CONSTITUTION OF THE

HIROSHIMA INTERNATIONAL WOMEN’S CLUB

Date: July 2008


Article 1:  NAME OF THE ORGANIZATION

The name of the organization shall be the Hiroshima International Women’s Club (HIWC).

Article 2:  PURPOSE OF THE ORGANIZATION

The purpose of HIWC is to provide an English language support group for the members of the foreign community and to further cross-cultural exchange between Japanese members and members of various other nationalities.

Article 3:  MEMBERSHIP

Section A – Member’s Responsibility

All members shall be reasonably fluent in understanding and speaking the English

language. 

 

Section B – Japanese Member

A Japanese member shall be defined as a person who is a Japanese National. 

 

Section C – Foreign or Non-Japanese Member

A Foreign or non-Japanese member shall be defined as a person who was born in another country other than Japan or is a citizen of any other country other than Japan.


Section D – Dual Citizen Membership

When application for membership to the HIWC is made by a person who is a citizen of both Japan and another country, the Executive Board shall determine whether that person is classified as a Japanese member or a non-Japanese member. If married to a foreigner, a Japanese member would be given membership as a non-Japanese member.

 

Section E – Dues

A member is one who has paid the annual dues or prorated dues according to Article 4, Section A and Section B.  Each member shall be entitled to all the rights and privileges of membership in the organization including the right to vote on all matters put before the General Membership of the HIWC.

 

Section F – Ratio of Club

In order to further one of the purposes of the organization, that is, to provide an English language support group to foreigners, the membership shall strive to consist of 50% Foreign and 50% Japanese. Regardless, all non-Japanese members are welcome to join the HIWC, independent of the percentages of membership at the time of application. A waiting list will be formed for Japanese members if their membership exceeds the 50:50 ratio.

 

Section G – Change Membership Ratios

A permanent change to the 50:50 ratio of the Club must be approved by a simple majority vote of the entire membership of the Club.   

 

 

Section H – Founding Members

The founding members of the HIWC will be considered a special member and will be entitled to enjoy the following privileges:

                              i)          A founding member shall always have the right to resume her membership position if and when she returns to live in the Hiroshima area, providing she will agree to abide by the constitution.

                             ii)          A founding member visiting the Hiroshima area is welcome to attend up to four (4) general meetings and four (4) outings of club activities in one year.

                           iii)          A founding member will be not be included in the 50:50 ratio that constitutes the General Membership of HIWC.

 

Section I – Members Rejoining After an Absence

HIWC members who have moved away from Hiroshima may, upon their return, be readmitted to the HIWC at the Board’s discretion

Section J – Members Voting by Proxy

Members may register their vote by proxy by appointing, in advance, someone to vote in their absence.  Members intending to vote by proxy must contact a Member of the Executive Board a minimum of one day prior to the vote.  Members voting by proxy must state, on paper (note, fax or email) the name of the person standing proxy for them and how they wish to vote.

 

Section K – Expulsion from the Club

Any member found to be using the membership meetings or lists of members to further their own business interests or to persuade or indoctrinate others in religious or political views shall be asked to resign forthwith upon request of the Executive Board.

 

 


ARTICLE 4:  DUES and FEES for MEMBERS and GUESTS

Section A – Annual Dues

Annual dues shall be due and payable by the 15th of October of each year to the Treasurers of the HIWC.

 

Section B – New Member’s Membership Fees  

New members arriving after the payment deadline of October 15th will have their dues prorated on a monthly basis to conform to that portion of the year in which they are members.  It shall be the duty of the Treasurers to calculate and assess the correct amount.

 

Section C – HIWC Membership Period  

The HIWC year shall extend from October 15th of one year through to October 14th of the following year. Membership will be on an annual basis except for those members arriving after the payment deadline

 

Section D – HIWC Fiscal Year

The HIWC Fiscal Year shall extend from June 1st through to May 31st of the following year. 

Section E – Member’s Refund

Members leaving Hiroshima are eligible for a refund of dues. It will be up to the member to contact one of the Treasurers who will calculate the amount of the refund.  All refunds are optional.  No refunds will be given to members after they have left Hiroshima or to those who voluntarily quit. 

 

Section F – Supplementary Fees

Members attending all luncheons, tours, trips, and special events of the HIWC shall pay their own costs.


Section G – Guest Attendance

Guests can attend General Meetings when accompanied by a member.  If space is available, guests can also attend special events.  Guests are eligible to attend up to two (2) meetings and two (2) events during the HIWC calendar year.

 

Section H – Guest Fees

Guests are required to pay a fee set by the Executive Board in order to attend General Meetings.  If they attend special functions and/or club activities an additional fee may apply. 

 



ARTICLE 5:  MEETINGS

Section A – Meeting Types

Meetings shall be General, Special, or Executive Board meetings.


Section B – Dates of General Meetings

General Meetings shall be held during the months of September through May. Club sponsored luncheons will be held after some General Meetings.  The dates of these luncheons will be determined by the residing board. 

 

Section C – Appropriateness of the Meeting Venue

Each year the Executive Board will review the appropriateness of the Venue for General Meetings.  If a change of venue is recommended, the President will appoint a Venue Committee to study options for a new meeting place.  The Venue Committee will present its findings to the membership and a vote will take place in the spring to establish the venue for the next year. 

 

Section D – Special Meeting Notification

Special meetings may be called by written notice (letter, fax or email) to the entire membership either by the Executive Board or by a simple majority of the entire membership. All members must be notified at least one week in advance of the meeting. Time, date, subject matter and place must be included. 

 

Section E – Special Executive Board Meeting Notification

Special Executive Board meetings may be called by the members of the Executive Board in writing (letter, fax or email) providing all members are notified at least one day in advance.  Subject matter, time, date and place need to be included.

 

Section F – Conducting Meetings

All meetings shall be conducted in accordance with this Constitution.

 

Section G – Membership Quorum

A quorum for General or Special Membership Meetings shall be one third of the membership.

 

 

 

Section H – General or Special Membership Meeting Voting

Voting at General or Special membership meetings shall be passed by a simple majority (51%) of members present, provided that the required quorum is met.

 

Section I – Executive Board Meetings

Executive Board meetings shall be called, by the President, on a monthly basis between September and June.  All members of the Executive Board must be notified as to the date, time and place of the monthly Board Meeting at least one day prior to the meeting. 

 

 

 

ARTICLE 6:  EXECUTIVE BOARD MEMBERS, STANDING COMMITTEES and AD HOC COMMITTEES

 

Section A – Executive Board Members

 

The Executive Board members of the HIWC shall include the following:

 

1 President (Foreign)

1 Foreign Vice President

1 Japanese Vice President – General Meetings

1 Japanese Vice President – Cultural Activities

1 Foreign Secretary

1 Japanese Secretary

1 Foreign Treasurer

1 Japanese Treasurer

 

Section B – Standing Committees

 

The Standing Committees of the HIWC shall include the following:

 

Membership Committee

Website Committee

Cultural Committee

 

Section C – Ad Hoc Committees

 

The Ad Hoc Committees of the HIWC shall include the following:

 

Venue Committee

Nominating Committee

Constitution Committee

Charity Committee

Archive Committee

Elder’s Council

Summer Committee

 

ARTICLE 7:  DUTIES OF THE EXECUTIVE BOARD

 

Section A.  The Executive Board shall:

i)         Meet once a month during their term to discuss the on-going activities of the HIWC.  The President sets the agenda and presides over the meetings.

ii)       Advise membership of policy changes, membership meeting topics and future activities.

iii)      Consist of eight (8) members: (four (4) Japanese members and four (4) non-Japanese members).

iv)      Present to the General Membership for their approval or disapproval, all motions made by, and passed at Executive Board meetings.  These may include anything having to with membership, general meetings, finances, cultural activities, etc.  These can also include special areas such as disbursing non-operating extraordinary funds, using membership efforts in volunteer projects to further clubs goals and effects changing the constitution.  These motions shall be in writing and forwarded to the membership 15 days prior to the monthly Membership Meetings at which they will be voted upon.

 

Section B.   Executive Board Quorum

The quorum of the Executive Board shall be five (5) and a simple majority shall carry all motions. 

 

Section C.  Executive Board Voting

All Executive Board members including the president can vote.  In the case of a tie the Executive Board will try to break the tie through discussion however if there is no change, the President’s vote will count as two.

 

 

 

ARTICLE 8:  DUTIES OF THE EXECUTIVE BOARD MEMBERS, STANDING COMMITTEES and AD HOC COMMITTEES

 

Section A – Executive Board Members

 

Duties of the President

 

1.  The President shall:

i)         Preside at all General, Special and Executive Board meetings of the HIWC.

ii)       Appoint with the approval of the Executive Board, Special Committees.    

iii)      Appoint, with the approval of the Executive Board, a member to fill any vacancy of any position on the Executive Board.  This appointed member will serve until the end of the current Board’s term.

iv)      Have the authority to appoint a person to fill an Executive Board position in the event that any Executive Board Member or Committee member cannot perform their duties for a specified time period.

v)        With the approval of the Executive Board, approve all expenditures of the HIWC. The President also has the authority to authorize, without approval, a sum of money up to the sum specified in the by-laws.  In the absence of the Treasurer, the President has the authority to disburse club funds for club debts or projects.

vi)      Be an ex-officio member of all Club committees except the Nominating committee.

vii)     Facilitate other duties as requested by the Executive Board.

viii)   Follow and maintain an accurate job description.

 

Duties of the Vice Presidents

 

1.       The Foreign Vice President shall:

i)         Assist the President in conducting the affairs of the HIWC at the President’s request.

ii)       Assume all duties of the office of President in the event that she is unable to serve out her term.

iii)      Attend Executive Board Meetings.

iv)      Facilitate other duties as requested by the Executive Board.

v)        Follow and maintain an accurate job description.

 

 

2.       Japanese Vice President of General Meetings shall:

i)         Assist the President in conducting the affairs of the HIWC at the President’s request.

ii)       Work with the President and the Foreign Vice President in planning General Meetings.

iii)      Preside at the General Meeting in the event that the President or the Foreign Vice President is unable to attend.

iv)      Attend Executive Board Meetings.

v)        Facilitate other job duties as requested by the Executive Board.

vi)      Follow and maintain an accurate job description.

 

3.       Japanese Vice President of Cultural Activities shall:

i)         Assist the President in conducting the affairs of the HIWC at the President’s request.

ii)       Work with the Cultural Committee in planning cultural events for the HIWC.

iii)      Attend Executive Board meetings.

iv)      Facilitate other job duties as requested by the Executive Board.

v)        Follow and maintain an accurate job description.

 

Duties of the Secretaries

 

1.       Foreign Secretary shall:

i)         Make correct records of all General Meetings and Executive Board Meetings.  The records should be made available for review (when requested) to all HIWC members and the Executive Board prior to the next Executive Board Meeting.

ii)       Conduct English language correspondence for the club.

iii)      Succeed to the Presidency in the event that the President and Foreign Vice Presidents are unable to serve.

iv)      Attend Executive Board Meetings.

v)        Facilitate other duties as requested by the Executive Board.

vi)      Follow and maintain an accurate job description.

 

2.       The Japanese Secretary shall:

i)        Conduct Japanese language correspondence for the club.

ii)      Attend Executive Board Meetings

iii)     Facilitate other duties as requested by the Executive Board.

iv)    Follow and maintain an accurate job description

 

 

Duties of the Treasurers

 

1.       The Foreign Treasurer shall:

i)         Collect and budget club funds.

ii)       Keep accurate records of the HIWC treasury and make available to the General Membership when requested.

iii)      Prepare forecast budget for next year’s board and present it to the members at May’s General Membership meeting.

iv)      Attend Executive Board Meetings

v)        Facilitate other duties as requested by the Executive Board

vi)      Follow and maintain an accurate job description.

 

 

 

2.   The Japanese Treasurer shall:

i)         Collect, control and disburse club funds.  The Treasurer has the authority to expend funds without the President’s approval up to a sum set forth in the by-laws of the club.

ii)       Keep accurate records of the HIWC treasury.

iii)      Attend all Executive Board Meetings

iv)      Facilitate other duties as requested by the Executive Board

v)        Follow and maintain an accurate job description

 

 

Section B – Standing Committees

 

1.  Membership Committee shall:

i)         Welcome new members into the club

ii)       Keep accurate records of member’s names, addresses and phone numbers

iii)      Facilitate other duties as requested by the Executive board.

iv)      Follow and maintain an accurate job description

 

2.       Website committee shall:

i)         Maintain the HIWC website.

ii)       Facilitate other duties as requested by the Executive Board.

iii)      Follow and maintain an accurate job description.

 

3.  Cultural Committee shall:

i)         Assist the Japanese Vice President of Cultural Activities plan events and outings for all members

ii)       Consist of a minimum of four (4) members (two (2) Japanese and two (2) non-Japanese) which include the Japanese Vice President of Cultural Activities

iii)      Facilitate other duties as requested by the Executive Board

iv)      Follow and maintain an accurate job description

 

 

Section C – Ad Hoc Committees

 

i)         When necessary the Executive Board shall name special committees to undertake special activities for the benefit of the club.

ii)       The term of office of a special committee shall be specified by the Executive Board.

 

1.  The Nominating Committee (Foreign Members only) – (PROVISIONAL)

 

i)         The Nominating Committee shall be appointed by the Executive Board in January of each year.

ii)       The committee will consist of a minimum of two (2) Japanese members and two (2) non Japanese members which includes a chairperson.

iii)      An appointed chairperson will coordinate and preside over all the meetings.

iv)      Members are invited to volunteer for any committee or Executive Board position.  However, if some positions remain open after an extended period of time, the Nominating committee will approach members of the HIWC via phone or written correspondence asking if they would be willing to volunteer for a position.  A written job description would be provided to every candidate.

v)        Once the Nominating committee has a list of names, they will advise the Executive Board in writing, by the end of March, in order that the candidate’s names can be published in the April Newsletter.

vi)      At April’s General meeting the Nominating Committee will offer to the membership a slate of candidates for each of the Board positions and Committee positions.

vii)     A vote will then occur on the proposed slate of candidates, at the May General Meeting.  Fifteen (15) days notification must be given to the membership if a vote is necessary.

 

2.  The Constitution Committee

 

i)         When necessary, the President, with Executive board approval shall appoint a Constitution Committee.

ii)       This Constitution Committee shall be comprised of a minimum of four (4) members (two (2) Japanese and two (2) non-Japanese) which will include a chairperson. 

iii)      The Constitution Committee will make necessary changes to the constitution and present them to the Membership for approval prior to the final General Meeting in May.

 

3         The Venue Committee

 

i)         When necessary, the President, with Executive Board approval shall appoint a Venue Committee.

ii)       This Committee shall be comprised of a minimum of four (4) members (two (2) Japanese and two (2) non-Japanese members) which will include a chairperson.

iii)      If a change of Venue is recommended by the Executive Board, the Venue committee will research the clubs options for a new meeting place.  The Venue committee will present its finding to the Membership prior to the final General Membership Meeting in May at which a vote will take place to establish the venue for the following year.

 

4.  The Charity Committee

 

i)         When necessary, the President, with Executive Board approval shall appoint a Charity committee.

ii)       This Committee shall be comprised of a minimum of four (4) members (two (2) Japanese and two (2) non-Japanese members) which will include a chairperson.

iii)      The Charity committee will maintain a list of worthy charities to the membership prior to the May General meeting and a vote will take place to determine which charity will receive HIWC donations.

iv)      When the HIWC donates money to charities, the Charity Committee is responsible for keeping records of how the money is dispersed

4.       The Archival Committee

 

i)         When necessary, the President with Executive Board approval shall appoint an Archival committee.

ii)       This committee shall be comprised of an equal number of Japanese and Non Japanese members which will include a chairperson.

iii)      The role of the Archival Committee is to maintain, update and store archives of the Club.

 

6.  The Summer Committee

 

i)         Each summer, the President with Executive Board approval will appoint a Summer Committee

ii)       This committee will comprise of an equal number of Japanese and non-Japanese members

iii)      The Summer Committee is responsible for planning activities and events for all HIWC members during the summer months.

 

7.       The Elder’s Council

 

i)         The Elder’s Council is an outside council to the Executive Board in case of disputes.

ii)       This council will act as a liaison between membership and the Executive Board in

case of disputes.

iii)      In order to be considered for the Elder’s council, Japanese members need to

have 10 or more years of membership and Foreign or non–Japanese members require 3 or more years of membership. 

iv)