Terms of conditions - TSIE (Tokoname City Students Intl Exchange Conference Association)

Constitution of Tokoname City Students' International Exchange Conference Association

(Name) Article 1 The name of this association shall be the Tokoname City Students' International Exchange Conference Association (hereinafter referred to as "TSIE").

(Purpose) Article 2 The purpose of TSIE is to provide various experiences and opportunities to elementary and junior high school students in Tokoname City by promoting international exchange programs based on participating in and contributing to global peace, and to strive to ensure that the students, as well as those involved in such activities, understand and recognize the importance of international experience.

(Activities and Operations) Article 3
1. In order to achieve the purpose set forth in the preceding Article, TSIE shall conduct the following activities with the cooperation of the Board of Education and the PTA:
(1) Programs to host elementary and junior high school students from overseas for international exchange within Tokoname City.
(2) Programs to dispatch elementary and junior high school students from Tokoname City overseas for international exchange.
(3) Other programs necessary to achieve the purpose set forth in the preceding Article.
2. TSIE shall contribute to the operation of the programs specified in each item of the preceding paragraph through the activities of the Board of Education, the PTA, and citizen volunteers.

(Membership) Article 4
1. TSIE shall be composed of individuals who endorse the purpose set forth in Article 2, as well as elementary and junior high schools within the city that endorse the said purpose.
2. To join TSIE, an applicant must submit a prescribed application form to the Board of Directors, and enrollment shall be registered upon approval by the Board Members.
3. To withdraw from TSIE, a member must notify the Chairperson or the Secretariat, and the withdrawal shall take effect upon approval by the Board of Directors. 4. Members who fail to pay their membership fees within one month following the Annual General Meeting of each fiscal year shall be treated as having withdrawn from the association.

(Organization) Article 5
1.TSIE shall establish the following Board Members, who shall constitute the Board of Directors:
(1) President: 1 person
(2) Vice Presidents: A few persons
(3) Treasurer: 1 person
(4) Secretary General: 1 person
(5) Chairpersons: A few persons
(6) Project Representatives: A few persons
2. Board Members shall be elected from among the members at the General Meeting.
3. In the event of a vacancy among the Board Members, the term of office of the successor shall be the remaining term of the predecessor.
4. The term of office of Board Members shall be one year, and re-election shall not be precluded.
5. Board Members may concurrently serve as members of a committee.
6. One of the Vice Presidents shall be the representative of the organization responsible for dispatch and hosting programs at each individual school unit.
7. Apart from the Board Members, two Auditors shall be appointed by the President upon approval of the Board of Directors.
8. Apart from the Board Members, Advisors may be appointed by the President upon approval of the Board of Directors.

(Duties of Board Members, Auditors, and Advisors) Article 6
1. The President shall represent TSIE and supervise its affairs.
2. The Vice Presidents shall assist the President, and in the event that the President is unable to perform their duties, a Vice President shall act on their behalf.
3. The Treasurer shall be in charge of accounting and financial management.
4. The Secretariat shall be in charge of administrative affairs, general affairs, and clerical work to ensure the smooth operation and activities of TSIE.
5. The Chairpersons shall manage their respective committees and execute practical operations.
6. Project Representatives shall ensure the smooth operation of programs managed by their respective project execution groups and express the consensus opinions of such groups.
7. Auditors shall audit the financial accounts.
8. Advisors may express broad opinions covering various specialized matters.

(Duties and Authority of the Board of Directors) Article 7
1. The Board of Directors shall submit, deliberate on, and execute matters related to practical program operations within the scope of matters approved by the General Meeting.
2. The Board of Directors shall be convened by the President upon the request of the President or a Board Member, and the President shall serve as the chairperson.
3. The Board of Directors may, upon the request of a Board Member and with the approval of the President, invite non-board members, experts, or knowledgeable individuals to attend meetings.
4. Resolutions of the Board of Directors shall be passed by a majority vote of those present. In the event of a tie, the chairperson shall cast the deciding vote.
5. The President may, at any time, report progress to or seek opinions from the elementary and junior high schools within the city that hold membership.

(General Meetings and Extraordinary General Meetings) Article 8
1. The Annual General Meeting shall be convened once a year by the President, who shall serve as its chairperson. Furthermore, the President may convene an Extraordinary General Meeting whenever deemed necessary. The matters to be submitted to the General Meeting shall be as follows:
(1) Resolution of the budget and approval of the financial statements.
(2) Approval of activity plans and activity reports.
(3) Changes to and approval of Board Members.
(4) Amendments to and approval of the Constitution.
(5) Other matters deemed important by the President.
2. General Meetings and Extraordinary General Meetings shall be composed of all members.
3. Resolutions of General Meetings and Extraordinary General Meetings shall be passed by a majority vote of those present. In the event of a tie, the chairperson shall cast the deciding vote.

(Secretariat) Article 9
1. In order to handle the clerical affairs of TSIE, the Secretariat shall be established within Tokoname City.
2. The Secretariat shall consist of at least one individual selected from each school participating in the programs, as well as a few individuals selected from among the members.

(Committees) Article 10
1. Committees may be established pursuant to a resolution of the Board of Directors.
2. Each committee shall have one Chairperson and a few Vice Chairpersons, who shall be selected from among the committee members.
3. Committee members shall be selected from among the general membership upon approval by the Board of Directors.
4. A committee meeting shall be convened by its Chairperson upon a request from the committee, and the Chairperson shall serve as its chairperson.
5. The Chairperson shall hear and summarize opinions related to the assigned programs, and shall coordinate with the Board of Directors regarding the management of the committee.
6. Committee members shall receive delegations of authority and requests regarding duties from Board Members and project execution groups, and shall strive for the smooth operation of such duties.

(Expenses) Article 11
1. The expenses of TSIE shall be defrayed from membership fees, subsidies, donations, and other revenues.
2. The annual membership fee shall be 500 yen.
3. No membership fees shall be collected from the elementary and junior high schools that are members.

(Fiscal Year) Article 12 The fiscal year of TSIE shall commence on April 1 of each year and end on March 31 of the following year.

(Miscellaneous and Emergency Operational Matters) Article 13 In addition to the provisions set forth in each paragraph of the preceding Articles, any necessary matters shall be determined by the President in consultation with the Board of Directors. 2. In the event of an emergency, a resolution of the Board of Directors may substitute for a resolution of the General Meeting.

Bylaws of Tokoname City Students' International Exchange Conference Association

Article 1 The staff members of the Secretariat referred to in Article 9, Paragraph 2 of the TSIE Constitution shall be as follows: The TSIE Secretariat staff shall consist of a few School District Advisors and a few Secretariat Supporters.

Supplementary Provisions These Bylaws shall come into effect on June 1, 2023.