Upcoming Events

User Login

Twitter: @jetaasc


ARTICLES OF ASSOCIATION

Japan Exchange & Teaching Program Alumni Association of Southern California

We, the undersigned, Southern California Japan Exchange & Teaching Program (“JET” or “JET Program”) Alumni Association members of region US-14, have associated ourselves for the purpose hereinafter stated.

Article One: NAME

The name of this association is the JET Alumni Association of Southern California (the "Association" or “JETAASC”).

Article Two: PURPOSE

The objectives of the Association are to promote mutual understanding and international exchanges between Japan and the United States through the members' experiences of living, working and carrying out local activities in Japan, and to promote fellowship among former, current and future JET Program participants.

Article Three: MEMBERSHIP

Members shall be designated as either voting member or non-voting members. All former members of the JET Program and the Monbusho English Fellows program may become voting members in the Association. Non-JET Program participants who have shown a vital interest in the Association may become non-voting members in the Association. Voting members are distinguished by their eligibility to become an Officer and their voting ability in elections regarding Officers and Amendments to the Articles of Association.

Article Four: OFFICERS

The officers of the Association will include, and be limited to, the following elected positions: two (2) Co-Presidents, one (1) Secretary, and one (1) Treasurer. Officers are annually elected by the voting JETAASC membership.

Article Five: BOARD OF ADVISORS

A Board of Advisors will be created and will consist of all current officers, former officers, and any community member or office deemed appropriate to be a member of the Board. Any non-officer Board member shall be nominated by the Board and approved by the Co-Presidents. The purpose of the Board is to advise, counsel, and guide the current officers.

Article Six: GENERAL BODY MEETINGS

General body meetings shall be held at least twice each year or at more frequent intervals as the officers may deem proper. One meeting shall be designated as the Annual Meeting for the installation of the new officers.

Article Seven: DUES

Annual dues for membership in the Association may be collected as determined by a majority vote of those voting members present at the Annual Meeting of the Association, through amendment of these Articles of Association and the By-laws.

Article Eight: BY-LAWS

By-laws may be adopted as deemed advisable, and may be amended, as the need should arise.

Article Nine: AMENDMENTS

These Articles of Association may be amended by a majority vote of those voting members present at the Annual Meeting of this Association, except as otherwise stated herein. All proposed amendments must be submitted in writing to the Co-Presidents at least six (6) weeks prior to the Annual Meeting. The Co-Presidents shall mail or email such proposed amendments to all members at least thirty (30) days prior to the Annual Meeting. Absentee votes must be submitted in writing, signed by the member, and delivered to the Secretary at least seventy-two (72) hours before the Annual Meeting. Voting by proxy is not allowed.

BY-LAWS

Section One: Quorum

Four (4) or more voting members, including at least two (2) officers and one (1) non-officer Board of Advisors member, shall constitute an ordinary quorum sufficient to do business at any regular or special meeting, including any meeting of the Board of Advisors. If the Board of Advisors is voting to appoint a vacancy pursuant to Section 4 of the By-laws, then a special quorum consisting of six (6) members of the Board of Advisors shall be required. Three (3) or more officers, including at least one (1) Co-President shall constitute quorum sufficient to conduct business at any officers Meeting. Quorum is not required for Annual General Body Meetings, however, at least twelve (12) members of the Association must be present in order to amend the Articles of Association.

Section Two: Meetings of the Association

A. Annual Meeting

The Annual Meeting shall be held at such a time and place as the Co-Presidents shall designate. Notice shall be given to all members at least two (2) weeks prior to the Annual Meeting. Annual meeting is held in September prior to the installation of the new officers.

B. Officers Meeting

The officers shall meet at any time and place as they deem necessary. Three (3) officers shall, including at least one (1) Co-President, shall constitute quorum sufficient to conduct business at any officers Meeting.

C. Board of Advisors Meeting

The Board of Advisors shall meet at least four (4) times per year, during each fiscal quarter, as defined in Section Six (Accounting) below. The Secretary of the Association shall give notice to all active Board Members at least two (2) weeks prior to the quarterly Board of Advisors meeting. During the quarter one meeting, the Board of Advisors shall appoint an Elections Coordinator, as discussed in Section Seven (Elections) below. The Board of Advisors meetings shall be held at such a time and place as the officers shall designate. Four (4) members of the Board of Advisors, including at least two (2) officers and one (1) non-officer Board of Advisors member, shall constitute an ordinary quorum sufficient to conduct normal business.

Section Three: Officers

A. Co-Presidents

It shall be the duty of the two (2) Co-Presidents to preside at all meetings of the Board of Advisors and of the Association. The Co-Presidents shall appoint Committee chairs, as necessary, upon approval of the officers either by consensus or majority vote of all four (4) officers. The Co-Presidents shall maintain a current list of the active members of the Board of Advisors and keep them apprised of the status of the Association. They shall serve as liaisons to the Consulate of Japan and as the official CLAIR representatives for region US-14. They shall prepare an annual report describing the activities of the year of their in office.

B. Secretary

It shall be the duty of the Secretary to keep a record of all proceedings at all meetings of the Association and to send notice of all gatherings concerning this Association to its members. The Secretary shall take pictures at events and maintain a photo archive as necessary. The Secretary is responsible for receiving all absentee ballots for votes concerning Amendments.

C. Treasurer

It shall be the duty of the Treasurer to receive any and all monies paid to the Association, to disburse the funds of the Association as directed by the Co-Presidents, to manage any bank account of the Association, and to maintain an accounting of all funds of the Association, including grant funds. The Treasurer shall report on the status of all funds at each officers meeting and Board of Advisors meeting and submit a written report at the Annual Meeting. The Treasurer shall also submit monetary reimbursement forms according to the deadlines set forth by CLAIR or Monbusho, submit budgetary requests, and make any budgetary amendments to CLAIR or Monbusho on behalf of JETAASC. Annual budgetary requests must be presented to the Board of Advisors prior to submission with CLAIR. They shall also be responsible for submitting grant proposals should grant funds be available.

D. Term of Office

Terms of office of the elected officers of the Association shall be one year from the date of the Annual Meeting. Officers may be re-elected. The term of office will not be the same as the fiscal year of the Association (see Section Seven). At the start of each term of office, the incoming officers will inherit the Budget already approved and in place for that fiscal year. All officers shall be responsible for creating and approving a budget for the fiscal year that starts during their term.

E. JET Officer may not concurrently serve as JET Coordinator

A current Officer of JETAASC may not be employed concurrently at the Consulate General of Japan in the capacity of JET Coordinator.

Section Four: Board of Advisors

Current officers will be deemed “active” members of the Board by default. Other members of the Board of Advisors who are former officers will be deemed “active” or “inactive.” In order to be an “active” board member, one must have attended at least one (1) JETAASC or JET Program-related activity during the previous year and have a desire to serve as a Board member. Active membership of the Board (beyond the current officers) will be determined immediately following elections by one of the outgoing co-presidents via email, telephone or other correspondence. Only active Board members will be included in quorum and permitted to vote. All voting by the Board referenced herein will be subject to this Section Four.

Section Five: Vacancies

The remaining officers shall nominate and the Board of Advisors shall appoint a member to fill any vacancies of unexpired terms of officers to be filled until the next Annual Meeting. A quorum, consisting of six (6) members of the Board of Advisors is required to exercise this power. This vote may be conducted during a special meeting of the Board and/or via email to all active Board members.

Section Six: Appointments

The Co-Presidents may appoint, as needed regional representatives to represent areas outside of Los Angeles County and committee chairs or coordinators to coordinate events or specific topics of interest.

Section Seven: Accounting

Checks issued on behalf of the Association shall be signed by the Treasurer or a Co-President. The fiscal year of the Association shall be from April 1 through March 31 of the next year, and divided into quarters as follows: Quarter one from April 1 through June 30; Quarter two from July 1 through September 30; Quarter three from October 1 through December 31; Quarter 4 from January 1 through March 31

Section Eight: Elections

A. Elections Coordinator

During the first quarter Board of Advisors Meeting, the Board shall appoint an Elections Coordinator. The Election Coordinator must be a non-running, current member of the Board. The Elections Coordinator is responsible for managing a fair, impartial elections process. The Election Coordinator has the duty to (1) call for nominations, (2) receive candidate platforms, (3) draft, mail, and receive the ballots in a timely manner, as determined by the elections schedule. The Elections Coordinator shall also be responsible for the administration of all elections-related activities, including correspondence with the nominees, members, and the Board of Advisors and the supervision of ballots before and after voting.

B. Elections Schedule

As a general timeline, the following elections schedule may be adopted by the Elections Coordinator. This is a non-binding schedule. The Election Coordinator must submit the elections schedule to the Board of Advisors for review, no later than one (1) week prior to the call for nominations.


JETAASC Election Schedule

June 30 – Call for nominations

July 13 – Last day for nomination

July 20 – Candidates platforms due

July 22 – Send election ballots

Aug 05 – Ballots due (two weeks for voting)

Aug 06 – Elections count/ results to Board

If results are clear:

Aug 07 – Confirm acceptance with selected candidates

Aug 09 – Announce election results

If a tie results:

Aug 07 – Send run-off election ballots

Aug 12 – Run-off ballots due

Aug 13 – Run-off elections count and results to Board

Aug 14 – Confirm acceptance with selected candidates

Aug 16 – Announce election results

August – Quarterly Board Meeting

(must be after election results are clear)

September – Installation Dinner

C. Elections Procedures

1. Nominations. The Elections Coordinator shall notify the members when nominations for new Officer elections will be accepted by the Elections Coordinator, thereby beginning a “Call for Nominations.” The call for nominations period should last no less than one (1) week and no more than two (2) weeks. The election coordinator must notify each member either by email, telephone, or other correspondence when that member has been nominated. If, in the case that the Election Coordinator cannot notify a nominee, the Board of Advisors must be informed. Any general member can nominate any other general member (including themselves) although only voting JETAASC members can become officers and vote in elections. All nominees shall submit a platform for publication in the ballot. A nominee may accept or decline a nomination.

2. Ballots. Election ballots shall be sent out no earlier than twenty-eight (28) days before the Annual General Body Meeting, and must be collected and tabulated at least twenty (20) days prior to the Annual Meeting. Those members of the Board of Advisors and officers that are not a nominee in the election may collate the results.

3. Voting. The voting members of the Association may cast their ballots via regular mail, facsimile or electronic mail. Due to the wide distribution of the Association’s correspondence, all voters shall identify themselves on the ballots, regardless of the method of voting. A copy of the most recent voter registration list (membership list) shall be given to the Election Coordinator, who will receive the ballots, confirm the ballot was sent by a voting member of the Association, then conceal or remove the name of the voter from the ballot. Voting tabulation records must be kept by the Election Coordinator. Tabulations must include, the number of votes submitted and counted and the number of votes for each candidate. Final tabulations must be signed by the Election Coordinator and all person(s) assisting with tabulation. Once tabulation is complete, records must be given to the current Secretary for the archives. The Elections Coordinator shall notify nominees of the election results at least ten (10) days before the Annual Meeting. Results of the election shall be determined by a simple majority of the ballots. However, if any two (2) candidates for any Officer position are within a five-percent (5%) margin of difference, run-off elections shall be held as described in Section Seven.C.4 below.

4. Run-off Procedures. Should the run-off election result in a tie for any officer position, a run-off election will take place. A run-off ballot, consisting only of the candidates for the tied position, will be mailed or emailed to all voting members as soon as reasonably possible. Voting by proxy is not allowed. Should the run-off election result in yet another tie, the Board of Advisors shall meet as soon as reasonably possible after collating the run-off ballots to determine, by simple majority vote, the course of action to take.

Section Nine: Amendments

These By-laws may be amended by a two-thirds (2/3) majority vote of the entire active membership of the Board. All proposed amendments must be submitted in writing and be discussed during at least one (1) of the quarterly Board meetings. Voting by proxy is not allowed, however, votes may be cast in person, by telephone, via mail or email, or any other method deemed appropriate by the Board.