures for affiliation of qualified organizations with
the International Planetarium Society.
Application for affiliation should be sent to the IPS
Executive Council meeting and shall include:
i. A written request to be affiliated with the IPS from
the highest ranking spokesperson of the organization seeking
affiliation.
ii. A copy of the candidate organization's mission
statement, constitution, or by-laws.
iii. A list of current members of the candidate
organization including addresses and planetarium or
institution with which each is associated.
Affiliate status shall be granted to an organization by 2/3
of the Executive Council of the International Planetarium
Society.
C. Representation of an affiliate organization on the Executive
Council of the IPS:
Each organization affiliated with the International
Planetarium Society and meeting affiliate status requirements
shall have one (1) voting representative on the Executive
Council. This representative or his/her institution must be a
current member of the Society. (1995)
After affiliation, minimum membership to maintain voting
representation on the IPS Council shall be four (4) IPS members
(each from different institutions/planetariums). (2005)
Organizations not yet affiliated with the IPS or whose number
of members no longer meets minimum requirements may send a
representative to IPS Executive Council meetings, but that
representative may not vote and may not receive travel
reimbursements from IPS funds.
A listing of current affiliate organizations is provided in
Appendix F, which is updated by the secretary as necessary.
(1997)
Term of Membership: Membership shall be on a calendar year
basis. (Members have the option of enrolling for one or two
years.)
Classes of Membership: (By-Laws Article III, Section 1.)
A. Individual Member
B. Corporate Member
C.
Institutional Member
Dues and Fees
A. Individual Members: $65.00 (USD), for one year membership
and $100.00 (USD) for two year membership. [January 2008]
B. Institutional Membership: $250.00 (USD) for the first
year and $125.00 yearly renewal thereafter.
C. Library Subscriptions: IPS offers library subscriptions
to the Planetarian for $45.00 (USD) per year.
D. Payment must be made in U.S. Dollars: for non-U.S.
members, international money orders are preferred. IPS cannot
accept checks drawn on non-U.S. banks, sight drafts, or other
currencies, etc., unless by special arrangement with the
Treasurer.
E. An organization or institution donating more than $500.00
to IPS during a calendar year, should be given corporate
membership for that year (an example of such a donation would
be sponsoring a function at a conference [meal, cocktail
party, etc.] or other activity as designated by Council).
Privileges of Membership
A. Voting Privilege- As outlined in the By-Laws (Article
III. Section 4) Individual Members, and Institutional Members
shall be entitled to one vote in person, by proxy, or by mail
as many as may be appropriate at any question pertaining to
the Society. (Note: Corporate Members thus cannot vote.)
B. Member Category
Individual - Members receive a membership card, a
subscription to the quarterly journal the Planetarian,
occasional Special Reports, and other services as the
Society may offer.
Institutional - Such members receive all of the items
listed above as well as: a photo engraved bronze plaque with
yearly renewal tags: the right to display "IPS
Institutional Member" on programs, letterhead, etc.:
and can request copies of all available IPS publications
(including back issues and special reports), and an annual
membership list, on mailing labels, for promotional
purposes.
C. The IPS Mailing List is available to members at a reduced
cost Institutional Members receive one run of the list free of
charge, with additional runs at the member price.
D. Employees of Institutional members shall be permitted to
attend the IPS Conference at the member rate.
E. Employees of Corporate members shall be permitted to
attend the IPS Conference at the member rate.
Executive Secretary: In addition to the duties outlined in
the By-Laws (Article IV. Section 3), the Executive Secretary
shall serve as the Meeting Record Repository, keeping the
information provided by conference hosts.
Treasurer: The Treasurer should arrange for an audit of the
finances of the Society prior to each meeting of Council. The audit should be completed in
sufficient time for circulation with the Council papers. (2005)
All committees are reminded to be as inclusive as possible in
soliciting members from around the world (July 7, 1991).
Awards Committee: The Awards Committee determines and
administers the award categories listed below. For criteria and
procedures see Appendix A. This committee shall have the
responsibility of producing and distributing certificates to the
Fellows of the Society and plaques to the Service Award
recipients.
Elections Committee: The Elections committee conducts
nominations and elections of officers, and any ballots submitted
to the general membership for vote. For Procedures see Appendix
B.
Membership Committee: In addition to the items listed in the
By-Laws Article VIII. Section 5, the Membership Committee shall
also oversee the "IPS Information Packets ". The group
proposes that a packet of materials be created for distribution
to new planetarium personnel. The packet would include book and
magazine titles, addresses of vendors, local affiliate
representatives, etc..
Finance Committee
A. This committee shall help determine expenditures
(budget) for the coming year (annually). Executive Officers
will propose a dues structure and committee budgets based on
the information presented by the respective committees. The
Guidelines to be used for this process are as follows: "All
Officers and committee chairs should submit a requested
budget to all members of the Finance Committee (the elected
officers of IPS). The budget should be outlined for a
two-year period from Jan. 1, to Dec. 31, two years later.
The request should identify the proposed individual
projects, should state when the money would be needed for
each of the projects. It is expected that Council will then
review the proposed two year budget but will be reviewed at
each council meeting, and revised if necessary at that time.
Committees and Officers should therefore also be prepared to
revise and support their budgets when they submit their
reports to Council."
B. The Finance Committee is authorized to create
appropriate contracts for any non-monetary compensation
(e.g. time period for retention of public equipment and
pro-rata payment).
Publications Committee
For procedures and description see By-Laws (Article VIII.
Section 4, and Article X).
Conference Committee
For procedures and descriptions see By-Laws (Article
VIII. Section 3.) The committee shall consist of the IPS
President (as chair, unless the President appoints another
person to serve as chair), the other IPS Officers, the past
and upcoming conference hosts, and any other IPS members
that may be appointed by the President. The purpose of this
committee is to serve as liaison between IPS and the
conference host, to advise, consent, and assist in
conference preparations and procedures, especially those
relating to IPS needs and requirements. It also maintains
and updates Conference Guidelines (Appendix C) and suggests
changes to Section IX and Appendix C of the Standing Rules.
Local Organizing Committee
This committee, chaired by the Conference Host, shall
plan and execute all arrangements for the annual conference
in collaboration with the Conference Committee, subject to
ratification by Council. Its members are appointed by the
Conference Host. (Since there may be more than one future
conference site, there could be more than one Local
Organizing Committee in operation at any one time.)
1. In addition to the duties outlined in the By-Laws (Article X)
the Journal shall:
A. Publish annually a call for nominations for Awards and a list
of past recipients. The Awards Committee will provide the
necessary information to the Journal Editor.
B. Address controversial issues relating to the Journal through
its Editor, in conjunction with the Chair of the Publications
Committee and Council.
The following Standing Rules are intended to help design a
successful IPS conference. IPS Council assumes adherence to these
rules. Any deviation requires permission of the IPS President
and/or Council. (For a complete review of the IPS Conference
Guidelines, see Appendix C). (12/21/00)
1. Conference Program: The IPS Conference is held every two
years (even numbered years) for three to five days (not counting
pre and post conference activities). The conference shall include:
A.
opportunities for members to talk in formal situations about their
profession
B. time for members to interact informally about
their ideas and work
C. a setting for exhibitors and vendors
to showcase their products and services
D. interesting
speakers and activities
2. Conference Proposals: This section shall be effective
beginning with the conference of 2004.
All invitations for conferences are to be submitted to the IPS
President by July 1 or the date of the Council meeting, whichever
comes first, no later than four years before the proposed
conference. Copies of proposals will be relayed by affiliate
representatives to their organizations for discussion. Final
selection of site will be decided by Council at its meeting three
years before the conference year in question.
The President will notify each site under consideration of the
decision in writing, and will notify the membership in the next
issue of the Planetarian and at the next Conference.
The Conference Proposal consists of the following items:
A. A letter of invitation from the Chief Executive Officer of
the host institution on letterhead stationery and addressed to
the IPS President. This letter must include a statement
proposing the place and dates of the conference, and a general
statement concerning the advantages of hosting the conference at
this particular location.
B. The body of the Proposal must include pertinent
information on why planetarians would find this location
appealing, including information on each of the following:
1. Host Facility:
a. Specific information on the planetarium and surrounding
institution as drawing cards.
b. The ability of the host institution to serve a large group
(300 to 500) in terms of dining accommodations, meeting
facilities, and transportation. Any limit on the number of
delegates must be indicated in the proposal.
c. Proposed costs of registration, meals, and accommodations.
d. Technical capabilities of the site (Internet access, A-V
equipment, automation equipment, etc.)
e. Proposed vendor/exhibitor charges
2. Conference Activities: A general statement concerning normal
conference agenda including such items as paper sessions, poster
sessions, workshops and guest speakers and unique or unusual
activities which are planned, such as special tours, optional
excursions, special nearby facilities of an
astronomical/planetarium nature, and other activities available
for family members.
3. Host City: Specific information on the area in which the
conference is being held; weather, recreation facilities,
transportation (how to get there-train, bus, airline, auto, etc.),
basic municipal and tourist data.
C. The Closing Statement page summarizes the reasons why,
based on the information presented inthe Proposal, this site
should be selected as the IPS Conference location.
3. Conference Requirements:
A. Pre conference mailing. The first mailing must state the
registration fee and be mailed at least 6 months before the
conference.
B. Council Meeting. The IPS Council meets just before the
conference. The Conference Host should check with the IPS
President well before the start of the conference for any
special needs or equipment needed for this meeting. Conference
events may not be scheduled concurrent with IPS Council meeting.
C. Conference financial procedure. The Conference Hosts will:
1. File a financial plan for the conference with the
Treasurer two years prior to the conference, including a
statement of how accounts will be set up to collect and
disburse revenues. The host bears financial responsibility for
the conference and for setting up an account (either internal
or external) to collect revenues and pay expenses.
2. Include a preliminary conference budget as part of the
conference planning status report presented at the Council
Meeting two years prior to the conference, and a detailed
budget at the Council Meeting one year prior based on
anticipated revenues and expenditures.
3. Submit to the Treasurer a final accounting report listing
all income and expenditures, within six (6) months of the end
of the conference.
4. Organize and maintain all purchase orders, invoices, and
receipts for one year following the conference, for
examination upon request of the Finance Committee.
D. Conference Registration
1. All conference participants (except for non-member
spouses) must be current IPS members (either individual or
from an IPS institutional member organization). This
requirement must be stated on the conference registration
form.
2. When the pre conference mailing is sent out, the
Treasurer will provide the Conference Host with a list of all
current IPS members (both individual and institutional). Any
registrant not on this list (and whose institution is also not
on the list) and who has not paid his/her dues subsequent to
the list being sent, must pay IPS dues to register. The host
will need to keep in close contact with the Treasurer to keep
the list up to date.
3. The Conference Host will collect any such dues payments
and transfer such payments to the Treasurer. Additionally, the
host will provide the Treasurer with a list of participants
who paid dues prior to the start of the conference.
4. The Conference Host will provide space at the conference
registration table for IPS personnel to assist with IPS
details of registration.
E. The Conference Host is expected to produce a master copy
of the text of contributed papers, text of invited papers if
possible, summaries of panel discussions, abstracts of poster
presentations, and other items as provided for by current IPS
publication guidelines, for publication by IPS in a conference
proceedings. This requirement shall be effective with the
conference of 2000.
F. IPS Business Meeting (called the General Meeting in the
By-Laws Article VII, Section 1)- Schedule this meeting near the
beginning of the conference. NO OTHER ACTIVITY SHOULD BE
SCHEDULED DURING THIS MEETING. Be sure that adequate facilities
are provided for the meeting, and that the proper amount of time
is allotted for this general session. Discuss the business
meeting times with the IPS President before the conference
agenda is finalized.
G. Conference Hosts must keep records of the conference from
the time their proposals are made. The following records must be
given to the IPS Executive Secretary for use by future hosts:
1. Detailed financial reports, including all income and
expenses and rates charged
2. Records of all agreements with the conference hotel and
exhibit manager (if any)
3. Copies of all forms mailed to potential and registered
delegates and vendors
4. Records of in-kind agreements with vendors
5. Registration list with all contact information (if it
does not already appear in the conference booklet)
6. Any other records as may be requested by the President,
Officers or Council.
This list shall be effective with the conference of 2000.
H. Seed money. Conference Hosts may request seed money to
make deposits and pay needed bills prior to receiving
registration fees from delegates. Five Thousand US dollars may
be requested directly from the Treasurer (see Appendix C for
exact details) one year prior to the conference. Additional seed
money or its earlier release requires approval from the Finance
Committee. All seed money must be reimbursed in full to IPS no
later than 6 months after the conference.
I. Communication with Conference Committee
1. The Conference Host shall inform the Conference Committee
(through the Chair) in writing of the following:
a.
Timetable for mailing(s) to potential vendors and delegates
(recommended date: at least 18 months prior to conference)
b.
Any set of IPS members or planetariums listed in the IPS
Directory who will not receive at least one direct mailing
announcement of the conference. The IPS Membership Chair will
normally supply mailing labels of all current and recent members
of IPS and of all facilities listed in the IPS Directory.
c.
A tentative conference agenda and proposed themes for conference
sessions (recommended date: at least 15 months prior to
conference)
d.
Proposed vendor charges and copies of documents to be mailed to
vendors and/or potential vendors (recommended date: at least 15
months prior to conference)
e.
Proposed delegate charges and copies of documents to be mailed
to delegates and/or potential delegates (recommended date: at
least 9 months prior to conference)
f.
Plans and tentative costs for pre- and post-conference tours
(recommended date: at least 9 months prior to conference)
g.
Copies of conference-related articles to be submitted to the
Planetarian (prior to Planetarian deadline)
h.
List of vendors including contact information (within 3 months
after conference)
2. The Conference Host (through the Local Organizing
Committee) shall maintain a conference web site. Tentative
registration and accommodation costs shall be posted on this
site at least 1 year in advance of the conference. By prior
consent of the Conference Committee, IPS may provide
conference web site services and post material supplied by the
Conference Host.
3. Flagrant failure of the Conference Host to observe the
timetables listed in these Guidelines and/or flagrant failure
of the host to maintain active communication with the
Conference Committee shall be grounds for change of conference
site, upon approval by Council.
During the Biennial Conference: Since it is expected that
Council Members will attend the Biennial Conference regardless
of whether a Council Meeting is held, there is no provision for
refund of transportation and lodging expenses, except in the
following instance: since the Council Meeting customarily occurs
the day prior to the start of the conference, it is expected
that Council Members must arrive a day early; therefore, Council
Members may submit for 100% reimbursement of two nights'
lodging. (Extent of reimbursement will depend on the funds
available as determined by the Treasurer and the Finance
Committee). (2005)
Travel Expense Reimbursement In the non-conference year:
Affiliate representatives and IPS Officers may submit for 100%
reimbursement of their room expenses for the time Council is
meeting, and representatives may submit for one-third of their
transportation expenses and Officers for two-thirds of their
transportation expenses. The affiliate organizations are
requested to subsidize their representatives' expenses as much
as possible. (Extent of reimbursement will depend on the funds
available as determined by the Treasurer and the Finance
Committee.)
Selection of Location for Council Meeting: The location for
the non-conference year Council Meeting shall be made and
announced no later than at the preceding conference year Council
Meeting by the President-Elect (who will be President by the
time of this non-conference year Council Meeting).
The IPS will exchange publication with the president and
chief publication officer of organizations that have overlapping
purposes with IPS.
The International Planetarium Director's Conference is
invited to select a representative to attend IPS Council
Meetings (non-voting) for the purpose of establishing
communication. This representative will also receive news and
publications from the Society.
IPS Sponsorship of "The Universe in the Classroom":
A. The IPS will co-sponsor "The Universe in the
Classroom" newsletter, at Masthead status, by making a
donation toward its production with the understanding that:
1. All IPS members receive the said newsletter (including
international members).
2. The IPS address and information be published at
least once a year in the said newsletter.
3. It is our hope that this contribution shall
encourage wider international distribution.
1. If the corporation is to be dissolved, the Council shall,
after paying or making provision for the payment of all the
liabilities of the corporation, dispose of all assets of the
corporation exclusively for the purposes of the corporation in
such a manner, or to such organization or organizations organized
and operated exclusively for charitable or educational purposes as
shall at that time qualify as exempt under Section 501(c)(3,4, or
6) of the Internal Revenue code of 1954 (or the corresponding
provision of any future United States Internal Revenue Law), as
the Council shall determine. Any of such assets not disposed of
shall be disposed of by the Court of Common Pleas of the county,
exclusively for such purposes or to such organization or
organizations as said Court shall determine, which are organized
and granted exclusively for such purposes for which this
corporation is formed.
Appendix A: Awards Committee Criteria and Procedures Appendix B: Elections Committee Procedures Appendix C: The IPS Biennial Conference Guidelines Appendix D: The Eugenides Foundation Script Contest Awards Appendix E: Ad Hoc Committees Appendix F: Current Affiliates
