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Shizuoka AJET Constitution

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Shizuoka AJET Constitution

Table of Contents
1. Name 3
2. Mission Statement 3
3. Structure 3
3.1 Members 3
3.2 Shizuoka AJET Committee 3
3.2.2 Positions 3
3.2.3 Duties 3
3.2.4 Applications 5
3.2.5 Election Process 5
4. Meetings 5
4.1 Virtual Meetings 5
4.2 Physical Meetings 5
4.3 Shizuoka AJET Member Petitions 5
5. Duties of the Governing Body 6
5.1 Events 6
6. Affiliations, Collaborations, and Third Parties 6
7. Code of Conduct 6
7.1 Shizuoka AJET Members: 6
7.3 Shizuoka AJET Committee Members 7
8. Violation of the Code of Conduct, Complaints, and Bans 7
9. Committee Resignation, Dismissal, and Filling Vacancies 8
9.1 Shizuoka AJET Committee Member Resignation 8
9.2 Shizuoka AJET Committee Member Dismissal 8
9.2.1 Warnings 8
9.2.2 Dismissals 8
9.3 Filling Vacancies 9
9.3.1 President Vacancy 9
9.3.2 Elected Officer Vacancies 9
9.3.3 Appointed Officer Vacancy 9
10. Budget 9
10.1 Acceptable uses of Shizuoka AJET Budget: 9
10.2 Misappropriation of Shizuoka AJET Funds 9
11. Reimbursements 9
11.2 Conditions for Reimbursement 9
11.3 Special Conditions for Reimbursement, in Addition to §11.2 10
12. Amendments 10
12.1 Adding Amendments 10
Creators and Contributors 11

1. Name

1.1 This organization will be known as the “Shizuoka Association of Japan Exchange and Teaching,” hereafter referred to as Shizuoka AJET.

2. Mission Statement

2.1 Promote grassroots internationalization and cultural exchange for our Shizuoka members.

3. Structure

3.1 Members
3.1.1 Membership within Shizuoka AJET is open to anyone so long as their behavior adheres to the Code of Conduct in § 7.
3.2 Shizuoka AJET Committee
3.2.1 The Shizuoka AJET Committee is composed of a minimum of 5 members and a maximum of 11 members. These positions are open only to current JET Programme participants placed in Shizuoka Prefecture.
3.2.1.1 There is a recommended minimum of 2 members and a maximum of 4 members for each region of Shizuoka Prefecture (Seibu, Chubu, and Toubu).
3.2.1.2 The end of obligatory duties for Shizuoka AJET Committee members is May 31. However, Shizuoka AJET Committee members who are retiring may continue to serve on the Shizuoka AJET Committee with all voting rights until July 31.
3.2.2 Positions
3.2.2.1 Elected Officers: The Shizuoka AJET Committee includes 4 elected positions. The duration of these elected positions is from June 1 to May 31 of the following year. Shizuoka AJET Committee elected officers who wish to serve for an additional year may do so, provided they resubmit an election platform to the other Shizuoka AJET Committee members and go through the election process again. The following positions will be decided via elections in which all current Shizuoka AJET Committee members can vote:
i. President
ii. Vice President
iii. Treasurer
iv. Secretary
3.2.2.2 Appointed Officer: The following position will be appointed by the President based on requisite skills and abilities:
i. Webmaster
3.2.2.3 Officers: All non-elected and non-appointed Shizuoka AJET Committee members shall serve as Shizuoka AJET officers. Shizuoka AJET Committee officers serve from the time of their acceptance to May 31 of the following year. If a Shizuoka AJET officer wishes to continue to serve on the Shizuoka AJET Committee all that is required is that they inform the Shizuoka AJET Committee of their intention during the first two weeks in May.
3.2.3 Duties
3.2.3.1 President
i. The President will be the executive officer of the Shizuoka AJET Committee and will have general supervision of Shizuoka AJET affairs.
ii. The President will preside over Shizuoka AJET Committee meetings.
iii. The President will represent the organization at Shizuoka AJET events and JET Programme conferences.
iv. In order to promote Shizuoka AJET, the President is expected to serve on the JET Programme Kakegawa Orientation Committee and attend one of the Kakegawa Orientation welcome parties.
a. If the President is unable to serve on the JET Programme Kakegawa Orientation Committee or attend a welcome party, then a proxy may be appointed.
v. The President will be charged with appointing the Shizuoka AJET Committee Webmaster.
a. The President, as well as the Webmaster, will have access to the website passcodes.
vi. The President, as well as the Vice President, will have access to the Shizuoka AJET email address.
vii. The President, as well as the Treasurer, will have access to the Shizuoka AJET bank account.
3.2.3.2 Vice President
i. The Vice President will be the junior executive officer and will act on the behalf of the President in the event of his or her absence, including the JET Programme Kakegawa Orientation as specified in §3.2.3.1 iv.
ii. The Vice President will serve as the liaison between the Shizuoka AJET Committee and the Shizuoka Prefectural Advisor.
3.2.3.3 Treasurer
i. The Treasurer will have access to the Shizuoka AJET Committee bank account.
ii. The Treasurer will maintain records of all revenue and expenditures and ensure that generally accepted accounting practices and controls are in place.
iii. The Treasurer will provide the Shizuoka AJET Committee with a monthly financial report.
iv. As a final duty, the Treasurer will transfer access of the aforementioned bank account to the succeeding Treasurer.
3.2.3.4 Secretary
i. The Secretary will record the proceedings of each meeting and distribute the details to all Shizuoka AJET Committee members.
ii. The Secretary will also be in charge of contacting people who request to join the Shizuoka AJET Facebook page when it is not immediately clear that the applicant resides in Shizuoka.
3.2.3.5 Webmaster
i. The Webmaster will be charged with maintaining and updating the Shizuoka AJET website.
ii. Additionally, the Webmaster will create promotions for Shizuoka AJET and its events.
3.2.4 Applications
3.2.4.1 Potential Shizuoka AJET Committee officers will complete the Officer Application Form, available on the Shizuoka AJET website, and email it to the Shizuoka AJET Committee email address (shizajet@gmail.com).
i. Applications may be submitted at any time throughout the year.
3.2.4.2 Current Shizuoka AJET Committee members will review each application in a timely matter and discuss the merits of the applicant.
i. If the applicant meets the requirements of §3.2.1 and §3.2.1.1, then the Shizuoka AJET Committee will conduct a vote.
a. A simple majority is required for the applicant to be accepted as a Shizuoka AJET Committee officer.
(i) In the case of a tie, the President shall make the final decision.
ii. The acceptance or rejection of an application is at the discretion of the Shizuoka AJET Committee. The Shizuoka AJET Committee is not required to disclose its reasoning on any accepted or rejected application.
3.2.5 Election Process
3.2.5.1 Shizuoka AJET Committee elections should be conducted through a third party application that ensures the integrity of the election process and the privacy of the voting Shizuoka AJET Committee members.
3.2.5.2 Shizuoka AJET Committee elections should be held within the first two weeks of May.
3.2.5.3 Shizuoka AJET Committee members may run for a single elected position.
i. If an elected position remains vacant after the elections, then any Shizuoka AJET Committee officer may apply for it.
a. The Shizuoka AJET Committee will conduct a vote to approve the application.
b. A simple majority is required for the applicant to be promoted to the Shizuoka AJET Committee elected position.
c. If more than one Shizuoka AJET Committee officer applies for the elected position, then the rules in §3.2.5.1 should be followed.

4. Meetings

4.1 Virtual Meetings
4.1.1 The Shizuoka AJET Committee will hold virtual meetings through either Skype or a similar voice-chat service.
4.1.2 These meetings will be held, in principle, on a weekly basis.
4.2 Physical Meetings
4.2.1 The Shizuoka AJET Committee will hold a physical meeting within one month following the election for elected positions.
4.2.1.1 Additional physical meetings will be held at the discretion of the Shizuoka AJET Committee.
4.3 Shizuoka AJET Member Petitions
4.3.1 Shizuoka AJET members may petition the Shizuoka AJET Committee during the virtual weekly meeting.
4.3.1.1 Shizuoka AJET members need to request permission to petition the Shizuoka AJET Committee through the Shizuoka AJET email address (shizajet@gmail.com).
i. The request should include a brief summary of the reason for the petition.

5. Duties of the Governing Body

5.1 Events
5.1.1 Hold a minimum of one event per month.
5.1.1.1 The Shizuoka AJET Committee may vote to not hold an event for a given month.
i. A simple majority is required for the vote to pass.
5.1.2 Hold a minimum of two events in each region (Seibu, Chubu, and Tobu) per year.
5.1.3 Hold a minimum of three family friendly events.
5.1.4 Advertise events through Facebook, the Shizuoka AJET website, and the Kencho Memo.
5.1.4.1 The Shizuoka AJET Committee will make additional efforts to advertise events to municipal city Shizuoka AJET members.
i. These members include but are not limited to Hamamatsu municipal JETs, Fujieda municipal JETs, and Shizuoka municipal JETs.
5.1.5 All Shizuoka AJET events are open to everyone.
5.1.5.1 The Shizuoka AJET Committee reserves the right to set an age restriction on specific events.

6. Affiliations, Collaborations, and Third Parties

6.1 The Shizuoka AJET Committee must conduct a vote on affiliated events and/or contributions (monetary or other resources) to third party events prior to participation.
6.1.1 A simple majority vote is required for participation.
6.2 Third parties, individuals who are not on the Shizuoka AJET Committee who assist with Shizuoka AJET events, may be delegated event planning duties; however, these duties will be considered volunteer work.
6.2.1 In cases involving a significant amount of planning, third parties may request compensation from the Shizuoka AJET Committee. The Shizuoka AJET Committee will then conduct a vote.
6.2.1.1 Compensation may not exceed three thousand yen.
6.2.1.2 A simple majority is required for the request to be approved.

7. Code of Conduct

7.1 Shizuoka AJET Members:
7.1.1 Be considerate.
7.1.2 Be respectful.
7.1.3 Refrain from making inflammatory or intentionally offensive comments.
7.1.4 Refrain from behaving in an inappropriate fashion.
7.1.5 All activities which violate Japanese law are strictly forbidden at Shizuoka AJET events and on Shizuoka AJET social media.
7.1.6 The Shizuoka AJET Committee, as a volunteer event organization, is not responsible for the actions and behavior of its individual members, excluding Shizuoka AJET Committee members.
7.2 The Code of Conduct applies to all Shizuoka AJET events, the Shizuoka AJET social media and event pages, and the Shizuoka AJET website.
7.3 Shizuoka AJET Committee Members
7.3.1 Follow rules specified in §7.1.
7.3.1.1 In addition to a more rigorous standard of respect and consideration, a professional and proper manner is expected of the Shizuoka AJET Committee members at all events and on the Shizuoka AJET social media sites.
7.3.2 Shizuoka AJET Committee members posting on Shizuoka AJET social media pages or attending Shizuoka AJET events do so as a representative of the Shizuoka AJET Committee.
7.3.3 Shizuoka AJET Committee members are responsible to attend scheduled meetings. It is their responsibility to give notice if they cannot attend meetings for any reasons. Repeated failure to do this can become a case for a warning as specified in §9.2.1.

8. Violation of the Code of Conduct, Complaints, and Bans

8.1 If a Shizuoka AJET member does not follow the Code of Conduct, a Shizuoka AJET Committee member will ask the Shizuoka AJET member to correct their behavior.
8.1.1 In severe cases, the Shizuoka AJET Committee member may ask the Shizuoka AJET member to leave an event.
8.2 The Shizuoka AJET Committee will only deliberate on complaint forms submitted to the Shizuoka AJET email address (shizajet@gmail.com).
8.2.1 The complaint form will be discussed in the first virtual meeting after it has been received.
8.2.2 After the complaint form has been resolved, it will be stored indefinitely in the Shizuoka AJET Dropbox account.
8.3 The Shizuoka AJET Committee reserves the right to remove any message that it deems inappropriate or in violation of the Code of Conduct from its social media pages.
8.3.1 A Shizuoka AJET Committee elected officer must take a screenshot of the offending message before removing it from the Shizuoka AJET social media page.
8.3.1.1 The screenshot will be saved in the Shizuoka AJET Dropbox account and kept indefinitely for future reference.
8.4 The Shizuoka AJET Committee reserves the right to delete or ban a Shizuoka AJET member from Shizuoka AJET social media pages.
8.4.1 Shizuoka AJET members must receive three warnings before being deleted or banned from Shizuoka AJET social media pages.
8.4.1.1 The Shizuoka AJET Committee must conduct a vote before giving the Shizuoka AJET member a warning.
i. A simple majority is required for the warning to be issued.
8.4.1.2 All warning must be documented and stored in the Shizuoka AJET Dropbox account.
8.4.2 For egregious offenses, the Shizuoka AJET member may be deleted or banned from Shizuoka AJET social media pages immediately and without warning.
8.4.2.1 The Shizuoka AJET Committee must conduct a vote before banning or deleting Shizuoka AJET members.
i. A three-quarter majority is required for the deletion or ban to be issued.

9. Committee Resignation, Dismissal, and Filling Vacancies

9.1 Shizuoka AJET Committee Member Resignation
9.1.1 Shizuoka AJET Committee members may resign at any time.
9.1.1.1 It is strongly requested that resigning Shizuoka AJET Committee members provide at least one month notice to the Shizuoka AJET Committee prior to their resignation. However, understandable events may occur where such notice is impossible.
9.2 Shizuoka AJET Committee Member Dismissal
9.2.1 Warnings
9.2.1.1 In the event that a Shizuoka AJET Committee member has behaved inappropriately or violated a section within the Shizuoka AJET Constitution, a different Shizuoka AJET Committee member is required to investigate the topic in the next virtual meeting and conduct a vote.
i. If at least half of the Shizuoka AJET Committee votes in favor of issuing a warning, the vote shall pass.
a. The warning needs to be documented and the records maintained in the Shizuoka AJET Dropbox account.
ii. The accused Shizuoka AJET Committee member may participate in the investigation, however, they may not vote.
iii. The Shizuoka AJET Committee member who is in charge of investigating the accused and conducting the vote may not vote.
iv. In principle, two warnings are given, and then a dismissal.
a. This may change depending on the severity of the offense.
9.2.2 Dismissals
9.2.2.1 In the event that a Shizuoka AJET Committee member has committed gross misconduct or has prior warnings, the Shizuoka AJET Committee will hold a closed discussion and vote.
i. The vote shall take place in no less than two days and no more than nine days.
ii. The accused Shizuoka AJET Committee member may not participate in the discussion or voting process.
iii. Until the Shizuoka AJET Committee has made its final decision, the accused Shizuoka AJET Committee member shall be suspended and all administrative rights from social media, websites, banks, etc. will be removed.
iv. A two-thirds majority is required for the dismissal of a Shizuoka AJET Committee member.
v. If a Shizuoka AJET Committee member is arrested and convicted of breaking a Japanese law, they are automatically dismissed from the Shizuoka AJET Committee.
9.3 Filling Vacancies
9.3.1 President Vacancy
9.3.1.1 The Vice President takes over as the President and appoints a new Vice President.
i. The Shizuoka AJET Committee will vote on accepting the appointed Vice President.
a. A simply majority is required for the appointment to succeed.
b. In the event that the appointment does not succeed, the President will appoint a new person and repeat the process.
9.3.2 Elected Officer Vacancies
9.3.2.1 The President will appoint a Shizuoka AJET Committee member to the vacant position.
i. The Shizuoka AJET Committee will vote on accepting the President’s appointment.
a. A simple majority is required for the appointment to succeed.
9.3.3 Appointed Officer Vacancy
9.3.3.1 The President will appoint a new Shizuoka AJET Committee member to the appointed position.

10. Budget

10.1 Acceptable uses of Shizuoka AJET Budget:
10.1.1 Maintenance of the Shizuoka AJET website.
10.1.2 Organizing Events (deposits, prizes, refreshments, etc.).
10.1.2.1 The Shizuoka AJET Committee must conduct a vote prior to purchasing prizes or additional resources for an event.
i. A simple majority is required for approving the purchases.
10.1.3 Transportation costs for Shizuoka AJET Committee members to attend physical Shizuoka AJET Committee meetings.
10.1.3.1 This provision requires a confirmation vote in order to be enforced.
i. A simple majority is required for this provision to be upheld.
10.1.3.2 Transportation reimbursement may not exceed three thousand yen per member.
10.1.3.3 In no cases does this include travel to Shizuoka AJET events.
10.2 Misappropriation of Shizuoka AJET Funds
10.2.1 Any misuse of AJET funds will be grounds for dismissal.
10.2.2 In order to prevent the misappropriation of Shizuoka AJET funds, any potential usages of said funds should be first voted on by the Shizuoka AJET Committee.

11. Reimbursements

11.1 At the discretion of the Shizuoka AJET Committee, Shizuoka AJET Committee members may be reimbursed for their time, work and expenditures as long as the conditions in §11.2 are met.
11.2 Conditions for Reimbursement
11.2.1 The Shizuoka AJET Committee member must receive prior approval from the Shizuoka AJET Committee for the expenditures; and
11.2.1.1 In the case of an unexpected expenditure, the Shizuoka AJET Committee member must petition the Shizuoka AJET Committee to approve the expenditures before petitioning for a reimbursement.
11.2.2 The reimbursement must not be more than the total funds in the Shizuoka AJET Bank Account; and
11.2.3 The Shizuoka AJET Committee member must save a copy of any and all receipts or some other form of documentation relating to the approved expenditures in the Shizuoka AJET Dropbox account prior to applying for reimbursement; and
11.2.4 The Shizuoka AJET Committee member must petition the Shizuoka AJET Committee to receive a reimbursement.
11.2.4.1 A simple majority is required for the reimbursement to be approved.
11.3 Special Conditions for Reimbursement, in Addition to §11.2
11.3.1 If, while performing Shizuoka AJET Committee duties relating to preparing or hosting an approved Shizuoka AJET event or advertising Shizuoka AJET, a Shizuoka AJET Committee member sustains unexpected or substantial personal expenditures, then the Shizuoka AJET Committee member may receive partial or full reimbursement.
11.3.1.1 If the expenditures were not approved by the Shizuoka AJET Committee, then the Shizuoka AJET Committee officer must petition the Shizuoka AJET Committee to approve the expenditures before petitioning for a reimbursement.
11.3.1.2 The burden of proof is on the Shizuoka AJET Committee officer to prove that the expenditures were unavoidable, substantial, and justified.
11.3.2 If a Shizuoka AJET Committee member has to travel twenty kilometers or more to handle preparations for an approved event prior to the day of the event, then the Shizuoka AJET Committee member may receive a partial or full reimbursement.
11.4 In no case shall any reimbursement exceed three thousand yen per member.

12. Amendments

12.1 Adding Amendments
12.1.1 All Shizuoka AJET Committee members will vote on new amendments.
12.1.1.1 A simple majority is required for an amendment to pass.
12.2 Prior to making any amendments or changes to the Shizuoka AJET Constitution, a backup of the current, in-use constitution needs to be saved and dated in the Shizuoka AJET Dropbox account.
12.3 The date that the Shizuoka AJET Constitution was last amended must be shown on each page.
12.4 A list showing when the Shizuoka AJET Constitution was created and amended and a list showing the Shizuoka AJET Committee members involved with the creation and changes must be maintained at the end of the constitution.

Created on May 7, 2014
Patrick Loyer
Jeffrey Moses
Andrew Thompson
Samantha Pacheco
Phillip Howard
Tommy Louk
Armand Lubbe

Amended on March 9, 2015
Jeffrey Moses, Andrew Thompson, Samantha Pacheco, Phillip Howard, Armand Lubbe, Tommy Louk, Jasmin Lau, Josh Hedlund

Amended on September 30, 2015
Jeffrey Moses, Andrew Thompson, Phillip Howard, Catie Meehan, Armand Lubbe, Jasmin Lau, Josh Hedlund, Andrew Shartzer, Drew Esterline

 

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