Florida Japan Exchange and Teaching Alumni Association
Chapter Bylaws and Standard Operating Procedure
These bylaws were adopted on April 1, 2012 by a simple majority vote of the board of directors of the Japan Exchange and Teaching Alumni Association of Florida (Florida JETAA). The following comprehensive bylaws replace all previous versions associated with Florida JETAA.
Section One: Name, Territorial Limits, and Description of Florida JETAA
The name of this organization is the Japan Exchange and Teaching Alumni Association of Florida (Florida JETAA). It is an organization composed of former participants in the Japan Exchange and Teaching Programme (JET) who reside in Florida. This document contains the purpose and procedures for the operation of this organization as of the day of ratification. Changes to these bylaws can be made by a majority vote of the Chapter.
Section Two: Mission Statement of Florida JETAA
The purpose of Florida JETAA is to support the JET Programme and alumni of the JET Programme in the state of Florida. Our goal is to promote a broader and deeper understanding between Japan and the United States through our local Florida chapter activities and charitable events, thus playing an important role in the promotion of US-Japan relations. FLJETAA promotes Japan and Japanese culture in the form of non-profit community, cultural, and social events on a grassroots level. The organization also supports the Japanese Consulate in Miami in their activities and in the recruiting and preparation of JET participants.
Section Three: Legal and Fiscal Restrictions of Florida JETAA
This is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. Typical events include cultural events, educational workshops, and charitable.
No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in this section and section two of this document.
No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Should the organization be dissolved, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
Section Four: Florida JETAA membership
Florida JETAA is open to all former participants of the JET Programme who reside in Florida. Membership is acquired by contacting the Florida JETAA officers, the Consulate in Miami, or CLAIR.
In recent years it has become increasingly common for participants in the JET Programme to bring their families with them to Japan. These family members, while not formal JET participants, do play an important role in the cultural education of the communities in which they reside. In an effort to recognize their contributions, Florida JETAA offers an adjunct membership to spouses and children of former JET participants who lived with the participants in Japan while in the JET Programme. This adjunct membership entitles family members to participate in Florida JETAA functions as members, with the exception that they cannot occupy officer positions or vote on chapter business.
Section Five: Chapter Officers
The officer positions in Florida JETAA are as follows:
- Newsletter Editor [Information Officer]
See standard operating procedures for detailed descriptions of each position.
Officers serve a two-year term from April 1 to March 31. After two years, if officers wish to continue their position, they will need to be re-elected and follow the procedures for election. In the event that an officer position becomes vacant during a term, the Board of Directors must appoint an active member to serve on an interim basis until the next election period.
Florida JETAA members who wish to be officers must submit their names for consideration by February 15 of each year. In the event that no names are submitted, current officers or officials at the Consulate in Miami may nominate candidates. Candidates will be presented to the body of members by February 20 and voting will begin. Votes must be received by the current president via email or in writing by February 27. In the event that no votes are received or a tie occurs, the elected officers from the previous year will appoint new officers from among the candidates through discussion followed by a vote.
The month of March of each year will mark a time for former officers to transition newly elected officers into their positions and responsibilities. Newly elected officers will be required to sign up for the United State’s JETAA yahoo group.
Section Six: Regional Representation
Florida JETAA will also be represented throughout the state by regional chapters headed by regional representatives.
Selection of Regional Representatives:
The Board of Directors shall appoint regional representatives at the same time as the officers are elected. The Board of Directors will make appointment decisions based on a pool of volunteers from the region. Prior Regional representatives’ recommendations will also be taken in to consideration.
Regional Areas of Florida:
Florida regions include:
- Treasure Coast
- Ft. Meyers
Section Seven: Board of Directors
The Board of Directors consists of the elected officers and the immediate past president. Additional Board Members can be added by unanimous consent of all Board Members. Furthermore, any decision of the Board relating to the actions and management of Florida JETAA must be by majority vote. In the event of a tie, regional representatives are invited to vote to provide a tiebreaker. Should a tie still occur the JETAA USA Chapter Representative for the region will be invited to cast the deciding vote.
Section Eight: Meetings
Florida JETAA will hold a minimum of two business meetings per year with the Board of Directors to discuss chapter business. Meetings may be held in person, via phone, or over the internet.
Section Nine: Funding
Florida JETAA is funded by the Japanese Consulate of Miami, CLAIR, and MOFA which are all associated with the Japanese government. It is also funded by private donations.
Management of Assets:
Florida JETAA will maintain financial records detailing the expenditures of the organization throughout the fiscal year. The annual accounting period for which financial reports and returns will be based will be the fiscal year beginning on April 1 and ending on March 31.
Standard Operating Procedures
Section Ten: Duties of Elected Officials
In this section, the purview of each elected official shall be outlined.
President: The President shall attend the JETAA USA yearly conference and report important information back to the Board of Directors and members, vote on issues presented to the Board of Directors, act as a tie breaker in the event that the Board is unable to reach a majority decision, and represent Florida JETAA at a minimum of one (1) yearly event. The President will also work with the Secretary and Information Officer to create and distribute an annual report on the chapter’s activities to all FLJETAA members.
Vice-President: The Vice-President shall attend the JETAA USA yearly conference if the President is unable to attend and report important information back to the Board of Directors and members, vote on issues presented to the Board of Directors, and represent Florida JETAA at a minimum of one (1) yearly event.
Secretary: The Secretary shall keep minutes during Board meetings and disseminate information to all Board of Directors, maintain FLJETAA documents, vote on issues presented to the Board of Directors, and represent Florida JETAA at a minimum of one (1) yearly event. The Secretary will also collaborate with the President and Information Officer to create and distribute an annual report on the chapter’s activities to all FLJETAA members.
Treasurer: The Treasurer shall maintain the financial record of FLJETAA, be responsible for preparing end of the fiscal year reports, vote on issues presented to the Board of Directors, and represent Florida JETAA at a minimum of one (1) yearly event.
Information Officer: The Information Officer will collaborate with the Board of Directors, especially the Webmaster, and the JETAA community to maintain blog content and arrange for guest bloggers. They will also work with the Secretary and President to create and distribute an annual report on the chapter’s activities to all FLJETAA members.
Webmaster: The Webmaster will be responsible for maintaining and updating the FLJETAA website, voting on issues presented to the Board of Directors, and representing Florida JETAA at a minimum of one (1) yearly event.
Regional Representatives: Regional representatives/chapters are required to organize a minimum of one (1) event per calendar year in order to be considered active. Regional representatives must report the event attendance to the Board of Directors.
Section Eleven: Communication with Members
Issues discussed at business meetings will be reported in the chapter newsletter, email reports, Facebook, or the website. Members will be notified of business concerning chapter bylaws prior to ratification. General communication with the chapter members is conducted through an email list, blog, and website. Additional communication maybe provided through the newsletter and social networking sites such as Facebook and LinkedIn.
Section Twelve: Ratification by Board if Directors
Vice President __________________________
Information Officer __________N/A_____________
Past President __________________________