Constitution
By Carolyn Pieroway
Tuesday, 27 June 20061. The name of the Society shall be ASSOCIATION OF CANADIAN TEACHERS IN JAPAN, which shall be referred to hereafter as the “ASSOCIATION”.
2. The objectives of the Association shall be
- To provide a Canadian focus for all Canadian persons and organizations interested in teaching in Japan.
- To foster and promote effective instruction of English, French and other subjects.
- To foster and promote effective scholarship and research related to Canadian Studies and English and French language and literature in Japan.
- To raise the professional status of Canadian teachers in Japan.
- To promote the welfare of Canadian teachers in Japan.
- To act as a clearing house to disseminate information pertinent to Canadian teachers in Japan.
- To be a support group for new Canadian teachers arriving in Japan.
- To promote knowledge of Canada and Canadian materials and activities.
- To provide information about Canadians in Japan and to help Canadian teachers contact one another in Japan.
- To assist where possible the re-entry to Canada of Canadian teachers.
3. The operations of the Association will be carried out throughout Japan.
4. The Association shall be carried on without purpose or gain for its members and any profits or other accretions to the Association shall be used for promoting its objectives.
5. In the event of the winding up or dissolution of the Association funds of the Association remaining after the satisfaction of its debts and liabilities shall be transferred to the library of the Canadian Embassy in Japan.
ARTICLE 1- MEMBERSHIP
Terms under which a person may be admitted to the Association.
1. There shall be the following classes of membership.
a) Individual Membership
b) Institutional Group Membership
c) Commercial Group Membership
d) Like-minded Organizations Group Membership2. Any Canadian or like-minded person interested in, or in any way connected with teaching in Japan may apply to the Membership Chairperson for an Individual Membership in the Association.
3. Any group of persons connected with an institution or agency whose members fulfill all of the requirements of individual members, and wishes to become Group Members of the Association, may apply to the Membership Chairperson for an Institutional Group Membership.
4. Any commercial organization, I accordance with the objects of the Association may apply to the membership person for a Commercial Group Membership.
5. Any not-for-profit organizations may apply to the membership chairperson for a Like-minded Organization Group Membership in the Association if that group has one of its objects the promotions of teaching and promoting Canada in Japan.
6. Any group accepted for membership under classification (b) (Institutional Group Membership) or (d) (Like-minded Organization Group Membership) shall furnish the Executive Committee with a copy of their Constitution.
7. Institutional Group Members and Like-minded Organizations Group Members shall be entitled to one delegate who shall represent them and vote on their behalf at Annual. General, or Special, Meetings of the Association.
8. The executive Committee has discretion to accept or reject an application for membership in the Association provided that before membership is accepted, the applicant has paid to the Association the membership fee, if any. The exercise of the discretion is subject to review at any meeting of the members of the association.
9. The membership fee for each class of members, if any, shall be determined by the Executive Committee from time to time to review by the members at a meeting of the members of the Association
10. The Executive Committee shall determine the day in each year when the membership fees, id nay, from each member shall be paid. This shall be subject to review by the members at a meeting of the members of the Association.
RIGHTS OF MEMBERS:
11. The subscribers to this Constitution and these by-laws shall have the same rights as any other individual member and they shall be deemed to be first members of the Association.
12. The duly appointed delegates of institutions, agencies or like-minded organizations who hold group membership in the Association shall have the rights of an Individual member.
13. Commercial organizations who hold a group membership shall be entitled to receive one copy of any free publication of the Association, and to attend any meeting or event sponsored by the Association.
ARTICLE II – TERMINATION OF MEMBERSHIP
Conditions under which membership in the Association ceases:
1. Any member who desires to withdraw from membership in the Association may notify the Executive Committee in writing to that effect and on receipt by the Executive Committee of such notice the member shall cease to be a member.
2. A member shall cease to be a member if they fail to pay the annual membership fee on the date due.
Conditions under which a member may be expelled from the Association.
3. An Individual member or a Group member ( see ARTICLE I, Clause 1 (b) and 1 (d) may be expelled from the Association by an extraordinary resolution of the members passed at the Executive Meeting called for that purpose.
4. At a meeting described in ARTICLE II, Clause 3, a member or delegate has the right to speak on their own behalf.
ARTICLE III – MEETING OF MEMBERSHIP
Month of Annual General Meeting:
1. The Annual Meeting shall be held in the fall at a place within Japan and on a day to be fixed by the Executive Committee.
Notice for General and Special Meetings:
2. Every notice of Annual, General, or Special Meeting of the Association shall state the nature of the business of the meeting and such notice shall be given to every member 15 days before such General or Special Meeting.
The Manner in which Notice is to be Given:
3. Notice of any Annual, General, or Special Meeting shall be deemed to be given to every member if mailed or handed to every member, and in addition notice shall be given to every member if a notice of the Annual, General or Special Meeting is advertised in the Association’s Newsletter.
4. The Executive Committee, or any two members of the Executive Committee, or ten percent (10%) of the membership, but in no case less than two members of the Association may call a special meeting of the Association for any purpose.
5. The rules of procedure at an Annual General or Special Meeting shall be determined by the Executive Committee, or in event of a disagreement, the Roberts’ Rules of Order shall determine the procedure at any such meeting.
Quorum for General and Special Meetings:
6. A quorum for the transaction of business at any Annual, General, or Special Meeting of the Association shall be ten percent (10%) of the membership as they appear on the membership rolls.
Voting Rights of Members:
7. Only Individual members or the duly appointed delegate of institutions of like-minded organizations who are group members of the Association shall have voting rights, and commercial organizations which have group membership shall have not voting rights.
ARTICLE IV- EXECUTIVE COMMITTEE AND OFFICERS
Executive Committee:
1. The first Executive Committee of the Association shall consist of the subscribers to this Constitution and these By-laws. This Executive shall resign at the first Annual General Meeting, at which time a new Executive Committee shall be elected by the membership. The number may be varied at future Annual General Meetings but in no event shall the number of positions of the Executive Committee be fewer than seven.
2.The members of the Executive Committee shall be elected by ballot received by mail prior to the Annual General Meeting.
3. The members of the Executive Committee shall hold office for a term of one year.
4. The official delegate of an institution, agency or like-minded organization, which holds a group membership, may be elected or appointed until the next Annual General Meeting.
5. Any temporary vacancy in the Executive Committee may be filled by an appointee by the Executive Committee.
Duties and Power of the Executive Committee:
6. The management and the administration of the affairs of the Association shall be vested in the Executive Committee. In addition to the powers and authority given by the By-laws or otherwise expressly confirmed upon it, the Executive Committee may exercise all such powers of the Association and of all such acts on its behalf as are not required by the By-laws to be exercised or done by the Association at a General or Special Meeting. The Executive Committee shall have special power make such rules and regulations as it deems necessary, provided that such rules and regulations are not inconsistent with the Constitution of the Association and By-laws.
7. Two elected members of the Executive Committee shall become or sustain their membership with the following like-minded organizations: JALT, JACS and the JACL.
Executive Committee Meetings:
8. The Executive Committee shall determine its own procedure and quorum provided that all proceedings of the Association shall be conducted in conformity with Robert’s Rules of Order.
9. A resolution in writing signed by all the members of the Executive Committee shall be valid and effectual as it has been passed at a meeting of the Executive Committee duly called and constituted.
Removal of Executive Committee Members:
10. Members of the Executive Committee shall cease to hold office upon their ceasing to be members of the Association or upon being absent from three consecutive duly called meetings of the Executive Committee: out-of-town members will be expected to attend an annually specified number of meetings.
11. Five percent (5%) of the members, but in no case less than two members, can require Executive Committee members to call a Special Meeting for the Association for he purpose of removing any member f of the Executive Committee and/or substituting a new member in that position. A majority of those present at the Special Meeting is required for removal of an Executive Committee member.
Officers of the Association:
12. The officers of the Association shall consist of the President, Vice-President, Recording Secretary, and Treasurer.
Tenure of Office:
13. At the Annual General Meeting in 1992 the President, Vice President, and Treasurer shall be elected to hold office for one year. The Vice-President, Recording Secretary, and Treasurer shall be elected to hold office for one year. The Vice President shall serve as Chairman of the Conference Committee for the following year. Thereafter at each Annual General Meeting the officers shall be elected for a term of one year. Any officer whose term of office has expired may be elected to the same or a different office, but no one shall serve in the same office for more than four consecutive years. In the event of any such office falling vacant during its term the Executive Committee may appoint any member of the Association to fill such vacancy until the next General Meeting of the Association.
14. The President shall be the presiding officer of the Association, the Chairman of the Executive Committee, and a member, ex-officio, of all committees appointed by the Executive Committee except the nominating committee. He/she shall have a general supervision of all matters of the Association.
15. The Vice-President shall generally assist the President and shall, in the event of the absence or disability of the President, perform his/her duties and possess his/her authority.
In addition, the Vice-President shall be Chairman of the Conference Committee and carry out these duties in accordance with the will of the Executive.16. The Recording Secretary shall have charge of all archives of the Association, shall prepare or cause to be prepared and preserved a record of all meetings of the Association and the Executive Committee and shall sign and execute all instructions in the name of the Association when authorized to do so by the Executive Committee. He/she shall be the legal custodian of all property of the Association.
17. The Treasurer shall have the care and custody of all monies of the Association and shall deposit same in such bank account as shall be designated by the Executive Committee, He/she shall keep or cause to be kept a proper set of books of account of the Association and shall exhibit the same to the Executive Committee when required. He/she shall submit at the Annual General Meeting a report of the accounts of the financial condition of the Association and of all monies received and expended by him/her/ The Treasurer has custody and care of the Association “hanko”.
Remuneration:
18. No officer, member of the Executive Committee of the Association or any member for the Association may receive remuneration for the performance of duties.
Removal of Officers:
19. Five percent (5%) of the members, but in no case less than two members, can require the Executive Committee to call a Special Meeting of the Association for the purpose of removing any officer and/or submitting a new member in that position. A majority of those present at the Special Meeting is required for removal of an officer.
Election of Officers:
20. Any member of the Association is eligible to be nominated as an officer or member-at-large of the Executive Committee. Nominations must be in writing and must be received at the mailing address of the Association not later than the date specified by the Executive Committee. The list of nominees for each position together with a biographical
sketch not exceeding 500 words and ballot papers shall be circulated by mail ballots and must be returned no later than the date specified by the Executive Committee. Each candidate may appoint one scrutineer to oversee the counting of the ballots. The name of the successful candidates but not the count of the votes shall be announced to the membership at the Annual General Meeting.ARTIVLE V – THE “HANKO”
Custody of the “Hanko”:
1.The “Hanko” of the Association shall be kept in the custody of the Treasurer of the Association.
2. The “Hanko” of the Association shall not be affixed to any document or instrument unless authorized by the Executive Committee and then only in the presence of such officers as the Executive Committee may authorize.
ARTICLE VI – MAINTENCENCE OF MINUTES ANDOTHER BOOKS AND RECORDS
1.The Executive Committee shall see that the minutes of members; meetings and minutes of the Executive Committee meetings, and all other necessary books and records of the Association required by the By-laws of the Association or nay any applicable statute or law are regularly and properly kept.
ARTICLE VII–INSPECTION OF RECORDS OF THE ASSOCIATION
1.The books and records of the Association shall be open to inspection by the members at any reasonable time and place with one-month notice to the President.
ARTICLE VIII – ALTERING BY-LAWS
1.The By-laws of the Association may be amended at any General, Special or Annual Meeting of the Association by an extraordinary resolution adopted by two-thirds majority vote of the members of the Association present at any meeting.
2. Notice to amend the By-laws shall be give in writing at a meeting of the Association previous to the meeting at which such amendment is to be considered, or circulated to the members 15 days in advanced of the meeting at which it is intended to be considered. Notice shall be deemed to be given if it is published in the Association’s newsletter 15 days prior to the meeting at which it is intended to be considered.
3. Any resolution of motion shall be deemed passed, if a majority of the members present vote in favor of such resolution or motion.
ARTICLE IX - BRANCHES
1. At any Annual Meeting or Special Meeting the members may by resolution set up as branch consistent with the constitution of the Association.