Tokyo PC Users Group Bylaws

THE BYLAWS OF THE CONSTITUTION OF THE TOKYO PC USERS GROUP

I: MEMBERSHIP, DUES & OTHER FEES

Any application for new membership may be rejected for due cause at the discretion of the Executive Board.
Dues shall be paid or refunded as follows:
1. New Members – Payable with membership application. Refundable in full if application is denied or upon written request of the new Members, provided the written request is received within 30 days of the membership application.
2. Renewal Members – Payable within the first 21 days of the anniversary date of the Member's membership Year. Non-payment within this time will result in suspension of membership until the delinquent Member pays the full annual renewal dues.
3. All Members – Dues may be refunded in certain circumstances (such as unavoidable absence in excess of 6 months) at the discretion of the Executive Board if the Member makes such a demand in writing as early as is reasonable.
Dues shall be assessed as follows:
1. New Full Member: Yearly dues at ¥8,000 or ¥5,000 depending upon Option selected, payable at the time of joining. Option One is ¥8,000 annually. Member is entitled to free attendance to monthly meetings and a 30% discount on workshop and other special events. Member also gets 50% off the guest price for the first guest brought to a monthly meeting (you can bring more than one guest, but the others pay the full price). Option Two is ¥5,000 annually, The member pays half price for the monthly meetings, no discount for guests and only 10% off workshop or other special event costs.
2. Renewal Full Member: payable in advance on the Member's anniversary date.
3. Company Member: Yen 25,000 for the membership.
4. The Financial Year shall be from 1 November to 31 October of the succeeding year.
Guest: Non-members attending to any meeting may be charged a fee of ¥1,000 to attend. Up to two such fees may be credited towards a full membership.
Any matters concerning dues which are not directly addressed by the Constitution or these Bylaws shall be left to the discretion of the Executive Board.
A Member may be expelled by a two-thirds vote of the Executive Board.

II: DUTIES OF OFFICERS

PRESIDENT – The President shall be the chief executive officer of the Group and shall, in general, promote the welfare and interests of the organization.
VICE-PRESIDENT – The Vice-President shall share the duties and responsibilities of the President and shall coordinate with the committees.
TREASURER – The treasurer shall collect and disburse funds, keep financial records, present regular reports on the Group's finances to the Executive Board and report to the Annual General Meeting on the financial condition of TPC. In addition, the Treasurer shall prepare an annual budget with the assistance of the appropriate committees for approval by the Executive Board.
PROGRAM DIRECTOR – Program Director shall plan and organize monthly general meeting presentations which are in line with the objectives of the TPC.
WEBMASTER – The Webmaster will be responsible for maintaining the TPC's online presence.
PUBLICITY OFFICER – The publicity officer shall be responsible for sending out the monthly meeting announcements and promoting and maintaining the public profile of the club.
SIG COORDINATOR – The SIG Coordinator shall be responsible for building and coordinating the TPC's Special Interest Groups.
WORKSHOP COORDINATOR – The Workshop Coordinator shall be responsible for building and coordinating the TPC's program of workshops.
Not all of the appointed posts need be filled. At the discretion of the elected officers, any one person may be designated to more than one position.

III: GROUP MEETINGS

Tokyo PC shall hold a general meeting at least one a month. The meetings shall include activities or presentations which advance TPC objectives as arranged under the direction of the Executive Board.
The Executive Board shall meet separately from time to time as required to conduct the affairs of TPC. Participation in Executive Board Meetings by those not on the Board is solely at the discretion of the Board.
The approved Executive Board minutes shall be made available to members.

IV: COMMITTEES

Participation in committee activities is encouraged and is recognized as an essential contribution to the success of TPC.
Individual committees shall be established or disbanded by a majority vote of the Executive Board.
The President shall appoint committee heads.
Committees shall make recommendations on courses of action to the Executive Board which will decide on and implement any action to be taken or direct that the appropriate committee do so.

V: FINANCES

The Treasurer shall maintain a bank account for the club funds.
All disbursements must be under Executive Board approved budgets or specifically approved by the Executive Board.
The Treasurer shall maintain adequate records of all financial transactions which are subject to an audit at the discretion of the executive board.
No member can commit club funds in excess of ¥10,000 without prior written approval of two elected officers. Approval must be detailed in writing and posted to the other execs by one of the approving officers.

VI: AMENDMENTS

These Bylaws may be amended as follows:

By General Membership
1. Any Member may propose an amendment at any general meeting or at the Annual General Meeting.
2. A vote shall be taken at the next general meeting subsequent to the meeting at which the amendment was proposed and all Members shall be notified of the proposed amendment in advance of the meeting at which the vote will be taken.
3. An amendment shall become effective upon its ratification by a majority vote of the voting members at the general meeting.
By the Executive Board
1. The Executive Board may change the Bylaws at a regular Executive Board meeting by a two-thirds vote of the voting members of the Executive Board.
2. The general membership shall be informed of the change at the next general meeting.