Organizational Definition
The Hokkaido International Business Association (HIBA) is a non profit, private organization. The headquarters for the association will be located in Sapporo.

The Purpose
The purpose of this association is to promote friendship, exchange of information, trade and business in Hokkaido as well as between Japan and other countries.

Membership Eligibility
A person shall be eligible for membership if the members find the person to be committed to the purpose of the organization as defined in this document. The candidate for membership must be recommended to the membership by two active members. The potential member must agree to abide by the constitution and by-laws of the association as stated in this document. If the candidate is deemed to meet those requirements and is approved by two thirds of the membership in attendance at any meeting, membership will be granted to the candidate.

Dues
Dues shall be as follows:
Overseas Member = by donation or free
Student Member = ¥3,000
Individual Member = ¥10,000
Corporate Member = ¥25,000
Honorary Member = free
Associate member = Exchange of memberships

Dues will be collected from all members in November. They shall be paid by bank transfer to the nominated account. Money will be collected from new members when membership is granted. If a new member joins the association after the 30th of April, the fees shall be halved for that year. Honorary memberships may be granted to persons invited to meetings for advisory purposes, sister associations and those who it is considered will benefit the membership by virtue of their inclusion. Honorary memberships should be approved by two thirds of the membership in attendance at any general meeting. The honorary membership shall be extended to the individual by the Executive committee. Honorary memberships will be automatically extended to diplomatic Staff and no membership dues are required.

Meeting Times, Location and Agenda
When practical general meetings shall occur each month. They shall take place on a weekday (Monday - Thursday), in the evening, starting between 18.30 and 19.00. The meeting time, location and agenda shall be determined by the Executive Committee. Members must be notified of all meetings in writing. This invitation should include the time, location and agenda of the meeting. Extraordinary meetings may be called by the Executive Committee when deemed necessary.

Parliamentary Procedure
Meetings shall be conducted in accordance with the rules outlined in Roberts Rules of Order. All members shall be knowledgeable of the procedures proposed in this book. It is required reading for members of the Executive Committee.

Quorum & Proxy
In any meeting a quorum is obtained by having forty percent (40%) of the active membership present. Active members are those members current on dues prior to a date determined by the Treasurer. Proxy votes will be counted in obtaining a quorum. A member who cannot be in attendance but would like to vote may do so through a proxy. To appoint a proxy the member must notify the board in writing prior to the start of the meeting. The notification must include the identity of the active member who will retain the absent members voting rights. Proxies may not be passed to another proxy. The proxy is valid for one meeting only.

Language
The official language used in meetings and member correspondence will be English.

Constitutional Changes and Amendments
All changes to the constitutional articles of the association should be submitted to the Executive Committee, in writing, one month in advance of a general meting. The proposed change or amendment should be sent by mail to each of the members along with the announcement of the next meeting. Voting shall take place in the next general meeting. A constitutional change requires the approval of two thirds of the membership. A quorum must be in attendance for a constitutional change or amendment vote.

Committees
The membership may form committees for the purpose of achieving the goals of the association. Each committee shall be empowered with the ability to accomplish real tasks outside of the general meeting. Each committee will have its own chairperson. The duties of the chairperson are to lead the committee in accomplishing its purpose and report the activities to the membership at the general meetings. All members are strongly urged to become involved There are two classes of committees, standing committees and ad-hoc committees. Standing committees are committees that are permanently formed .

Executive Committee or Board
The Executive Committee shall attend to the daily business of the association. This committee shall preside over any meetings of the membership. The committee shall meet at least once per month to discuss and prepare the agenda for the next meeting. The members of the Executive Committee shall also serve as formal representatives of the membership when occasions arise. The Executive Committee shall be comprised of between four and six officers.

Chair
The Chair will conduct the meetings of the membership.

Vice Chair
The Vice Chair will perform the duties of the chair when the chair is unable to attend to them. The Vice Chair shall also oversee the formation, disbanding and general activities of the other committees.

Secretary
The Secretary shall take the minutes of the meetings, count and record balloted votes. The Secretary shall be responsible for notifying the membership f upcoming meetings.

Publicity Liaison
The Publicity Liaison officer will be responsible for handling the formal correspondence of the association.

Treasurer
The Treasurer shall handle all financial matters pertaining to the association, such as collecting the dues from the membership and keeping the books.

Officer Elections
Officers shall be elected by a majority vote of the membership. A quorum must be in attendance for officer elections. Officer elections shall take place each year between October and December. Terms are one year beginning January 1st. The board may call a special election if a vacancy occurs mid year. All members current on dues are eligible to run for office.