By-Laws
BY-LAWS OF KAUWAHI ‘ANAINA HAWAI’I
HAWAIIAN CIVIC CLUB
ARTICLE I
Rules of Order
Section 1. The Kauwahi ʻAnaina Hawai’i Hawaiian Civic Club (herein referred to as KAHHCC) shall be governed by the Constitution and these By-Laws. The rules contained in “Robert Rules of Order” are to be referred to as applicable.
ARTICLE II
Election of the Board of Directors
Section 1. The Board of Directors shall be members and elected by the membership of KAHHCC.
Section 2. Officers of the Board of Directors shall be the Pelekikena (President); Hope Pelekikena ‘Ekahi (1st Vice-President); Hope Pelekikena ‘Elua (2nd Vice President); Kakau ‘Olelo (Secretary); and Pu’uku (Treasurer).
A. The Pelekikena, Hope Pelekikena ‘Ekahi and Hope Pelekikena ‘Elua must be of Hawaiian ancestry.
B. All duly elected officers of the KAHHCC shall assume office and serve for a term of two years beginning January 1st of the year for which they are elected.
Section 3. No member of the Board of Directors shall serve more than two consecutive terms in the same office.
ARTICLE III
Duties of the Board of Directors
Section 1. The duties of the Board of Directors shall include the following:
A. Conduct the business of KAHHCC in accordance with the purposes and objectives of the Hui and in accordance with its Constitution and By-Laws.
B. Attend the Board of Directors meeting, General Membership meeting and any other club events.
C. Develop plans for projects aimed to implement the purposes and objectives of KAHHCC.
D. Appoint task forces, standing committees, or ad hoc committees to study matters of concern and/or implement projects proposed by the Board of Directors of KAHHCC.
E. Meet with the various standing committees to evaluate progress being made in committee activities and to determine if additional assistance is required.
F. Meet to consider and resolve any written notices or electronic communication from members as soon as possible and respond accordingly.
G. Designate the time and place of the election of Officers and Directors and appoint a Nominating Committee at least three (3) months prior to the election date.
H. The Nominating Committee shall prepare a slate of qualified members who are willing to serve as Officers and Directors. Any other qualified member desiring to run for office can be added to the ballot at the general elections meeting after being nominated and seconded.
I. All members must be notified of the slate of nominees one month prior to the election date.
J. Persons wishing to vote absentee must notify the Nominating Committee at least 14 days prior to the election date. The Nominating Committee will mail the ballots which must be returned and received prior to the election date in order to be valid.
K. The Board of Directors will notify the membership of the election results within 14 days of the election.
L. Deliver to their successors all books, papers, and such other articles belonging to KAHHCC as may be in their possession.
ARTICLE IV
Duties of the Officers of the Board
Section 1. The Pelekikena (President) shall:
A. Be the chief executive of this Corporation and shall perform all duties incident to this office or which may be designated by the Board of Directors.
B. Preside at all meetings of the KAHHCC.
C. Serve as a director to the Mainland District Council (MCHCC) and appoint two Papaho ‘oholo to serve with the Pelekikena as Directors to the MCHCC.
D. Submit an annual report at the Convention.
E. Have oversight responsibility for all KAHHCC committees.
Section 2. The Hope Pelekikena “Ekahi (1st Vice-President) shall:
A. Assist the Pelekikena of this Corporation and shall perform all duties incident to this office or which may be designated by the Pelekikena, including but not limited to oversight of standing committees as delegated by the Pelekikena.
B. In the absence or inability of the Pelekikena, perform the duties, act as, and have the same authority as the Pelekikena.
C. Have oversight responsibility as assigned by the Board of Directors.
Section 3. The Hope Pelekikena ‘Elua (2nd Vice-President) shall:
A. Assist the Pelekikena and the Hope Pelekikena ‘Ekahi and shall perform all duties incident to this office or which may be designated by the Pelekikena, including but not limited to oversight of standing committees as delegated by the Pelekikena.
B. In the absence or inability of the Pelekikena or the Hope Pelekikena ‘Ekahi, perform the duties, act as, and have the same authority as the Pelekikena or the Hope Pelekikena ‘Ekahi.
C. Have oversight responsibility as assigned by the Board of Directors.
Section 4. The Kakau ‘Olelo (Secretary) shall:
A. Take minutes of the proceedings at all meetings of the KAHHCC and the Board of Directors meetings, keep a full, true, and correct record thereof, and shall deliver to the successor all books, papers, and such other articles belonging to the KAHHCC as may be in his or her possession.
B. Prepare the quarterly report as required by AOHCC.
C. Have oversight responsibility as assigned by the Board of Directors.
Section 5. The Pu’uku (Treasurer) shall:
A. Receive all funds (including funds from all committees formed by the KAHHCC) paid or belonging to the KAHHCC, and shall deposit such funds in a bank, banks or depositories as approved by the Board of Directors.
B. Make disbursements as authorized by the President or either of the Vice Presidents and shall sign all checks or drafts for the withdrawal of funds.
C. Have the accounts and books always open to inspection by the Board of Directors, Pelekikena and authorized auditors.
D. Submit a financial report to the Board of Directors of all monies received and disbursed at each meeting of the Board of Directors and at least quarterly to the members by email and at the general meeting.
E. Maintain a monthly updated roster of members and potential members.
F. Shall be responsible for all fees, registrations, and reports to the State of Utah and to the Internal Revenue Service.
Deliver to the successor all reports, accounts, and schedules pertinent to the office.
ARTICLE V
Vacancies, how filled
Section 1. In the event it becomes necessary for an elected official to resign, he or she shall make it known to the Board of Directors.
Section 2. In the event of a vacancy in the office of Pelekikena, the Hope Pelekikena ‘Ekahi shall automatically fill the vacancy and the step process shall follow for the unexpired term. In the event that the step process cannot be implemented because of multiple vacancies in offices, the Board of Directors shall meet as soon as possible to select a replacement from the membership of the KAHHCC.
Section 3. In the event of a vacancy in any other elected position, the Board of Directors shall meet as soon as possible to select a replacement from the membership of KAHHCC.
Section 4. Appointees who fill vacancies shall serve for the remainder of the unexpired terms in the same office.
ARTICLE VI
Committees
Section 1. The following standing committees shall be established:
A. Budget, Finance, Fundraising: monitors and implements all financial activities and ensures that Hui finances comply with the laws and the KAHHCC governing documents.
B. Education/Wellness/Health: Provides opportunities for learning of Hawaiians, health, and other matters.
C. Hospitality & Program: Plans and organizes events, communications, recognitions, and community involvements.
D. Membership: Recruits potential members and retains current members.
E. Na Mea Hawai’i & Historical Sites/Na Mele: Seeks continuity in all things Hawaiian.
F. Scholarship: Works to provide monetary awards to qualified students.
G. Governance: Observes the proceedings of Hui activities and whether the documents by which the Hui operates meet the goals and objectives of KAHHCC.
H. Communications: Keeps membership informed of meetings, activities, correspondence, etc. as directed by the Pelekikena.
Section 2. From time to time, other committees may be established as deemed appropriate by the Board of Directors.
Section 3. The scope, duties and responsibilities of all committees shall be determined by the Board of Directors.
ARTICLE VII
Duties of the Committee Chairperson
Section 1. Take charge of their respective committees under the direction of the Board.
Section 2. Deliver to the successor all books, papers and such other articles belonging to the KAHHCC as may be in his or her possession.
ARTICLE VIII
Meetings
Section 1. Board of Director meetings of the KAHHCC shall be held each month.
Section 2. General Membership meetings of the KAHHCC shall be held at least every other month.
Section 3. A special membership meeting may be called by the Pelekikena, whenever the press of business requires, or by written request of ten or more members.
Section 4. Notification of the membership meetings of the KAHHCC shall be transmitted by the secretary to all members in advance of the scheduled meeting.
Section 5. Unless the subject of the meeting is concerned with sensitive or litigation issues, all meetings of the KAHHCC shall be open to the membership and the public.
ARTICLE IX
Amendments
Section 1. These By-Laws may be amended at any general meeting, or virtually when a virtual meeting is set up, by a two-thirds (2/3) affirmative vote of the members present and in good standing.
Section 2. All proposed amendments must be circulated to the members no less than thirty (30) days prior to the KAHHCC general meeting date or virtual meeting date.