Charter
1. Members
- Members of JETAA (Canberra Chapter), also known as JETAA Canberra, are past participants of the JET Programme living in or around the ACT region. Members are also known as Grant-In-Aid Members.
- Associate Members are any other persons who are interested in an association with JETAA Canberra.
2. Objectives
A. JETAA Canberra aims to provide support for the JET Programme in the form of:
- assistance in the promotion and advertising of the JET Programme;
- assistance in the selection of future participants in the JET Programme;
- a comprehensive pre-departure orientation programme for JET participants, their partner and/or families;
- support for current JET participants and their partners/families in Japan;
- a support network for returning and returned JET participants, other JET participants new to the area and their partners/families; and
- a link between the JET Programme and members.
B. JETAA Canberra also aims to foster a broad and deep understanding between Australia and Japan by:
- maintaining and supporting members' interest in Japan and Japanese society;
- supporting and interacting with other organisations concerned with Japan/Australia relations;
- providing members with the opportunity to share views about their experiences with local and regional educational institutions, in-services, community clubs and other groups i and at multi-cultural events;
- supporting Japanese exchange teachers and others living in and working in and around Canberra; and
- visiting schools to promote interest in Japan and to promote the JET Programme.
C. JETAA Canberra strives towards forging a national JETAA community by:
- maintaining regular communication with other JETAA Chapters around Australia;
- encouraging and promoting joint initiatives and activities where appropriate and possible;
- fostering the development of a national vision and goals for JETAA Australia; and
- participating in and supporting the objectives of JETAA on a global basis.
3. Activities
To achieve the objectives of the association the following activities will be carried out:
A. Social functions
At least four (4) social functions will be held each year in or around the months of January, April July and October. The nature and exact timing of these functions should be determined at the meeting immediately preceding that function and advertised to all members in the newsletter immediately preceding that function and/or by distribution of a flyer.
All members should be invited to each function. Staff of the Embassy of Japan (the Embassy) in Canberra immediately associated with the JET Programme and their partners/families should also be invited to each function.
The social function in July shall serve as a farewell function for out-going JET participants.
The social function in October (usually Ohanami) will generally serve as a welcome home for returning JET participants and as a welcome to JET participants new to the area.
B. Newsletter
At least four (4) newsletters will be published each year in or around the months of March, June, September and December. Each newsletter shall include:
- a message from the President detailing recent events and developments
- details from the minutes of the previous meeting;
- details of the next social function;
- details of the next meeting and proposed agenda items;
- letters from current JETs in Japan; and
- any other items as deemed suitable by the editor.
Flyers may also be sent out throughout the year to inform of coming events.
C. Meetings
At least four (4) meetings will be held each year in or around the months of February, May, August and November. One meeting will be the Annual General Meeting with committee positions being open for election.
The May meeting must include as an agenda item a discussion of the draft budget to be submitted to the Embassy of Japan in June.
The May meeting must include as an agenda item a discussion of the draft budget to be submitted to the Embassy of Japan in June.
Details of each meeting, along with proposed agenda items, will be advertised in the newsletter immediately preceding that meeting.
All members should be invited to attend each meeting. Only Grant-In-Aid Members will have equal voting rights on each item of business.
No item of business will be transacted at a general meeting unless a quorum of members is present. A quorum shall be not less than five (5) members.
4. Executive Committee
An Executive Committee shall be elected at each Annual General Meeting. The Executive Committee will consist of a President and any or all of the following positions:
- Vice President
- Treasurer
- Newsletter Editor
- Social Function Coordinator
- Orientation Coordinator
- Chapter Representative
- Webmaster
- Any other positions as deemed necessary from year to year, such as Membership Officer, Fundraising Officer, Publicity Officer and Regional Conference Coordinator. Guidelines for these positions shall be drawn up as needed.
All positions should be deemed vacant prior to each Annual General Meeting. All Grant-In-Aid Members shall be eligible for election.
It will be possible for one person to hold one or more of these positions at any one time. If a position becomes vacant before the expiry of term, a replacement will be elected as soon as possible.
All Executive Committee members should attend all meetings and social activities.
Specific duties of each of these positions will be:
President
Duties:
- General supervision of the business and affairs of the Association.
- Chief representative and point of contact for JETAA Canberra on a local, regional, national and international basis. In performing this role, the President shall be responsible for making representations on behalf of members to the Embassies of Japan and Japanese Consulate-Generals in Australia and overseas, to relevant Japanese Ministries and Agencies, other JETAA Chapters, JETAA-International and other associations as determined appropriate from time to time.
- Determine a date and time for each meeting and ensure it is published in each newsletter.
- Chair each meeting or nominate a substitute to act as Chairperson.
- Write a report for each newsletter detailing recent activities, up-coming events and any other matters of interest to members.
- Make personal contact with all JET Programme returnees to Canberra, informing them of the aims and activities of JETAA Canberra and inviting their participation in upcoming activities.
- Ensure that all representative duties and responsibilities (where appropriate) are shared equally and equitably among all members of the Executive Committee. Also, liaise with each Executive Committee member in the execution of their duties and ensure that members receive adequate support in carrying out these duties.
- Encourage JETAA Canberra members and associate members to actively participate in the broad range of JETAA Canberra activities.
- In conjunction with the Treasurer, ensure that each year, a draft budget is drawn up and submitted to the Embassy.
- In conjunction with the Newsletter Editor, ensure a newsletter is published and sent to each member and associate member in or around the months of March, June, September and December.
- In conjunction with the Social Function Coordinator, ensure social functions, as described above, are held in or around the months of January, April, July and October. Also, in conjunction with the Social Function Coordinator, ensure that all members, associate members and other appropriate people are invited to and made welcome at each function.
Vice-President
Duties:
- Stand in for the President at the President's request.
- Keep a Minutes Book that records the minutes of all meetings.
- Submit to the Newsletter Editor a summary of the minutes of each meeting for inclusion in the next newsletter.
Treasurer
Duties:
- Keep a record of all monies spent in relation to JETAA Canberra activities.
- Remit receipts of all expenditure in relation to JETAA Canberra activities to the Embassy of Japan in Canberra in a timely fashion and following receipt of monies from the Embassy ensure that all members incurring such expenditure are reimbursed promptly.
- Ensure that each year a draft budget is drawn up and submitted to the Embassy of Japan.
- Make a report to each Annual General Meeting on the financial activities and position of JETAA Canberra, including details of income, expenditure and attendance.
Newsletter Editor
Duties:
- Ensure a newsletter is published and sent to each member in or around the months of March, June, September and December.
- Ensure each newsletter contains a report from the President, details from the minutes of the last meeting, details of the next meeting and proposed agenda items, details of the next social function and any other suitable items.
- Submit to the Treasurer for reimbursement any receipts for the cost the publication and postage of the newsletter.
- Keep an up-to-date mailing list of all members, associate members and other interested people. Any additions and/or alterations to this list will be promptly notified to the Embassy of Japan and each year in November an updated list will be sent to the Embassy, to CLAIR in Tokyo and to the President.
Social Function Coordinator
Duties:
- Ensure that social functions as described above are held in or around the months of January, April, July and October and that all members, associate members and other appropriate people are invited to and made welcome at each function.
- Ensure that venues are booked, numbers and prices confirmed, etc.
- Submit to the Treasurer for reimbursement any receipts for the cost of each social function.
- Ensure that details of the next social function are provided to the Newsletter Editor in time for inclusion in the next newsletter, or in the case that this is not possible, ensure that a flyer providing details of the function are distributed to all JETAA Canberra members, associate members and other invitees.
Orientation Coordinator
- Ensure a comprehensive pre-departure orientation programme is held for JET participants, their partners and/or families.
- Choose members of the Executive Committee to participate as representatives of JETAA in the orientation programme.
- Ensure that the pre-departure orientation programme consists of:
- informal contact from JETAA members who have been place in previous years in the same prefecture as the out-going JET;
- An orientation evening in conjunction with the Embassy;
- Where JETs express an interest, language and culture instruction appropriate, as far as possible, to the JETs' language level and Japan experience;
- An informal discussion afternoon for JET participants, their partners and/or families;
- A farewell function (in conjunction with the Social Function Coordinator);
- Any other functions and/or activities as requested by the JET participants or JETAA members.
- Update and publish the orientation booklet.
Duties:
Chapter Representative (or Regional Representative)
Duties:
- By delegation of the President and/or the Executive Committee, represent JETAA Canberra at regional or international JETAA conferences.
- Liaise with representatives of other JETAA chapters for the purpose of building relationships and sharing knowledge and experience of JETAA activities.
Webmaster
Duties:
- Administer the JETAA Canberra website, including the collection, formatting and uploading of new content.
- Manage web hosting tools to control site configuration. Liaise with the web hosting provider to resolve any technical issues.
- Administer the office bearers' official email service, including the allocation of email addresses and mailbox setup.
- Any other technical support services as deemed necessary by the Executive Committee.
5. General
This charter may be reviewed at the Annual General Meeting.
July 2004