Olympia
Area Chinese Association By-Laws
ARTICLE I - NAME
1.1. Beginning
September 1, 2014 this organization shall be known as the OLYMPIA AREA CHINESE
ASSOCIATION (OACA), hereafter referred to as the Association. Upon the use of
the new name, the organization's previous name, Olympia Area Chinese Fellowship,
shall cease to be used.
1.2.The Association is
and shall be a non-profit and non-partisan organization.
ARTICLE II - MISSION
AND OBJECTIVES
2.1
The
mission of the Association is to support the area's Chinese community in
preserving Chinese cultural traditions and to promote cultural exchanges between
the Chinese community and the local Olympia area community.
2.2
Objectives
2.2.1
Provide
for the learning of Chinese language and culture
2.2.2
Provide
networking opportunities for members
2.2.3
Conduct
celebration events for major traditional Chinese holidays
2.2.4
Promote
and support cultural exchanges between the Chinese culture and other cultures.
ARTICLE III - MEMBERSHIP
3.1
A
member of the Association shall be an individual, a family, a business or an
organization upholding the objectives of the Association.
3.2
The
membership of the Association shall consist of Individual Members, Family
Members, Business Members and Honorable Members.
3.2.1
Individual
Member: An individual member shall be an individual 18 years of age or older,
residing in the State of Washington. Each individual member shall have the
right to one vote.
3.2.2
Family
Member: A family member shall consist of parents and their children, residing
in the State of Washington. Each parent shall have the right to one vote.
3.2.3
Business
Member: A business member shall consist of a commercial enterprise or
establishment, such as a restaurant, a store, a firm, a factory, etc. doing
business in the State of Washington. Each business membership shall have the
right to one vote by the owners or the corporate chief executive officer (CEO).
3.2.4
Honorable
Member: The Executive Board, upon recommendation from the Nomination Committee,
may bestow Honorable membership to any former (or current) member who has made
significant contribution to this Association. An honorable membership is a life-time
membership.
ARTICLE IV - MEMBERSHIP DUES
4.1 An annual
membership due is required of all members except Honorable Members.
4.2 Annual year is
from January 1 to December 31.
4.3 Fiscal year is
from July 1 to June 30.
4.4 A new member
joining the Association after June 30 will have the membership fee waived for
the year.
4.5 Annual membership
due rates shall be set by the Executive Board according to projected budget
needs.
4.6 The Executive
Board can set varying membership due rates based on membership type as defined
in Article III.
4.7 All membership due
rates shall be posted on the Association's website and, where applicable, be
printed in the Association's brochure.
ARTICLE V -
EXECUTIVE BOARD
5.1
The
governing authority of the Association shall be vested with the Executive Board.
5.2
The Executive Board of the Association shall consist of the President; First Vice President/Administration; Vice President/Education; Treasurer; Secretary. The line of presidential succession shall follow the order of: First Vice President/Administration, Vice President/Education, Treasurer and Secretary.
5.3
The
immediate past president shall serve as the chairperson of the Nominations
Committee.
5.4
The
terms of office of the Executive Board shall be two years. The terms of the
officers shall commence on the 1st of the month following the Annual
General Meeting at which they are elected. The President shall not serve
consecutive terms.
5.4.1
When
an Executive Board vacancy occurs, the President shall immediately appoint an
Association member to fill the vacancy until the Annual General Meeting. Such
appointment shall have approval of the Executive Board.
5.5 The Executive
Board may make administrative decisions regarding matters not covered by these
bylaws.
5.6 The members of the immediate past Executive Board are
expected to be the advisors of their successor's position during the transition.
ARTICLE VI - NOMINATION AND ELECTION OF OFFICERS
6.1 Election of executive officers shall occur at the
first Annual General Meeting of each 2-year term of the current Executive
Board.
6.2 Candidates for the
executive officer positions shall be nominated by the Nominations Committee of
the Association, or volunteered by the members. Candidates shall be members of
the Association and in good standing.
6.3 Election of
officers will be made with reference to specific positions. Elected Board
members at their own consensus may shift positions.
ARTICLE VII - DUTIES OF EXECUTIVE BOARD AND PRINCIPALS
7.1
The
PRESIDENT shall:
7.1.1
Preside
over all Association and Executive Board meetings.
7.1.2
Administer
the businesses of the Association.
7.1.3
Represent
the Association in all matters.
7.1.4
Cosign
checks issued by the Treasurer.
7.1.5
Appoint,
with the approval of the Executive Board, an auditor to audit the financial
records of the Association before the Annual General Meeting.
7.1.6
Oversee
the association's website management.
7.2
The
FIRST VICE PRESIDENT/ADMINISTRATION shall:
7.2.1
Assist
the President in all businesses of the Association.
7.2.2
Become
Acting President during any temporary absence of the President.
7.2.3
Succeed
to the Presidency if that office becomes vacant during the term for any reason.
7.2.4
Represent
the Association at the request of the President.
7.2.5
Cosign
checks in the absence of the President.
7.2.6
Lead
in planning and program development of the Association to fulfill its
objectives.
7.2.7
Chair the
Community Outreach Committee to organize community programs to be
presented at the bimonthly Executive Board and Association meetings for the
benefits of the members and their families.
7.2.8
Prepare
final draft of by-law changes/amendments as approved by the Board. Update and
revise By-law changes as adopted by members.
7.2.9
Initiate
newsletters and announcements of the Association.
7.2.10
Be
historian in developing and keeping records of the Association.
7.2.11
Promote
membership.
7.2.12
Plan
and coordinate all fund raising activities.
7.3
The
VICE PRESIDENT/EDUCATION shall:
7.3.1
Be
responsible for developing and implementing the short and long term educational
goals of the Association.
7.3.2
Act
as Chairperson for the Education Committee.
7.3.3
Cosign
checks in the absence of the President.
7.3.4
Act
as liaison between the Association and School facility regarding contracts,
rentals, agreements, etc.
7.3.5
Perform
the following duties in coordination with the Principal and Vice Principal:
7.3.5.1
Review
proposed school budget and submit recommended changes before commencement of
school.
7.3.5.2
Hold
parents-teachers meetings and other functions to promote better understanding
and relationship.
7.4
The
TREASURER shall:
7.4.1
Be
responsible for all moneys, which shall be deposited in a federally insured
banking institution in the name of the Association.
7.4.2
Pay
all accounts by checks, which shall be supported by vouchers authorized by the
President or First Vice President/Administration. The checks shall be signed by
the Treasurer and the President or other board member.
7.4.3
Keep
books current and properly reconciled and balanced according to up-to-date bank
statements.
7.4.4
Produce
books and vouchers for audit before the Annual General Meeting, and whenever
requested by the Association.
7.4.5
Give
financial reports at meetings.
7.5
The
SECRETARY shall:
7.5.1
Keep
accurate records of all meetings.
7.5.2
Cosign
checks in the absence of the President.
7.5.3
Prepare
minutes of all board meetings and should be made available to the Association
member upon request.
7.5.4
Distribute
correspondence, newsletters and announcements.
7.5.5
Keep
an up-to-date inventory of all Association property.
7.5.6
Responsible
for collecting membership dues and donations for transfer to the Treasurer.
7.5.7
Assist
the Principal and Vice Principal in operating the school.
7.6
The
PRINCIPAL and VICE PRINCIPAL shall be appointed by the Executive Board and not
be part of the Executive Board. The PRINCIPAL and
VICE PRINCIPAL can be paid positions. The Vice Principal shall assist the
Principal in all school functions. The PRINCIPAL/VICE PRINCIPAL can serve
multiple two-year terms until she/he resigns. The resignation request must be
written and given to the Executive Board TWO (2) months before leaving the
position so the board has time to find a replacement. Any member can apply for
the principal or vice principal position. The application request for the principal
position must be submitted in writing to the Executive Board. The board will
make the final decision. The elected principal can appoint the vice principal
and notify the board. In order for the school to provide the best service, the
Executive Board can decide to terminate the PRINCIPAL based on the PRINCIPAL's
performance. The
Principal shall:
7.6.1
Operate
the Chinese School to carry out the educational and cultural goals of the
Association.
7.6.2
Propose, prior to
each new school year, to the Education Committee regarding type and number of
classes, curriculum, textbooks, school schedule and other important matters.
7.6.3
Establish
and oversee school procedures for registration, purchasing, etc.
7.6.4
Prepare
a budget for the next school year and submit to the Execute Board 30 calendar
days before the commencement of the new school year.
7.6.5
Recruit
and train teachers; Coordinate student placement.
7.6.6
Review
proposed school budget and submit recommended changes within 30 calendar days
after commencing a school year.
7.6.7
Coordinate
extracurricular activities with other Chinese schools, councils, and other
educational institutions of mutual interests.
7.6.8
Represent
the School at meetings of other school associations as necessary.
ARTICLE VIII - MEETINGS
8.1
ANNUAL
GENERAL MEETING- The Annual General Meeting of the Association shall be held at
the end of the school year. Notification of the meeting shall be mailed to all
members 20 days before the meeting date.
8.1.1
The
business to be conducted at the Annual General Meeting shall include but not
limited to at least the followings: officers' reports, committee reports, bylaw
changes, and election of officers.
8.2
EXECUTIVE
BOARD MEETING - The Executive Board shall meet at least once every two months.
8.2.1
Special
meetings may be called as required by the President, or by three or more
Executive Board members.
8.2.2
A
quorum for all Executive Board meetings shall consist of at least the President
or Vice President and two other officers.
8.2.3
All
Executive Board meetings shall be limited to about two hours and the order of
business shall be as follows:
1.
Roll Call
2.
Minutes
3.
Officers' Reports
4. Old
Business
5. New
Business
6.
General
7.
Adjournment
8.2.4
Executive
Board meetings are open meetings. Members having business to discuss or wishing
to gain a better understanding of the functioning of the Association are
welcome to attend. Members wishing to speak before the Executive Board must be
recognized by the President before speaking.
8.2.5
Only
Executive Board members are entitled to vote on motions brought before the
Executive Board.
ARTICLE IX - COMMITTEES
9.1
Nomination
of the Executive Board and all committee candidates should best represent the
diverse background of the Association members.
9.2
Unless
otherwise specified, the Executive Board will appoint the committee
chairpersons. Each committee chairperson shall recommend committee members for
the Executive Board approval.
9.3
Executive
Board Nominations/Elections Committee shall include the immediate past
president, or a past president as the Chairperson of the Committee.
9.3.1
Secure
the names of interested and qualified members to hold Executive Board
positions.
9.3.2
The
Committee shall submit to the Executive Board recommended candidates for the
Executive Board-Elect at least one month before the Annual General Meeting.
9.3.3
The
Committee shall organize and conduct the election.
9.4
Education
Committee Shall:
9.4.1
Consist
of Vice President/Education, Chinese School Principal,
Chinese School Vice Principal, and six parents of Chinese School
students. The Vice President/Education shall chair the Committee.
9.4.2
Be responsible with the
following duties:
9.4.2.1
Review and make
decisions on proposals regarding school administration brought forth by the
Principal. Such proposals include, but are not limited to, type and number of
classes, curriculum, textbooks, and school schedule.
9.4.2.2
Maintain
discipline at Chinese School.
9.4.2.3
Obtain
and keep record of school supplies, equipment, teaching materials, etc.
necessary for operating the Chinese School.
9.4.2.4
Process
enrollment and registration.
9.4.2.5
Administrate
all school correspondences, mailing, and submitting bills to the Treasurer for
timely payment.
9.5
Chinese
New Year Celebration Committee shall:
9.5.1
Consist
of a Board Member, teachers and parents. The Board Member shall chair the
committee and involve as many teachers, parents, and members as possible.
9.5.2
Plan
and Organize the Chinese New Year Celebration.
9.6 Community Outreach Committee
9.6.1 Consist of at least 7 volunteer members. The Committee
shall be chaired by the First Vice President/Administration.
9.6.2 Volunteer members of the Committee have no term
limits.
9.6.3 The Committee shall assist the Executive Board in the
following duties:
9.6.3.1 Plan, direct and operate the fundraising activities of
the Association.
9.6.3.2 Initiate contact and develop relationship with other
community organizations.
9.6.3.3 Recruit new members and maintain membership
volunteer/specialty records.
9.6.3.4 Organize volunteer groups in the Association to assist
new members settle in as needed.
9.6.3.5 Assist member families with adopted child (ren) from
China as needed.
9.6.3.6 Maintain the Association website to provide most
updated information about the Association and the School.
9.6.3.7 Organize food drives for organizations in the
community that help the needy during holiday seasons.
9.7 Special and Ad Hoc
Committees: the Executive Board may, at its discretion, appoint committees as
are necessary to fulfill the objectives of the Association.
ARTICLE X - Internet Website
10.1
The Association
shall retain an internet website to facilitate the connection with members and
communities.
10.2
The Association's current website address is: www.olympiachinese.org.
10.3
The Association
website shall be managed by a web technician who is a volunteer or a paid
contractor.
10.4
The web technician
is responsible for constructing, and updating the website such that the site is
secured and the information is accurate and easy to access. At the end of the
agreed term, the web technician is responsible for a smooth and comprehensive
transition to his/her successor.
10.5
The selection,
hiring, fee compensation, and termination of the web technician are subject to
the Executive Board's approval and determination.
ARTICLE XI - BYLAW AMENDMENTS
11.1
Proposed
changes or amendments to these Bylaws may be made at the Annual General Meeting
by a majority vote of the members present and absentee votes. In case of a tie,
the tie shall be broken by calling for a vote by the members present.
11.2
Proposed
changes or amendments to these Bylaws may also be made at any time during the
year at a special Membership Meeting of the Association upon a majority vote of
two-thirds of the members present, providing at least one-third of the total
Association members are present.
11.3
Proposed
changes or amendments to the Bylaws must be prepared by the by-law committee or
sponsored by at least three members and submitted to the Executive Board for
consideration and approval 30 days prior to the Annual or Special General
Meeting.
11.4
All
approved Bylaw changes or amendments shall be in effect from the date of
adoption of the by-laws.
ARTICLE XII - Association Dissolution
12.1
Per IRS
guidelines, upon dissolution of the Association any remaining funds in the
Association accounts and other assets will be donated to a non-profit or church
associated with the Association and its members to be used for an "exempt
purpose".
12.2
The final decision
will be made by the Executive Board with input from Association members.