Introduction | Bylaws | Directors

 

BYLAWS OF THE CONEJO CHINESE CULTURAL ASSOCIATION

(Amended on June 29, 2010)

I. Name

The name of this organization is Conejo Chinese Cultural Association (CCCA). In Chinese:

康谷中華文化協會

II. Objectives

The objective of CCCA is to engage in activities that will contribute to the well-being of the local Chinese-American community. Specifically, CCCA was created to:

A. Organize and sponsor educational, cultural, and recreational activities, and provide selected social services to its members.

B. Provide sustained instruction and training to its members and families in order to enhance awareness and appreciation of Chinese culture and language.

C. Promote and participate in cultural exchanges and civic activities representing the local Chinese-American community.

III. Policy

CCCA shall be a non-profit, non-political, non-sectarian, non-religious, and non-discriminatory organization. In carrying out the above objectives, the CCCA shall exclude no person from service because of race, age, sex, color, or creed, and shall not permit any segregation of those who serve because of any such factors.

IV. Organization

CCCA is organized to carry out its objectives. It consists of members, the Board of Directors, and an affiliate, the Thousand Oaks Chinese School (TOCS).

A. Members Membership is based on each family as a unit. In all elections with the exception of TOCS Principal election, one vote is given per membership.

1. General members:

a. Individuals who are 18 years of age or above and who pay an annual membership fee.
b. Parents of registered Thousand Oaks Chinese School (TOCS) students under 18 year of age, who pay the annual membership fee in the year of registration.

2. Lifetime members:

a. Lifetime membership is given to any general member who is 18 years of age and/or above and who has paid a lifetime membership fee.

B. Board of Directors

1. Duties of the Board are to:

a. Oversee CCCA operation in accordance with the bylaws.
b.
Support the officers to carry out CCCA activities.

2. Qualifications:

a.
Directors are elected by voting members each year. Nominees must have served at least one year as a voting member. There are twenty one (21) Directors on the Board, including five reserved seats for the last and current Chinese School (TOCS) Principals, the last and current Chairpersons of the Parents Volunteer Association, and the last President of CCCA.
b.
Two Honorary Directors can be appointed by the Board of Directors each year from the former Presidents of CCCA and the former Principals of TOCS.
c.
Additional Honorary Directors can be invited by the Board of Directors from local (Conejo Valley) Chinese associations or clubs.
d.
Honorary Directors who serve as advisors to CCCA are not eligible to vote as elected Directors.

3. Terms:

a.
The elected Directors will serve a staggered three-year term and may be re-elected after completion of his / her term. Each year approximately one third (nominally 7 Directors) of the Board will be up for re-election.
b.
The Honorary Directors will serve a one year term and may be reappointed after completion of his / her term.

4. Election Process:

a.
The names of nominees are submitted to the CCCA Secretary in March together with a brief resume. All nominees must give consent to serve if elected.
b.
A CCCA certified ballot is mailed to voting members by the end of April.
c.
The ballots are returned from the voting members via mail in the second week of May.
d.
Nominees with the highest number of votes (in descending order) will be elected to the Board to fill the required 21 seats. In case of any vacancy, additional rounds of voting will be conducted.
e.
Official notification of election results is announced in early June. The official term starts on July 1st and expires on June 30th the following year.

5. Resignation and Removal:

a.
Directors may resign in writing at least thirty days prior to the effective date.
b.
A Director may be removed by the Board if:

i. Petitioned by more than seven current Directors and then approved by 2/3 (14) majority of the current Directors.

ii. He or she is absent without advance notification for three regularly scheduled Board meetings within a twelve month period. The Directorship will be suspended pending Board evaluation.

    1. Vacancy and Replacement: During each year, a maximum of two vacancies from the Board will be filled by immediate runner-ups from the previous election. If more than two vacancies

    2. appear within a year, additional seats must be filled by election in the following year.
  1. Compensation: All members of the Board are volunteers. There will be no cash or equivalent compensation for the services rendered.

    1. Board Meetings: There are four regularly scheduled board meetings each year.

      1. June - July (new Board with newly-elected Directors). A new Treasurer is nominated by incoming President and approved by the new Board. Positions for Secretary, Operating Committee members, and committee Chairpersons are appointed or elected. New Honorary Directors are appointed.

      2. September. Officers and committee chairpersons will present their annual operation plans for the year.

      3. November - December. Major events, including Christmas party and Chinese New Year Performance, are planned.

      4. February - March. The Board plans for elections for new CCCA Directors and the Chinese School Principal.

      5. Additional meeting may be called at the request of at least seven Directors.

  2. Quorum: The quorum shall be at least 2/3 (14) of the Board.

C. Officers The officers are the President, Vice President, Treasurer, Secretary, and Operating Committee Chairpersons.

1. The President

a.
The duties of the President are to:
i. Represent the CCCA in all activities. ii. Execute decisions made by the Board of Directors. iii. Coordinate all operating committees.
iv.
Appoint the Secretary and Operating Committee members.
v.
Preside over all meetings.
b.
The elected Vice president of the previous year will automatically succeed as President.
c.
The President will serve for one year only. He or she may run for Vice President after the current term has expired.
d.
Resignation and Removal:
i. The President may resign in writing 45 days prior to the effective date. ii. The president may be removed by a special Board meeting called by at least 7 of the current Directors. A 2/3 (equal or more than 14) majority vote is required to remove the President.
e.
The current Vice President will succeed the President in case of vacancy. The Vice President will serve out the remaining term, in addition to the full term the following year.

2. The Vice President

a.
The duties of the vice president are to:
i. Assist the President in carrying out various CCCA activities. ii. Serve as a Chairperson of the Community Affairs Committee. Preside over meetings when the President is absent.
b.
The Vice President is directly elected with the election of new Board of Directors by all voting members every May. The rules for election are identical as those for new Directors (see Section IV-B-4). The candidate who receives the highest vote will be elected. In case of a tie, additional rounds of voting by the residing Board of Directors will be conducted. If there is only one candidate on the ballot, at least 50% of the returned ballots confirm that nominee in order for the nominee to be elected.
c.
The vice President shall serve a one year term and then automatically succeed the Presidency.
d.
Resignation and Removal: Same as for President.
e.
In the case of a vacancy, the current term shall be served out by the Treasurer. A special election shall be conducted in the following year to elect both a President and a Vice President.

3. The Treasurer

a.
The duties of the treasurer are to:
i. Manage all financial matters of CCCA. ii. Serve as the member of Fund-Raising Committee. iii. Keep and update a complete inventory of CCCA properties. iv. Succeed the Vice Presidency in case of vacancy.
b.
The Treasurer is nominated by incoming President and approved by the new Board during the first Board meeting in June-July.
c.
The Treasurer will serve a one year term, and may re-serve for a maximum of three consecutive years.
d.
Resignation and removal rules are the same as for the president.
e.
In the case of a vacancy, a new Treasurer shall be elected by the Board among the current Directors.

4. The Secretary

a.
The duties of the secretary are to:
i. Record the minutes of all Board Meetings. ii. Serve as the designated CCCA Historian. iii. Chair the Communications Committee.
b.
The Secretary is appointed by the incoming President during the first Board meeting in June-July.
c.
The Secretary will serve a one year term, and may be re-appointed for a maximum of three consecutive terms.
d.
Rules for resignation and removal are the same as in section IV-C-1-d.
e.
The President shall re-appoint a new Secretary from the Board in case of a vacancy.

D. Operating Committees

  1. The functions of the committees are to carry out specific activities in support of CCCA objectives.

  2. The Operating committees include committees on Education, Community Affairs, Communications, Fund-Raising, Special Events, Recreation, and Senior Citizen Services.

  3. The executive members of the committees are assigned, with their consent, at the first Board meeting in June-July by the President. The President will make special assignments when existing vacancies cannot be filled on a voluntary basis.

  4. Each Director, except for the President, must serve at least one committee.

  5. Each committee shall elect its own Chairperson (except for Community Affairs, Fund Raising and Communications), who is presenting the annual operation plan of the committee in the September Board meeting for approval. Each committee is encouraged to recruit additional members who may not be members of the Board.

  6. The term for each committee member is one year. All members and Chairpersons may be re-assigned for a maximum of three consecutive years.

  7. The executive committee members and the Chairperson can be removed by the Board with simple majority votes. Vacancies may be filled by the current Directors.

    1. Details of the Operating Committees:

        1. Education Committee

        2. i. The main objective of Educational Committee is to support the operation of Thousand Oaks Chinese School (TOCS).
        3. ii. The members include:
          • The Chairperson (last TOCS Principal).

          • Current TOCS Principal.

          • Current Chairpersons of the Parents Volunteer Association.

          • Two Directors with a background in education.

          • There should be five members, including the Chairperson, serving on the Committee.

          • If the last TOCS Principal is not present on the Committee, then another Director with a background in education should be added. The Chairperson should be elected by the five Committee members via majority votes.

        4. iii. Specific functions of the committee include:
          • Coordinating CCCA / Chinese School activities.

          • Organizing and processing the scholarship award application, selection and distribution.

          • Coordinating annual nominating /electing process for the Chinese School Principal.

      1. Community Affairs Committee

i. The objectives of the Community Affairs Committee are to represent CCCA in interfacing with other organizations, to promote cultural exchange activities, and to participate in civic activities representing the local Chinese American community.

ii. The members include the Chairperson (Vice President of CCCA), and a minimum of two additional Directors.

iii. Specific functions of the committee include:

c.
Communications Committee
i. The objectives of the Communications Committee are to enhance communication amongst all members and to coordinate annual CCCA nomination and election process. ii. The members include:
  • The Chairperson (Secretary).

  • A minimum of one additional Director.

  • Editor-in-Chief of CCCA Journal who may not be a Director.

iii. Specific functions and responsibilities of the committee are:
  • Maintaining membership directory, database and CCCA website.

  • Mailing regular CCCA information to members.

  • Membership drive.

  • Coordinating the election process.

d.
Fund-Raising Committee
i. The objective of the Fund Raising Committee is to raise funds to support various CCCA activities ii. The members include:
  • The Chairperson (Chairperson of the last Parents Volunteer Association).

  • The Treasurer of CCCA.

  • A minimum of one additional Director.

iii. Specific functions are to solicit donations and collaborate with other committees for fund raising activities.
e.
Special Events Committee
i. The objective of the Special Events Committee is to organize and sponsor special or festive events for CCCA. ii. The members include a Chairperson and a minimum of two additional Directors.
f.
Recreation Committee
i. The objective of the Recreation Committee is to organize and sponsor regularly scheduled recreational activities and tournaments. ii. The members include a Chairperson and a minimum of two additional directors.
g.
Senior Citizen Services Committee

i. The objective of the Senior Citizen Services Committee is to provide selected services for senior citizens of the local Chinese American community.

ii. The members include a Chairperson and a minimum of two one additional Directors.

iii. The committee's functions may include:

E. Thousand Oaks Chinese School Thousand Oaks Chinese School (TOCS) is an affiliate of CCCA. The regular operation of TOCS is presided by its Principal in accordance with the Rules and Regulations of TOCS. The Education Committee of CCCA is a liaison organization between CCCA and TOCS, through which CCCA and TOCS activities are coordinated. The election process of the Principal is conducted under the auspices of CCCA. It also involves TOCS staff and the Parents Volunteer Association of TOCS.

1. The Principal

a.
The duties of the TOCS Principal are to:
i. Represent TOCS. ii. Have full authority in operating the TOCS in accordance with the CCCA objectives per section II of this Bylaws and consulting with the TOCS staff / teachers and the CCCA Education Committee. iii. Serve as a member of the Education Committee of the CCCA.
b.
The term of the Principal is one year. He or she may be re-elected for a maximum of two consecutive terms. If the Principal decides to serve a 2nd term, he/she must commit by Jan 31. Upon receiving this written commitment, the Education Committee will proceed with a confirmation process. The Principal will be confirmed for a 2nd term by 2/3 majority vote by the Education committee members. Current Principal will relinquish his/her voting rights on this matter.
c.
In order to qualify for election, the candidates must have been a voting member of CCCA for at least one year, and be fluent in the Chinese language.
d.
The nomination / search activities will commence in January and be completed in the second week of March.
e.
The Election Process: The last Principal of TOCS who is the Chairperson of the Education Committee of CCCA, is the nomination / search team leader.
i. All candidates must register with the nomination team leader. ii. A one page description of related experience of the candidate, together with his or her vision of TOCS, if elected, must be submitted to the nomination team leader in March of each year. iii. The Principal is elected by a Special Voting Committee consisting of four voting groups:
  • CCCA Board of Directors has a voting weight of 33% ,

  • TOCS teachers has a voting weight of 43%,

  • TOCS staff has a voting weight of 10%, and

  • TOCS Parents Volunteer Association (PVA) staff has a voting weight of 14%.

  • The voting weight of a voting group is fixed even if the size of each voting group may change over time.

  • The method of votes counting for a candidate is defined in the following table:

  • The Education Committee shall facilitate the voting process in the second week of April to elect a new Principal.

  • Each voting group should use a different color of ballots.

  • All TOCS staff, teachers, and PVA staff, active as of March 31, are eligible to vote.

  • One family may have multiple votes.

  • Each qualified person is entitled to ONLY ONE vote. If a person holds multiple positions, the order of priority should be: CCCA director, TOCS teacher, TOCS staff, and then PVA staff.

  • The candidate who receives the highest number of weighted votes will be elected. In case of a tie, additional rounds of voting will be conducted.

  • If there is only one candidate, he or she must receive an absolute majority of weighted votes. Otherwise, the CCCA President shall convene and preside over the Education Committee to appoint a new Principal by the second week of May.

f.
The official term for the principal starts on July 1st and ends on June 30th of the following year.
g.
Resignation and Removal:
Voting Group CCCA Board of Directors TOCS Teachers TOCS Staff TOCS PVA
Group Voting Weight 33 43 10 14
Eligible Voters
Returned Ballots
Votes for Candidate
% Votes for [=(Votes for) / (Returned Ballots)]
Weighted Votes for the Candidate [=(% Votes for) x (Group Voting Weight)]

i. The Principal my resign in writing 45 days prior to the effective date. The vacancy will be filled by the Vice Principal in charge of academic affairs.

ii. The Principal may be removed by a special Board meeting called by at least 7 of the current Directors. A 2/3 (equal or more than 14) majority vote is required to remove the Principal.

V. Amendment

This Bylaw may be amended according to the following procedures:

  1. Proposal for amendments shall be submitted to the President of CCCA in writing.

  2. Appointing the Bylaw Amendment Committee: The Bylaw Amendment Committee shall be appointed by the President of CCCA to review the proposals.

  3. Upon a simple majority vote at the Bylaw Amendment Committee meeting, the proposal for amendments shall be presented to the Board of Directors meeting.

Upon a 2/3 (equal or more than 14) majority vote in favor of the proposed amendments at Board meeting, the amendments shall be effect on the upcoming July 1st.