HAWAII JAYCEES BYLAWS
AMENDED AND RESTATED
AS OF AUGUST 11, 2001
ARTICLE I – NAME
AND STATE OFFICE
SECTION 1-1. NAME
The name of the corporation
shall be “HAWAII JAYCEES” hereinafter referred to as “Corporation”.
SECTION 1-2. STATE OFFICE
The office of the Corporation
shall be located at a site approved by the Board of Directors.
ARTICLE II – PURPOSE AND OBJECTIVES
SECTION
2-1. PURPOSE
The purpose of the Corporation
shall be: 1) to promote cooperation among its members, hereinafter referred to
as “Local Chapters” as defined in Article IV; 2) to foster the development and
growth of said Local Chapters in the State of Hawaii; 3) to provide and
maintain means through which the Local Chapters may exchange ideas and promote
the Jaycee philosophy and beliefs.
SECTION
2-2. OBJECTIVES
The objectives of the
Corporation shall be: 1) to promote the education of young men and women in the
State of Hawaii in the proper sense of civic duty and responsibility; 2) to
foster intelligent participation in the solution of problems concerning civic,
state and national government; 3) to cooperate with other state Jaycee
organizations and other civic, business and social organizations in the State
of Hawaii, the nation and world-wide.
SECTION
2-3. NON-PARTISAN
AND NON-SECTARIAN
The Corporation shall be
non-partisan, non-discriminatory by sex or race and non-sectarian.
SECTION
2-4. JAYCEE CREED
The Corporation hereby adopts
and shall adhere to the Jaycee philosophy as expressed in the Jaycee Creed, as
follows:
We believe:
That faith in God gives meaning
and purpose to human life;
That the brotherhood of man
transcends the sovereignty of nations;
That economic justice can best
be won by free men through free enterprise;
That government should be of
laws rather than of men;
That earth’s great treasure lies
in human personality;
And that service to humanity is
the best work of life.
ARTICLE III – AFFILIATION
SECTION
3-1. UNITED STATES
JUNIOR CHAMBER OF COMMERCE AFFILIATION
The Corporation shall be affiliated
with the United States Junior Chamber of Commerce and is subject to the
Constitution and Bylaws of said United States Junior Chamber of Commerce, which
shall take precedence over the Hawaii Jaycees Bylaws where there is a conflict.
SECTION
3-2. JUNIOR
CHAMBER INTERNATIONAL AFFILIATION
The Corporation shall be further
affiliated with Junior Chamber International and each Local Chapter shall
become a member of said Junior Chamber International and maintain such
membership.
ARTICLE IV – MEMBERSHIP
SECTION
4-1. LOCAL CHAPTER
FORMATION
A “Local Chapter” is duly
organized if it complies with each of the following: 1) makes written
application to the Corporation on forms approved and modified by the United
States Junior Chamber of Commerce and the Hawaii Jaycees; 2) conform to and be
in agreement with the ideals and principles of the Jaycee movement; 3) meet
requirements as may be promulgated and modified by the United States Junior
Chamber of Commerce; 4) obtain approval of the written application by two-thirds
(2/3) vote of the Board of Directors of the Corporation; 5) agree to be bound
by the constitution, charters and/or Bylaws of the United States Junior Chamber
of Commerce and the Hawaii Jaycees; and 6) remit a non-refundable chapter
affiliation fee and dues as determined by the United States Junior Chamber of
Commerce.
SECTION
4-2. LOCAL CHAPTER
CONFORMITY
The charters, constitutions
and/or Bylaws of each Local Chapter shall conform to the charters,
constitutions and/or Bylaws of the United States Junior Chamber of Commerce and
the Hawaii Jaycees, which shall take precedence over the charters,
constitutions and Bylaws of the Local Chapter where there is a conflict.
SECTION
4-3. NON-DISCRIMINATION
REQUIREMENT
A Local Chapter shall not
discriminate on the grounds of race, sex, national origin, religions, sexual
orientation, disability, or other political purposes. If a Local Chapter if found to be in
violation of this section, the Local Chapter is subject to sanctions as
determined by the Board of Directors.
SECTION
4-4. WITHDRAWAL OF
MEMBERSHIP
Any Local Chapter may
voluntarily withdraw from the Corporation by submitting to the secretary a
written resignation accompanied by a remittance in full for all dues to
date. Upon withdrawal, the withdrawing
chapter must cease use of any name affiliating such chapter with the Hawaii
Jaycees, the United States Junior Chamber of Commerce or any use of the
Jaycees’ name or logos.
SECTION
4-5. SUSPENSION OF
MEMBERSHIP
A Local Chapter in the
Corporation found to be in violation of these Bylaws or which has failed to pay
its dues provided under Article V, shall be suspended and shall receive written
notification of said suspension. All
rights and privileges of the Local Chapter shall be revoked during said
suspension period. The Local Chapter may
file an appeal to the Hawaii Jaycees Appeals Council as provided in these
Bylaws and Policies. Said Local Chapter
may be restored to good standing upon approval of the Board of Directors, or
upon payment of all delinquent dues and reinstatement fees in such amounts as
prescribed by the Board of Directors.
SECTION
4-6. TERMINATION
OF MEMBERSHIP
A Local Chapter may be
terminated from membership in the Corporation by a three-fourths (3/4) vote of
the Board of Directors at any meeting duly called for the purpose of
considering such termination; provided that the Local Chapter under
consideration shall have been notified at least thirty (30) days prior to the
date of the meeting for the reasons of said termination. Notification shall be in writing, sent by
certified mail, return receipt requested to the Local Chapter’s last known
mailing address.
SECTION
4-7. HONORARY
MEMBERS & OFFICERS
All persons who have served one
(1) full term as President of the Corporation, or any individual who has
provided exemplary service to the Hawaii Jaycees, upon written application to,
and approval by a majority vote of the Board of Directors, shall be granted an
honorary life membership or office in said Corporation, but they may not vote
or hold office in the Corporation except as hereinafter provided.
SECTION
4-8. TRANSFER OF
MEMBERSHIP
Any individual member in good
standing with a Local Chapter may transfer to another Local Chapter. Upon acceptance of a transferee by another Local
Chapter, said Local Chapter shall honor his membership for the period of time
his dues have been paid to the remitting chapter, provided that the transfer
fee prescribed by the United States Junior Chamber of Commerce has been paid.
SECTION
4-9. CHOICE OF
CHAPTER REPRESENTATION
Any person who is an individual
member of more than one (1) Local Chapter shall not be allowed to represent
more than one (1) Local Chapter at the Annual Meeting.
SECTION
4-10. REGION
FORMATION
The State of Hawaii shall be
organized into two regions as follows:
A.
Region 1: Counties of Hawaii, Maui and Kauai
B.
Region 2: City & County of Honolulu
Each chapter in the respective counties shall be
part of the designated region.
SECTION
4-11. DISTRICT
FORMATION
The Corporation shall be
composed of eight (8) districts with one (1) District Director from each
district:
A.
District 1: The portion of the Island of Hawaii identified by tax key zones
3-1, 3-2, 3-3 and 3-9 currently south of the town of Ookala between the 30 and 31 mile marker
and south of Manuka State Park.
B.
District 2: County of Maui.
C.
District 3: Leeward Oahu from the Honolulu/Ewa government district boundary
to all residences touching Kawela Bay.
D.
District 4: Windward Oahu from Kawela Bay to Makapuu Point including
all residences East of the Koolau Range.
E.
District 5: North Honolulu from the Honolulu/Ewa government district
boundary to the eastern boundary beginning from the Pacific Ocean proceeding in
the middle of the following canal and streets: along the Ala Wai Canal to where
the Ala Wai Canal intersects with Kalakaua Avenue; continuing north on Kalakaua
Avenue to where Kalakaua Avenue intersects with Beretania Street; continuing
east on Beretania Street to where Beretania Street intersects with Punahou
Street; continuing north on Punahou Street to where Punahou Street intersects
with Nehoa Street; continuing west on Nehoa Street to where Nehoa Street
intersects with Makiki Street; continuing north on Makiki Street to where
Makiki Street intersects with Round Top Drive; continuing on Round Top Drive
and ending at Kalaiopua Place. District
5 shall include all residences bordering on Tantalus Drive.
F.
District 6: South Honolulu from the eastern boundary of District 5 described
above to Makapuu Point.
G.
District 7: County of Kauai.
H.
District 8: The portion of the Island of Hawaii identified by tax key
zones 3-4, 3-5, 3-6, 3-7 and 3-8 currently north of the town of Ookala between
the 30 and 31 mile marker and north of Manuka State Park.
SECTION
4-12. ASSIGNMENT OF
CHAPTERS TO DISTRICTS
New chapters admitted into
membership of this Corporation shall be assigned to their respective districts
by the president of the Hawaii Jaycees based on the following criteria:
A.
Place of membership meetings.
B.
Community that the chapter services.
C.
Location of its office or principal business address.
A new chapter wishing to be placed in a particular
district must fulfill two of the three criteria set forth above. Said requirement shall not apply to a new
extended chapter which district shall be deemed to be in the district of its
sponsoring chapter until the start of the next fiscal year. Chapters in existence since August 16, 1992 shall remain in their respective assigned districts
unless a petition is voluntarily filed by a chapter wishing to change its
district assignment.
SECTION
4-13. PETITION TO
CHANGE DISTRICTS
A chapter wishing to change its
district assignment shall follow the following procedures:
A.
The chapter must provide written notice to the District Directors of
said chapters current and proposed districts within thirty (30) days prior to
the date of the Final Board Meeting of its request to transfer district
together with a filing fee paid to the Hawaii Jaycees of $100.00
B. A committee comprised of the
affected Region Director, the two District Directors, the State President and
the General Legal Officer shall be formed to decide on said petition. The committee shall decide on said petition
before the next annual meeting of the Hawaii Jaycees which decision shall be
effective for a minimum of three (3) years commencing January 1 of the
following administration.
ARTICLE V – DUES AND FEES
SECTION
5-1. MEMBERSHIP
DUES AND AMOUNT OF DUES
A.
ANNUAL DUES: The membership dues payable by each local chapter shall
consist of annual dues payable by the individual members of each Local Chapter.
B. AMOUNT OF DUES: The amount of
individual member dues payable to the Hawaii Jaycees shall be $10 plus the
amounts determined by the United States Junior Chamber of Commerce and Junior
Chamber International. Such dues are
based on a schedule as determined by the following classes of individual
members paid on an annual basis. The
classes of individual dues included:
1.
New regular members
2.
Renewed regular members
3.
Non-regular members
C. FREQUENCY OF PAYMENT TO
CORPORATION: On a monthly basis, each Local Chapter shall submit the annual
dues collected during the current month, as prescribed by collection procedures
promulgated by the Treasurer of the Corporation. Annual dues are payable in advance by each
individual member and collected from the individual by the Local Chapter. Upon payment by a new individual member, an
individual membership continues for twelve (12) months and is renewable by
payment of renewal dues prior to the anniversary date of initial membership.
D. WAIVER OF DUES FOR
NON-REGULAR LOCAL CHAPTERS: All dues
shall be waived for any Local Chapter established at any correctional and/or
rehabilitation facility in the state of Hawaii.
E. ALLOCATION TO PUBLICATIONS:
Of the Ten Dollars ($10.00) specified above, $1.00 shall constitute the
subscription price for the state newspaper, KE ALAKAI, and the HAWAII JAYCEE
ANNUAL REPORT, for all Jaycee individual members in good standing. The subscription price (to said newspaper
and annual report) for Non-Jaycee members shall be $2.00. Use of any income from these sources shall be
in accordance with Article VI, Section 6-1-E of the Bylaws of the Hawaii
Jaycees.
SECTION
5-2. AFFILIATION
FEES
Except as herein provided, there
shall be an affiliation fee in such amount as prescribed by the Board of
Directors. The affiliation fee shall
accompany the dues. The affiliation fee
shall be waived for new members of a Local Chapter established at any
correctional and/or rehabilitation facility in the state of Hawaii.
ARTICLE VI – FINANCES
SECTION
6-1. GENERAL
FINANCIAL PROCEDURES
A.
DEBTS AND EXPENSES: Debts and expenses shall not be contracted or
caused to be incurred in the name of the Corporation without first having
approval of the Board of Directors, either by specific appropriation or by
approval of a budget to cover estimated expenses, of which such debt or expense
is a part; except that in the case of emergency, the Treasurer, with the
approval of the President, may expend not more than ONE HUNDRED DOLLARS
($100.00).
B. RECEIPTS REQUIRED:
Reimbursements of expenses properly incurred shall be made only upon receipt of
expense statement in proper form.
C. BALANCED BUDGET REQUIREMENT:
Each administration in order to be financially self-sustaining, shall maintain
a balanced budget. A “balanced budget”
means that expenditures do not exceed income.
D. PURCHASE ORDER SYSTEM: As a
measure of control, a purchase order system or a system utilizing generally
accepted accounting practices shall be instituted under the direction of the
Treasurer whereby:
1. Each state committee shall be
assigned a purchase order number for the year and its chairperson be required
to submit a monthly report of income and expenditures.
2. All purchases are to be made
in the name of the Corporation and invoices sent directly to the Corporation’s
office.
3. All monies received shall be
deposited in the name of the Corporation and all payments shall be made through
the Corporation’s office (except board meetings and annual convention).
4. District Directors may be
assigned purchase order numbers for administrative expenses where there is
problem of control by the Corporation’s office.
E. DEFINITION OF INTERNAL
SOURCES: Internal sources of income of the Hawaii Jaycees shall include all
dues, fund raising projects, and other income not designated for a specific
community program.
SECTION
6-2. TRAVEL POOL
FEES
The State President’s and
Regional Director’s Travel Pool Fees assessed and payable to the United States
Junior Chamber of Commerce shall be paid from the funds of the Corporation.
SECTION
6-3. INTER-ISLAND
TRAVEL EXPENSES
All travel and/or room and board
must be authorized by the State President or the state officer-in-charge of the
program. All reimbursement for
transportation and/or room and board is discretionary and is subject to the
availability of funds.
A.
INTER-ISLAND TRAVEL EXPENSES ALLOWED: The inter-island travel expenses,
if any, of the President, the Regional Directors, and the District Directors of
the Corporation shall be paid from the funds of the Corporation. Said expenses include airfare, room and
board.
B. STATE PROJECTS AND PROGRAM
WINNERS TRAVEL: Funds for travel of various state projects or program winners
are to be handled similarly to a bid project or program or in the alternative,
a pooling system should be created under the supervision of the respective
committee chairperson.
C. DEFINITION OF ALLOWABLE
TRAVEL EXPENSES: Expenses of travel and/or room and board as below shall mean
and include:
1. Actual cost of inter-island
transportation and/or room and board incurred by the President or designated
representative, Executive Vice President, and Regional Directors in visiting
the Local Chapters.
2. Actual cost of transportation
and/or room and board incurred by the state officers to the site of the Board
meetings, Annual Meeting and State Convention and Executive Committee meetings
when the respective sites are located on an island other than that on which
such officers reside.
3. Actual cost of transportation
incurred by the President or designated representative, Regional Directors,
District Directors, Management Vice President, and one (1) other Vice President
to the Jaycees Officers Training School (JOTS).
This provision is subject to the availability of funds.
4. Actual cost of transportation
incurred by the outgoing and incoming President to the national convention.
5. Actual cost of transportation
incurred by the District Director of the County of Maui on his or her required
visitation to any Local Chapter within District 2 that is located on an island
other than on the island which he or she reside.
6. The District Directors of the
county of Hawaii shall have a mileage allowance of 20 cents per mile not to
exceed $20.00 per visit within his or her district. This should be limited to visitations in
excess of 70 miles. The amount of
reimbursement shall be limited to the amount in excess of 70 miles.
SECTION
6-4. PRESIDENT’S
DISCRETIONARY FUND
A.
FUND ALLOWED: The State President shall have access to a discretionary
fund to be disbursed at his or her discretion.
The amount of said fund shall be approved by the Board of Directors when
the annual budget is approved.
B. DISCRETIONARY FUND LIMIT: The
President may at his discretion be authorized to spend up to One Thousand
Dollars ($1,000.00) annually for non-budgeted discretionary items or incidents.
SECTION
6-5. STATE
PROJECTS AND PROGRAM EXPENSES ALLOWED
Expense of state projects or
programs shall be borne by the Corporation as provided for in and limited to
the budget.
SECTION
6-6. CONTINGENCY
RESERVE FUND
A.
PURPOSE: The Corporation shall initiate action to establish a
contingency reserve fund for the following purposes:
1. To create an investment
portfolio to support the operations of a state office and other administrative
expenses.
2. To establish a building fund
for a permanent state office.
3. To provide a safeguard to
meet any operation contingencies.
B. CONTINGENCY RESERVE FUND
PROCEDURES: A contingency reserve shall be set up with the funds remaining in
the treasury at the end of each annual budget and augmented by surplus funds
accruing each year. The Treasurer shall
be responsible to see that all funds remaining in the treasury at the end of
each annual budget becomes part of this contingency reserve account. The following procedures should govern the
administering of the fund.
1. The first $25,000 of the
amount so set aside shall be retained in cash or invested in whole or in part
with the approval of the Executive Committee either in U.S. Government
securities or U.S. Government guaranteed deposits and investments, any amount
in excess of $25,000 may be invested by the Executive Committee in securities
or in investment trusts or mutual funds.
2. Money may be withdrawn from
the contingency reserve fund only upon recommendation of a majority of the Executive
Committee, concurred upon by a two-thirds (2/3) vote of the Board of Directors.
3. No withdrawal in excess of
$2,500 in any one fiscal year may be made from the contingency reserve fund,
except upon recommendation of a majority of the Executive Committee, concurred
upon by a three-fourths (3/4) vote of the Board of Directors.
4. No withdrawal shall be made
except after fifteen (15) days written notice of the Executive Committee’s
action has been given to the Board of Directors.
SECTION
6-7. BUDGET REVISION
PROCEDURES
The following procedure shall
govern budget revisions:
A.
If income from membership dues and miscellaneous income shall exceed
the budget estimate, as of March 1, or thereafter, the Executive Committee
shall have power to adjust upward fund allocations for any part of the project
program adopted by the Board of Directors.
B. If income shall be ten
percent (10%) or more under the budget estimate, the Executive Committee shall
have the power to adjust downward any appropriation except for the contingency
reserve which may be reduced only if the income is reduced by fifteen percent
(15%) or more.
C. All such changes adopted by
the Executive Committee shall be reported by mail to the Board of Directors for
approval within ten (10) days.
D. The finance committee shall
report any proposals for budget revisions to the Board of Directors on a
trimester basis.
SECTION
6-8. SELECTION OF
CERTIFIED PUBLIC ACCOUNTANT
A Certified Public Accountant
shall be selected at the Annual Meeting to review the books of the Corporation
at the end of the fiscal year in which the Annual Meeting is held. The Auditor shall submit a report of his or
her review to the Board of Directors no later than fifteen (15) days prior to
the First Trimester Board Meeting and such report shall be open to inspection
by any Local Chapter. An audit may be
called for upon the approval of the Board of Directors.
ARTICLE VII – BOARD OF DIRECTORS
SECTION
7-1. CONTROL
The Board of Directors shall
consist of:
A.
President of the Corporation
B.
Region Directors
C.
Community Development Vice President
D.
Individual Development Vice President
E.
Management Development Vice President
F.
International Vice President
G.
Business Development Vice President
H.
Membership Vice President
I.
District Directors
J.
Executive Vice President (without vote)
K.
Administrative Vice President (without vote)
L.
Secretary of the Corporation (without vote)
M.
Treasurer of the Corporation (without vote)
N.
General Legal Officer of the Corporation (without
vote)
O.
Chairman of the Board of the Corporation
P.
Chaplain of the Corporation (without vote)
Q.
President of each Local Chapter or his/her
representative (designated in writing)
R.
Two (2) elected or selected Directors from each Local
Chapter
S.
Metropolitan Conference Vice President
T.
Director of Public Relations (without vote)
U.
State Editor (without vote)
V.
Program Managers (without vote)
SECTION
7-2. SCOPE OF
AUTHORITY
The Board of Directors shall
have charge of the affairs of the Corporation and shall prescribe and enforce
rules and regulations for its government.
SECTION
7-3. LOCAL CHAPTER
REPRESENTATION
Each Local Chapter shall be
represented on the Board of Directors by its Chapter President or said
President’s representative who is designated in writing, and two (2) members
who shall serve as Directors to attend as delegates at each trimester Board of
Directors meeting.
SECTION
7-4. RESIGNATION
Any member of the Board of
Directors may resign by submitting a written resignation to the Secretary of
the Corporation. A successor shall be
appointed within thirty one (31) days of said resignation date by the President
of the Corporation unless said member is a chapter president or chapter
representative listed under section 7-1 Q and R in which case said successor
shall be chosen by said chapter.
SECTION
7-5. AUTOMATIC
DISMISSAL
Failure of a member of the Board
of Directors to attend two (2) consecutive meetings of the board without
written notice of inability to attend which is acceptable to the board shall
automatically be deemed to have vacated his or her membership in the board
pending notice of dismissal to said board member.
ARTICLE VIII – STATE CONVENTION, BOARD OF DIRECTORS MEETINGS
AND ANNUAL MEETING
SECTION
8-1. BOARD AND
CORPORATION MEETING DATES
The Board and Corporation shall
meet:
A.
STATE CONVENTION AND NEW BOARD MEETING: During the month of January,
but no later than the last full weekend in January.
B. FIRST TRIMESTER BOARD
MEETING: During the months of April and May, but no later than the second full
weekend in May.
C. ANNUAL MEETING AND SECOND TRIMESTER
BOARD MEETING: During the months of August and September, but no later than the
second full weekend in September.
SECTION
8-2. SPECIAL
MEETINGS
Special meetings of the board
may be called by the President at such times and places as he or she may
designate or upon a request in writing of twenty-five percent (25%) of the
board members.
SECTION
8-3. SELECTION OF
FIRST TRIMESTER BOARD MEETINGS HOST
A Local Chapter shall be
selected by a majority of the votes cast to host the First Trimester Board
Meeting. Selection of host shall take
place at the New Board Meeting.
SECTION
8-4. SUBMISSION OF
FIRST TRIMESTER BOARD MEETINGS BIDS
Each Local Chapter or chapters
who wish to be considered as a host for the First Trimester Board Meeting shall
submit to the Board of Directors at the New Board Meeting, a written
preliminary report on proposed plans for said meeting as required by the
Executive Committee. The final plans,
including a budget, shall then be submitted to the Executive Committee for its
review and recommendations not later than ninety (90) days prior to the date of
such meeting.
SECTION
8-5. VOTING AND
QUORUM
Notice of all meetings shall be
given by the Secretary at least fifteen (15) days in advance of the
meetings. Voting by alternates shall be
permitted but there shall be no voting by proxy except as noted herein for
correctional institutional chapters.
Fifty percent (50%) of the voting members of the board shall constitute
a quorum at all meetings of the Board of Directors.
A.
ABSENTEE BALLOTS ALLOWED FOR INSTITUTIONAL CHAPTERS: Local Chapters
established at any correctional or institutional chapter in the state of Hawaii
shall be allowed to vote by absentee ballot.
B. NOTICE NOT REQUIRED OF
MEMBERS PRESENT IN PERSON: Notice of meetings shall not be required of those
members that are duly represented at the board meetings in person.
SECTION
8-6. TIME OF
SELECTION OF FIRST TRIMESTER BOARD MEETiNG SITE
Selection of the First Trimester
Board Meeting site shall be made at the New Board Meeting.
SECTION
8-7. HOST CHAPTER
RESPONSIBILITY FOR EXPENDITURES
All expenditures incurred by the
Local Chapter hosting the State Convention, Board Meetings, and Annual Meeting
shall be its sole obligation and in no way shall the Corporation be responsible
for commitments made by the Local Chapter.
SECTION
8-8. DATE AND
LOCATION OF THE STATE CONVENTION AND ANNUAL MEETING
The Corporation shall hold its
Annual Meeting after the end of the second (2nd) Trimester and no
later than the second (2nd) full weekend in October, and State
Convention after the end of the Jaycee year and no later than the second (2nd)
full weekend in February. The date for
the Annual Meeting and State Convention shall be determined by the Board of
Directors at the New Board Meeting.
SECTION
8-9. LOCAL CHAPTER
REPRESENTATION FOR THE ANNUAL MEETING
A.
DELEGATION BASED ON CHAPTER MEMBERS: Each Local Chapter in good
standing shall be entitled to one (1) delegate for every ten (10) members or
fraction thereof of said Local Chapter, provided, however that no Local Chapter
shall have fewer than four (4) nor more than twelve (12) delegates, plus two
(2) alternate delegates, and provided further that the members of the Local
Chapter may be counted only once by one (1) Local Chapter for the purposes of
determining the number of delegates to the Annual Meeting.
B. DECLARATION OF CHAPTER
MEMBERSHIP: The individual members shall declare in writing and file with the
State Credentials Committee the selection of his or her Local Chapter. Such declaration shall be made on or before
September 1 of each year for the Annual Meeting provided, that in the event the
individual member fails to make said declaration, his or her status shall be
determined by the state credentials committee.
C. LIMIT ON VOTING DELEGATES FOR
LOCAL CHAPTERS: Election to the position of an officer or director in the
Corporation shall in no way increase the number of voting delegates from any
Local Chapter.
D. DISQUALIFICATION OF LOCAL
CHAPTER: No Local Chapter shall be permitted to vote unless said Local Chapter
shall be in good standing as provided by Section 8-10 of the Bylaws of the
Corporation. Before the Annual Meeting
convenes, the chairperson shall post the tentative roster of the votes of each
Local Chapter in a conspicuous place. The chairperson shall then report his findings
to the Annual Meeting for its approval.
SECTION
8-10. LOCAL CHAPTERS
NOT IN GOOD STANDING FOR THE ANNUAL MEETING
No Local Chapter shall be
considered in good standing under the provisions of this Section unless, and
until all debts due and owing from such Local Chapters either to the
Corporation or to the United States Junior Chamber of Commerce shall have been
paid in full. No Local Chapter shall be
deemed to be in good standing unless all accounts of debts due and owing,
payable to the Hawaii Jaycees by the Local Chapter, is paid in full no later
than 7 days before from the commencement of the Annual Meeting for the year for
which it is begin qualified. However, provided
that, a Local Chapter may be deemed in good standing and permitted to vote if
payment in full of accounts payable to the Hawaii Jaycees is made by certified
check, or cashier’s check, or money order prior to roll call of the opening
session of the Annual Meeting in which they intend to vote. In addition, no chapter shall be considered
in good standing if they have less than twenty (20) members.
SECTION
8-11. ALTERNATE
DELEGATES FOR THE ANNUAL MEETING
Alternate delegates of Local
Chapters are entitled to the privileges of the floor at the meetings of the
Corporation and to take part in all discussions on the same basis as delegates
of Local Chapters, but they shall not have the privilege of voting, making
nominations, or making or seconding motions, except in case of alternates
serving in the place of accredited delegates.
SECTION
8-12. PRESIDING
OFFICER’S VOTE
By virtue of his or her office,
the presiding officer shall have a vote to be used only in the event that there
is a tie vote, except in state elections.
SECTION
8-13. QUORUM
In all meetings of the
Corporation, a quorum shall consist of delegates from fifty percent (50%) of
the total delegates entitled to be present.
SECTION
8-14. SELECTION OF
THE STATE CONVENTION AND ANNUAL MEETING SITES
A Local Chapter shall be
selected by a majority of the votes cast at the Annual Meeting to host the next
State Convention and New Board Meeting and Annual Meeting and Second Trimester
Board Meeting. The site of the State
Convention or the Annual Meeting shall each respectively not be located in the
same county for two consecutive years.
SECTION
8-15. CONVENTION AND
ANNUAL MEETING BIDS
Each Local Chapter or chapters
who wish to be considered as hosts for the next State Convention and Annual
Meeting shall submit a bid at the Annual Meeting. Local Chapters who submitted bids shall be
then selected to by a majority vote of the delegates present to host the next
State Convention and Annual Meeting.
Said Local Chapters shall then submit to the Board of Directors at the
New Board Meeting written preliminary reports on proposed plans for said State
Convention and Annual Meeting. The final
plans, including a budget, shall then be submitted to the Executive Committee
for its review and recommendations no later than ninety (90) days prior to the date
of such State Convention and Annual Meeting respectively. If no bids are accepted at the Annual
Meeting, the Board of Directors shall decide on which chapters shall host the
next State Convention and Annual Meeting.
SECTION
8-16. DEADLINE TO
SUBMIT PLANS FOR STATE CONVENTION, BOARD MEETINGS
OR
ANNUAL MEETING
No later than ninety (90) days
prior to the State Convention, Board Meetings and Annual Meeting, the host of
the Local Chapter shall submit its plans, including all arrangements, program
and budget, to the Executive Committee of the Corporation for its review and
recommendations.
SECTION
8-17. SUPERVISION BY
EXECUTIVE COMMITTEE
The Executive Committee of the
Corporation, through its President, shall closely supervise the entire plans
and operation of the State Convention, Board Meetings and Annual Meeting to
insure that registration costs are kept to a minimum, that all events to the
official program are included in the registration fee, and that all program and
events are in good taste.
SECTION
8-18. PRESIDENT TO
FORMULATE PROGRAM CONTENT
The formulation of program
content at the State Convention, Board Meetings and Annual Meeting shall be the
responsibility of the Corporation under the supervision of its President. The President shall be responsible for the
securing of speakers for the State Convention, Board Meetings and Annual
Meeting.
SECTION
8-19. AGENDA
DEADLINE FOR ALL MEETINGS
The agenda shall be drawn by the
President and shall be submitted to the President of each Local Chapter at
least fifteen (15) days prior to the date of all meetings except for special
meetings called by the board.
SECTION
8-20. CREDENTIALS
A preliminary credentials report
shall be the first order of business at the opening of the business session.
SECTION
8-21. CERTIFICATION
OF OFFICIAL DELEGATES
Official delegates and
alternates must be certified during the Annual Meeting. An open record of delegates and alternates
will be kept. Delegate and alternates
will wear on the convention floor proper identification issued by the
credentials committee through the registration committee.
SECTION
8-22. ROLL CALL
The order of roll call shall be
made up from the Local Chapters represented.
The order for any election roll call shall be determined by lot.
SECTION
8-23. PROXY NOT
ALLOWED
Proxy voting shall not be
allowed to decide any business of the corporation except for absentee voting
allowed for institutional chapters as provided in Section 8-5-A.
SECTION
8-24. REGISTRATION
PROCEDURES STATE CONVENTION AND MEETINGS
Registrations and room
reservations shall be handled only by the host Local Chapter. No registration fee for the State Convention,
Board Meetings and Annual Meeting shall be refunded where the host Local
Chapter has not been notified of cancellations in advance as set by the host
Local Chapter. The host Local Chapter
shall be entitled to charge a reasonable late fee for any Local Chapter wishing
to register for any board meeting or the Annual Meeting after the deadline set
by the host Local Chapter.
SECTION
8-25. REGISTRATION
FEE FOR STATE CONVENTION AND MEETINGS
The Local Chapter hosting the
State Convention, Board Meetings and Annual Meeting may charge a registration
fee for all persons attending said convention or meeting, except that no fee
may be collectible or chargeable against the Corporation or any officer of the
Corporation for attendance of said officers at the State Convention, Board
Meetings and Annual Meeting.
A.
MAXIMUM REGISTRATION FEE: The registration fee which may be charged by
the host Local Chapter at the State Convention, Board Meetings and Annual
Meeting must not exceed ten dollars ($10.00)
B. STATE FEE: In the event that the host Local Chapter
collects a registration fee at the State Convention, Board Meetings and Annual
Meeting, two dollars ($2.00) of the registration fee collected from all persons
paying a fee for their attendance, shall be returned to the Corporation.
SECTION
8-26. MINUTES OF THE
BOARD AND ANNUAL MEETINGS
The minutes of the Annual
Meeting or any Board Meeting shall be presented at the following regularly
scheduled board meeting for approval.
The minutes of the New Board Meeting shall be presented at the following
First Trimester Board Meeting. The
minutes of the First Trimester Board Meeting shall be presented at the
following Second Trimester Board Meeting for approval. The minutes of the Annual Meeting and Second
Trimester Board Meeting shall be presented at the following New Board Meeting
for approval.
ARTICLE IX – OFFICERS
SECTION
9-1. OFFICERS
The general management of the
Corporation shall be vested in the Officers of the Corporation, which shall be:
1.
President of the Corporation
2.
Region Directors
3.
Community Development Vice President
4.
Individual Development Vice President
5.
Management Development Vice President
6.
International Vice President
7.
Business Development Vice President
8.
Membership Vice President
9.
District Directors
10.
Executive Vice President (without vote)
11.
Administrative Vice President (without vote)
12.
Secretary of the Corporation (without vote)
13.
Treasurer of the Corporation (without vote)
14.
General Legal Officer of the Corporation (without
vote)
15.
Chairman of the Board of the Corporation
16.
Chaplain of the Corporation (without vote)
17.
Metropolitan Conference Vice President
18.
Director of Public Relations (without vote)
19.
State Editor (without vote)
20.
Program Managers (without vote)
SECTION
9-2. VOTING
QUALIFICATIONS AND PROCEDURES
A.
QUALIFICATIONS OF VOTING DIRECTORS: No person shall be eligible for
election or selection as a voting Director of the Corporation who has not been
an officer or board member of the Local Chapter. However, an officer-elect or Board
Member-elect of a Local Chapter, notwithstanding he or she has not previously
been an officer or board member of said Local Chapter, shall be deemed eligible
for election or selection as a voting Director provided, that no member who has
reached the age of 40 years prior to the start of the fiscal year of the United
States Junior Chamber of Commerce in which he or she serves and no paid
official or employee of a Local Chapter shall be eligible for election or
selection as Director.
B. QUALIFICATIONS OF NON-VOTING
DIRECTORS: No member who has reached the age of 40 years prior to the start of
the fiscal year of the United States Junior Chamber of Commerce in which he or
she serves and no paid official or employee of a Local Chapter shall be
eligible for election or selection as Director.
C. ELECTION ORDER: Election of
officers shall be in the following order:
1.
Vice Presidents
2.
Region Directors
3.
President
SECTION
9-3. NOMINATIONS
AND ELECTION OF OFFICERS
A.
DEADLINE FOR DECLARATION: All candidates to be elected at the Annual
Meeting for elective office of the Corporation shall file with the Secretary a
written declaration with an endorsement from their Local Chapter of their
intent to run for that particular office no later than thirty (30) days prior
to the established date of the Annual Meeting in the year in which they seek
election.
B. REQUIREMENTS OF WRITTEN
DECLARATION: Said declaration shall state the candidate’s name, his or her
qualifications and the office for which he or she seeks election.
C. NOMINATIONS FROM THE FLOOR:
Nominations from the floor at the Annual Meeting shall be permitted for any
uncontested positions. The offices of
Region Directors shall be considered to have two positions, one for each
region.
D. NOMINATION SPEECHES TIME
LIMIT AT ANNUAL MEETING: The presidential nomination speech shall be limited to
five (5) minutes and each one of two seconding speeches shall be limited to two
(2) minutes.
E. ROLL CALL VOTE; VOTING BY
UNANIMOUS CONSENT OR ACCLAMATION: Except as provided herein or where there is
only one nominee for office, voting for officers shall be by the roll
call. Where there is only one nominee
for office, voting shall be by unanimous consent or acclamation.
F.
CORRECTION FACILITY ABSENTEE VOTE ALLOWED: A Local Chapter established
at any correction facility in the State of Hawaii shall be allowed to vote by
absentee ballot.
G. NOMINATIONS COMMITTEE
1. Formation: A nominations
committee consisting of four (4) members shall be appointed by the President of
the Corporation. Said committee shall
then be approved by the majority vote of the Board of Directors. The initial committee shall be named by the
First Trimester Board Meeting to recommend nominations for the next
administration. Positions for all newly
elected Vice Presidents shall become available as of the Annual Meeting
election. A new committee may be named
by each new administration.
2. Purpose and Procedure: Any
member may apply for any elected position on the Executive Committee. Said application must be made to the
nominations committee in writing on the prescribed form(s) within the
prescribed deadline. The nominations
committee will make its recommendations for candidates to the Board of
Directors for election of said candidates by a majority vote.
H. ELECTION DATE: Election for
the President and all state officers shall be held at the Annual Meeting. Said President and other officers shall hold
of the office of President Elect and Officers Elect from the election date
until the time their term of office commences.
SECTION
9-4. GENERAL
DUTIES OF OFFICERS
A.
WRITTEN REPORTS TO BE SUBMITTED: Two weeks prior to the Annual Meeting,
two weeks prior to any board meeting.
All officers of the Corporation, Presidents of Local Chapters, and all
other persons directed by the President, shall submit their written reports to
the Secretary. The number of copies of
said reports to be submitted, shall be determined by the Secretary.
SECTION
9-5. ELECTION OF
THE PRESIDENT
A.
ELECTIONS: The President shall be elected by a majority of votes cast
by duly qualified delegates at the Annual Meeting. A majority is defined as the number of duly
qualified delegates voting divided by two, plus one.
B. TERM OF OFFICE: He or she
shall serve for a term of one (1) year from January 1 to December 31 of each
year or until a successor is duly elected.
C. QUALIFICATIONS: The President
shall be an active member from a Local Chapter and who has served or is
completing a full term as an officer of the Corporation or a President of a
Local Chapter, provided, however, that he or she shall not have reached the age
of 40 at the start of the fiscal year of the United States Junior Chamber of
Commerce in which he or she serves.
D. DUTIES: The President shall
preside at all meetings of the Corporation.
He or she shall be an ex-officio member of all regular and special
committees. He or she shall make annual
visitations to each Local Chapter insofar as is practical, and shall perform
such other duties and exercise such powers as are usually incident to such
office. The President may require the
Directors to make regular or special reports at such time as he or she may
prescribe. Subject to the approval of
the Board of Directors, he or she shall annually submit a list of standing and
special committees or subcommittees which he or she shall have appointed as he
or she may deem necessary or advisable, together with the name, as approved by
him or her of their respective chairpersons as recommended to him or her by the
Local Chapters of which such chairpersons are members. He or she shall automatically be a Director
of the United States Junior Chamber of Commerce.
E. SUCCESSION: In the case of
the President’s death, resignation, or inability to discharge the powers and
duties of the said office, the order of succession to the acting presidency
pending the election of a successor by the Board of Directors shall be as
follows:
1.
Executive Vice President;
2.
Administrative Vice President; and
3.
Management Development Vice President
The acting President
shall be granted the rights and privileges of said office including voting
rights until the President is elected by the Board of Directors. Upon the election of the President, the
acting President shall resume his/her former position, unless he/she is elected
as the new President.
F.
PRESIDENT VISITATION: The President shall make at least one (1) annual
visitation to a district meeting in each district.
SECTION 9-6. REGION
DIRECTORS
A.
ELECTIONS: There shall be two (2) Region Directors who shall be elected
on an at-large basis and who may be assigned to various Local Chapters as the
President may direct. The Region
Directors shall be elected by roll call vote.
The two (2) persons having the greatest number of votes shall be Region
Directors, if such number be a majority of votes cast be duly qualified
delegates at the Annual Meeting. If
there is not a sufficient number of people receiving such vote, from the five
(5) highest on the list, the delegates shall in like manner vote again until
the required number of Region Directors is elected. A majority is defined as the number of duly
qualified delegates voting divided by two, plus one.
B. TERM OF OFFICE: Region
Directors shall serve for a term of one (1) year from January 1 to December 31
of each year or until a successor is duly elected.
C. DUTIES: The Region Directors
shall be assigned to districts and work directly with the District Directors in
assisting chapters in their management and internal programming.
D. SPECIAL APPOINTMENTS: Except
as may otherwise be herein provided, if authorized by the United States Junior
Chamber of Commerce and deemed in the best interest of the Hawaii Jaycees, the
President shall appoint with the approval of the Board of Directors which shall
for such purpose meet within one hundred twenty (120) days from date of said
disability, death or resignation.
E. SUCCESSIONS: In the case of a
Region Director’s death, resignation or inability to discharge the powers and
duties of said office, the Secretary shall call a meeting of the Executive
Committee for the purpose of selecting or electing one (1) of its members as
acting Region Director, pending the election of a successor by the Board of
Directors which shall for such purpose meet within one hundred twenty (120)
days from date of said disability, death or resignation.
F.
REGION DIRECTORS VISITATION: Each Region Director shall make at least
one (1) annual visitation to each Local Chapter assigned to him, and said
visitation shall be completed by December 31, unless prevented from doing so by
extenuating circumstances. District
meetings qualify as chapter visitations.
SECTION
9-7. COMMUNITY
DEVELOPMENT VICE PRESIDENT
A.
ELECTION AND TERM: The Community Development Vice President shall be
elected by a majority vote of the delegates at the Annual Meeting. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Community
Development Vice President shall be responsible for promotion of all national
community development programs and policies and shall work directly with all
Community Development Program Managers.
SECTION
9-8. INDIVIDUAL
DEVELOPMENT VICE PRESIDENT
A.
ELECTION AND TERM: The Individual Development Vice President shall be
elected by a majority vote of the delegates at the Annual Meeting. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Individual
Development Vice President shall be responsible for promotion of all individual
development programs and policies and shall work directly with all Individual
Development Program Managers.
SECTION
9-9. MANAGEMENT
DEVELOPMENT VICE PRESIDENT
A.
ELECTION AND TERM: The Management Development Vice President shall be
elected by a majority vote of the delegates at the Annual Meeting. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Management
Development Vice President shall be responsible for promotion of all management
development programs and policies and shall work directly with all Management
Development Program Managers.
SECTION
9-10. INTERNATIONAL
DEVELOPMENT VICE PRESIDENT
A.
ELECTION AND TERM: The International Development Vice President shall
be elected by a majority vote of the delegates at the Annual Meeting. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The International
Development Vice President shall be responsible for promotion of all
international development programs and policies and shall work directly with
all International Development Program Managers.
SECTION
9-10B. BUSINESS DEVELOPMENT VICE
PRESIDENT
A.
ELECTION AND TERM: The Business Development Vice President shall be
elected by a majority vote of the Board of Directors. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Business
Development Vice President shall be responsible for promotion of all business
development programs and policies.
SECTION
9-11. MEMBERSHIP
VICE PRESIDENT
A.
ELECTION AND TERM: The Membership Development Vice President shall be
elected by a majority vote of the delegates at the Annual Meeting. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Membership
Development Vice President is responsible for membership extensions. In facilitating the duties he or she shall
oversee, the recruitment and expansion efforts of the Corporation and the Local
Chapters. He or she shall compile
membership growth projections and should work closely with the other Vice
Presidents, Regional Directors and District Directors.
SECTION
9-12. DISTRICT
DIRECTORS
A.
ELECTION OF DISTRICT DIRECTORS: Each district shall elect one (1) District
Director from their district of each year.
B. TERM OF OFFICE OF DISTRICT
DIRECTORS: District Directors shall serve for a term of one (1) year from
January 1 to December 31 of each year or until their successors are duly
elected.
C. DISTRICT DIRECTOR VISITATION:
Each District Director shall visit each assigned Local Chapter within his
district at least twice during his term of office. The District Director shall acquaint the
members of the Local Chapter with the functions of the Corporation, its
facilities, services, programs and other pertinent matters. Each District Director shall submit a written
report of his or her visit to the President, copies of which shall be sent to
all other officers of the Corporation and to the President of the Local Chapter
which he or she visited.
SECTION
9-13. EXECUTIVE VICE
PRESIDENT
A.
APPOINTMENT AND TERM: The Executive Vice President shall be appointed
by the President with the approval of the Board of Directors. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Executive Vice
President shall preside at all meetings of the Corporation in the absence of
the President. He or she shall advise
the President from time to time and serve as an ex-officio member of all the
regular and special committees and shall aid the President in carrying out the
program and policies of the Corporation.
He or she shall perform such other duties and exercise such powers as
directed by the President.
SECTION
9-14. ADMINISTRATIVE
VICE PRESIDENT
A.
APPOINTMENT AND TERM: The Administrative Vice President shall be
appointed by the President with the approval of the Board of Directors. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Administrative
Vice President shall be responsible for the administrative affairs of the
Corporation as directed by the President.
SECTION
9-15. SECRETARY
A.
APPOINTMENT AND TERM: The Secretary shall be appointed by the President
with the approval of the Board of Directors.
He or she shall serve for a term of one (1) year from January 1 to
December 31 of each year or until his or her successor is duly appointed.
B. DUTIES: The Secretary shall
keep a complete and accurate record of all proceedings of the Corporation. He or she shall have personal charge of all
records and archives, attend to the proper publication of all reports, conduct
the official correspondence, attest documents, notify the Directors of all
meetings of the Board of Directors and perform other duties that are usual for
such officer or which may be required of him or her by the President or the
Board of Directors.
SECTION
9-16. TREASURER
A.
APPOINTMENT AND TERM: The Treasurer shall be appointed by the President
with the approval of the Board of Directors.
He or she shall serve for a term of one (1) year from January 1 to
December 31 of each year or until his or her successor is duly appointed.
B. DUTIES: The Treasurer shall:
1. Supervise the fiscal
operation of the Corporation;
2. Be chairperson of the finance
committee;
3. Periodically review the
finance and the system and procedures of the Corporation and make
recommendations to the Board of Directors;
4. Be in charge of the
collection of all delinquent accounts;
5. Have charge and custody of
and be responsible for all funds and securities of the Corporation;
6. Keep full and accurate books
of account of the Corporation’s transactions and business;
7. Deposit to the credit of the
Corporation all money and funds of the Corporation in such banks or other
depositories as shall be designated by the Board of Directors;
8. Supervise and be responsible
for the disbursement of the funds of the Corporation in accordance with the approved
budget or as directed by the proper receipts and vouchers;
9. See that all expenditures are
duly authorized and are evidenced by proper receipts and vouchers;
10. Receive all money and funds
paid to the Corporation and sign all receipts and vouchers and endorse for
collection or deposit all notes, checks, drafts and similar commercial
instruments payable to the Corporation of its order;
11. Prepare and submit a written
report on the financial condition of the Corporation to the members at the
Annual Meeting and to the Board of Directors and the Executive Committee at
such times as they direct; and
12. Perform all such other duties
as are incident to the office of Treasurer and as may be assigned to him or her
by the Board of Directors. The book and
accounts of the Corporation shall be open at all reasonable times for
inspection by any member of the Corporation, and shall be subject to periodic
audit by an auditor selected by the Board of Directors at the new board
meeting. He or she shall, within fifteen
(15) days after the close of the fiscal year, submit all of his or her records
to the Auditor for his or her audit.
C. BONDING REQUIREMENT: The
Treasurer shall be bonded in such amount as the Board of Directors may
determine, but in no event shall the sum of less than ONE THOUSAND DOLLARS
($1,000.00). The cost of the bond shall
be paid by the Corporation.
SECTION
9-17. GENERAL LEGAL
OFFICER
A.
APPOINTMENT AND TERM: The General Legal Officer shall be appointed by
the President with the approval of the Board of Directors. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: He or she shall be in
charge of the Bylaws and Policies portfolio.
He or she shall serve as the chairperson of the Bylaws and Policies
Committee as provided in section 10-11 of these Bylaws. He or she shall assist the Secretary in the
safekeeping and organization of all the legal documents of the corporation including,
but not exclusive of, the Articles of Incorporation, the current Bylaws and
Policies, the annual exhibits, and all contracts. He or she shall prepare the corporate annual
exhibit for filing with the State. He or
she shall serve as Parliamentarian at all of the board and Executive Committee
meetings of the Corporation. He or she,
if not an attorney, or the President may seek legal assistance from
attorney(s), including any attorney serving as an advisor to the corporation,
on any legal manners pending before the Corporation. He or she shall perform such other duties and
exercise such powers as directed by the President.
SECTION
9-18. CHAPLAIN
A.
APPOINTMENT AND TERM: The Chaplain shall be appointed by the President
with the approval of the Board of Directors.
He or she shall serve for a term of one (1) year from January 1 to
December 31 of each year or until his or her successor is duly appointed.
B. DUTIES: He or she shall be in
charge of all state internal and external religious programs and activities of
the Corporation. He or she shall
formulate; supervise and promote all religious programs and activities, and
such other duties as may be assigned by the President.
SECTION
9-19. CHAIRMAN OF
THE BOARD
A.
TERM OF OFFICE: The immediate Past President’s title shall
automatically be Chairman of the Board of the Corporation.
B. DUTIES: The duties of the
Chairman of the Board shall include special assignments including sponsorship
and contact duties, as requested by the President. In addition, he or she shall be available for
advice and counsel to the officers of the Corporation.
SECTION
9-20. METROPOLITAN
CONFERENCE VICE PRESIDENT
A.
ELECTION OF THE METROPOLITAN CONFERENCE VICE PRESIDENT: The
Metropolitan Conference Vice President shall be elected by the metropolitan
chapters in Hawaii who are officially recognized as such under the United
States Junior Chamber of Commerce requirements for metropolitan chapters, and
such elected representative shall be subject to the approval of the Board of
Directors of the Corporation.
B. NON-SUBSIDY PROVISION: The Metropolitan
Conference Vice President shall not be subsidized in any way either by the
Hawaii Jaycees or by the hosting chapter at a state meeting.
SECTION
9-21. DIRECTOR OF
PUBLIC RELATIONS
A.
APPOINTMENT AND TERM: The Director of Public Relations shall be
appointed by the President with the approval of the Board of Directors. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The Director of
Public Relations shall be responsible for the Public Relations Program,
coordinate activities during Jaycee week, serve as advisor for state banquets
and shall serve as press secretary.
SECTION
9-22. STATE EDITOR
A.
APPOINTMENT AND TERM: The State Editor shall be appointed by the
President with the approval of the Board of Directors. He or she shall serve for a term of one (1)
year from January 1 to December 31 of each year or until his or her successor
is duly appointed.
B. DUTIES: The State Editor
shall be responsible for the publication of the state newspaper and yearbook,
and shall supervise and coordinate the solicitation of content for state
publications and shall be responsible for editorial content.
SECTION
9-23. REMOVAL FROM
OFFICE
Any elected officer of the Corporation,
or any officer appointed to a vacancy in any elective office, or any officer
holding an appointed office, may be removed for malfeasance, misfeasance,
nonfeasance, mal-administration or for cause found to be detrimental to the
best interest of the Corporation. The
Board of Directors shall meet for the purpose of considering such removal upon
written request of twenty-five percent (25%) of the board members, setting
forth in detail the charges and causes preferred against said officer and
praying for his or her removal; provided, however, that the officer under
consideration shall have been furnished a copy of the written statement of the
charges and notified at least thirty (30) days prior to the date of the meeting
to show cause why said officer should be removed from office. The Board of Directors at such meeting, may
remove said officer under consideration by three-fourths (3/4) vote.
SECTION
9-24. VACANCIES
A.
VACANCIES OF ELECTED OFFICES: In case any officer is removed from
office in the manner provided under Section 9-23, the President, or if the
President shall have been the subject of removal, the Secretary shall
immediately call a meeting of the Executive Committee for the purpose of
selecting or electing one (1) of its members as acting officer to fill the
vacancy thus created by such removal pending the election of a successor by the
Board of Directors which shall for such purpose meet within one hundred twenty
(120) days from the date of said removal.
B. VACANCIES OF APPOINTED
OFFICES: Vacancies created in any appointed office by reason of death,
disability, resignation, or otherwise shall be filled by appointment of the
President or the acting President, as the case may be, with the approval of the
Board of Directors.
SECTION
9-25. SUBORDINATE
OFFICERS, ETC.
The President subject to the
approval of the Board of Directors may appoint such subordinate officers,
agents, or employees as the business of the Corporation may require, each of
whom shall hold office for such period, have such authority and perform such
duties and be removed as the President may from time to time prescribe or
determine.
SECTION
9-26. ELECTION ORDER
Election of officers shall be in
the following order:
1.
Vice Presidents
2.
Region Directors
3.
President
ARTICLE X – COMMITTEES
SECTION
10-1. FORMATION OF
COMMITTEES
The President subject to the
approval of the Board of Directors may create such committees as may be deemed
necessary or proper in the fulfillment of the objectives and purposes of the
Corporation. Except as otherwise
provided in these Bylaws, the President, with the consent of the Board of
Directors, shall appoint, and may remove, the chairperson and members of each
committee.
SECTION
10-2. APPOINTMENT
Except as herein provided the
President shall appoint committee chairmen from active members in good standing
with their respective Local Chapters, subject to endorsements by their
respective Local Chapters. Confirmation
of committee chairmen may be made at any Board of Directors meeting. In the event of a vacancy, it shall be the
responsibility of the Local Chapter to immediately recommend to the President
another chairperson. The state
chairperson for the national convention shall be selected on the basis of
presentations made to the Executive Committee at the Annual Meeting. Selection will be made by the voting members
of the Executive Committee by secret ballot following the presentation. In the event that there are no applications
for the position, the President will appoint the chairperson subject to
approval by the Executive Committee. The
President shall have the authority to remove a chairperson for just cause,
subject to approval of the Board of Directors.
Immediate notice of his removal, specifying the reasons therefore and
the effective date thereof, shall be given to the Board of Directors, to the
chairperson concerned, and to the Local Chapter of which such chairperson is a
member.
SECTION
10-3. GENERAL
COMMITTEE RESPONSIBILITIES
A.
BOARD OF DIRECTOR APPROVAL NEEDED: Each committee shall in no way
obligate the Corporation regarding finances, programming or solicitations of
outside assistance without approval of the Board of Directors.
B. WRITTEN REPORTS TO BE
SUBMITTED AND FILES KEPT: Two weeks prior to the Annual Meeting or any Board
Meeting all officers and of the Corporation, Presidents of Local Chapters, and
all other persons directed by the President, shall submit their written reports
to the Secretary. The number of copies
of said reports to be submitted shall be determined by the Secretary. Each committee chairperson shall keep
complete files and pass them on to the succeeding chairperson.
SECTION
10-4. GENERAL
COMMITTEE CHAIRPERSONS RESPONSIBILITIES
All Committee Chairpersons
shall:
A.
Submit any additional changes in the budget prior to the Mid Year
Meeting;
B. Account for all income
received and disbursed;
C. Submit the required reports
on time to the Board of Directors;
D. File a complete and detailed
statement of income and expense within thirty (30) days after completion of a
project; and
E. Turn over project files to
the Secretary
SECTION
10-5. COMMITTEE
BUDGET APPROVAL
Before expending any funds,
whether appropriated in the state budget or any unappropriated solicited money,
the state committee shall submit to the President of the Corporation for his
approval a budget, outlining how the funds are intended to be expended. Upon approval of the budget by the President
of the Corporation, a copy of the budget shall be filed with the Treasurer of
the Corporation.
SECTION
10-6. EXECUTIVE COMMITTEE
A.
CONTROL: The officers of the Executive Committee shall consist of:
1.
President of the Corporation
2.
Region Directors
3.
Community Development Vice President
4.
Individual Development Vice President
5.
Management Development Vice President
6.
International Development Vice President
7.
Business Development Vice President
8.
Membership Vice President
9.
District Directors
10.
Executive Vice President
11.
Administrative Vice President
12.
Secretary of the Corporation
13.
Treasurer of the Corporation
14.
General Legal Officer of the Corporation
15.
Chairman of the Board of the Corporation
16.
Chaplain of the Corporation
17.
Metropolitan Conference Vice President
18.
Director of Public Relations
19.
State Editor
20.
Program Managers (without vote)
B. SCOPE OF AUTHORITY: The
Executive Committee shall serve as an advisory committee to the President and
shall render such assistance to the President as may be necessary in matters
concerning the administrative affairs of the Corporation. It may exercise all such powers of the
Corporation which the Board of Directors may lawfully delegate in the
management of the business affairs of the Corporation. The Executive Committee shall not, however,
have power to formulate public policy of the Corporation or over the fiscal
affairs of the Corporation, except as such power may be specifically delegated
by the Board of Directors, and it shall be at all times subject to limitation
upon its power imposed by the Board of Directors.
C. MEETINGS OF THE EXECUTIVE
COMMITTEE:
1. Meeting Times: The Executive
Committee shall meet at such times and places as it shall determine or upon
call of the President or upon a call by a majority of its members. The Executive Committee shall in any case
meet at the:
a)
State Convention and New Board Meeting
b)
First Trimester Board Meeting
c)
Annual Meeting and Second Trimester Board Meeting
D. PROGRAM AND BUDGET
REVIEW: The program and budget shall be
reviewed by the new Executive Committee at the New Board Meeting when they are
installed. The program and budget shall
be submitted at the following Board of Directors meeting to the new Board of
Directors for approval.
E. QUORUM: A quorum of the
Executive Committee shall consist of at least fifty percent (50%) of its voting
membership.
SECTION
10-7. FINANCE
COMMITTEE
There shall be a finance
committee with the Treasurer as chairperson.
The finance committee shall prepare the budget as provided in these
Bylaws for the Corporation and submit the same to the Board of Directors. Said committee shall also consist of the
Corporation’s ways and means chairperson and two (2) elected officers of the
Corporation who shall be appointed by the President.
SECTION
10-8. ANNUAL MEETING
COMMITTEES RESPONSIBILITIES
A.
CHAIRPERSON APPOINTED: An Annual Meeting committee chairperson shall be
appointed by the President of the Corporation not later than ninety (90) days
prior to the date of the Annual Meeting.
B. NOTICE TO CHAPTER: Sixty (60)
days prior to the date of the Annual Meeting, the committees chairperson shall
send out memos to all Local Chapters informing the Local Chapters of the
requirements for the Annual Meeting.
C. MEETINGS SHALL BE CONDUCTED
ACCORDING TO AGENDA: All Annual Meeting committee chairpersons, except for the
credentials committee chairperson, shall conduct the meeting of their
respective committees at the time indicated by the Annual Meeting agenda.
SECTION
10-9. PARADE REVIEW
AND REVISION COMMITTEE
A.
MEMBERS: The Parade of Chapters shall be reviewed by five (5) member
committee chaired by the Management Development Vice President. All members of the committee shall be members
of the Executive Committee and membership on said committee shall be made by
way of selection of the President.
B. DUTIES OF THE COMMITTEE: The
committee shall review and revise the criteria and relative points to be
assigned to the Parade of Chapters. This
process should be completed at the Annual Meeting of the Corporation.
SECTION
10-10. CREDENTIALS COMMITTEE
A.
PURPOSE: There shall be a credentials committee with the Secretary as
chairperson. The credentials committee
shall verify membership status for Annual election and Annual Meeting
purposes. Said committee shall consist
of the Secretary, Membership Vice President and the Treasurer. If any of these named committee members are
candidates for elected office the President shall appoint another member from
among the remaining members of the Executive Committee to serve in that
person’s place.
B. PROCEDURE: Thirty (30) days
prior to the date of the Annual Meeting the chairperson shall notify all Local
Chapters of the method of determining the Local Chapter votes. Since Local Chapter votes are dependent on
the number of registered members with national headquarters, he shall inform
the Local Chapters of the cut-off date which shall be considered in the
determination of votes of each chapter.
1. Method of determining the
Local Chapter votes. The Local Chapter
votes shall be:
a.
Based on national registration records as the above cut-off date,
consistent with the Bylaws
b.
No Local Chapter shall be permitted to vote unless said Local Chapter
shall be in good standing as provided by Article V, Section 1 of the Bylaws of
the Corporation
c.
Before the Annual Meeting convenes the chairperson shall post the
tentative roster of the votes of each Local Chapter in a conspicuous place.
d.
The chairperson shall then report his findings to the Annual Meeting
for its approval.
e.
No Local Chapter shall be deemed to be in good standing unless all
accounts payable to the Hawaii Jaycees by the Local Chapter is paid in full by
7 days prior to the Annual Meeting for which it is being qualified. Provided that, a Local Chapter may be deemed
in good standing and permitted to vote if payment in full of accounts payable
to the Hawaii Jaycees is made by certified or cashier’s check, money order,
prior to the roll call of the opening session of the Annual Meeting.
SECTION
10-11. BYLAWS AND POLICIES REVIEW
COMMITTEE
A.
DUTIES: There shall be a Bylaws and Policies review committee with the
General Legal Officer as chairperson.
The Bylaws and Policies review committee shall review and make
recommendations to the delegates as needed at each Annual Meeting of the
Corporation.
B. PROCEDURES: 1) The state
chairperson shall conduct a Bylaws and Policies review meeting at the Annual
Meeting to propose amendments to said Bylaws and Policies. Proposed amendments from the Local Chapter
shall be submitted to the chairperson thirty (30) days prior to the Annual
Meeting; 2) The chairperson shall conduct a meeting to review and approve the
proposed amendments to the Bylaws and Policies as recommended by the Bylaws and
Policies review committee the day or night prior to the first day of the Annual
Meeting; 3) Said committee shall rewrite, clarify, and condense, the
recommended Bylaws and Policy amendments as needed; 4) Bylaws and Policies not
submitted to the chairperson prior to the thirty (30) day request provided in
Section B.1. above may be approved for consideration by a two-thirds (2/3) vote
by said committee; 5) The chairperson shall then present the recommended
amendments at the Annual Meeting for its approval.
SECTION
10-12. LONG RANGE PLANNING COMMITTEE
There shall be a long range
planning committee whose membership shall be as follows:
A.
Past three (3) State Presidents
B.
Current State President
C.
Regional Directors (2 representatives)
D.
Current Executive Vice President
E.
District Representatives (eight representatives)
F.
Region Representatives (2 representatives)
The long range planning committee will meet
regularly to formulate and evaluate the long range goals and objectives of the
Hawaii Jaycees and present its recommendations to its Board of Directors for
approval and implementation.
SECTION
10-13. BIDS COMMITTEE
A.
PROCEDURE: Sixty (60) days prior to the dates of the State Convention
and Annual Meeting, the chairperson shall notify all Local Chapters of the
requirements for bidding procedure with necessary bid forms enclosed. The bid forms shall be returned by the Local
Chapters to the chairperson not later than thirty (30) days prior to the date
of the Annual Meeting.
B. STATE COMMITTEE
CHAIRMANSHIPS: The chairperson shall conduct a meeting to award the state
committee chairmanships to the various Local Chapters.
1. Awards shall be based upon
the bid form.
a.
Where more than one Local Chapter has bid for the same committee, the
merit of the bid form shall be used as a guide in determining which Local
Chapter shall be awarded the bid.
2. Where no written bids have
been made, the committee may at the time accept a verbal bid from any of the
committees.
3. Those state committees that
have received no written or verbal bids shall be referred to the new board for
assignment by said board.
4. The chairperson shall present
to the Annual Meeting for its approval the awards of the committee.
ARTICLE XI – PARADE OF CHAPTERS
SECTION
11-1. PURPOSE
The Parade of Chapters is a
ranking system for the Local Chapters by the corporation under a point system,
which is assigned to criteria set forth in the parade. The purpose of the ranking is to provide
recognition of the outstanding Local Chapter for their accomplishments
throughout the year and to serve as a bench-mark for the individual Local
Chapters.
SECTION
11-2. MANDATORY
REVIEW
The criteria for the Parade of
Chapters shall be reviewed annually by the Parade of Chapters review and
revision committee, and that a revised version of said committee’s
recommendation shall be submitted each year to the Board of Directors for their
approval as provided in this article.
SECTION
11-3. PRESENTATION
TO ANNUAL MEETING AND SECOND TRIMESTER MEETING
The Management Development Vice
President shall present the revised draft of the Parade of Chapters to the
Board of Directors at the Annual Meeting and Second Trimester Board Meeting of
the Corporation.
SECTION
11-4. TENTATIVE
APPROVAL AT THE ANNUAL MEETING AND SECOND TRIMESTER BOARD MEETING
The Board of Directors shall
review the revised draft of the Parade of Chapters presented to it at the
Annual Meeting and Second Trimester Board Meeting. The board shall deliberate until it has given
its tentative approval on a parade based on said draft submitted by the review
and revision committee. The parade
passed by the Annual Meeting and Second Trimester Board Meeting shall consist
of both the draft submitted by the committee and revisions thereto made by the
Board of Directors.
SECTION
11-5. REVISIONS BY
SUCCESSOR PRESIDENT
The successor President shall
review the Parade of Chapters which was tentatively approved by the Board of
Directors at the Annual Meeting and Second Trimester Board Meeting with his or
her successor Executive Committee. In
such review, the successor President shall made the revisions which he and the
successor Executive Committee deems prudent.
The successor President and Executive Committee shall have a final
Parade of Chapters ready for presentation and approval by the Board of Directors
at the State Convention and New Board Meeting.
ARTICLE XII – BLUE CHIP PROGRAM
SECTION
12-1. PURPOSE
Blue Chip is a standard of
excellence program whose criteria is established by the Corporation for the
recognition of the outstanding accomplishments of the Local Chapters throughout
the year.
SECTION
12-2. MANDATORY
REVIEW
At the discretion of a majority
of the executive committee, the criteria for the Blue Chip Program shall be
reviewed for any given year by the Blue Chip Committee and if so reviewed, the
revised version of said committee’s recommendation shall be submitted to the
Board of Directors for their approval as provided in this article.
SECTION
12-3. PRESENTATION
TO FIRST TRIMESTER BOARD
The Management Development Vice
President shall be the chairperson and if the Blue Chip Program is review and
revised in any given year, shall present the revised draft of the Blue Chip
Program to the Board of Directors at the First Trimester Board Meeting of the
Corporation.
SECTION
12-4. TENTATIVE
APPROVAL AT FIRST TRIMESTER BOARD
If the Blue Chip Program is
reviewed and revised in any given year, the Board of Directors shall review the
revised draft of the Blue Chip Program presented to it at the First Trimester
Board Meeting. The board shall deliberate
until it has given its tentative approval on a Blue Chip Program based on said
draft submitted by the Blue Chip Committee.
The Blue Chip Program passed at the First Trimester Board Meeting shall
consist of both the draft submitted by the Committee and revisions thereto made
by the Board of Directors.
SECTION
12-5. REVISIONS BY
SUCCESSOR PRESIDENT
The successor President shall
have the discretion to review the Blue Chip Program which was tentatively
approved by the Board of Directors at the First Trimester Board Meeting with
his or her successor Executive Committee.
In such review, the successor President shall made the revisions which
he and the successor Executive Committee deems prudent. If the Blue Chip Program is reviewed and
revised in any given year in accordance with this Article, the successor
President and Executive Committee shall have a Blue Chip Program ready for
presentation and approval by the Board of Directors at the Second Trimester
Board Meeting.
ARTICLE XIII – FORMATION OF THE HAWAII JAYCEE FOUNDATION
SECTION
13-1. AUTHORITY TO
CREATE FOUNDATION
The Board of Directors of the
Hawaii Jaycees is hereby authorized to establish a non-profit corporate entity
to be known as the Hawaii Jaycees Foundation, hereinafter referred to as
Foundation, for the purpose of receiving, administering and disbursing any tax
deductible funds raised on behalf of the Hawaii Jaycees.
ARTICLE XIV – SEAL AND INSIGNIA
SECTION
14-1. SEAL
The Corporation shall have a
corporate seal which shall be a circular impression of the names of the
Corporation and the year of its incorporation.
The Board of Directors may, from time to time, alter or change the
device of the inscriptions thereon.
SECTION
14-2. INSIGNIA
The Corporation shall have such
official insignia as may be determined by the Board of Directors.
ARTICLE XV – RULES OF OPERATION
SECTION
15-1. ROBERT’S RULES
OF ORDER NEWLY REVISED
In the absence of specified
rules, Robert’s Rules of Order, Newly Revised shall govern the deliberation of
the Corporation.
SECTION
15-2. COMPUTATION OF
DEADLINES
Any and all state deadlines
established by the Bylaws, Policies and operation of the Corporation which fall
on a Sunday or state or national holiday shall be extended to the following
regular work day that is not a Sunday or holiday.
SECTION
15-3. COMMENCEMENT
DATE
The fiscal year of the
corporation shall be from January 1 to December 31 of every year
thereafter. All other applicable
provisions of these Bylaws is hereby amended to be consistent with this
section.
SECTION
15-4. GENDER
In the Bylaws the use of words
of the masculine gender shall include the feminine gender as appropriate and
vice versa, and the use of words of the neuter gender shall include the
feminine or masculine gender, or both, as appropriate.
SECTION
15-5. DEFINITIONS
“Appeals
Procedure: - means the procedure prescribed by the Corporation which affords
Local Chapters due process by way of appealing any actions taken against it.
“Board
of Director” – See Section 7-1.
“Chapter
Affiliation” – means a new Local Chapter formed by an existing Local Chapter.
“Credentials”
– means the process of certification of official delegates as more fully
described in Section 8-21 and 10-10.
“Delegates”
– means Local Chapter representation as more fully described in Section 8-9.
“Executive
Committee” – See Section 10-6.
“Good
Standing” – means that a member or Local Chapter is current on payment of
membership dues and is not on probation or suspension, or otherwise in
violation with these Bylaws.
“Honorary
Member” – See Section 4-7.
“Local
Chapter” – means a duly organized group of men and women between the ages
prescribed by the United States Junior Chamber of Commerce, as more fully
described in Section 4-1.
“Non-regular
member” – means all other members who are not regular members, such as an
associate member.
“Officers”
– See Section 9-1.
“Probation”
– means that the status of a Local Chapter is not completely in good standing.
“Regular
Member” – means any individual who is a Jaycee member of a Local Chapter in
good standing with the Hawaii Jaycees.
ARTICLE XVI – AMENDMENTS
SECTION
16-1. PROCEDURE
These Bylaws may be amended by a
two-thirds (2/3) vote of the duly qualified delegates present at any Annual
Meeting or at a special meeting duly called and held, the notice of which shall
state that the purpose of the meeting is to consider the amendment of the
Bylaws, provided, that any proposed amendment shall first be recommended by the
Bylaws Committee.
HISTORY
1. The Hawaii Jaycees was
granted a Charter of Incorporation under the laws of the State by the then
Director of Regulatory Agencies of the state of Hawaii.
2. The Bylaws of this
Corporation were adopted of June 10, 1958, and filed in the Office of the then
Director of Regulatory Agencies of the state of Hawaii on September 18, 1958.
3. Bylaws amended: May 16, 1959;
May 25, 1962; May 23, 1964; May 22 1965; May 22, 1966; May 20, 1967; May 24,
1968; May 17, 1969; May 16, 1970; May 15, 1971; May 19, 1973; May 17, 1974; May
16, 1975; May 15, 1976; May 20, 1978; May 27, 1979; May 16, 1981; May 29, 1982;
May 19, 1983; May 25, 1985; May 16, 1987; May 20, 1989; May 16, 1992; May 15,
1993; February 20, 1994; May 14, 1994; May 19, 1995: May 16, 1998; January 23,
1999; December 4, 1999; May 20, 2001; August 11, 2001.
