Constitution
We Nepalese students
studying at Hokkaido University, Japan, hereby
agreed to form ourselves into a non-political,
non-profitable voluntary Student’s
Association to promote our academic welfare,
cultural and other activities of mutual
interests, adopting this Constitution. This
constitution shall be in effect immediately
after approval from the General Assembly.
Section
I:Name and Objectives
1.1The
Association shall be named as Hokkaido
University Nepalese Student Association or
HUNSA in short.
1.2
Objectives:
1.2.1
To act as a common forum of all Nepalese
students in Hokkaido University to organize
and co-ordinate students' welfare, cultural
and academic activities.
1.2.2
To facilitate exchange of views and promotion
of mutual cooperation with other
organizations.
1.2.3
To help interested Nepalese to get information
regarding study opportunities in Japan.
1.3
The Logo of the Association shall be as shown
in Annex I.
Section
II: Membership
2.1
The Association can award four types of
memberships; Regular, Associated, Affiliated
and Honorary.
2.1.1
All the students enrolled in Hokkaido
University shall be eligible for Regular
Membership.
2.1.2
Spouse and family members of the Regular and
Affiliated members shall be eligible for
Associated Membership.
2.1.3
All Nepalese Alumni, researchers and those
involve/d in academic activities in Hokkaido
University shall be eligible for Affiliated
Membership.
2.1.4
Honorary Membership may be awarded to any
person proposed by the Executive Committee and
approved by the General Assembly on the
grounds of the individual's academic
achievements and meritorious services to
Nepal.
2.2
All members shall pay membership fee and other
fees as approved by the General Assembly.
2.3
All members shall participate in the program
and activities organized by the Association.
2.4
The voting rights and Executive committee’s
positions shall be limited to Regular members
only.
Section
III: General Assembly (GA)
3.1
The General Assembly shall be the highest body
to make decision about policy and principles
of this Association. All members are eligible
for participation but the voting right in the
General Assembly is limited to Regular members
only.
3.2
The regular meeting of the General Assembly of
the association shall be held at least once in
six month.
3.3
Upon the demand of at least one-fourth of the
Association's Regular Member, the Executive
Committee shall call a special General
Assembly at the earliest.
3.4
All the Members of the Association shall be
informed in advance about the meeting and the
agenda by the Executive Committee.
3.5
Participation of at least two-third of the
Regular Members in the General Assembly shall
be considered a valid quorum. Incase this
quorum is not fulfilled, the Executive
Committee shall call another General Assembly
at the earliest and this General Assembly
shall be valid irrespective of the
participation of the members.
3.6
Decision on any issue, except for those
mentioned otherwise in this Constitution,
shall be made on the basis of a simple
majority vote cast by the Regular Members.
Section
IV: Executive Committee
4.1
Formation
4.1.1
An Executive Committee shall be formed once in
a year at the end of the tenure of the
existing Committee by the GA from among the
Regular Members of the Association.
4.1.2
The Executive Committee shall consist of a
President, a Secretary, a Treasurer and two
Members.
4.1.3
The Executive Committee shall make
nomination/s to fill vacant positions, if any,
of the Association except that of the
President, from among the Regular Members or
from inside the Executive Committee. In case
of President, the General Assembly will
nominate from among the Regular Members.
Duration of such nominee shall not outlast the
term of the Executive Committee.
4.1.4
Any of Executive Committee positions shall be
considered automatically vacant, if the member
ceases to be the Regular Member of the
Association.
4.1.5
The Executive Committee may also form
different sub-committees to carry out specific
tasks as and when necessary. The mandate and
the tenure of such a sub-committee shall be
announced by the Executive Committee at its
formation.
4.2
Responsibilities and Functioning
4.2.1
The Executive Committee shall report to the
General Assembly.
4.2.2
The Executive Committee shall make working
policies and procedure to smoothly carry out
its activities.
4.2.3
The Executive Committee shall be transparent
and approachable to any member of the
Association at any time.
4.2.4
The President shall be the Chief of the
Association and shall preside over all the
General Assembly meetings as far as possible.
4.2.5
The Secretary shall be acting as President
temporarily in absence of President. S/he
shall attend all the meetings, prepare the
business thereof and keep record of all
proceedings. S/he shall be in close
contact with all the members and inform them
about the activities of the Association.
4.2.6
The Treasurer shall keep all financial records
of the Association and shall present a
detailed annual report of all income and
expenditures of the Association during the
General Assembly.
4.3
Meeting
4.3.1
The Executive Committee shall meet at the
request of either the President or the
Secretary or on petition of any two Members of
the Executive Committee.
4.3.2
The frequency and the operating procedures of
the meeting shall be decided by the Executive
Committee.
Section
V: Finance
5.1
Financial sources
5.1.1
Membership fees from members of the
Association; and
5.1.2
Fund raising programs organized by the
Association if and when deemed necessary.
5.1.3
Financial assistance from any individuals,
organizations etc.
5.2
The Executive Committee shall handle the fund
for the functioning of Association’s
activities.
5.3
Bank account of the Association shall be
jointly handled by the President and
Treasurer.
