BY-LAWS
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.
- 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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