Login
Enter your email address (username) and password here in order to log in to the website.
 

EAJS News

 

New Job Announcement:

Professor in Japanese Studies, The University of Melbourne

more

 

New Job Announcement:

[Deadline: November 15th] Assistant Professor in Japanese or Korean Art History or Architectural History at The University of British Columbia

 more

 

New Call for Papers announcement:

Conference: "Japan and Europe in Global Communication"

more

 

New Exhibition announcement:

"Namban lacquer: Japan remained in Spain. 400 years after the Keichô Embassy".

more

 

New Japanese Conference announcement:

2013 Conference of the International Association for Japanese Studies (IAJS)

more

 

As of May 6th 2013, the EAJS Office has a new address.

more

Constitution of the EAJS

1.

Name, Seat and Business Year of the Association

(1)

The name of the Association shall be "The European Association for Japanese Studies"; after listing in the registry of associations the abbreviation e.V. (registered association) will be added.

(2)

The seat of the association is Munich. The business year is from August 1 to July 31.

 

2.

Objects of the Association

 

The objects of the Association are the cultivation and promotion of scholarship and research in the field of Japanese studies in all countries of geographic Europe.

 

The Association pursues solely and directly objects of public interest in accordance with respective tax law definitions of objects eligible for preferential tax treatment. The objects of the constitution shall be achieved especially through the following activities:

 

organization of workshops, study events, conferences and symposia in the field of Japanese studies,

 

support of young scholars in Europe, for example through the organization of PhD workshops or through the donation of grants for a limited period of time; the respective research results will be made publicly available,

 

publications in the field of Japanese Studies, especially publications of scientific research results,

 

publication and distribution of a Bulletin for members,

 

The Association shall encourage the formation of national and regional organizations of Japanese studies that pursue similar objects and shall co-operate with them to foster the objects of the Association, especially through the regular exchange of information on planned events, the invitation of representatives of such organizations to events organized by the Association and the dispatch of its own representatives to events of such organizations.

 

The Association pursues no private interests; it does not primarily pursue profit goals. The funds of the Association are only to be used for the objects stated in this Constitution. Members receive no transfer out of funds of the Association. No person shall benefit from expenses contrary to the stated objects of the Association or through unreasonably high compensations.

 

All holders of an official position in the Association serve in an honorary capacity. Any decision amending the constitution shall be submitted to the tax office before registration at the court of registration.

 

3.

Membership

 

(1)

Any individual interested in the achievement of the objects of the Association can become ordinary member, irrespective of residence and nationality. Associations and corporations can become supporting members, if they want to support the Association through yearly payments, irrespective of the country of their seat or administration. Precondition for membership is a written request addressed to the Council of the Association and the payment of the first membership fee. Standardized application forms may be used. On applying, the applicant, or an authorized representative in the case of associations and corporations, declares by giving his or her name and address to adhere to the terms of this Constitution. The member is accepted as soon as the complete request for membership and the first membership fee have been received.

 

(2)

Membership ends

 

a)

by voluntary resignation, possible only at the end of the business year, to be declared in written form to the Council,

 

b)

by expulsion due to lack of interest, which can be decided by the Council if membership fees have not been paid for more than three years without just cause,

 

c)

by formal expulsion, which can only be decided by the General Meeting. The following shall apply: A member who has grossly violated the interests of the Association, can be expelled through decision of the Council. Before the decision is taken, the member must be informed about the accusation and, within a reasonable period of time, be given the opportunity to justify herself/himself personally or in written form to the Council. Any written statement from the respective member must be read aloud during the Council meeting. The expulsion decision requires a majority of the Council as stated in this constitution. The decision supplemented with reasons must be sent to the member by registered mail,

 

d)

by death.

 

(3)

Members have to pay a membership fee. At the time of ratification of this Constitution the annual membership fee for ordinary members is 20 euro, for supporting members 40 euro, for students 10 euro. It is due on the first day of August in each year or for new member at the start of their membership. Changes in the amount, due date, or means of payment are to be decided by the General Meeting.

 

(4)

A member terminating membership has no claims against assets of the Association, unless specified otherwise by this Constitution.

 

(5)

Persons, who have made eminent contributions to the objects of the Association can be appointed as Honorary Members by the General Meeting after having been nominated by the Council. Honorary members pay no membership fee. Their number should not exceed ten.

4.

Profits and other funds of the Association

 

 

(1)

Possible profits and other funds of the Association are only to be used in accordance with the objects of this Constitution. Members do neither receive shares in the profits nor any other transfers out of funds of the Association.

 

(2)

No person shall benefit from expenses contrary to the stated objects of the Association or through unreasonably high compensations.

 

5.

Bodies of the Association

 

Bodies of the Association are:

 

(1)

The General Meeting of all members.

 

(2)

A Council consisting of a President, a Secretary, and a Treasurer (together the officers) and of at least four and at most six other persons (members of the extended Council). All Council members are elected by the General Meeting for a period of three years. Officers can only be reelected once (two consecutive terms). Other council members may be reelected twice (three consecutive terms). The Council shall propose to the General Meeting to appoint the immediate past president as member of the extended Council. The appointment of the immediate past president as member of the extended Council shall be possible even after he has served two terms as an officer.

(3)

A special Representative, who can be authorized to act for and represent the Council in the following tasks:

strategic planning of tasks and cooperation to achieve and promote the objects of the Association,

administration and coordination of mailings, membership invoice, and membership database.

The Council shall be authorized to appoint a special Representative for these tasks.

 

6.

General Meeting

(1)

An ordinary General Meeting is to be convened at least once in three years. It decides on the following items:

1.

Changes to the Constitution.

2.

Approval of the budget planned by the Council for the next three years, receipt of the Council's report of activities in the past three years, exoneration of the Council.

3.

The appointment and dismissal of Council Members.

4.

Amount, due date, and means of payment of the membership fees.

5.

The dissolution of the Association and the use of its assets.

6.

The appointment of honorary members nominated by the Council.

Votes regarding the appointment of Council Members can also be cast in written form. In this case, presence at the General Meeting or use of proxy vote is not required.

(2)

The Council shall call a General Membership Meeting in writing detailing the agenda. The invitation should be mailed at least four weeks ahead of the membership meeting. The invitation shall be considered received if it is directed at the last known mailing address of the member. The invitation may also be distributed by fax or email. The same regulations of timing and address validity assumption apply. The Council sets the agenda of the meeting. Any member may suggest additional items for consideration up to one week ahead of the meeting. Urgent applications may be put on the agenda later.

(3)

The General Meeting shall be chaired by the President, or if he or she is absent, by any other Council member, preferably an officer. The General Meeting appoints a chair person if no Council member is present. The General Meeting reaches a quorum with twelve or more members present. Members who cast the appointment of Council Members in written form are considered as present.

(4)

In the General Meeting members are permitted to vote even if they also hold a proxy vote for other members. Votings regarding the appointment of Council Members in written form have to reach the Association one week in advance of the General Meeting; Votings which are either received late or not accordingly in other respects cannot be considered. Supporting members have one vote each. Decisions are taken by the majority of votes. If there is a parity of votes, the vote of the President will be decisive. Abstentions are not counted as votes. The Council decides on the voting procedure. Votes on amendments to the Constitution, if not approved unanimously, shall be decided by written ballot. Amendments to the Constitution and the decision to dissolve the Association need a majority of two thirds of valid votes cast.

(5)

Amendments to the Constitution and the decision to dissolve the Association need to be announced to the tax office. Amendments to the Constitution that alter the non-profit objects mentioned in Article 2, need the approval of the tax office.

(6)

Discussions in the General Meeting are to be recorded in minutes of the meeting that is to be signed by a Council member appointed as minute taker. The minutes shall include following items: place and time of the meeting, the name of the chair and of the minute taker, the number of participants in the meeting, the agenda, voting results and the kind of votes. In case of amendments to the Constitution, the exact wording needs to be written down. Members should receive the minutes within six months of the meeting. Objections can only be raised within one month after the minutes have been made available.

(7)

A Special General Meeting shall be convened if it is required by the interest of the Association or if ten or more Members of the Association call a Special General Meeting by giving notice in writing to the Council stating the motion or motions to be brought forward. In case the total number of members is less then one hundred, one tenth of the members shall suffice to call a Special General Meeting. A Special General Meeting shall be summoned by the Council within twelve weeks after the request has been made. Not less than eight weeks' notice shall be given of a Special General Meeting. Article 6 paragraph 2 applies correspondingly. Decisions taken at a Special General Meeting require a simple majority. If the Council ignores the request for a Special General Meeting, members can convene such a meeting by themselves.

 

7.

Council

(1)

The officers represent the association unless specified otherwise by this Constitution. Their representative functions include:

1.

Implementation of the decisions of the General Meeting.

2.

Negotiation and termination of employment contracts.

(2)

The Council is responsible for all matters of the association unless it is a representative function as described in the first paragraph or the Constitution specifies otherwise. Its functions include:

1.

Preparation of the General Meeting and setting of the agenda.

2.

Invitation for the General Meeting.

3.

Implementation of the decisions of the General Meeting to the inside.

4.

Annual and tri-annual budget planning, bookkeeping of income and expenses, writing an annual report to be published in the Bulletin.

5.

Decisions about the exclusion of members.

 

(3)

Only members of the Association can be appointed Council Members by the General Meeting. Each position in the Council has to be voted for separately. If a council member resigns before the end of his or her elected term, the Council may appoint a successor until the end of that term. Article 5 paragraph 2 of this Constitution applies.

(4)

Officers may each represent the Association individually. The Treasurer and the Secretary are bound internally to use this right to represent the Association individually only when the President is prevented from doing so.

(5)

Officers and members of the extended Council meet at least once a year in a Council meeting. The deliberations of the meeting must be recorded in writing. The President, or the Treasurer, sends out the invitation two weeks ahead of the meeting per mail, fax, or email. Council decisions, unless another form is prescribed by law, may be made in council meetings, or in writing, by mail, telegraph, fax, email or orally if every council member participates and no member disagrees with the procedure. The officers as a group decide with simple majority. Decisions by the Council must be based on at least four votes.

(6)

Funds of the Association may be used to defray part or all of the expenses incurred by the Officers and Members of Council when attending Council meetings. This does not apply for the conference of the Association and the General Meeting.

 

8.

Dissolution and Change of Objects

(1)

The dissolution of the Association can only be decided by the General Meeting with a two-thirds majority (see also Article 6 paragraph 4). The dissolution follows the regulations of the German Civil Code (BGB). Unless the General Meeting decides otherwise, the President and the Treasurer act jointly as representatives in the liquidation process. The regulations for dissolution also apply in the case that the association is dissolved for another reason or loses its legal status.

(2)

In case of dissolution or loss of the objects eligible for preferential tax treatment, the assets of the Association must be transferred to a similar association or institution to be used for non-profit purposes for the promotion of scholarship and research or education. The General Meeting shall decide the details. The decision of the General Meeting needs to be approved by the respective tax authority.