2016 New Constitution

The CJAS Constitution

CJAS is an independent, student-run organization founded at and affiliated with Cornell University. It was established in the spring of 1988 by Masaki Takai (‘91) and Kay Lillibridge (‘92). CJAS maintains contact with other Japanese animation related groups around the world.

List of definitions for the purpose of this document

E-Board: The Executive Board.  Makes decisions about the future of the club.

Meetings: This includes Executive Board meetings (E-Board meeting) and Emergency meetings. Emergency Meetings: Meetings called between scheduled E-Board meetings.

Anime: Any animation done by a Japanese Company.

Elected Officer: A member who holds one of the four elected positions within CJAS: President, Treasurer, Secretary, or Head of Showing.

Appointed Officer: A member who is appointed to hold a position by the elected officers. This position may be held by an elected officer.

Member: An attendee of CJAS E-Board meetings who has paid any necessary dues.

Voting Rights: The eligibility to vote.

Voting Member: A member who has voting rights.

Attendee: Any person present at a public CJAS event.

Post: Make available to all members of CJAS.

Quorum: ⅔ of voting members rounded down are present at an E-Board meeting.

Super-Quorum: ¾ of voting members rounded down are present at an E-Board meeting.

Simple Majority:  One option in a vote has ½ (rounded up) of the total votes.

Plurality: One option in a vote has the most number of votes.

Super-Majority: One option in a vote has ⅔ of the total votes rounded up.

Ultra-Majority: One option in a vote has 3/4 of the total votes rounded up.

Showing: Public showing of anime, movies, or series as decided by the club, led by the Head of Showing.

Head of Showing: One of the elected officer positions, also known as Tyler.

Membership Cards: A card possessed by members, which includes the semester, year, president’s name (printed and signed), member’s name, and a schedule of shows for that semester.

Semester: Either fall or spring semester of the Cornell academic year.  This does not include summer and winter sessions.

Traditions: Non-binding events and procedures that need not occur.

ARTICLE I. Purpose

It is the purpose of the Cornell Japanese Animation Society to promote an interest in Japanese animation (anime) in the Cornell community, and to maintain the interest of anime fans who are already in the Cornell community. This purpose is to be achieved primarily through a weekly showing of Japanese animation. Other events, such as co-sponsoring Japanese animation showings with Cornell Cinema, are also used to achieve this purpose.

ARTICLE II. Executive Board

Section one. Executive Board Membership and Voting Eligibility

  1. The membership of CJAS shall be open to any person expressing interest in anime. CJAS will not discriminate against any individual or group, provided that they respect our constitution.
  2. Members are required to pay membership dues, the exact amount of which shall be set by the Executive Board at the beginning of each semester.
  3. Members will not lose membership for any semester in which they have fully paid dues, even if they do not currently have voting rights.
  4. Members gain or recover voting rights at the start of their second consecutively attended meeting
  5. Members lose voting rights if they miss two consecutive meetings.
  6. Voting rights roll over to the next semester.
  7. All officers are members of the Executive Board, and are expected to attend Executive Board meetings regularly.

Section two. Executive Board Duties

It is the duty of the Executive Board to ensure the smooth running of CJAS. The Executive Board makes all of the decisions required of the club. Some common decisions faced by the Executive Board are: programming at the weekly anime showing, acquisition of new material, and officer elections at the end of the spring semester.

Section three. Executive Board Meetings

  1. During any given semester there are to be at least four Executive Board meetings.
  2. In order to conduct business at an Executive Board meeting, there must be both quorum and at least two elected officers present.
  3. Executive Board meetings are announced by the President who will make an effort to select a convenient meeting time for the entire Board. Executive Board meetings are also over electronic mail to Executive Board members. If the President is unable to call a meeting, but one is needed, then it falls to the Secretary to call a meeting in the manner outlined above.
  4. The Secretary is responsible for posting an agenda before every Executive Board meeting, and posting minutes after every Executive Board meeting.
  5. Executive Board meetings are presided over by the President; in case the President is absent, meetings should be presided over by the Secretary.
  6. Minutes should be taken by the Secretary; in case the Secretary is absent, or fulfilling the role of the president, these duties should be taken by someone selected by the Secretary.

Section four. Emergency meetings

  1. If an emergency Executive Board meeting is required due to an issue which comes up after a general meeting, but requires attention before the next general meeting, then the President should contact the members of the Executive Board to arrange an emergency meeting. If the President is unable to call or attend an emergency meeting, but one is needed, then it falls to the Secretary to call an emergency meeting in the manner outlined above.
  2. In the event that three quarters of voting members feel that a meeting should be held, but the President and Secretary do not, those three quarters of the Executive Board can call an official meeting.

ARTICLE III. Elected Officers and Appointed Positions

Section one. Elected Officer Eligibility Requirements

  1. There are four elected officer positions: President, Treasurer, Secretary, and Archivist.
  2. In order to be eligible for these positions, candidates must have attended fifty percent of the Executive Board meetings during their most recent full semester at Cornell.
  3. If there are fewer than four Executive Board members who satisfy the above condition, then any member shall be eligible for Treasurer, Secretary, and Archivist, but not for President.
  4. Elected officer positions may only be held by full-time Cornell students.

Section two. Terms of Office

  1. A term of office is defined as a full school year, beginning with the fall semester and ending with the spring semester.
  2. No elected officer may serve more than three terms in an elected position.

Section three. Appointed Officers

  1. There is at least one appointed officer position: Head of Showing
  2. Appointed officer positions may be held by elected officers
  3. An appointed officer is appointed by the president and confirmed by both the consent of the appointed individual and a simple majority vote with quorum.
  4. The president may reappoint a new officer for any position at any time, provided the new appointment is approved by a simple majority vote with quorum

Section four. Elected Officer Duties

  1. No person shall hold more than one elected officer position at a time.
  2. The only exception to the above clause is the case in which there are too few Executive Board members to fill the four elected officer positions. In such a case, the Archivist and Secretary will temporarily become appointed positions until that time when the Board is again able to support four elected officer positions.
  3. All officers must take an oath to uphold the conditions set forth in the CJAS constitution after they are elected but before taking office.  The oath shall be sworn on an anime related article and shall be spoken as: “In brightest day, in darkest night, no anime shall escape my sight.  Let those who worship real life’s light, beware my power, CJAS’s might.”
  4. All elected officers cannot miss more than two consecutive Executive Board meetings.
  5. All elected officers must train their successors as per Article III section five below.
  6. Duties of each elected officer and the Head of Showing are as outlined below:

President

The President is responsible for coordinating the efforts of the club. They must see to it that all decisions made by the Executive Board are carried out.

Specific duties of the President include:

  1. Calling and presiding over Executive Board meetings,
  2. Coordinating the weekly anime showing,
  3. Reserving rooms for the anime showings and E-board,
  4. Understanding SAFC (Student Assembly Finance Committee), regulations and federal copyright laws,
  5. Appoint appointed positions by the third E-board of a semester.

Treasurer

The Treasurer is responsible for keeping track of the money belonging to CJAS. They are required to report all financial activity of the club to the Executive Board.

Specific duties of the Treasurer include:

  1. Keeping accurate records of all accounts,
  2. Reimbursing members for club purchases,
  3. Dealing with the SAFC,
  4. Collecting membership dues from members,
  5. Filing all required tax forms,
  6. Regularly summarizing expenditures for Executive Board members,
  7. Making purchases for the club.

Secretary

The Secretary is responsible for keeping records of all events that transpire in the club.

Specific duties of the Secretary include:

  1. Taking minutes at Executive Board meetings,
  2. Posting an agenda prior to Executive Board meetings and posting minutes afterwards,
  3. Tracking Executive Board meeting attendance,
  4. Determining which Executive Board members are eligible to vote,
  5. Keeping copies of all administrative records of the club including handouts, agendas, and minutes,
  6. Ensuring membership card designs are agreed upon and are distributed by the eighth showing of a semester.

Archivist

The Archivist is responsible for maintaining the collection of videotapes, laser disks, and scripts in CJAS’s possession.

Specific duties of the Archivist include:

  1. Keeping the entire collection of anime-related goods (unless office space is found in which CJAS can store its collection),
  2. The Archivist is liable for any club goods they store with other people or organizations,
  3. Keeping an up-to-date catalog of materials in the club’s possession.

Head of Showing

The Head of Showing is responsible for both ensuring that the weekly showing runs smoothly and for liaising with anime distributors to receive permission to show anime at showing.

Specific duties of the Head of Showing include:

  1. Creating the showing schedule and ensuring that it is approved by the first showing of a semester,
  2. Having all shows liaised by the first occasion in which they are shown in a  semester,
  3. Preparing the showing room for showing before showing begins each week.
  4. Planning entertainment for the club during the showing break, if such is required,
  5. Maintaining all equipment necessary for showing.

Section five. Training the Next Elected Officers.

  1. Ensure succeeding officers fully understand their responsibilities and have access to any documents, mailing lists, and any other administrative access permissions necessary to perform their duties.
  2. Ensure succeeding officers fully understand the constitution.
  3. Current officers shall meet with their successors, once successors are elected, on at least a weekly basis to ensure that the future officers understand their responsibilities as per Article III, Section five, clauses 1 and 2 above.

ARTICLE IV. Election Meetings

Section one. Voting Eligibility and Quorum at Election Meetings

  1. Executive Board members who have voting rights are eligible to vote in elections.
  2. There must be a super-quorum of the Executive Board members eligible to vote in order for an election to take place.

Section two. Election Procedure; setting up the meeting

  1. Elections cannot take place at an emergency Executive Board meeting.
  2. The annual election meeting will be announced by the President to Executive Board members two weeks before it takes place.
  3. Before the election meeting, the Secretary will compile a list of all members who satisfy the requirements for elected officers described above. The Secretary will post this list along with the agenda for the Executive Board meeting before the meeting in which the vote will occur.

Section three. Election Procedure; voting and tallying

  1. The order in which officers are elected shall be: President first, then in the following order Treasurer, Secretary, and Archivist last.
  2. Voting is done by secret ballot and tallied by the Secretary, except in the case where the Secretary would be tallying votes for themselves, in which case someone else is appointed by the executive board to tally the votes.
  3. A candidate must win by a simple majority.
  4. If there is no simple majority, then the candidate who received the least number of votes is dropped from the ballot and a re-vote is taken.
  5. If there is no simple majority, and two or more candidates have tied for the least number of votes then a re-vote should be taken without dropping anyone from the ballot. Re-votes will continue in this manner until someone wins by a simple majority or a candidate can be dropped from the ballot.
  6. If the process described in Article IV, Section three, clause 5 repeats for more than five iterations, then all candidates tied for last are dropped from the ballot and voting proceeds as described above.

Section four. Emergency Elections

  1. If an elected officer is impeached, drops out of school, dies, or is similarly incapacitated then replacement elections should be held at the next regular Executive Board meeting and the Secretary, or an appointed member if the Secretary is unavailable, must announce the emergency election in the agenda for the next meeting.
  2. The election procedure pertaining to voting and tallying is the same as outlined above for a regular election in Article IV, section three.
  3. Eligibility of the candidates is determined using the Executive Board meeting attendance records in accordance with the guidelines described above in Article III, Section one, clause two.

ARTICLE V. Impeachment

Section one. Impeachment

  1. Any elected officer may be removed from office upon conviction of treason, bribery, or other high crimes and misdemeanors, including consistent failure to perform duties even after ample warning from Executive Board members, abuse of power, and upon violation of the Cornell University Campus Code of Conduct and any other rules of conduct as pertains to the University.
  2. An elected officer losing voting rights is immediate grounds for impeachment of that officer.
  3. Members who have been impeached have the right to run for office again.
  4. The Executive Board may punish its members for disorderly behavior, and with a super-majority, expel a member.

Section two. Impeachment Procedure.

  1. Any Executive Board member can call for an impeachment vote if there are sufficient grounds for impeachment as described in Article V, Section one.
  2. If the call for an impeachment is seconded by at least one officer or two members, then the item goes to a secret ballot vote.
  3. Super-quorum rules for impeachment votes are the same as those for election meetings, three quarters of Executive Board members with voting rights, rounded down. The officer up for impeachment may not vote and does not count towards super-quorum.
  4. A three quarters majority rounded up is required for the impeachment of any elected officer.

ARTICLE VI. Liability

  1. The Executive Board will decide where club property is to be stored, and who is responsible for it.
  2. The Head of Showing is required to keep a list of the equipment owned by CJAS, where it is being stored, and who is responsible for it.
  3. The Archivist is required to keep a list of the goods owned by CJAS and where they are being stored.
  4. Any person responsible for CJAS property may be held liable for the cost of replacing that equipment or good at the discretion of the Executive Board.
  5. CJAS is not responsible for any injuries or lost items at public CJAS events.

ARTICLE VII. Advisor

The Executive Board will choose an advisor based on the following preferable criteria:

  1. The advisor should be willing to take an interest in club activities.
  2. The advisor should be interested in Japanese culture.
  3. The advisor should at least be familiar with Japanese animation.
  4. The advisor should be easily accessible for signatures.

The advisor is required to follow the duties outlined by the SAFC for the advisor of student organizations.

ARTICLE VIII. Traditions

CJAS has a number of traditions that shall be enumerated

  1. Duckboat: CJAS is currently on a quest to obtain the mighty Duckboat, the magical boat that can float in the sea and drive upon the land. Steps should be made during every E-Board (when possible) to further this agenda (and then tabled in some fashion afterwards).
  2. Swear Jar: CJAS does not approve of profanity and will attempt to prevent its use during E-Board.  Members who do swear during E-Board are encouraged to donate a quarter to the swear jar. (These funds may be used by the Head of Showing at their discretion).
  3. Coin Flip: If it is exactly midway through the semester then the Executive Board shall flip a coin.
  4. Marathon: On the day of Showing before finals week, CJAS holds a 12 hour marathon of anime shows (chosen in the same way as the schedule).
  5. Semester Dinner: Every semester, before marathon, CJAS has semester dinner, open to all. The location and time of this dinner shall be voted upon by voting members (the decision will probably be Plum Tree).
  6. Ivy Room: After E-Board meetings, it is customary for members to convene in the Ivy Room for dinner (or at a location designated “Ivy Room”).
  7. Tyler: The traditional name for the Head of Showing in the club is “Tyler”. If anything goes wrong during showing, it is customary to shout out “TYLER!” until said problem is fixed.
  8. Manual Dub Night: In honor of the olden CJAS tradition to make or commission scripts, CJAS holds a manual dub night in which showing attendees do the dubbing of shows live.
  9. Amendments to the constitution can be proposed if more than two thirds of the Executive Board decides it is necessary.
  10. An ultra-majority is required for the ratification of amendments.
  11. Amendments will take effect upon ratification by the Executive Board.
  12. To cancel a previous amendment, a new amendment must be passed to cancel it.

ARTICLE IX. Amendments

ARTICLE X. Revision of the Constitution

  1. During the Spring of every odd numbered year, the CJAS constitution shall be reviewed
  2. If, during the review, it is determined that constitution requires revision that cannot be encompassed by an amendment, then a revised text may be put to a vote.
  3. A copy of the revised text must be announced at E-Board and made available to all members no less than a week before the meeting in which the above vote takes place.

ARTICLE XI. Ratification

This constitution, or revision thereof, must be ratified by an ultra-majority of the Executive Board.  Once ratified, the constitution shall go into effect at the start of the following semester.

AMENDMENT 1: General Voting Procedure

A) CJAS Approval Voting

  1. When an item not covered by the articles above is put to a vote at an E-Board meeting and there are four or more candidates or options, then the item shall go to CJAS Approval Voting.
  2. CJAS Approval Voting shall be conducted as follows: each voter may select any number of candidates or options that they approve of, the option with the fewest votes or tied for the fewest votes is removed from the ballot and the voting procedure repeats until there are three or fewer options remaining.
  3. If a vote includes more than eight options, then up to four of the options receiving the fewest number of votes may be removed from the ballot.

B) CJAS Decisive Voting

  1. When an item not covered by the articles above is put to a vote at an E-Board meeting and there are three or fewer candidates or options, then the item shall go to a plurality vote.
  2. CJAS Decisive Voting may follow a CJAS Approval Voting after the number of option has been reduced to below four.

C) Tabling

  1. When a motion is brought to an E-Board meeting, any voting member may call to table the issue. If the call to table is seconded by another voting member, the discussion about the issue will be indefinitely postponed until brought up again at a later meeting.
  2. Issues mandated by the constitution cannot be tabled.
  3. An officer may overturn or ignore tabling by members if the issue is deemed important enough to vote on.

D) Call Abstentions

Any member with voting rights may choose to abstain from a vote and opt not to provide input. However, should any voting member feel that the abstaining voting members would have an effect on the vote, the member may choose to Call Abstentions. This motion to Call Abstentions must be seconded by another member with voting rights. When the motion has been seconded, another vote will be called and all voting eligible members must vote, with abstentions disallowed.

AMENDMENT 2: Scheduling

A) Rationale

Scheduling is CJAS’s most crucial function, and has long-lasting effects on club operations. Decisions made during Scheduling are to be afforded due regard by subsequent Executive Boards. Thus Schedules agreed upon by E-Board shall be considered part of CJAS’s constitution for their duration.

B) Procedure

  1. Scheduling shall occur semesterly via a two part process, “Vote” and “Ratification”. In the Vote, titles shall be selected for screening out of a pool of proposed candidates. Quorum shall be required to hold the Vote. If necessary to reach this figure, Abstentions may be Called as per Amendment 1.
  2. After ballots are cast and tallied, the Head of Showing shall devise the Schedule by arranging the selected titles into the available screening times. The schedule shall then be either Ratified by a super-majority, or returned for further consideration until a version can be agreed upon and Ratified.

C) 4 Year Rule

  1. Series that are shown by CJAS may not be shown again until 4 years have passed. Series that have been shown within 4 years of a previous screening are automatically removed from list of nominations for semester showing.
  2. If a series was shown with under four episodes, the same episodes of the series cannot be nominated again for 4 years, unless it is nominated as a weekly shown series.

D) Continuation of Series

If a series included in the schedule of the present semester has a continuation, then the continuation shall be added to the pool of candidates as per Amendment 2, Section B, clause 1.

E) Alterations

Head of Showing shall make a good faith effort to abide by the Schedule once Ratified. If this is impossible. Head of Showing shall endeavor to honor the preferences expressed in the last Vote until the next Scheduling process occurs.

F) Special Nights

  1. Special nights are showing events in which alternative anime following a certain theme are shown.
  2. Before the schedule is ratified, E-Board will vote on how many special nights shall be held in a semester and what themes the special nights will emphasize.
  3. The specific shows of a special night do not need to be explicitly stated in the schedule, but must be decided upon and ratified no less than two weeks before the special night.

AMENDMENT 3: Online Voting

A) Online Voting Procedure

  1. Any vote on any Executive Board decision may be conducted online, in lieu of an in-meeting vote, when the conditions of Section B of this Amendment are met. While paper ballots may still be issued for the voters’ convenience of recording in-meeting discussion, no paper ballots shall be accepted for votes conducted online.
  2. When a vote is conducted online, the set of eligible voters is computed in accordance to the eligibility rules for an in-meeting vote, taking into account all attendance records up to and including the most recent Executive Board meeting before the vote. Members absent from any in-meeting discussion of a vote may still be eligible to participate online in that vote, provided they are not disqualified per Section C of this Amendment.
  3. A vote conducted online is subject to the same quorum requirements as that of an in-meeting vote. For the purposes of an online vote, quorum is achieved through voter participation.
  4. The online voting system is responsible for the tallying of all online votes, in lieu of any party responsible for tallying an in-meeting vote.
  5. For auditing purposes, at the close of an online vote, anonymized ballot data and the list of eligible voters shall be made public by the online voting system, in addition to the results of the vote.

B) Invocation of Online Voting

  1. The President, at their discretion, may choose to invoke online voting at any time.
  2. With the support of a simple majority of a quorum, the Executive Board may:
    1. Invoke online voting, or
    2. Overrule the President’s invocation of online voting.

C) Disqualification of Absent Members

  1. The President, at their discretion, may choose to disqualify from an online vote those members absent from any in-meeting discussion of that vote.
  2. With the support of a simple majority of a quorum of two-thirds (rounded down), the Executive Board may:
    1. Disqualify from an online vote those members absent from any in-meeting discussion of that vote, or
    2. Overrule the President’s disqualification of those members absent from such discussion.

D) Selection of Online Voting System

  1. When a vote is conducted online, the President chooses the online voting system that will be used for that vote.
  2. With the support of a simple majority of a quorum of two-thirds (rounded down), the Executive Board may override the President’s choice of online voting system to be used in an online vote.

AMENDMENT 4: Membership Dues

  1. Membership dues default to $0.00.
  2. At any Executive Board meeting, a motion for the collection of membership dues may be introduced with the support of at least two officers.
  3. Membership dues may only be collected once each semester.
  4. The amount of these dues shall be set by the Executive Board at the time they are requested. Any voting member of the Executive Board may propose an amount for the membership dues, which must be seconded by another voting member for nomination. The amount of the dues shall be chosen by the process of general voting procedures laid out in Amendment 1.
  5. A veto of the request may also be nominated by the same process after the amount has been set. Veto shall pass with a simple majority vote among voting members of the Executive Board.
  6. Collection of membership dues is to be carried out by the Treasurer and dues are to be collected from all members during Executive Board meetings.
  7. Membership dues shall be announced by email and at Executive Board meeting until the second Executive Board meeting after the collection motion has passed.
  8. At the second scheduled Executive Board meeting following the one during which the motion was passed, the Secretary shall withhold voting rights from any member who has not rendered dues, until such time as they do so.
  9. Votes and requests regarding membership dues are to occur in person during either a scheduled or an emergency meeting, rather than through online voting.

AMENDMENT 5: Committees

A) Rationale

CJAS often requires small groups of members to determine club policies and enact club decisions and procedures.  These small groups are heretofore known as “Committees.”

B) Formation

  1. Each Committee shall be moderated by an appointed committee head.
  2. Committee heads shall be appointed as per Article II, Section 3.
  3. A list of Committees shall be maintained by the secretary. This list is considered part of the constitution.
  4. If a new Committee is deemed necessary and seconded, the item shall be voted in the same manner as amendments as per Article IX and a Committee head shall be appointed.

C) Meeting Procedurals

Each Committee head shall present on the status of their Committee at the beginning of each E-Board meeting.

D) Discontinuation of Committees

Committees may be removed in the manner of amendments as per Article IX.

AMENDMENT 6: Overturning the President’s Decision

A) Rationale

Sometimes occasion will arise when members may want to overturn a decision made by the president or enact a decision as the president would.

B) Procedure

The voting members must have a super-majority and quorum to achieve this.

AMENDMENT 7: Structure of E-Board Meetings

A) Outline

  1. Elected officers give reports/updates
  2. Committee Heads give reports/updates
  3. The agenda items are discussed

B) Agenda

The Secretary receives agenda items for at least 48 hours each week a meeting will take place.  Any member may submit agenda items to the secretary.  If an agenda item is not submitted to the secretary by 9:00PM the day before the meeting and item submissions have been open for at least 48 hours, it is at the secretary’s discretion whether or not to include the item on the agenda.

C) Modifying the Agenda

If E-Board decides, at the meeting, that an item should be added to the agenda and there is quorum, the addition of the agenda item shall go to simple majority vote.

The original constitution was ratified on September 3, 1994. This constitution was ratified on March 4, 2016.

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