Asian Philosophical Association Bylaws
Introduces as sample for approval.
Article 1. Name
The name of this establishment shall be Asian Philosophical Association.
Article 2. Definitions
The following terms used in these bylaws shall have the following meanings set forth:
- “Association” refers to the Asian Philosophical Association, which is abbreviated as “AsianPA”.
- “Board” refers the board of directors of the association.
- "Bylaws" refers to the bylaws of the association, which shall be the applicable governing document for all members, the board, the committees, and the divisions.
- "Branches" refers to the branches of the association, which may be established in various cities of other countries.
- “ICAPA” refers to the Congress of the association held regularly with the international conferences in the abbreviated form of “International Congress of the Asian Philosophical Association”.
- "Members" refers to all members, including the ones classified below as:
- "Regular members" refers to those members of the association who qualify in accordance with Article 4.2.
- "Emeritus members" refers to those regular members who in accordance with Article 4.3 qualify for, and have elected to assume, emeritus status, and who pay no dues.
- "Associate members" refers to members who qualify in accordance with Article 4.5.
Article 3. Objectives
- The objectives of the Asian Philosophical Association shall be to promote the exchange of ideas among scholars coming from various disciplines, to encourage study of cultures, societies and scholarly activity among Asian philosophers.
- The association is established for scientific, educational and cultural purposes as set forth in the Articles of Incorporation. It is also the purpose of the AsianPA to serve by means of these educational, scientific and cultural activities for peace. As such it is exclusively a non-profit organization.
- The association shall organize the following activities in order to serve for its purposes:
1. The holding of regular meetings at which addresses, symposia, papers, and discussions of philosophical significance are presented;
2. The publication of the Proceedings and Addresses, the presidential addresses, and the membership list of the association, as well as such additional items as may serve the purpose of the association;
3. The association shall also publish a biannual journal, which may be increased to a quarterly in future;
4. Any other activity that may serve the purpose of the association suggested by any member or officer of the board.
Article 4. Members
4.1. Regular Members
The association shall have regular members who are entitled to vote, as specified in these bylaws, and who shall have all other rights of a member specified herein.
4.2. Qualifications for Regular Membership
- Any scholar or an intellectual who applies for membership by filling in the application form and participates the upcoming ICAPA becomes a regular member of the Asian Philosophical Association without any limitation.
- The authority to pass on an individual's qualifications for regular membership in the association rests with the board. Regular membership may end if a member is absent from five consecutive ICAPA’s.
4.3. Membership Dues
- The annual dues of APA members shall be fixed by a two-thirds vote of the general assembly at any congress meeting. Scholars coming from some countries and also any individuals may be exempted from the membership dues by a two-thirds vote of the general assembly at any congress meeting. All other issues related to membership dues shall be settled by the decision of the board.
- Any person who has been a regular member of the AsianPA by participating in at least ten ICAPA’s and has retired may elect to assume emeritus status for purposes of dues. This election is entirely at the member’s discretion. Emeritus members shall pay no dues, but shall otherwise continue to have the full rights afforded regular members of the association.
4.4. Associate Membership
Associate memberships are offered in categories defined by the board of officers, with dues set by a two-thirds vote of the board of officers. Associate members may not vote at meetings of the members. Associate members may serve on AsianPA committees also. Associate members may attend and appear on the program of all regular meetings and receive all publications of the association.
4.5. Expulsion from Membership
Any member may be expelled from membership by a two-thirds majority vote of the board, provided that written notice of the intention to expel and reasons for expulsion have been provided to the member at least ten (30) days in advance of the meeting of the board where the action is taken. No member shall be expelled without having the opportunity to be heard at such meeting. No formal hearing procedure need be followed by the board when it considers the expulsion of a member, except that the member shall have the right to demand an evidentiary hearing before the board. At such an evidentiary hearing, the proponents of expulsion shall have the right to present evidence in response. The proponents of expulsion and the member shall each have the right to present and cross-examine witnesses, and to offer argument in support of their positions.
4.6. Membership duration
- The AsianPA membership year begins on the last date of the ICAPA in which the individual participates for the first time and ends on the last date of the following fifth ICAPA. It shall repeat thereof in the same manner.
- Membership dues are payable at the congresses of the association. A person is considered to be a member of the APA if that person has participated one ICAPA. A member who does not pay the membership due may be removed from the membership rolls.
- Any person who elects and is eligible for emeritus status is considered a member of the APA as long as that person is living.
Article 5. Meetings of the Association
5.1. Regular Meetings
- The association shall hold regular meetings each year in a country where the conference is also held. These meetings will be held as the congress of the association annually whenever possible. However, if an international conference is not organized annually the congress of the association shall be held within the following six months of the next year.
- Each regular meeting shall include an appropriate conference program, a presidential address by at least one common president, a business meeting for members and such other events as the executive committee may deem fitting and consonant with the purpose of the association.
- Voting at regular meetings shall be open voting and in person, except that a majority of those present and affiliated with the association can provide for a vote by electronic mail.
- Meetings are arranged, in whole or in, part by the board members. Preferably, regular congresses shall be held at an Asian country every year or any other country where an international conference is organized by the general assembly. Any other meetings shall be held at times, and places within or outside an Asian country, as shall be set by the board in consultation with a local university or an organization.
5.2. Regional Meetings
The board may organize regional conferences, panel discussions, workshops, symposia and similar meetings besides the regular meetings of the association. In such meetings, no business related issues concerning the association are to be discussed. These meetings may be organized solely for the purpose of scholarly discussions and specific issues that may concern Asian communities. The regional meetings may be organized in any country if there is a proposal made to the board.
5.3. Special Meetings
- Given at least three month’s notice, special meetings of the association may be called by the board. If, however, there is a request by at least twenty-five members of the AsianPA, a special meeting may also be arranged, in which case the members will be notified at least three months before the date of such a meeting. The notice of a special meeting shall specify the general nature of the business to be transacted at the meeting.
- Voting procedures at regular meetings shall also apply to special meetings, except that voting on the business to be transacted at the Special Meeting, as specified in the meeting notice, shall be by electronic mail.
Only such resolutions as are adopted by the general assembly at the regular congress shall be recorded and publicized as resolutions of the association. They shall otherwise be recorded and publicized only as resolutions of the board or of some members only.
Article 6. Branches of the association
Members of the association may establish branches of the AsianPA in different countries. Each branch shall plan or make other appropriate arrangements for one regular meeting of the branch each year. Branches may not organize the congress (ICAPA). However, they may organize International Regional Conference of the Asian Philosophical Association (IRCAPA)
6.2. Bylaws of the Branches
- Bylaws of a branch shall be applicable only to that branch.
- The bylaws of a branch shall be consistent with the bylaws of the association and also consonant with its purposes. A branch may adopt such bylaws as it sees fit.
6.3. Officers of the Branches
- The officers of branches are not required to be a regular member of the association. However,
1. The members of branches have voting affiliation only within that branch unless they are also among the regular members of the association.
2. Each branch will determine the rights and privileges of its branch members and officers.
- Each branch shall be free to determine the duties of its officers, provided that:
- The secretary keep records of the branch and serve as an associate editor of the publications of the association;
- The branch executive committee assume responsibility for arranging the regular meeting held in its region, including, insofar as is feasible, the raising such funds as are needed for defraying the expenses of the meeting; and
- The duties of branch officers specified under Article 7 are performed.
Article 7. Board of the Association
The governing body of the association shall be the board of officers. The board shall have all powers and duties for the conduct and management of the business and affairs of the association except as otherwise required by law, these bylaws, or a resolution duly adopted by the congress (ICAPA).
7.2. Qualifications of the Board
Each officer of the board shall be a regular member of the association as specified in Article 4.2 of these bylaws.
7.3. Composition of the Board
The officers of the board shall be:
(a) The common presidents (co-presidents) elected by the general assembly during the ICAPA for a term specified at that assembly;
(b) The vice-presidents elected by the general assembly during the ICAPA for a term specified at that assembly;
(c) Two secretaries elected by the board from among the members of the board including vice-presidents;
(d) The treasurer elected by the board from among one of the vice-presidents;
(e) At least seven representatives elected as the member of the board by the general assembly during the ICAPA for a term specified at that assembly;
All officers of the board shall have voting rights.
7.4. Duties of the Co-Presidents
- Co-presidents shall serve as chair of the board and other meetings if needed:
- The co-presidents shall determine who will chair a particular board meeting or any other meeting;
- More than one co-president may chair a meeting.
- In order to facilitate the flow of correspondence and follow up the business one co-president may be elected by the board as the general chair of the board of officers who shall be the chief executive officer of the Asian Philosophical Association. The general chair shall keep up the records of the association and all other business from one congress until the next one. In order to facilitate other regular meetings the general chair make take initiative to elect the chair at meetings of the board and represent or appoint others to represent the association at ceremonial and other official occasions. As a matter of practice the duties of the general chair of the association shall include hearing comments of members concerning affairs of the association and also keep correspondence with the branches. The general chair shall also make the necessary announcements through the e-mail list of the members.
7.5. Duties of the Vice Presidents
The vice presidents shall assist the co-presidents to perform their duties. They should also follow up the activities of the branches and organize regional meetings. They shall also make an effort to promote the association throughout the world.
7.6. Duties of the Treasurer
The treasurer shall review the financial records of the association, the investments and investment policies of the board, and the annual audit of the association, and shall report to the board on these matters.
7.7. Meetings of the Board of Officers
- The board shall meet at a regular meeting of ICAPA.
- The general chair of the association shall, after consultation with the co-presidents and the other officers, prepare a formal agenda for the annual meeting of the board. Agenda items proposed by a branch, a standing committee of the association, or twenty-five or more regular members of the association shall be placed on the agenda of the meeting of the board.
7.8. Quorum for Board Meetings
A majority of officers shall constitute a quorum for the transaction of business. The acts of a majority of the officers present at a meeting at which a quorum is present shall be the acts of the board.
7.9. Actions of the Board outside Board Meetings
If board action is necessary when the board is not holding a meeting, the chair of the board may call for a vote of the board by electronic mail, preceded, if necessary, by discussion via the same medium. In such cases, the votes of a majority of the officers of the board shall constitute acts of the board. The votes shall be recorded and announced to the board by the general chair of the board.
7.10. Review of Actions Taken by the Board
Regular members of the association have a right to request the board to review or rescind actions taken by the board. When such actions have been made the general chair may ask by electronic mail to the mail list of the all members for advice. If the majority also requires such a review then it shall be the prerogative of the board to reconsider that decision. Then the second decision of the board shall be the final act.
Article 8. Committees of the Association
The association may set up committees for specific purposes such as the committee on international cooperation, the committee on conferences, publications and research, the committee on world peace and so on. Detailing the charges to the committees shall be the duty of the board. Chairs and members of these committees shall be appointed from among the members of the association for specific terms.
Article 9. Funds of the association
9.1. Derivation of Funds.
Funds of the association shall be derived from membership dues, charitable contributions, and any other sources of funds consistent with the purposes of the association.
9.2. Maintenance of Funds.
- The treasurer of the association shall maintain accurate records of the receipts, deposits, and disbursements of the funds of the association. The authority for receipt, deposit, and the disbursement of funds shall be the board acting in accordance with the following provisions:
- Funds designated for special purpose shall be disbursed only for those purposes.
- Funds designated for the exclusive use shall be disbursed for that specific purpose.
- Income resulting from the meetings and gifts and grants designated for a specific use shall be received as funds for that use; and
- Funds and budgets of each branch are independent of each other.
- Records of all receipts, deposits, and disbursements of the funds of the association, including special funds, shall be subject to regular annual audit; and the report of the auditor shall be published for the members of the association.
Article 10 — Amendments
Any amendments to these bylaws may be added.