Constitution of The New Japanese Canadian Association (Calgary)

Chapter 1: General Provisions

Article 1: Name of the Association

The name of the association shall be The New Japanese Canadian Association (Calgary). (Hereinafter referred to as "the Association.")

Article 2: Purpose

The Association shall carry out the following activities to fulfill its stated objectives:

1. To promote mutual friendship and welfare among members.

2. To promote the development of members and the Japanese-Canadian community as a whole, and to improve their social standing.

Article 3: Organization

The Association shall be composed of individuals and families who support the mission of the Association.

Article 4: Administration

The Association shall be administered through democratic activities based on its bylaws, whereby members exercise their free judgment to elect officers through elections, hold general meetings, and participate in the Association's affairs.

Article 5: Financial Resources

The financial resources of the Association shall consist primarily of annual membership fees, donations, and revenue generated through various activities.

Article 6: General Meeting

The General Meeting shall be the highest decision-making body of the Association.

Chapter 2: Detailed Rules

Article 1: Membership

Membership in the Association shall be open to Japanese-Canadians and other individuals, their families, and organizations who support the mission of the Association, and membership shall be obtained by paying the membership fees determined by the Board of Directors by the due date.

Article 2: Membership Fees

1. Membership fees shall be assessed per household (individual or married couple) as one unit, and shall be determined and collected by the Board of Directors.

2. Members shall, as a rule, pay their membership fees within the first three months of the fiscal year. No refund of membership fees shall be made upon withdrawal from the Association.

Article 3: Fiscal Year

The fiscal year of the Association shall be from January 1 to December 31.

Article 4: General Meeting

1. The Annual General Meeting shall be held once a year, in principle in March, and extraordinary general meetings may be convened as needed.

2. If a written request signed by ten or more members is received, the Board of Directors shall be obligated to convene a general meeting.

3. All resolutions at the General Meeting (except amendments to this Constitution) shall be adopted by a majority vote.

4. The chairperson of the General Meeting shall be the President or a person designated in their place.

5. In the event of a tie vote on a resolution at the General Meeting, the chairperson shall have the authority to decide in favor, against, or to defer.

Article 5: Officers

1. Officers shall be appointed as needed to carry out the purposes of the Association.

2. The term of office for officers shall be two years, and re-election shall not be prohibited.

3. Officers shall be elected from among candidates with the approval of the General Meeting.

4. The Board of Directors shall serve as the central body in administering the Association and shall, in principle, be convened once a month.

Article 6: Officers and Their Duties

1. As soon as practicable after approval at the General Meeting, the Board of Directors shall convene and elect the following officers by mutual vote:

• President (1) — Represents the Association and serves as the chief executive responsible for administration and oversight, with the authority to convene meetings of the Board of Directors.
• Vice-President (2) — Assists the President and acts on behalf of the President when the President is absent or unable to perform their duties.
• Treasurer (1) — Responsible for the management and disbursement of the Association's funds.
• Secretary (1) — Responsible for general administrative matters, including the preparation and maintenance of minutes of Board meetings.
• Auditor (1) — Conducts audits of accounts as needed and reports to the General Meeting. This position may be held concurrently by a member of the Board other than the President or Treasurer.
• External Affairs Officer(s) — Responsible for the preparation and management of events, publications, and related activities.

2. If an officer is unable to fulfill their duties for an extended period or if a vacancy arises, the Board of Directors shall be convened as needed to elect a replacement by mutual vote.

Article 7: Authority of the Board of Directors

1. Revision of the Association's Operational Rules (Supplementary Rules).

2. The Board shall have decision-making authority over all activities of the Association conducted in accordance with the Constitution.

3. The Board may decide to expel a member in accordance with the provisions of the Constitution.

4. The Board shall take appropriate measures (such as sending telegrams of congratulations or condolence, floral arrangements, etc.) on occasions of members' celebrations or bereavements.

Article 8: Amendments and Revisions

This Constitution may be amended or revised with the consent of two-thirds of those present at a General Meeting.

Article 9: Rights of Members

1. All members of the Association (aged sixteen and over) may express their will at any General Meeting by casting one vote or by submitting a proxy.

2. Members may propose any matter for discussion at any General Meeting without prior approval.

Article 10: Expulsion of Members

A member who seriously damages the reputation of the Association or causes significant harm to other members shall be expelled.

Chapter 3: Supplementary Rules (Association Operational Rules)

Article 1: Annual General Meeting and Extraordinary General Meetings

1. The date and venue of the General Meeting shall be determined by the Board of Directors.

2. The Board of Directors shall notify all members in writing in advance of the date, time, venue, and agenda of the General Meeting.

3. Convening of Extraordinary General Meetings:

   a. May be convened by resolution of the Board of Directors.

   b. An extraordinary general meeting shall be convened based on a request from members.

Article 2: Expenses Related to Administrative Operations of Association Activities

1. Each officer may submit a claim to the Treasurer for expenses incurred in carrying out their assigned duties after the fact.

2. Expenses exceeding thirty dollars shall require prior approval from the Board of Directors.

3. The President, Vice-President(s), and Treasurer may authorize expenditures not exceeding one hundred dollars per item through mutual consultation, without prior approval of the Board of Directors.

4. Expenditures made without prior approval of the Board of Directors must be reported and approved at the next meeting of the Board of Directors following the payment.

This Constitution was approved and established at the General Meeting held on April 18, 1999, at the Calgary Japanese Canadian Cultural/Senior Centre.
The undersigned officers hereby confirm the above.