The Executive Board shall establish association dues each year to reflect the changing expenses of maintaining the Association. Renewal notices and alterations in dues structure will be announced to the membership in the Association’s newsletter.
ARTICLE II
OFFICERS
Section 1. Officers. The officers of the Association will be the President, the Vice President, the Secretary, the Treasurer, two Directors from the class years 1948-1960 and 1961-73, the Membership Chairperson, the Reunion Chairperson, and the Editor of the Association’s newsletter. The first six positions will be elective. The Executive Board will appoint the Membership Chairperson, the Reunion Chairperson and the Editor.
Section 2. Qualifications. All officers shall be members in good standing.
Section 3. Duties of Officers. The officers shall perform their duties as prescribed in these By-Laws and by adopted parliamentary authority.
Section 4. Term of Office. Officers shall serve from the first day of January of the odd years and continue for a term of two (2) years until a successor has been elected or appointed.
Section 5. Vacancy in Office. If there is a vacancy in the office of President for any reason, such as resignation, removal or death, the unexpired term shall be filled by the Vice President. All other vacancies shall be filled by appointment by the President with the approval of the Executive Board.
ARTICLE III
NOMINATIONS AND ELECTIONS
Section 1. Nominating Committee. The Executive Board shall appoint a Nominating Committee of three (3) members six months prior to the biennial election. The members’ names will be published in the summer issue of the Association’s newsletter. This Committee will prepare a list of at least one (1) nominee for each elective position specified in Article II, Section I. Members of the Association may also submit the names of nominees to any member of the Nominating Committee. All nominations must be forwarded to the Nominating Committee for publication in the fall issue of the Association’s newsletter. A nomination must have the approval of the nominee.
Section 2. Elections. Officers are elected by written ballot distributed by the editor of the Association’s newsletter in even-numbered years.
Section 3. Voting.
a. When there is only one (1) candidate for a position on the Executive Board, the existing Board shall instruct the Teller Committee appointed by the Board to tabulate the election results to cast the Association’s unanimous ballot for that candidate.
b. If there are two (2) or more candidates for a single office, elections will be determined by a written ballot distributed to all members with that year’s fall issue of the Association’s newsletter. All ballots will be returned to the Chairman of the Teller Committee within thirty (30) days after receipt of the newsletter. The Committee will count the ballots and the results of the election will be announced to the membership in the winter issue of the Association’s newsletter.
c. The counted ballots shall be sealed and held by the Chairperson of the Teller Committee for a period of ninety (90) days, then destroyed.
ARTICLE IV
DUTIES OF OFFICERS
Section 1. Duties of the President. The President is the chief executive of the Association and takes care that the Constitution, By-Laws and decisions of the Executive Board are observed and implemented. The President:
a. Maintains regular communication with other members of the Executive Board by telephone, U.S. mail, e-mail, fax or the Internet and presides over Executive Board and Association meetings when held,
b. Provides for the performance of the duties of an office or position of the Association during the temporary absence or disability of the incumbent,
c. Represents the Association on any occasion which, in his/her judgment or pursuant to instructions from the Executive Board he/she should do so, and
d. Casts the tie-breaking vote when acting as Chairperson in all Executive Board and Association decisions and on all committees except Nominating and Audit. These are the only conditions under which the President will vote.
Section 2. Duties of the Vice President. The Vice President assists the President in administrative matters, undertakes such duties as assigned by the President, and exercises the duties of the President during the President’s unavailability or disability. Should the Presidency become vacant, the Vice President assumes the office of President to fill the unexpired term.
Section 3. Duties of the Secretary. The Secretary maintains the records of the Association, other than the Treasurer’s records, keeps the minutes, performs duties as assigned by the President and otherwise performs those functions generally inherent in the office of Secretary.
Section 4. Duties of the Treasurer. The Treasurer receives, maintains, disburses and accounts for the funds of the Association. The Treasurer makes a report of activities at each meeting of the Association and as otherwise requested by the President or by the Executive Board. The Treasurer maintains such records in such form as to disclose the amounts and sources of all revenues and the amounts and purposes of all disbursements and performs those duties generally inherent in the office of Treasurer. When deemed necessary, the Executive Board may appoint an Audit committee to review all Association accounts and records. Reports prepared by this committee will be presented to the Executive Board for recommendations prior to presentation to the membership.
Section 5. Duties of the Directors. The two Directors represent on the Executive Board the concerns and interests of the Association members from the class years 1948-1960 and 1961-1973 and otherwise assist the Board, as officers at-large, in the performance of its duties.
Section 6. Duties of the Membership Chairperson. The Membership Chairperson searches for unlocated alumni and faculty and works in close conjunction with the editors and compilers of the Narimasu Alumni Directory in maintaining records of located alumni and faculty for all classes from 1948 to 1973. The expense of purchasing and distributing the Alumni Directory to all members will be borne by the Association.
Section 7. Duties of the Reunion Chairperson. The Reunion Chairperson presides over a committee of current and former reunion hosts whose experience and expertise will contribute to the planning and execution of the inclusive reunions sponsored and funded by the Association beginning in 2004. The Reunion Chairperson and committee, with the advice of the Executive Board, will select sites, make local arrangements, determine registration fees, and otherwise ensure necessary accommodations for the biennial gatherings of all alumni. The planning and funding of gatherings in conjunction with the biennial reunion or at separate sites and times, while encouraged, are not the responsibility of the Reunion Chairperson or the Association.
Section 8. Duties of the Editor of the Association’s Newsletter. The Editor edits, publishes, and coordinates the distribution of the Association’s quarterly newsletter, The Dragons Roars Again, as well as other Association notices and publications such as election ballots and results.
Section 9. Delegation of Duties. In the temporary absence or incapacity of an officer, the President may delegate the duties of that officer to any other officer.
ARTICLE V
EXECUTIVE BOARD
Section 1. Composition. The Executive Board consists of six elected and three appointed officers, each of whom shall be a voting member except for the President who, when acting as Chairperson, will vote only to break ties.
Section 2. Meetings. Because of the geographical dispersion of the Board’s Members, meetings will be irregular except for the meeting held in conjunction with the biennial alumni reunion. Most business, therefore, will be conducted by telephone, U.S. mail, e-mail, fax or the Internet. All decisions made by the Executive Board require a majority vote of its members.
Section 3. Duties The Executive Board manages the Association, plans the budget, and authorizes all expenditures of funds. The Board appoints all standing committees, such as Membership and Reunion, which support the major functions of the organization and assist the officers in the performance of their duties. The Board also appoints all other ad hoc or temporary committees that it deems necessary in the conduct of Association business.
Section 4. Compensation. Members of the Executive Board shall not receive compensation from the Association for their services, although this does not preclude any officer from serving the Association in another capacity that warrants remuneration.
Section 5. Removal of Officers. An officer of the Executive Board may be removed after prior notification for malfeasance, misfeasance or nonfeasance in office. Any ten members of the Association may submit to the Executive Board a petition for removal. Said petition must be circulated to the membership by the Editor of the Association’s newsletter together with a written reply by the respondent and a ballot. Upon a two-thirds vote in support of the petition by members casting ballots, the respondent shall be removed from office.
ARTICLE VI
MEETINGS OF THE ASSOCIATION
Section 1. General Meeting. A general meeting of all members will be held at a time determined by the Executive Board during the Association’s biennial reunion. An agenda for that meeting shall be made available prior to the meeting. Members may submit items for that agenda to any member of the Executive Board.
Section 2. Quorum. Those members who attend the general meeting at the biennial reunions shall constitute a quorum for the transaction of business.
ARTICLE VII
MISCELLANEOUS PROVISIONS
Section 1. Fiscal Year. The fiscal year for all Association business shall be from January 1 to December 31 of each year.
Section 2. Records and Equipment.
a. The following applies to all Officers, Chairpersons, Committee members, or any Association member as appropriate.
b. Upon the election of new Officers or upon the resignation, removal or death of any Officer, Chairperson, Committee member or Association member, all Association books, accounts and records or equipment shall be turned over to their successor or an Officer of the Association within ten (10) working days of the next fiscal year, or from the effective date of a resignation or removal from office or resignation from the Association. Destruction or loss of any of the above, to include Association funds, will be subject to action per the By-Laws of the Association or applicable Federal, State, or Local Criminal Statutes as appropriate.
Section 3. Dissolution. In the event of the dissolution of the Association, the assets remaining, after all payments of costs and expenses of such dissolution, shall be transferred or conveyed to a charity designated by a majority of the members casting a ballot and none of the funds shall inure to the benefit of, or be distributed to, an individual member.
Section 4. Parliamentary Authority. The rules contained in the current edition of Roberts Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are consistent with these By-Laws and any special rules of order the Association may adopt.
Section 5. Amendment of the Constitution and By-Laws. Amendments to this Constitution and its By-Laws may be sponsored by the Executive Board or by any ten members of the Association in petition to the Executive Board. They shall be submitted in writing to the members by the editor of the Association’s newsletter together with an explanation of the purpose of the amendment and a ballot. A three-quarters affirmative vote of those casting ballots will constitute ratification. Amendments to the Constitution and its By-Laws shall be effective immediately upon ratification. If any provision of this Constitution and By-Laws is inconsistent with applicable Federal, State, or Local Law, such provision shall be null and void but shall not affect any other provision.
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