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BYLAWS OF THE
HAWAIIAN CIVIC CLUB OF HONOLULU
(Revised October 18, 2003, General Membership Meeting, Kamehameha Schools,
Elementary School Dining Hall)
ARTICLE I (Nominations)
SECTION 1. At the regular meeting of the Board of Directors in the third quarter
of the year, the President shall appoint, with the approval of the Board of Directors,
a nominating committee of three members. The nominating committee shall submit
the names of one or more nominees for each office at a regular meeting of the
membership in the last quarter of the year. Nominations from the floor may only
be made at this meeting. No member shall be nominated for President who has not
been an active member for one year prior to the nomination.
ARTICLE II (Elections)
SECTION I. The election of officers shall take place at a regular meeting of
the membership in the last quarter of the year.
SECTION II. Candidates for the various offices shall be voted for and the candidates
receiving a majority of all votes cast for the office shall be declared elected.
ARTICLE III (Officers)
SECTION I. The officers of the organization shall be President, Vice President,
Treasurer, Recording Secretary and Corresponding Secretary.
SECTION II An elective office shall be declared vacant by the Board of Directors
when the office holder fails to attend three consecutive board meetings, unless
the office holder is prevented from so doing for good and sufficient reason.
SECTION III. Written policies, duly approved by the Board, shall define the responsibilities
and operating procedures for each officer.
SECTION IV. Term of Office.
1. All duly elected officers shall serve a term of two years beginning on January
1 of the year following their election. In the event of a vacancy in the position
of President, the Vice President will assume the presidency. The term of office
will be for the unexpired term of the office.
2. All duly elected Board of Directors shall serve a term of two years beginning
on January 1 of the year following their election, except that for the initial
election in 2003, five of the nine directors shall be elected to serve for two
years and four will be elected to serve one year beginning January 2004. Thereafter,
all duty elected directors will serve a term of two years. This allows for staggered
terms of the Board of Directors to assure continuity on the Board of Directors.
In the event of a vacancy on the Board of Directors, the President, with the
approval of the Board will appoint a new Director to serve the unexpired term
of the vacancy.
ARTICLE IV (DUTIES OF OFFICERS)
SECTION I. PRESIDENT: The President shall preside at all meetings of the membership
and at all meetings of the Board of Directors and shall supervise the work and
activities of the organization and perform all other duties that pertain to this
office. The President shall not serve for more than two full terms.
SECTION II. VICE PRESIDENT. In the absence or the inability of the President
to perform his duties, the Vice President shall act and shall have the same authority
as the President.
SECTION III. TREASURER. The Treasurer shall collect and receive all funds paid
in and belonging to the organization, issuing a receipt therefore, and shall
deposit the same in the bank or banks approved by the Board of Directors and
shall disburse the same by order of said Board. The Treasurer's accounts and
books shall at all times be open for inspection by the Board of Directors, the
President, and any auditor or auditors names by the Board of Directors.
The Treasurer shall make a complete report to the Board of Directors concerning
all monies received and disbursed at each board meeting and shall submit in writing
a like report quarterly or upon request of the President or Board of Directors
and an annual report which shall be presented at a membership meeting of the
organization. The Treasurer shall deliver to his successor, when duly qualified,
all monies and property of the organization in his control or possession and
take a receipt for the same. The Treasurer, with the President or Vice President,
shall be authorized to sign all checks or drafts for the drawing of any amounts
deposited in the banks to the credit of the organization. Upon transfer of the
accounts to newly elected officers, the Treasurer will file the "authorized
signature" cards with the banks holding the monies of the organization.
The Treasurer will annually file the Domestic Nonprofit Corporation Annual Report
with the State of Hawaii, Dept of Commerce and Consumer Affairs, Business Registration
Division; and maintain the currency of the application for registration of the
trade name for the Holoku BallSM.
SECTION IV. RECORDING SECRETARY. The Recording Secretary shall take minutes of
the proceedings of all meetings of the membership and of the Board of Directors
and keep a true, correct and full record thereof. The Recording Secretary shall
hold office until his successor is duly qualified and shall deliver to the same
all books, papers, and other articles belonging to the organization as may be
in his possession.
SECTION V. CORRESPONDING SECRETARY. The Corresponding Secretary shall prepare
all correspondence approved by the President and shall read and file all communications,
documents and applications for membership and keep a full and complete record
of all members.
SECTION VI. BOARD OF DIRECTORS. The Board of Directors shall be composed of the
President, Vice President, Treasurer, Recording Secretary, Corresponding Secretary
and nine (9) directors elected from the membership. The immediate past president
shall also automatically become a member of the Board of Directors. These officers
and directors shall have authority to manage and control all of the affairs,
property and funds (except for the Scholarship Fund) of the organization, shall
authorize all expenditures and purchases by the organization and shall prescribe
rules regulating the affairs and conduct of the organization as are not described
by the Constitution and By-laws. It shall be their duty to carry out the purposes
of the organization according to its Constitution and shall admit members and
fill vacancies occurring in their own membership.
Seven (7) members of the Board shall constitute a quorum for the transaction
of business. The regular meetings of the Board of Directors shall be held no
less than every other month or on a monthly basis. Special meetings may be called
by the President.
Each of the nine members of the Board shall be appointed by the President to
chair
a committee and/or have responsibility for oversight of a segment of the club
membership, e.g., Lunalilo Home, Ali'i Sunday; Prince Kuhio Celebration, the
Oahu Council Quarterly Luncheon, Kamehameha Day Parade, Christmas Party, and
maintaining contact with club members. Oversight for these activities shall be
provided by the President.
ARTICLE V (Committees)
SECTION I. The President shall appoint the chairperson for the following standing
committees which shall consist of three or more members:
Finance
Membership
Government Relations
Aloha
Program Development
Scholarship
Holoku BallSM
Archival
Conventions and Awards
ARTICLE VI (Membership General)
SECTION I. All applicants for Life, Regular and Student Membership must be of
Hawaiian ancestry. Associate, non-voting membership may be conferred upon non-Hawaiian
spouses of members. Associate memberships may also be extended to non-Hawaiian
spouses of deceased members.
SECTION II. All applications for Life, Regular, Spouse or Student Membership
shall be submitted in writing and shall be referred to the Membership Committee
for recommendation to the Board of Directors. The Board of Directors shall formally
consider each application for membership. Approval of an application by a simple
majority of the Board shall be a prerequisite to membership.
ARTICLE VII (Honorary Members)
SECTION I. Honorary membership may be conferred by a two-thirds vote of the members
present at a general membership meeting and on the recommendation of the Board
of Directors, upon any person who has rendered unusual and especially valuable
service to the organization of the Hawaiian people.
SECTION II. Honorary Members shall be exempt from paying dues and shall enjoy
all rights and privileges of members, except the right to vote or hold office.
ARTICLE VIII (Life Members)
SECTION I. Application for Life Membership may be made by any person qualified
under Article VI. Such application shall be accompanied with a tender of the
Life Membership fee set by the Board of Directors. If admitted to Life Membership,
the person shall not be assessed any further annual dues and shall enjoy all
rights and privileges accorded regular members. There shall be no initiation
fee.
ARTICLE IX (Regular Members)
SECTION I. Application for Regular Membership may be made by any person qualified
under Article VI. There shall be a nominal initiation fee charged to cover costs
incurred by the club to provide new and returning members with materials relating
to the club. This fee shall be recommended by the Board of Directors to the clubs
general membership and must be ratified by two-thirds of the members present
at a regular meeting of the club. The proposed fee shall be circulated in writing
at a regular meeting of the club not less than 30 days before ratification. If
admitted to Regular Membership, a person shall pay annual dues as are provided
in Article XI.
SECTION II. A Regular Member shall be entitled to vote at all meetings of the
membership, to be nominated for, be elected to, and hold office, to serve on
committees to which he is appointed and to participate in all of the organizations
activities.
SECTION III. Special Members, so designated by the Board of Directors, are Regular
Members who are exempt from paying dues by reason of advanced age, illness or
indigence, significant and enduring contributions to the Club, or are unable
to continue paying dues. Any Member may propose any other Regular Member for
election to this status.
ARTICLE X (Student Members)
SECTION I. Application for Student Membership may be made by any person qualified
under Article VI who is a full time student at a recognized school or college.
There shall be no initiation fee. If admitted to Student Membership, a person
shall pay annual dues as are provided in ARTICLE XI. A Student Member shall be
entitled to vote at all meetings of the membership, to be nominated for, be elected
to, and hold office, to serve on committees to which he is appointed and to participate
in all of the organizations activities.
ARTICLE XI (Dues)
SECTION I. The amount of annual dues for Regular Members shall be established
by a two-thirds majority of the Clubs general membership in attendance
at a regular meeting, except that, if two Regular members are a husband and wife,
their dues, paid jointly, shall not exceed one and a half times the amount of
dues paid by one Regular member.
SECTION II. The annual dues for non-member spouses and student members shall
be set by the Board of Directors.
SECTION III. Annual dues shall be paid by January 1 of each year and any Regular
or Spouse member who shall be delinquent in the payment of dues as of February
1 shall be deemed to have forfeited said membership.
SECTION IV. A person admitted to membership during the last quarter of any year
shall be deemed to have paid his or her dues through the ensuing year.
ARTICLE XII (General Fund)
SECTION I. All monies (except monies constituting the Scholarship Fund) from
whatever source paid into the organization shall constitute its General Fund
and may be used to pay all claims and expenses of the organization as they are
incurred.
SECTION II. A Presidents Discretionary Fund, the amount of which shall
be approved by the Board, shall be established to fund unbudgeted items, events
and activities which the club president deems to be in keeping with the clubs
objectives.
SECTION III. The fiscal year of the organization shall begin on January 1 and
end on December 31 of each year.
SECTION IV. Annually, the Board of Directors will develop and approve a budget,
which shall be presented to the general membership for information. The Treasurer
will provide an annual report of receipts and expenditures at a general membership
meeting.
ARTICLE XIII (Scholarship Fund)
SECTION I. PURPOSE. There shall be a Scholarship Fund devoted to scholarships
granted for post-high school education for people of Hawaiian ancestry.
1. The monies constituting the Scholarship Fund shall be administered in a Special
Account(s) separate and distinct from the general fund, as provided hereafter.
2. All monies and assets of the Scholarship Fund shall be used exclusively for
granting scholarships.
SECTION II. TRUSTEES. The Scholarship Fund shall be administered by three Trustees
appointed by the President with the approval of the Board of Directors. The Trustees
shall function autonomously of the Board and shall not serve as either an Officer
or a Director on the Board.
1. The Trustees shall serve a minimum term of three years or until their successors
are duly appointed and confirmed.
2. The Trustees shall be responsible for the management and control of all funds,
assets and other property constituting the Scholarship Fund. If required to do
so by a majority vote of the Board of Directors, each Trustee shall execute and
file a bond in the sum required by the board.
SECTION III. SCHOLARSHIP GRANTS. The Trustees shall annually make available all
the interest and dividend earnings less expenses of the scholarship fund accounts
as of December 31 of each year, and up to 90% of the income of scholarship fundraisers
of the previous year.
SECTION IV. RECORDS AND REPORTS. The Trustees shall keep a permanent record of
all receipts, disbursements and other transactions on account of said fund and
shall annually make a written report of all receipts, disbursements and investment
activities of the Scholarship Fund account to the Board of Directors. Such report
will be due to the HCCH Board of Directors no later than January 31st covering
the previous calendar year.
SECTION V. EXPENDITURES AND WITHDRAWALS. All expenditures or withdrawals from
the fund shall be made only by specific written authorization of at least two
Trustees.
SECTION VI SCHOLARSHIPS
Eligibility: Any person of Hawaiian ancestry is eligible to apply for a scholarship
grant.
Amount of Awards: The awards categories and category amounts shall be determined
by the Board of Directors on recommendation of the Scholarship Committee and
in consideration of the monies made available by the Trustees for awards. The
amount of the Chalmers Award shall be calculated and determined by the Trustees
based on dividends and income earned from the Chalmers endowment.
Application for a scholarship grant shall be made in accordance with the application
procedures established by the Scholarship Committee. All applications shall be
submitted by a deadline determined by the Scholarship Committee.
Awarding of Scholarships: The Scholarship Committee shall consider all applications
and select those to be awarded scholarship grants. The names of those selected
and the recommended awards shall be transmitted to the Board of Directors for
approval, prior to the awarding of the grants.
Disbursement of Scholarship Funds: The Chair of the Scholarship Committee shall
transmit the approved list of awardees with all applicable information to the
Trustees for disbursement of scholarship funds.
SECTION VII. ROLES AND RESPONSIBILITIES
Board of Directors. The President and the Board of Directors shall be responsible
for the following:
The President, with the approval of the Board of Directors, will appoint the
Chairperson of the Scholarship Committee and the three Trustees to administer
the Scholarship Fund. The Chairperson of the Scholarship Committee shall serve
for the term designated by the President.
Approve policies and procedures governing the Scholarship Program, to include
a budget to operate the Scholarship Committee activities, and acting upon (approving)
the recommendation of the Scholarship Committee regarding the amount of scholarship
grants and those to be granted scholarships. Such amounts granted shall not exceed
the scholarship funds made available by the Scholarship Fund trustees.
The President, with the approval of the Board of Directors, will appoint the
Chairperson of the Holoku BallSM Committee, and act upon the recommendation of
the Holoku BallSM Committee regarding its proposed budget, place, date, theme,
honorees, and cost of tickets, as delegated by the Scholarship Trustees
Scholarship Committee.
The Scholarship Committee shall be responsible for developing the procedures
for solicitation of applications; determining eligibility of applicants; ranking
and rating of applicants; and submitting a list of the names of those it selected
for awards and the recommended scholarship award to the Board of Directors.
Upon approval of the awards, the Scholarship Committee Chairperson shall transmit
to the Chair of the Scholarship Fund Trustees a listing of awardees, to include
their name, address, school and address, and amount of award. The committee shall
also retain pertinent records for a period of five years from the date of the
scholarship award.
The committee is responsible for ensuring timely delivery of awards, to recipients
and monitoring and return of scholarship funds to HCCH Scholarship Fund Trustees
if recipients are determined to be ineligible.
The committee shall also retain pertinent records for a period of five years
from the date of the scholarship award, and shall make an annual written report
to the Board of Directors. The report will consist of the following information:
Criteria used to determine eligibility for awards; criteria used to determine
award amounts; total number of applications received; total number of scholarships
granted; award amounts granted by category; scholarship funds available versus
scholarship funds awarded. The report will be due not later than 30 October of
each year. A copy of the report will be forwarded to the Scholarship Fund Trustees
by the President.
The Scholarship Fund Trustees shall be responsible for the following:
Manage and control all funds, assets and other property constituting the Scholarship
Fund.
Annually make available all the interest and dividend earnings less expenses
of the scholarship fund accounts as of December 31 of each year, and up to 90%
of the income of scholarship fundraisers of the previous year.
Keep a permanent record of all receipts, disbursements and other transactions
on account of said fund.
Annually, make a written report to the Board of Directors of (1) all receipts
and disbursements; and (2) the investment activities of the Scholarship Fund
account.
Annually, advise the HCCH Board of Directors and Scholarship Committee of the
monies available for awards.
Disburse funds for scholarship awards approved by the Board of Directors. All
other expenditures or withdrawals from the fund shall be made only by specific
written authorization of at least two Trustees.
4. The Holoku BallSM Committee shall be responsible for:
Raising funds for the Scholarship Fund and to support the activities of the Scholarship
Committee
Administering all activities of the Holoku BallSM. Recommending to the Board of
Directors a proposed budget, ticket prices, the date, the theme, the honorees,
and the location of the Ball, for approval by the Board of Directors (who act
on delegation by the Scholarship Trustees).
Providing reports as directed by the Board of Directors on the status of the
Holoku BallSM budget and activities.
Providing a finalized report of all receipts and expenditures to the Board of
Directors and to the Scholarship Fund Trustees, and transfer all net income from
the Holoku BallSM to the Scholarship Fund Trustees no later than 120 days after
the date of the Holoku BallSM.
SECTION VIII. In case of termination of this scholarship fund, all assets are
to be distributed solely to an educational organization which qualifies under
Section 501(c)(3) of the Internal Revenue Code of 1966.
Article XIV (Order of Business)
SECTION I. The following shall constitute the order of business of the organization
Pule
Call to Order
Roll Call of Officers
Reading or circulation of Minutes of Previous Meeting
Report of Corresponding Secretarys Report
Reading of Treasurers Report
Reading of Reports of Committees
Presidents Report
Election of Officers and Directors, when applicable, at an annual meeting of
the general membership
Unfinished Business
New Business
Announcements
Closing Pule
Adjournment
ARTICLE XV (Amendments)
The Constitution and By-Laws of the organization may be amended by a two-thirds
vote of the members at a regular meeting of the membership, such amendment having
been presented in writing at a previous regular meeting of the membership.
ARTICLE XVI (Rules of Order)
The rules of order contained in the latest edition of the publication Roberts
Rules of Order shall govern the deliberations of the organization in all
cases to which they are applicable and in which they do not conflict with the
By-Laws of the organization.
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