Cambodian Students Association in Nagoya

Commitments and Sacrifices to Academic Needs

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CSAN Statute

Preamble

We, a group of Cambodian students in Nagoya city of the Aichi Prefecture,

Being Conscious that it is important to build a spirit of teamwork, mutual understanding, trust, tolerance, and respect among Cambodian students in Japan,

Considering that the number of Cambodian students in Nagoya is increasing and that initial assistance is necessary for the new students,

Being determined to maintain unity among all Cambodian students in Nagoya and other regions in Japan, and to assist one another whenever necessary, and

Being convinced that an organization should be established to coordinate and facilitate different initiatives taken by members of the group in materializing this determination, in an efficient, effective and mutually complementary manner,

Agree on this statute for the Cambodian Students Association in Nagoya
Establishment

Article 1: The Cambodian Students Association in Nagoya, abbreviated as CSAN, is a non-political and non-sectarian association.
Objectives

Article 2: The Association has the following objectives

1. To strengthen relationship among all Cambodian students in Nagoya

2. To maintain contact and cooperate with all Cambodian associations and communities inside and outside Japan, on academic, cultural, educational, social and developmental purposes, for the benefit of the Association, its members, and future Cambodian students in Japan.

3. To assist new students and help solve personal and other problems for any members in trouble

4. To create and organize useful academic, educational, social, cultural and recreational activities which may lead to mutual understanding, respect, trust, tolerance, and spirit of team work.

5. To create and organize useful academic, educational, social, cultural and recreational activities in the best interest of the members of the Association and the Association itself.
Membership to CSAN

Article 3 (Amended January 14, 2006): Cambodian students in Nagoya automatically become members pursuant to explicit notifications of their intention to join. Any Cambodian student from other parts of Japan may automatically become member of CSAN pursuant to explicit notification of his/her intention to join, provided that this membership shall not result in conflict of interest with his/her previous affiliation with other institution(s), organization(s) or association(s).

Article 3-1 (Amended January 14, 2006): Every member of the CSAN shall pay a membership fee of 300 (three hundred) yen per month to be used as administrative costs and ad hoc expenses. A membership fee exemption may be granted at the disposition of a Standing Committee of the CSAN to any member who is unable to pay it. Method and procedure of payment of this membership fee shall be determined by the Standing Committee of each mandate.

Article 4: Cambodian residents in Japan can become associate members, while every individual or legal person who offers a donation worth more than 10,000 yen shall be considered an honorable member.

Article 5 (Amended on January 14, 2006): Honorable and associate members and non-members shall have rights to express their opinions but not to vote.

Article 6: Every member may end his/her membership pursuant to explicit notifications of his/her intention to withdraw.

Article 7: Every member may lose membership by decision from a special session in case he/she:

(1) Has violated the statute

(2) Has deliberately damaged the reputation of the association
The Decision-Making Bodies

Article 8: The General Assembly is the ultimate decision-making body of the Association. However, except for matters provided for in this Statute as exclusionary concerns of the General Assembly, the Standing Committee shall act as a temporary decision making body between General Assembly sessions. Decisions shall be made on a unanimous basis among the five members of the Standing Committee and shall be reported to the next convention of the General Assembly.

Article 9: No CSAN activities shall be considered official and valid without prior approval by the Standing Committee and/or the General Assembly in accordance with the provisions of this Statute and other relevant documents duly approved by the General Assembly.
The Standing Committee

Article 10: The Association is managed by a Standing Committee which shall consist of

a. The President of the Association, who shall be the Chairperson of the Committee;

b. The Vice-President of the Association;

c. The Secretary General;

d. Accountant;

e. Cultural Affairs Officer

Article 11: The Standing Committee shall serve a one year term of office, subject to provisional extension only in exceptional circumstances stated in Article 8 below.

Article 12: The Standing Committee shall be held responsible to the General Assembly for all activities in the name of CSAN.

Article 13: The Standing Committee may be dissolved by an extra-ordinary session of the General Assembly at any time before the end of its term, provided that the extra-ordinary session is convened by one third of the full members of the Association, after sufficient debates have been made at the session and the decision is accordingly approved by at least a two thirds majority vote.

Article 15: No dissolution of the Standing Committee before expiry of its mandate shall be permitted without also voting on a provisional President.

Article 16: In exceptional circumstances where a Provisional President cannot be elected by the extra-ordinary session of the General Assembly, the mandate of the incumbent Standing Committee shall be automatically extended for a period of three months. Within this period, all members of the Association shall work together to identify the provisional President who will then organize a Provisional Committee. The Provisional Committee thus established will serve only the remaining term of office.

The same applies to exceptional circumstance where it is not possible to have sufficient quorum to convene an ordinary session of the General Assembly. However, in no case shall the extension of the mandate of the incumbent Standing Committee exceed the period of three months.
Members of the Standing Committee and Their Roles

Article 17: The President, or a representative assigned by him/her among other members of the Standing Committee, shall represent the Association in official events organized in the name of CSAN.

Article 18: The President shall make sure that all official activities or events in the name of CSAN shall be notified to all members of the Association before these activities or events start. The President shall facilitate the fullest participation of the members in these activities or events.

However, this provision does not apply if the nature of the activities or events only allows participation of a limited number of members. The President shall make sure that selection of participants in these activities and event is done in a transparent, free and fair manner.

Article 19: The provision of Article 13 above does not apply to activities or events initiated by individual members of the Association and not implemented under the name of CSAN.

Article 20: The Vice-President, the Secretary General, the Accountant and the Cultural Affairs Officer shall assist the President in carrying out the work of the Standing Committee, as specified or delegated by the General Assembly.

Article 21: The Vice-President shall replace the President when the President is unable to fulfill his mandate for inevitable cause. In case of concurrent failures of both the President and the Vice-President to fulfill their mandates, the immediate next in order shall act as the President on a temporary basis and convene an extraordinary session of the General Assembly to vote on a new Standing Committee in no longer than one month. Replacement of any members of the Standing Committee other than the President shall be done by the President as soon as practicable to avoid delay in the decision-making process. The new replacement shall be promptly notified to all members of the Association and reported to the next General Assembly session.

Article 22: Renunciation of membership shall be done in writing to the Standing Committee. The Standing Committee shall bring this notification of renunciation to the attention of the next open session of the General Assembly.
The General Assembly

Article 23: Ordinary session of the General Assembly shall be held once in a year. Extra-ordinary sessions may be held on special occasions as considered necessary by the Standing Committee acting together or in conformity with the provisions of this Statute, or may be convened by at least one-third of the members of the Association. All sessions of the General Assembly shall be open to all members.

Article 24 (Amended December 2005): Meetings of the General Assembly are considered valid only after notification has been sent in writing to all members of the Association at least two weeks before the scheduled meetings, and only if they are attended by a quorum of at least fifty percent plus one(50%+1) of the full members of the CSAN. Unless stated otherwise, all votes of the General Assembly shall be open, free and fair.

In case any member is unable to attend the meetings assigned by the Committee with clear reason(s,) he or she can seek for a representative, who shall be a CSAN member, with a letter of proxy. This representative shall enjoy full rights and duties on his or her behalf during the session.
Appointment of the President

Article 25 (Amended December 2005): The President shall be appointed, from the candidates who were officially announced by the Election Commission, by direct and secret votes of approval by at least fifty percent plus one (50%+1) of the members present at the General Assembly.
In case among 2 or more candidates no one can meet the above mentioned requirement, a candidate who receives more votes than others will automatically be declared the new President.

Article 26: Within one week after his appointment, the President shall publicize the name of other members of the new Committee.
The Election Commission

Article 27 (Newly Added December 2005): The Standing Committee shall appoint a Commission to proceed the election for new president at least 1 week before the meeting of General Assembly. The members of the Commission shall be selected among the CSAN members.
Internal Rules of the Association

Dissolution of the Association

Article 28: Dissolution of the Association shall be approved in a General Assembly by a two thirds majority vote.
Internal Rules of the Association

Article 29: All rules and procedures to be implemented in the name of CSAN shall be approved in the General Assembly, by a two-thirds majority vote.
Amendment

Article 30: Amendment to this Statute shall be submitted to a General Assembly and approved by a two-thirds majority vote.