The JET Alumni Association of Wellington Incorporated also abides by the Japan Exchange and Teaching Programme Alumni Association International (JETAAi) Organisational By-Laws which can be found at: http://www.jetalumni.org/pdf/jetaai_bylaws_october_2009_final.pdf
1. The name of the incorporated society will be the “JET Alumni Association of Wellington Incorporated” (the Association).
Aims and objects
The aims and objects of the Association will be to support and encourage:
(a) continued friendship among former Japan Exchange and Teaching (JET) Programme participants;
(b) the promotion of friendly relations between New Zealand and Japan through the shared experiences of former JET participants; and
(c) newly selected JET participants before leavingNew Zealand to join the JET Programme.
Membership will be open to:
(a) all former JET participants; and
(b) honorary members who are interested in the aims and objects of the Association, who apply and who are accepted at the discretion of the executive of the Association (Executive) to join. Membership will date from the date on which the member joins the Association. Every member will be deemed to agree to be bound by these rules and any directions of the Executive consistent with the rules. Persons will cease to be members of the Association either by voluntary resignation in writing or by a unananimous decision of a meeting of the Executive. The foundation members will be those who are signatories to these rules.
Privileges of members of the Association
Each member will be entitled to:
(a)attend the annual general meeting (AGM) of the Association and vote; and
(b)attend functions organised by the Association on payment of any applicable fee to the Association.
Officers of the Association
8. The officers of the Association will consist of social committee members, a president, a vice president, a treasurer and a secretary with no less than four (4) to be appointed at the AGM to be deemed a complete and full Executive. The president, vice president, treasurer and secretary will be elected to office by majority vote of the AGM and will hold office for one (1) year or until the election or appointment of their successors. Social committee members will volunteer to join the Executive at the AGM and will hold office for one (1) year.
9. The administration and control of the Association will be vested in the Executive which will consist of the officers of the Association as referred to in rule 8. The Executive will conduct the operations of the Association in accordance with the rules and any amendments to them and abide by any directions given to the Association at any general meeting.
10. An officer of the Association may resign at any time by giving notice in writing to the secretary. Any casual vacancy occurring to the president, vice president, treasurer and secretary positions may be filled by the Executive by the appointment of a person who, in the sole discretion of the Executive, is appropriate to fill the position vacated. The appointment will only be for the remainder of the year until the next AGM and such person will not be entitled to continue as holder of the office in question unless elected at the next AGM. If the number of officers of the Association falls below four (4) the continuing officers will act, in spite of the provisions of rule 11, but only for the purpose of filling vacancies to bring their number up to four (4) or calling a general meeting.
11. Four (4) members of the Executive personally present will form a quorum.
12. The president of the Association will preside over meetings of the Executive. In the president’s absence the vice president will substitute. The president of the meeting will have an additional casting vote in the event of an equal number of votes being cast on a resolution. Voting at meetings of the Executive will be by voice or show of hands, at the discretion of the president, unless a ballot is demanded by the majority present.
Powers of the Executive
13. In general the function of the Executive will be to take the steps it considers necessary to promote the aims and objects of the Association.
14. The Executive will receive and allocate any funds coming to the Executive from any source subject to, and in accordance with, any directions or conditions attached to those funds.
15. The Executive will conduct the correspondence and generally control the operations of the Association. The Executive will have the power to appoint any committee comprised of members of the Association for any purpose within its aims and objects and will prescribe the functions of, and delegate any of its powers to, such committee.
16. The Executive will also have the power to co-opt and to appoint any person it considers desirable for the administration of the Association not provided for in these rules, provided, however, that any such person will not be entitled to vote at meetings of the Executive.
Administration of funds and property
17. The treasurer will act as the chief administrative officer of the Association and will keep a record of all business transacted in the name of the Association. The secretary will cause minutes of all meetings of the Association and the Executive to be duly entered in books kept for the purpose. The minutes will record the names of persons present at each meeting and all resolutions and proceedings at such meetings.
18. The treasurer will act as accountant to the Association and will be required to furnish annually to the Association a statement of accounts.
19. All income received by or on behalf of the Association will, as soon as practicable, be paid to the credit of the bank account operated by the Association. The banking facilities will be those determined by the Executive. All authorities or withdrawal slips drawn on the above banking facilities will be signed by any two of the treasurer, president, or vice president of the Association. 19No debts or commitments may be entered into by the Executive, a committee, or member unless passed through and approved at a previous meeting of the Executive or at a general meeting.
20. All funds and property of the Association will be vested in the Association and administered by the Executive in accordance with these rules.
21. All receipts for money paid or for property transferred or conveyed to the Association will be signed by the treasurer and such receipt will be effectual discharge for the money or other property stated to have been received.
22. The AGM, the quorum for which will be twelve (12), will be summoned annually by direction of the Executive. The following business will be transacted at the AGM: (a)consideration of the annual statement of accounts of the Association; (b)election of officers; (c)consideration of any business submitted by any member of the Association, notice of which has been given in writing to the secretary not less than seven (7) days before the meeting; and (d)consideration of any recommendations of the Executive.
23. Business that has not been raised and distributed in accordance with rule 22(c) may be brought up under general business at any annual or special general meeting as long as this business does not involve the alteration of the rules of the Association and there is no objection from any member present.
24. The AGM will be held not later than 31 March each year. Notice of AGMs will be posted or emailed to each member not less than seven (7) days before the date of the meeting. The statement of accounts and any other documentation relating to the meeting will be given to any member who requests it.
25. All members of the Association will be entitled to vote at general meetings of the Association. Voting at these meetings will be by show of hands unless a ballot is demanded by not less than four (4) members. The president will have an additional casting vote in the event of an equal number of votes being cast on a resolution.
26. A special general meeting of the Association, the quorum for which will be twelve (12), will be summoned by direction of a majority of the members of the Executive or by the secretary on receipt of a petition from not less than ten (10) members of the Association. Notice of the time, place and subject matter intended to be submitted to such special meeting will be posted or emailed to all members not less than seven (7) days before the date of such meeting.
27. The registered office of the Association will be at Wellington and determined from time to time by the Executive and due notice of any change of office will be given to the Registrar of Incorporated Societies.
28. The Executive will have the power on any question of doubt or ambiguity in these rules to interpret them and any decision of the Executive on such questions will be conclusive and binding on the members.
Alterations to the rules
29. Subject to the provisions of the Incorporated Societies Act 1908, these rules may be altered, rescinded or added to by resolution carried by a two thirds majority of the members present at a general or special meeting. Proposed changes must be advised to the secretary twenty-one (21) days before a general meeting so as to be distributed to all members at least seven (7) days before such meeting. No addition to or alteration of rules 2 and 31 of these rules will be approved without the approval of the Inland Revenue Department. The provisions and effect of this rule will not be removed from the rules of the Association and will be included and implied into any rules replacing these rules.
Distributions of assets on winding up
30. In the event of a winding up or dissolution of the Association, the Executive will call a special general meeting of the Association.
31. If upon the winding up or dissolution of the Association there remains after the satisfaction of all its debts and liabilities any property whatsoever the same will not be paid to or distributed among the members of the Association but will be given or transferred to some other organisation or body having aims and objects similar to the aims and objects of the Association, or to some other charitable organisation or purpose, within New Zealand.
Indemnity of officers
32. The officers of the Association will not be under any personal liability for any loss arising directly or indirectly from their exercise of the powers conferred on them by these rules and will be indemnified by the Association from and against all losses and expenses incurred by them in or about the discharge of their respective duties except such as happens from their own wilful default.
Register of members
33. A register of members will be kept at the registered office of the Association and will contain the name, address, telephone number (if any) and occupation of all members and the date of commencement of the membership. The register will be updated annually by the secretary.
34. The Association will have a common seal which will be in the custody of the secretary. The seal will be affixed to such documents as the Executive may from time to time direct by, and in the presence of, two members of the Executive.
35. All notices required by these rules to be given to a member will be deemed to have been properly given if sent through the ordinary course of post or by email addressed to the member at his or her last known address.
36. All matters not dealt with by these rules may be decided by the Executive.
Date for adoption of these rules
37. These rules will become effective immediately they have been registered as the rules of the Association at the office of the Registrar of Incorporated Societies.
Definitions and interpretation
38. In these rules the following words and expressions will have the following meanings:
“AGM” means annual general meeting;
“Association” means JET Alumni Association of Wellington Incorporated;
“Executive” means the executive of the Association duly elected and appointed under rule 8;
“JET” means Japan Exchange and Teaching.
39. Unless the context otherwise requires any reference to a statutory provision will include such provision as from time to time modified re-enacted or consolidated.
40. The headings are for convenience only and will not affect the interpretation of these rules.
41. Unless the context otherwise requires, words importing the singular only will include the plural and vice versa, words importing one gender include the other gender, and references to natural person will include bodies corporate.
42. The illegality, invalidity, or unenforceability of any provision in these rules will not affect the validity of enforceability of any other provision.