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North American Sundial Society

NASS

North American Sundial Society

Conflict of Interest Policy

The purpose of this policy is to prevent the interests of North American Sundial Society (NASS) Board Members, Officers, and others in specific appointed roles, from interfering with the performance of their NASS duties and to prohibit that performance from resulting in personal financial or professional gain on the part of such persons at the expense of NASS.

It is the policy of the North American Sundial Society that:

  1. Board Members and others designated by the Board of Directors, shall annually complete and sign a Conflict Disclosure Form (in substantially the format appended to this policy statement).  Failure of any individual to sign the form does not nullify this policy.
  2. A NASS member who becomes aware of a potential conflict of interest should disclose it as soon as possible to a Board Member.
  3. Following disclosure of a possible conflict of interest, the Board of Directors shall determine whether an actual conflict of interest exists and, if so, the Board shall vote to authorize or reject any related transaction or take any other action deemed necessary to address the conflict and protect the North American Sundial Society’s best interests.  Both votes shall be by a majority vote without counting the vote of any interested director.
  4. An officer of the Board of Directors who believes he/she may be in a conflict of interest may recuse himself or herself from voting or taking actions on behalf of the Society.

Note: Participation in credit card or routine merchant loyalty programs shall not be considered as a conflict of interest as long as transactions reflect reasonable payment for goods and services.

Note: The North American Sundial Society Conflict of Interest Disclosure Form is included as an attachment

This policy shall be reviewed annually.

Date Approved: 21 Oct 2013

Attachments:
Download this file (Conflict of Interest Disclosure Form.pdf)Conflict of Interest Disclosure Form.pdf[Conflict of Interest Disclosure Form]33 kB

The North American Sundial Society By-Laws were approved in May, 1997. The By-Laws constitute the code of rules adopted by NASS for the regulation and management of its affairs:

 

ARTICLE I - Introduction

Definition of By-Laws - These by-laws constitute the code of rules adopted by the North American Sundial Society, Incorporated (hereinafter referred to as NASS or the Society) for the regulation and management of its affairs.

Purposes and Powers - The purposes of the Society, as incorporated, shall be as follows

  1. To promote interest in and educate about sundials, both past and present, in North America and
  2. To provide mechanisms for the exchange of information about sundials and sundial design (dialing) between Society members and with other sundial societies around the world;
  3. To encourage and assist in the design and construction of sundials, either for public display or personal use;
  4. To publish a society newsletter or journal, distributed free of charge to members and for nominal cost to nonmembers;
  5. To locate and catalog existing or historical sundials, and where necessary and desirable to assist in their restoration.

Read more: NASS By-Laws

North American Sundial Society

Document Retention Policy

In order to meet all financial and legal data requirements, this policy sets the minimum retention periods for critical North American Sundial Society (NASS) documents.

The Secretary shall keep the following records:

Item Description Min Retention
1
Letter of Determination
Life of NASS
2
Articles of Incorporation
Life of NASS
3
Bylaws
Life of NASS
4
Policies
Life of NASS
5
Board Meeting Minutes
10 years
6
Board Business Emails
10 years
7
List of Board of Directors
10 years

The President shall keep the following records:

Item Description Min Retention
1
Membership Listing
3 years

The Treasurer shall keep the following records:

Item Description Min Retention
1
Monthly Treasurer's Reports
10 years
2
Semiannual Treasurer's Reports
Life of NASS
3
Restricted Funds Documentation
Life of NASS
4
Bank Statements
10 years
5
Bank Reconciliation Reports
10 years
6
Purchase Invoices & Receipts
10 years
7
Federal Income Tax
Life of NASS
8
State Property Tax
Life of NASS
9
Government Notices
10 years
10
W-9
3 years

The designated NASS Agent for Maryland shall keep the following records:

Item Description Min Retention
1
Letter of Determination
Life of NASS
2
Articles of Incorporation
Life of NASS
3
NASS Bylaws
Life of NASS
4
NASS Policies
Life of NASS
5
Federal Income Tax
Life of NASS
6
State Property Tax
Life of NASS

Documents may be retained longer than the minimum required period.

NASS does not use charge card services for payment (with the sole exception of PayPal, which does not share actual charge card data with NASS).  No charge card data is stored at any time. NASS does not routinely record or keep any member bank account information. In the event that bank account information must be used to complete payment transactions, the information may only be retained until the transactions are completed. All confidential information must then be destroyed by shredding.

In the event that W-9s must be issued, the records containing confidential information must be destroyed by shredding at the end of the retention period.

In addition to the above, electronic files critical to NASS operation are to be routinely backed-up and back-ups are to be stored in a safe location. Critical electronic files include:

  1. QuickBooks
  2. Membership Database
  3. Sundial Register Database

This policy shall be reviewed annually.

Date Approved: 21 Oct 2013

NASS sundials.org Terms of Use

Acceptance of Terms Through Use

While using NASS sundials.org, (referred to as the "Site"), you agree to have read and accepted all the information on this page.  BY USING THIS SITE, YOU ACKNOWLEDGE THAT YOU HAVE READ AND AGREE TO THESE TERMS. NASS may revise these terms from time to time. If you continue to use our Site after we post changes to these terms, it will mean that you accept such changes.

Copyright Information
This Site is created and maintained by the North American Sundial Society (NASS). NASS maintains this Site for your personal, educational, non-commercial purposes.  NASS reserves the copyright to this publication and, except where otherwise noted, all pages, photographs, text, and graphics, including the NASS logo (collectively called “Content”) on this web site are the property of NASS.

Nonexclusive rights to republish individual articles are granted to the authors of the articles and to any not-for-profit organization dedicated to the study of sundials and science education, provided the republication includes a full bibliographic reference to its original NASS publication and a notice of the North American Sundial Society's copyright.  This right to republish does not extend to material for which NASS is not the copyright holder.

Contributors who submit material already subject to copyright are responsible for appropriate identification of such copyright and for obtaining permission to publish.

If you believe that NASS has made a Copyright infringement, please notify This email address is being protected from spambots. You need JavaScript enabled to view it. and identify the material that may be in infringement and provide the correct intellectual property owner.

Links posted by NASS sundials.org
The NASS Site contains links to other sites. NASS is not responsible for any content that appears on these linked sites.

Linking to NASS sundials.org
Any Web site may link to any of the pages on the NASS Site.  Web sites may not use the NASS logo on their site without permission.  Contact This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..

NASS Sundial Registry
This Site may include forms for registering sundials of North America.  In using this interactive service, you agree that you will not post, transmit, or otherwise distribute or facilitate distribution of any content that:

  • Is unlawful, harassing, defamatory, libelous, invasive of another's privacy, or tortious, contains content of a sexual nature, or uses vulgar language;
  • Victimizes, harasses, or intimidates an individual or group of individuals on the basis of religion, gender, sexual orientation, race, ethnicity, age, or disability;
  • Infringes on the intellectual property or other proprietary right of any party;
  • Constitutes unauthorized or unsolicited advertising, junk or bulk email, spam mail, chain letters, or any other form of unauthorized solicitation;
  • Contains software viruses, worms, or any other computer code, files, or programs that are designed or intended to disrupt or damage any software, hardware, or telecommunications equipment or to obtain unauthorized access to any third party data or other information.

NASS reserves the right, in its sole discretion, to remove any content that, in NASS's judgment, does not comply with the foregoing rules, or is otherwise objectionable, inappropriate, or inaccurate. NASS is not responsible for any failure or delay in removing such content.

Purchases by Minors
By ordering a product (books, article reprints, The Compendium, etc.) online from NASS, you represent that you are 18 years of age or older. If a child under the age of 18 has ordered a product from NASS without parental permission, the parent or guardian may return the product in accordance with the refund policy.

Taxes
You shall be responsible for the payment of all sales, use, and other similar taxes relating to any online purchase of any product from NASS.

Warranties

The NASS Site is provided without warranty of any kind. There are no guarantees that use of the site will not be subject to interruptions.  NASS makes every endeavor to provide a virus free environment, but all direct or indirect risk related to use of the Site is borne entirely by the user. All Content provided by NASS is provided without warranties to performance, fitness, merchantability, and/or any other warranty (whether expressed or implied).

The NASS Site may contain inaccuracies or errors. NASS makes no guarantees regarding the accuracy of the Site or its Content. If you discover that the site or its contents contains errors, please contact: This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it.

North American Sundial Society

NASS Logo Use

The logo for the North American Sundial Society (NASS) is a copyrighted identification for the Society and may be used by active NASS members to indicate their affiliation with the Society when promoting NASS goals. The primary goals of NASS are:

  1. To promote interest in and to educate about sundials, both past and present, in North America and elsewhere.
  2. To provide mechanisms for the exchange of information about sundials and sundial design (dialing) between Society members and with other sundial societies around the world.
  3. To encourage and assist in the design and construction of sundials, either for public display or personal use.

NASSlogo-800The official NASS logo is displayed at right. The Logo can be used on a member’s website, event signage, brochure material, presentation material, advertising, or other such promotional material to reference membership in NASS. Unless specifically so authorized, the Logo is NOT to be affixed to any specific product or used in association with any specific product in such a way that could cause an end customer to conclude the product is endorsed or approved by the Society.

The logo can be affixed to products that are promotional items or giveaways used to promote a NASS member’s business. The logo usage should consider the following constraints:

  1. The logo should always be displayed in a professional manner.
  2. The logo should always have a boundary box or clear space around it to separate it from surrounding elements. (do not crowd the display of the logo)
  3. No alterations of the logo (this includes but is not limited to stretching, tilting, slanting, etc.)
  4. The logo should use a single solid color on a solid color background.

This policy shall be reviewed annually.

Date Approved: 21 Oct 2013