By-Laws

NOTE:     Asian Studies Development Program's Association of Regional Centers (ARC) changed its name to Association of Regional Centers for Asian Studies (ARCAS) in December of 2009, following a majority vote by ARC members (please see attached Articles of Amendment to Change Corporate Name). A new set of by-laws was approved by member institutions at the ARCAS business meeting in Baltimore on October 1, 2011.

   
ARTICLE I:        Name, Nature and Objectives

Section 1


The name of the organization shall be the Association of Regional Centers for Asian Studies (hereinafter referred to as ARCAS).

Section 2:    Nature and Objectives

The ARCAS is committed to promoting the study of Asia and Asian culture in undergraduate and graduate programs at colleges and universities throughout the United States.  The mission of ARCAS is to provide high quality programs for faculty, administrators, staff, and students at member institutions and other institutions served by the regional centers.

The purpose of these programs is to enhance teaching, learning, and research in Asian studies.

To achieve this mission, ARCAS seeks to continue to work closely with the Asian Studies Development Program, the East-West Center, and the University of Hawaii in planning and developing projects; develop effective modes of communication to link colleges and universities; develop collaborative strategies that colleges can use to share resources; provide advice and counsel to colleges and universities on implementing models for infusing Asian studies into the curriculum; develop grants to fund institutes, workshops, and seminars on Asia; develop programs that can serve as models for a variety of different colleges and universities interested In Asian studies; and develop non-academic activities and outreach programs to reach out to the communities served by the regional centers. 

ARCAS shall be a nonprofit nonpolitical organization within the meaning of the Internal Revenue Code 501 (c) (3) of educational institutions interested in Asia.


ARTICLE II:        Membership

Full membership is open to schools designated as Regional Centers by the Asian Studies Development Program (ASDP) and recommended for membership in ARCAS by both of the ASDP Co-Directors and approved by a majority of the ARCAS Executive Board. Associate membership is open to any college, university, or educational organization, which supports the goals and objectives of ARCAS and is approved for admission by a 2/3 vote of the regional centers.  Each Center and Associate Member shall designate one voting representative.

Membership in ARCAS can only be revoked by a 2/3 vote of the ARCAS members. The criteria for membership dismissal will be determined by a majority vote of the ARCAS Executive Board.

The ARCAS East West Connections journal editor will be selected from the ASDP Alumni by ARCAS.
 
The ASDP representatives are welcomed as non-voting members.


ARTICLE III:        Meeting and Dues

Section I: Meetings


The Annual Business Meeting: ARCAS shall normally hold its annual business meeting in conjunction with the Annual Conference of the Asian Studies Development Program. The meeting shall be for the transaction of such other business as may properly come before such meetings.

b)      ARCAS shall hold one additional regular meeting each year, which shall include the election of officers. ARCAS at its annual meeting shall determine the place and time.

c)    Special Meetings: Special meetings of the ARCAS shall be called at any time by the President of ARCAS upon the request of the majority of the Executive Board.

d)    Notice of Meetings: Electronic notice of the annual meetings shall be sent to each member center at least one month in advance of the meeting.  Notice of special meetings shall be communicated electronically to member centers at least ten (10) days in advance.

e)    Quorum:  At all meetings, one half (1/2) of the center representatives shall be necessary and sufficient to constitute a quorum.  Except as otherwise provided by the By-Laws, a majority of the center representatives present shall be necessary to conduct official business.

f)    Voting Eligibility: Only representatives of centers/institutions in good standing shall be eligible to vote.

Section 2:  Dues

Regional centers/institutions shall be required to pay such membership fees and dues, as may from time to time be determined by the Executive Board.
 

ARTICLE IV:        Organization

Section 1:  Officers


The officers of ARCAS shall be the President, Vice President, Secretary, and Treasurer. 

Section 2:  Executive Board

The Executive Board shall consist of all of the above officers and two regional center representatives elected at large. The editor of the East West Connections journal shall be a permanent, non-voting member of the Board. The editor of the journal shall vote only in case of a tie on the Executive Board.

Section 3:  Terms of Office

The President and Vice-president shall be elected for a term of two years.  They may be re-elected. The President and the Vice-president may serve a maximum of two consecutive terms. The Secretary and Treasurer shall each be elected for three-year terms.  The Treasurer will have no term limit.  The Secretary will have a three-term limit. The two At-Large members shall be elected for a term of two years with a two-term limit. 

Section 4:  Nomination and Elections

a)    Nomination: A list of candidates for the Executive Board shall be prepared by the Nominating Committee composed of three (3) members established by the Executive Board and composed of at least two (2) center representatives not currently serving on the Executive Board. Write-in ballots are permitted.

Elections:  Elections shall be by secret, written electronic ballot when there are more nominees than positions. The ballot shall be sent to center representatives not less than four weeks prior to the additional business meeting.  A plurality of votes cast is necessary for election.  In the event of a tie vote, the Executive Board shall determine the winner by a majority vote.

    The Executive Board shall take office at the end of the additional business meeting following their election.

c)    Vacancies:  In case of vacancy on the Executive Board, the Board shall appoint a center representative to complete the unexpired term.

Section 5:  Compensation

The Executive Board members shall not receive compensation for their services as such, but ARCAS may authorize reimbursement of expenses incurred by Board Members and center representatives in connection with the performance of their duties.  


ARTICLE V:    Duties of Officers and Executive Board

Section 1:  Officers


President

The President shall be the chief administrative officer of ARCAS. The President shall preside over all business meetings of ARCAS and its Executive Board. The President shall have such other powers and perform such duties as may be assigned from time to time by the Executive Board.

Vice-president

The Vice-president shall succeed the President, if the office of the President becomes vacant. The Executive Board shall determine the duties of the Vice-president. 

Secretary

The Secretary shall take minutes and record attendance of all Executive Board and ARCAS meetings; keep a current membership list and make it available at all Executive Board and ARCAS meetings; notify members of the time and place of meetings; and conduct the correspondence of ARCAS. The Secretary shall be custodian of all records of ARCAS.

Treasurer

The Treasurer shall supervise the safekeeping of ARCAS funds; assess membership dues; maintain an accurate account of revenues and expenditures; present a written financial report at designated Executive Board meetings and each ARCAS meeting.

The Treasurer shall prepare and file the annual Not-for Profit Corporation report with the Office of the Secretary of State or other appropriate office; prepare the Tax Exempt Return form for Not-for-Profit organizations with the Department of Revenue; file the necessary reports with the Federal Internal Revenue Service as needed to maintain a tax-exempt status.


ARTICLE VI:        Parliamentary Authority

The latest edition of Robert’s Rules of Order shall be the parliamentary authority for all matters of procedure not specifically covered by the By-Laws of ARCAS. 
 

ARTICLE VII:        Change of By-Laws

The By-Laws may be amended at any ARCAS regular meeting by a two-thirds (2/3) vote of those present and voting, provided that notice of such proposed amendment has been sent to each association member at least a month prior to the meeting.


ARTICLE VIII:        Dissolution

IIn the event of the dissolution of ARCAS, the assets shall be distributed to other non-profit organization(s) in accordance with governmental regulations and as determined by a 2/3 vote of the membership of ARCAS at a special meeting.
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