Detailed Rules

Established and effective June 5, 2005

Revised June 10, 2007

Revised October 18, 2008

Revised June 5, 2010

Revised November 24, 2019

Article 1 (Membership)

An individual who (or a party that) desires to join the Society as a regular member shall earn the endorsement of one regular member and apply to the President using the membership application form, as established separately by the President. The President shall grant a membership to the individual (party) unless there is a legitimate reason for disqualifying the individual (party) from membership.

Article 2 (Membership Disqualification)

Under the following circumstances, a Society member shall be disqualified from membership:

(1) When the member submits a notice of withdrawal

(2) Upon the death of the member or the dissolution of the member organization

(3) When the member fails to pay the membership fee for consecutive two years

Article 3 (Withdrawal from Membership)

Members are allowed to withdraw from membership by submitting a notice of withdrawal, as established separately by the President.

Article 4 (Expulsion)

When a Society member conducts any of the following acts, the Society can expel the member by resolution at a plenary meeting. In such an instance the member shall be granted the opportunity for explanation before the resolution.

(1) Violation of the Bylaws or Detailed Rules

(2) Defamation of the Society or the commitment of an act against the objectives of the Society

Article 5 (Non-Refund of Contributions)

Prior paid membership fees and other monetary or other contributions shall not be refunded.

Article 6 (Election and Other Matters)

1. Directors shall be elected in accordance with the Board Election Guidelines established separately.

2. The right to vote shall be granted to regular members who have fully paid the membership fee.

3. Of the regular members who have fully paid the membership fee, those who do not run counter to any rules of the Society, such as the term of office set out in the Bylaws, shall be eligible for election.

4. When the need arises to appoint someone to a board vacancy, the President shall be allowed to appoint a successor with the approval of the Board of Directors.

Article 7 (Acting President)

In the event of an accident that prevents the President from performing his/her duties, a director, as designated in advance by the President, shall act for the President in carrying out Society duties.

Article 8 (Removal)

Under the following circumstances, the Society can remove a board member by resolution at a plenary meeting. In such an instance the board member shall be granted the opportunity for explanation before the resolution.

(1) The board member is found unable to perform his/her duties as a board member.

(2) The board member has engaged in conduct unbecoming a board member.

Article 9 (Convocation)

1. When a request is made in accordance with Item 3, Article 13 of the Bylaws, the President shall convene an unscheduled plenary meeting within 30 days of the date of the request.

2. When convening an unscheduled plenary meeting, the President shall issue a written notice at least seven (7) days prior to the meeting, including the date, place, purpose, and agendas of the meeting.

Article 10 (Chairperson)

The chairperson for a plenary meeting shall be elected from the regular members attending the meeting.

Article 11 (Meeting Minutes)

1. To record the business of the plenary meeting, meeting minutes shall be kept including the following information:

(1) Date, time, and place

(2) Total number of regular members and the number of attendees

(3) Agendas

(4) Outline of the proceedings and resolution results

2. The chairperson shall sign the minutes of the meeting.

Article 12 (Board Meeting)

Board meetings shall be held on any of the following occasions:

(1) When the President identifies the need

(2) When one-fifth or more of all directors submit to the President a written request that includes the purpose of holding a board meeting

Article 13 (Convocation)

1. The President shall convene board meetings.

2. When a request is made in accordance with Item 2 of the preceding article, the President shall convene a board meeting within 30 days of the date of the request.

3. When convening a board meeting, the President shall issue a written notice at least seven (7) days prior to the meeting, including the date, place, purpose, and agendas of the meeting. However, this does not apply in cases where the President identifies the urgent need to hold, and convene, a board meeting.

4. The quorum of a board meeting shall be two-thirds of the total number of the directors.

Article 14 (Chairperson)

The President shall chair board meetings.

Article 15 (Resolution)

The decisions as to the business of board meetings shall be made by the majority of the directors in attendance at the meeting. Where the votes are equally divided, the chairperson of the meeting shall have the casting vote.

Article 16 (Voting Right and Power of Attorney)

1. Each director shall have an equal voting right.

2. Directors who are unable to attend a board meeting due to unavoidable circumstances may, in advance, submit a power of attorney to the President.

Article 17 (Meeting Minutes)

1. For the business of a board meeting, meeting minutes shall be kept, including the following information:

(1) Date, time, and place

(2) Total number of directors, the number of attendees, and attendee names (those who have submitted a power of attorney will be noted)

(3) Agendas

(4) Outline of the proceedings and the resolution results

2. The President and at least one director in attendance at the meeting shall sign the meeting minutes.

Article 18 (Official Announcements)

Official announcements of the Society shall be made on the JSSEAS website and newsletter.

Article 19 (Name in Japanese)

The name of the Society in Japanese is “東南アジア学会 (Tonan Ajia Gakkai).”

Article 20 (Revisions to the Detailed Rules)

    Revisions to the Detailed Rules shall be subject to resolution by the Board of Directors.