ARTICLE 1: NAME, HEADQUARTERS, AND OTHER OFFICES

SECTION 1.1 NAME

The name of this Association shall be the JET Alumni ASSOCIATION, Inc. (”JETAA”).

SECTION 1.2 HEADQUARTERS

The headquarters of JETAA for the transaction of its business is located in the state of New York.

SECTION 1.3 OTHER OFFICES

The JETAA may also have offices at other places within or without the state of New York, where it is qualified to do business, as its business may require and as the Executive Committee (”EC”) may, from time to time designate.

ARTICLE 2: MEMBERSHIP

SECTION 2.1 DEFINITION OF MEMBER

A member shall be defined as having the following criteria:

1. Previous participant of the Japan Exchange & Teaching Program (”JET”) who has fulfilled his/her JET contract
2. Has provided their contact information to JETAA

SECTION 2.2 PRIVILEGES

Any member as defined in Section 1 has the right to the following:

1. To hold any executive office position as described in Article 4 Section 1
2. To hold any committee chair position as described in Article 7
3. Voting rights on items that are put forth by JETAA

SECTION 2.3 DATABASE

Subsection 2.3.1 CONTROL OF DATABASE

Personal information of JETAA members included in the JETAA database shall not be distributed for any purpose without the express permission of the JETAA member.

Subsection 2.3.2 DATABASE ACCESS

Database access shall be limited only to the Executive Committee (”EC”) and other members who have been given express permission by the EC.

ARTICLE 3: PURPOSES

SECTION 3.1 MISSION

JETAA’s mission is three fold:

1. To assist returning JETs with acclimation to life and work in NYC
2. To foster education and understanding of Japanese culture
3. To strengthen the ties between the NY JET Alumni and the Japanese community

SECTION 3.2 OBJECTIVES

The primary objectives and purposes of the JETAA shall be:

1. To promote international awareness with specific attention given to the New York City region
2. To serve as a resource for the community in its educational, cultural and international exchange activities
3. To provide a newsletter for JETAA members
4. To provide a reentry support network for returning JET participants re-adjusting to the New York region
5. To provide career and educational guidance for JET alumni/ae
6. To promote and publicize the existence and activities of JETAA
7. To provide assistance to the New York Consulate General of Japan for recruitment, selection, and orientation of the JET Program
8. To promote and engage in volunteer activities
9. To engage in any other activities related to the mission of JETAA

ARTICLE 4: EXECUTIVE COMMITTEE

SECTION 4.1 TITLES AND DUTIES

The JETAA shall have not less than four (4) elected officers and they shall be collectively known as the Executive Committee. The JETAA EC consists of: President, Vice-President (”VP”), Secretary, and Treasurer

Subsection 4.1.1 PRESIDENT’S DUTIES

1. Official responsibility of representing JETAA in a variety of events
2. Attends and chairs business, executive and extraordinary meetings
3. Responsible for setting the agenda for the business, executive and extraordinary meetings
4. Establishes and reviews the annual calendar of events with the EC
5. Represents JETAA at official conferences and meetings
6. Responsible for overseeing all committees
7. Aids in organizing any JETAA function or event
8. Serves as Chapter Representative for all JETAAi conferences and related activities unless it is officially decided by majority vote of the EC and/ or membership that this role shall no longer belong to the President

Subsection 4.1.2 SUBSECTION 4.1.2 VP’S DUTIES

1. Supports the President’s initiatives
2. Responsible for all JETAA President’s functions in lieu of the President
3. Attends business, executive and extraordinary meetings
4. Aids in organizing any JETAA function or event
5. Shall chair the Events Committee

Subsection 4.1.3 SECRETARY’S DUTIES

1. Emails announcements with JETAA events to the JETAA listserv
2. Sends out meeting minutes
3. Attends business, executive and extraordinary meetings
4. Aids in organizing any JETAA function or event
5. Records attendance and minutes of the business, executive and extraordinary meetings
6. Shall chair the Organizational Committee

Subsection 4.1.4 TREASURER’S DUTIES

1. Responsible for the organization’s budget
2. Maintains accurate records and accounting for all income and disbursements
3. Develops a balanced budget for the fiscal year with the EC
4. Attends business, executive and extraordinary meetings
5. Prepares an annual financial statement
6. Prepares an annual budget and all mandatory financial reports throughout the year and submits them to CLAIR
7. Aids in organizing any JETAA function or event
8. Shall chair the Finance Committee

SECTION 4.2 COMPENSATION

EC Members shall serve without compensation except that they shall be advanced or reimbursed for all reasonable costs incurred in performing their regular duties or carrying out the business of JETAA.

SECTION 4.3 SELECTION

EC Members shall be elected by a majority decision of the voting members. (See Article5).

ARTICLE 5: ELECTIONS

SECTION 5.1 TIME FRAME OF ELECTIONS

Elections shall take place each calendar year.

SECTION 5.2 ELECTIONS PROCESS

Voting ballots shall be emailed to JETAA members and managed by an Elections committee appointed by the EC.

SECTION 5.3 ANNOUNCEMENT OF NEW EC

The announcement of the new executive officers shall be made at the business meeting following the election

ARTICLE 6: RESIGNATIONS

SECTION 6.1 RESIGNATION OF THE PRESIDENT

In the event that the President resigns, the VP shall choose to either resign and assume the position him/herself, or conduct an election to fill the vacant position. Resulting position changes must be approved by a majority of members present at the next regularly scheduled business meeting.

SECTION 6.2 RESIGNATION OF THE VP, SECRETARY OR TREASURER

In the event that the VP, Secretary, or Treasurer resigns, is dismissed or removed, the President may appoint a new person to the vacant position from the membership or conduct elections to fill the vacant position. This appointment must be approved by a majority of members present at the next regularly scheduled meeting.

ARTICLE 7: COMMITTEES

SECTION 7.1 REGULAR COMMITTEES

The President may with a simple majority vote of the EC, designate one (1) or more of the general membership, who may also be serving as officers of JETAA, to constitute as Chairperson(s) of the following standing committees:

1. Finance
2. Elections
3. Organizational

SECTION 7.2 SUB-COMMITTEES

Sub-committees may be formed or resolved at any time with the majority vote of the EC. Sub-committee chairs include, but are not limited to:

1. Newsletter Editors
2. Social Coordinator
3. Community Volunteer Coordinator
4. Webmaster
5. Database Coordinator

ARTICLE 8: REMOVAL OF AN EC MEMBER OR ANY COMMITTEE/SUB-COMMITTEE CHAIR

SECTION 8.1 REASONS FOR REMOVAL

Subsection 8.1.1 UNEXCUSED ABSENCE

Absence from three (3) consecutive meetings without explanation.

Subsection 8.1.2 DERELICTION OF OFFICE

Failure to comply with the stated job description of the office held.

Subsection 8.1.3 INAPPROPRIATE BEHAVIOR

Actions or behavior that do not represent the best interests of the organization.

SECTION 8.2 REMOVAL PROCESS OF THE PRESIDENT

The President may be dismissed by a majority of the members present at a regularly scheduled meeting provided that any of the Subsections in Article 7 Section 7.1 have been proven to the membership. In this event, the VP shall serve as the acting President and take the appropriate steps in Article 6, Section 6.1 to fill the position.

SECTION 8.3 REMOVAL PROCESS OF THE VP, SECRETARY, TREASURER OR COMMITTEE/SUB-COMMITTEE CHAIR

Subsection 8.3.1 REMOVAL BY PRESIDENT

The President shall reserve the right to dismiss any officer of the EC or Committee/Sub-committee chair with the approval of the Vice President or one other EC member (in the case of removal of the VP).

Subsection 8.3.2 REMOVAL BY MEMBERSHIP

The VP, Secretary, Treasurer, or any Committee/Sub-committee Chair may be dismissed by a majority of the members present at a regularly scheduled meeting provided that any of the Subsections in Article 7 Section 7.1 have been proven to the membership. In this event, the President shall take the appropriate steps in Article 6, Section 6.2 to fill the Position.

ARTICLE 9: MEETINGS

SECTION 9.1 BUSINESS MEETINGS

Business meetings shall be held at least once each year with additional meetings called at the discretion of the EC. All business meetings shall be open to the general membership of JETAA. A regular meeting is considered official if attended by at least one (1) EC Member and three (3) JETAA members.

SECTION 9.2 EXECUTIVE MEETINGS

Executive meetings shall be held at least once a month. Executive meetings are not open to the general membership of JETAA.

SECTION 9.3 EXTRAORDINARY MEETINGS

Extraordinary meetings of the EC may be called on an as-needed basis and are not open to general membership of JETAA.

SECTION 9.4 COMMITTEE MEETINGS

Committee meetings shall meet on an as-needed basis depending on the directives of the committee and on the committee chair’s discretion.

SECTION 9.5 VOTING AT ANY MEETINGS

Subsection 9.5.1 EXECUTIVE COMMITTEE MEETINGS

Any decision should be approved by the majority of the EC.

Subsection 9.5.2 GENERAL MEMBERSHIP MEETINGS

A decision on the following should be approved by the majority of voting members:

1. Election/Removal of EC Member
2. Any amendments to the Bylaws

SECTION 9.6 CONDUCT OF MEETINGS

All JETAA meetings as specified shall be presided over by the Chairperson (JETAA President) or, if no such person has been designated, or, in the absence of the President, the Vice-President of JETAA, or, in the absence of such person(s), by a Chairperson chosen by the President by the EC. The Secretary of JETAA shall act as secretary of all business, executive and extraordinary meetings of the EC, provided that, in his of her absence, the Chairperson shall appoint another person to act as Secretary of the meeting(s). Meetings shall be governed by Robert’s Rules of Order, as such rules may be revised from time to time, insofar as such rules are not inconsistent with or in conflict with the Bylaws of JETAA, or with provisions of law.

ARTICLE 10: FISCAL YEAR

SECTION 10.1 FISCAL YEAR OF THE JETAA

The fiscal year of the JETAA shall begin on the first day of April and end on the last day of March