Tokyo PC Users Group
Constitution and Bylaws
As approved by the membership at the annual general meeting, October 3, 2002.
The Constitution of
The Tokyo PC Users Group
The name of the organization shall be the "Tokyo PC Users Group"
hereinafter called the 'TPC'.
The objectives of Tokyo PC shall be:
- To provide a both online and offline forum where individuals who have
an interest in personal computing can meet and exchange information.
- To improve and foster the knowledge of members about
computers and computer applications.
- A Member shall be an individual in good standing as required
by the articles of this Constitution and the applicable Bylaws.
Membership shall be available to all individuals and
companies interested in promoting the objectives of TPC.
- Categories of Membership shall be as follows:
- Associate. (A member of a household which has at least
one current Full Member.)
- Student. (An individual under age 25 enrolled full time
at a school or college.)
- Honorary. (An individual granted Membership by a
majority vote of the Executive Board. The term of the
Honorary Membership shall be at the discretion of the
- Company. (A company engaged in business in Japan.
The company may designate up to three of its employees
to participate in TPC activities. Membership under the
company category will be fully transferable among employees
of the company holding the membership.)
- Newsletter only. Receives the monthly TPC newsletter.
- All Membership categories except for Company, Honorary and
Newsletter only shall have full voting privileges. A Company
Membership shall entitle the company to only one vote, to be
exercised by the designated company representative. An
Honorary Member may also hold Full or Associate Membership
status simultaneously should full voting privileges be
- The Membership Year shall be 12 months starting from the 1st
of the month (called the anniversary date) in which the
individual joins and terminating on the last day of the
preceding month one year later.
- Subject to the conditions specified in the bylaws,
nonmembers may participate in designated TPC activities
and avail themselves of selected services provided by TPC.
- The officers of Tokyo PC shall be the President, the Vice-President,
and the Treasurer. The term of office shall be
from 1 November to 31 October of the following year. An
elected term shall not exceed one year, but any officer may
serve more than one term consecutively if reelected
according to provisions of this Constitution.
- The Executive Board shall consist of the officers, the
appointed positions listed in Section 4, and the immediate
past president, acting as an ex officio member. The
Executive Board shall conduct the affairs of TPC and
act in its name. A quorum shall consist of two elected
officers and two appointed officers.
- The Executive Board shall fill any vacancies among the
officers that may occur during the Membership term.
- The Executive officers shall appoint a Membership Secretary,
Webmaster, Newsletter Editor, Newsletter Publisher,
Publicity Officer, Programs Director, Reviews Editor,
SIG Coordinator and Workshop Coordinator.
- The Executive Board shall create and disband committees and
appointed positions as it deems necessary in order to fulfill
the objectives of the TPC or assist its operations.
- All actions taken by the Executive Board are subject to
challenge by any voting member at any general meeting of
members and may be overturned by a two-thirds vote of voting
- All members of the Executive Board as defined in Sections 1, 4
and 5 of this Article shall have a vote. All others attending
Executive Board meetings shall not have a vote. Those who are
absent may give their written proxy to any Member of The TPC who
is attending, as long as no Member holds more than one proxy.
- TPC shall hold an Annual General Meeting in October
each year, coinciding with the regular general meeting, for
the business of electing officers, and consideration of any
other matters as necessary. All Members shall receive due
notice of the meeting.
- If, in the opinion of the Executive Board, it is not
possible to hold the Annual General Meeting in October, then
it shall be held as soon as possible thereafter and shall be
deemed to have been held in October.
- At any time, a Voting Member with written authority from
another Member may act as proxy for that one other Member
- At any time, Voting Members may send to the President their
written proxies specifying their votes if they cannot attend
a meeting. Such proxy votes received before the meeting is
held will be counted as if the Voting Member were in
attendance and voting in person.
- The TPC is a non-profit organization. However, it may accept
donations from businesses, associations, or agencies which
may wish to further the Group's objectives. Such contributions
shall not be binding in any way upon any aspect of The TPC's
activities or operations.
- Membership fees shall be assigned in the Bylaws.
Ten percent of the Voting Members, by petition to the Executive Board,
may call for the dissolution of The TPC. Due notice shall be given to all
Members within three weeks of receipt of the petition. To become effective,
the proposal must be approved by a two-thirds vote of all Voting Members
of The TPC present at a General Meeting to be held within three months of
receipt of the petition.
Matters required by the articles to this Constitution and any
other procedural matters shall be set forth in the
form part of this document.
The Executive Board, or five percent of the Voting Members, by
petition to the Executive Board, may propose amendments to this
Constitution which shall be distributed to the Members before any
general meeting and voted upon at the subsequent general meeting.
All Members shall be notified of the proposed amendment in
advance of the meeting at which the vote will be taken. An
amendment shall become effective if approved by a two-thirds
majority of the total votes cast by voting Members present at any
general Meeting and Members voting by proxy. The Members present
shall constitute a quorum.
THE BYLAWS OF THE CONSTITUTION OF
THE TOKYO PC USERS GROUP
- 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:
- New Members - Payable with membership application
together with full initiation fee. 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.
- 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.
- 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
- Dues shall be assessed as follows:
- New Full Member: Yearly dues of Yen 10,000, payable at
the time of joining.
- Renewal Full Member: Yen 10,000 for the succeeding
Membership Year, payable in advance on the Member's
- Associate Member: Yen 5,000 payable in advance if Full
is a member in good standing.
- Renewal Associate Member: Yen 5,000 as long as the Full
Member is in good standing with the club.
- New Student Member: Yen 5,000 payable in advance.
- Renewal Student Member: Yen 5,000 for the succeeding
Membership year, payable in advance.
- Company Member: Yen 25,000 for the membership.
- Newsletter Only Member: Yen 6,000 for a one year
- Renewal BBS Only Member: Yen 4,000 for the succeeding
Membership year, payable in advance.
- 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 Yen 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
- 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.
- NEWSLETTER PUBLISHER - The Publisher shall be responsible for the
timely production of a monthly newsletter and any
publications required by Tokyo PC.
- NEWSLETTER EDITOR - The Newsletter Editor shall be
responsible for the timely preparation of materials for the
monthly newsletter and of other materials as needed.
- 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
- 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.
- 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
- Participation in committee activities is encouraged and is
recognized as an essential contribution to the success of
- 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.
- The Treasurer shall maintain a bank account for the club
- 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 10,000yen without
prior written approval of two elected officers. Approval must
be detailed in writing and posted in the exec lounge newsgroup
by one of the approving officers.
- The Nominations Committee shall consist of active members who are
not candidates for office.
- The Nominations Committee shall solicit from the Members and
prepare a slate of nominees for each office. If
after requesting volunteers for office, two cannot be found,
one nominee will suffice.
- A ballot listing all nominees and including space for write-in
candidates shall be distributed to each Voting Member present
at the Annual General Meeting.
- Voting for officers shall be by secret ballot at the Annual
General Meeting and shall be administered, counted, and
verified by the Nominations Committee, the Head of which
will announce the results to the General Membership at the
- All ballots are to be destroyed after the results have been
verified to the satisfaction of all Nomination Committee
- In the event of a tie vote, the Head of the Nomination
Committee shall cast the deciding ballot by lot.
These Bylaws may be amended as follows:
- By General Membership
- Any Member may propose an amendment at any general
meeting or at the Annual General Meeting.
- 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.
- An amendment shall become effective upon its
ratification by a majority vote of the voting members
at the general meeting.
- By the Executive Board
- 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.
- The general membership shall be informed of the change
at the next general meeting.
The rules contained in Robert's Rules of Order, Newly Revised,
shall govern the club in all cases not covered by the
Constitution or the Bylaws.
Tokyo PC Users Group,
Post Office Box 103,
Shibuya-Ku, Tokyo 150-8691, JAPAN