The Association of Korean-Canadian Scientists and Engineers (AKCSE) Bylaws

[PART 1 GENERAL PROVISION]

Article 1 (Name)

The name of this Association shall be the Association of Korean-Canadian Scientists and Engineers (hereinafter the Association). Its abbreviation is AKCSE.

Article 2 (Objective and Purpose)

The purpose of the Association is to foster friendship among Members, to encourage and support more young Koreans to advance in science and technology field of mainstream society, and to contribute to development of science, technology and industrial economics in Korea and Canada.

Article 3 (Activity)

The Association is a non-political and non-profit organization, and to achieve the purpose of Article 2, the Association may engage in various functions/events and projects.

Article 4 (Office)

The principle location of the Association’s office shall be Toronto, Ontario; however, if deemed necessary by the Executives, it may be relocated to other province or city via the General Meeting’s resolution.

Article 5 (Chapter)

1. The Association may have Chapters other than the office once passed at the General Meeting.
2. Each Chapter shall be consisted of over 20 Members, and the Chapter’s bylaws and the Member list shall be submitted to the Board of Directors and the approval of Chapter formation must be obtained.
3. Members shall become local Chapter Members of where they reside.
4. The Board of Directors may vote to dissolve Chapter of Article 5.1 and School Chapter of Article 5.2 if the Chapter lacks activities or fails to meet the criteria for Member composition.

Article 5.1 (Chapter President)

1. Each Chapter may elect a Chapter President through its General Meeting.
2. The Chapter President shall be the communication liaison between the Chapter and the Office.

Article 5.2 (Chapters of Next-generation Professional Members)

1. Each Chapter may organize a Chapter consisting of next-generation professional members.
2. The qualifications of the next-generation professional members shall be in accordance with Article 6.1 (3) below.
3. Chapters of next-generation professional members shall consist of 20 or more members and shall submit their by-laws and list of members to the Board of Directors through the chapter they belong to so as to obtain the Board’s approval for their organization.

Article 5.3 (School Chapter)

1. Each Chapter may form a School Chapter consisted of Student Members.
2. The qualifications for Student Members are indicated in Article 6.2 below.
3. A School Chapter shall be consisted of over 20 Student Members, and the School Chapter’s bylaw and the Member list shall be submitted to the Board of Directors via its Chapter and the approval of School Chapter formation must be obtained.

[PART 2 MEMBERSHIP]

Article 6 (Membership Category)

The membership of the Association consists of Full Members, Student Members, Honorary Members and Consultant.

Article 6.1 (Full Member)

1. A Full Member is a Canadian resident or staying in Canada, of Korean descent, and must hold minimum undergraduate degree in the field of natural science, engineering and/or medicine in principle.
2. The Executives are entitled to confer the full membership after approval to an individual who does not meet the criteria of Article 6.1 1. but is recommended by a Chapter President, Director or Executive.
3. A Member under the age of 35 with undergraduate degree and full membership may work as Young Professional (YP).
4. YP members may be active throughout Canada by participating in Young Generation and Professionals of AKCSE (YGP).

Article 6.2 (Student Member)

1. A Student Member is a Canadian resident or staying in Canada, of Korean descent, and must be enrolled in the undergraduate program, or equivalent, in the field of natural science, medicine, life science or engineering in principle.
2. A Student Member is not entitled to vote but may engage in the Association’s activities.
3. A Student Member shall become Member of each Chapter’s School Chapter and may work as a Young Generation (YG).
4. YG members may be active throughout Canada by participating in Young Generation and Professionals of AKCSE (YGP).

Article 6.3 (Honorary Member)

1. The Board of Directors is entitled to confer the designation of Honorary Member on an individual who does not meet the criteria of Article 6.1 and 6.2, but rendered academic or financial contribution to the Association, and has been approved by the Board.
2. An Honorary Member is not entitled to be nominated or vote but may engage in all other activities of the Association.

Article 6.4 (Consultant)

1. The Board of Directors is entitled to confer the designation of Consultant on an individual who does not meet the criteria of Article 6.1, 6.2, and 6.3, but has ability to provide advisory service to the Association.
2. A Consultant is not entitled to be nominated or vote but may engage in all other activities of the Association.

Article 6.5 (Rights and Obligations of Member)

1. All Members must uphold and comply with the Bylaws.
2. Members of the Association are subject to receive notices about all activities of the Association specified or not specified in the Bylaws, hence have rights and obligations of voluntary and active participation.
3. All Members must pay the membership dues set out in the Bylaws.
4. All Members are entitled to vote and to be nominated unless otherwise specified in the Bylaws.
5. Full Members may attend the Annual General Meeting and are entitled to vote on resolutions proposed unless otherwise specified in the Bylaws.
6. All Members may request participation records of activities related to the Association.
7. Membership withdrawal is not forced and dependent upon Member’s decision.

[PART 3 THE EXECUTIVES AND THE BOARD OF DIRECTORS]

Article 7 (The Executives)

1. The Executives of the Association is consisted of President, Vice-president(s), President-elect and/or Past President in principle.
2. The Past President shall be excluded from the Executives upon the election of President-elect.
3. The President is also the Executive Director of Korean Canadian Science Scholarship Foundation (KCSSF).

Article 7.1 (Election and Term of President)

1. The election of the Association President shall comply with Detailed Provisions on AKCSE President election.
2. The term of President is 2 years from January 1st to December 31st of the following year.
3. The President shall not serve consecutive terms or be re-elected.

Article 7.2 (Election and Term of the Executives)

1. The President-elect shall be elected from the Board of Directors within 1 year of the final term in principle, the detailed election procedure is set out in the Detailed Provisions.
2. The President shall appoint Vice-presidents, Committee Chairs, and Directors. The President determines the missions of and designates Vice-presidents other than Operating Vice-president and Funding & Finance Vice-president.
3. The President shall appoint the Advisory Committee Chair.
4. Term of the Executives coincides with term of the President.

Article 7.3 (Role of the Executives)

1. It shall be the responsibility of the President to direct the Association’s work, to conduct its events/functions/projects and to achieve its goals presenting the Association.
2. It shall be the responsibility of the Past President and the President-elect to assist the President in performing tasks for the Association.
3. It shall be the responsibility of the Vice-presidents to assist the President, and in the absence of the President, the Vice-president of Operation (VP-Operation) shall assume the role of the President as an acting President.
4. It shall be the responsibility of the VP-Operation to perform all duties regarding the Association’s operation.
5. It shall be the responsibility of the VP-Funding & Finance to perform all duties regarding the Association’s financial transaction approval and management.

Article 8 (Board of Directors)

1. The Executives may appoint about 30 Directors universally based on speciality, region or gender and form the Board of Directors.
2. The Association Directors are also KCSSF Directors.
3. It shall be the responsibility of the Board of Directors to perform duties regarding the Association operation. The particulars of the Board of Directors shall be set out in separate Detailed Provisions.

Article 9 (Auditor)

1. The Auditor(s) shall not be affiliated with the Executives or Board of Directors.
2. The Auditor’s term of service will correspond to that of the President. The subsequent President elect may nominate a new auditor before the expiry of the incumbent Auditor’s term of service so that the new auditor may concurrently begin the term of service with the new President but shall obtain the approval during the first Board meeting held in the new term.
3. In case of the Auditor not being able to continue to perform duties during the term, the President appoints a new Auditor, and the newly appointed Auditor shall assume duties for the reminder of the term of the former Auditor.

Article 10 (Advisory Committee Member)

1. The Association may have Advisory Accountant, Advisory Counsel, etc. if deemed necessary, and they shall be appointed by the President and approved by the Board.
2. The Association’s Advisory Committee Member(s) shall not be affiliated with the Executives or Board of Directors.

Article 11 (Treasurer and Administrative Manager)

1. The Treasurer and Administrative Manager shall not be affiliated with the Executives or Board of Directors, and the President shall appoint them.
2. The Treasurer may make transfers and withdrawals from the Association’s account and Korea-Canada Conference on Science and Technology (CKC) account upon the approval of the President and VP-Funding & Finance.
3. The President shall appoint the Association’s Administrative Manager and CKC Administrative Manager.

[PART 4 MEETING]

Article 12 (Meeting Category)

Meeting categories are Annual General Meeting, Extraordinary Meeting, the Executive Meeting and the Board Meeting. They may be held in writing or on-line.

Article 12.1 (General Meeting)

1. The General Meeting shall be held once a year during CKC in principle.
2. It is the responsibility of the President to give all members the notice of General Meeting specifying time and location at least one month prior.

Article 12.2 (Extraordinary Meeting)

Extraordinary Meeting may be held anytime upon requisition by 10 or more Full Members or the Executives, and the Executives shall determine the time and location and notify immediately. The resolution(s) of General Meeting and other necessary matters regarding the Association activities may be resolved.

Article 12. 3 (The Executive Meeting)

1. The President shall convene the Executive meeting if deemed necessary by the Executives.
2. The President shall convene the Joint Meeting of the Executive and the Board of Directors once a year.
3. The Executive meeting may invite the Chair of Advisory Committee if deemed necessary by the Executives, and the Chair of Advisory Committee must endeavor to attend. If impossible to attend, the Chair of Advisory Committee must delegate another advisor to attend.

Article 13 (Resolution)

The resolution of General Meeting, Extraordinary Meeting and the Executive Meeting shall be majority vote of the attended Members. In case of meeting in writing or on-line, it shall be resolved by majority vote of the responding Members.

[PART 5 ACCOUNTING]

Article 14 (Finances and Fiscal Year)

The Association’s finances shall be managed with membership dues, donations, subsidies, and revenue generated through projects and CKC. The business and fiscal year is from January 1st to December 31st of every year.

Article 14.1 (Cheque Issuance, Fund Transfer and Withdrawal)

1. The Executives shall decide the cheque co-signers for cheques issued by the Association and CKC, yet the President and VP-Funding & Finance shall be in charge in principle.
2. Only the Treasurer shall make transfers and withdrawals from the Association account and CKC account upon the approval by the President and VP-Funding & Finance or VP-Funding & Finance only in principle.
3. Only the President, VP Operation and VP-Funding & Finance shall make use of Interact card and credit card of the Association and CKC in principle.

Article 14.2 (Expenditure Statement)

1. When the total budget or executed expenses for projects of the Association exceeds $10,000, the project manager shall submit an Expense Report within the 90 days after the project’s completion to the President and VP-Funding & Finance. The Expense Report must be forwarded to the Auditor without any correction.
2. The expenditure statement must include supporting documents for each administered expense item and description of use.
3. The Auditor must submit that project’s audit report to the President and VP-Funding & Finance within 6 weeks of receiving the expenditure statement and report to the Board of the Directors.

Article 14.3 (Membership Dues)

1. Membership dues are divided into general dues and special dues.
2. General dues shall be paid once a year, and the Board of Directors shall determine the amount.
3. Members registered to participate in CKC shall be exempted from general dues.
4. The Board of Directors shall decide special dues if deemed necessary for the Association’s activity.
5. No members shall owe duty to bear expenses except general dues unless otherwise the Board of Directors decides so.

Article 14.4 (Donation and Subsidy)

The Association may request and accept donations and subsidies from Members, non-members, associated companies and institutions or the third party through the resolution of the Board of Directors.

<SUPPLEMENTARY PROVISIONS>

1) (Bylaw Amendment)

Other matters not prescribed in the Association Bylaws shall be implemented in accordance with the decision by the Board of Directors. The Bylaw amendment shall must be proposed by the Board of Directors, recommended by the Executives and approved at the General Meeting.

2) (Bylaws Validity)

This Bylaw becomes valid and effective from the day of approval at the general meeting.

• Passed at the Inaugural Meeting: November 29, 1986
• 1st amendment: November 26, 1988
• 2nd amendment: October 28, 1989
• 3rd amendment: November 10, 1990
• 4th amendment: October 31, 1992
• 5th amendment: November 15, 1997
• 6th amendment: September 22, 2001
• 7th amendment: November 23, 2002
• 8th amendment: November 29, 2003
• 9th amendment: September 4, 2010
• 10th amendment: August 9, 2011
• 11th amendment: August 5, 2012
• 12th amendment: December 15, 2013
• 13th amendment: December 31, 2018 (approved via on-line vote, recommended to Board on September 1, 2018)
• 14th amendment: September 3, 2021

Detailed Provisions for AKCSE Board of Directors

Article 1 (Board of Directors)

As the Association’s top executive body, the Board of Directors shall deliberate or resolve the following:

1. Proposal of Bylaw amendment
2. Establishment and amendment of Detailed Provisions
3. New year’s project plan and budget
4. Previous year’s settlement of accounts
5. Other matters on operation of the Association

Article 2 (Formation)

1. The composition of the Board of Directors shall comply with the Bylaws.
2. The ex officio directors shall include the President, VPs, President-elect, Past President, KCSSF judging panels, Chapter Presidents, Committee Chairs, and Directors. The Chair(s) of science & technology Professional Society under AKCSE may be included.

Article 3 (Term of Director)

1. The term of Director shall coincide with the President unless he/she is Chapter President or Chair of Professional Society. The term of Chapter President and Chair of Professional Society shall comply with the bylaw of the affiliated Chapter and relevant Professional Society.
2. In case of Director’s resignation during the term, it must be notified to the Board of Directors immediately, and the Board shall elect a new Director immediately to serve the reminder of the term.
3. The resigning Director must continue performing duties until a new Director is elected.

Article 4 (The Executive of the Board of Directors)

The President of the Association shall serve as the Chairman of the Board of Directors.

Article 5 (The Board Meeting)

1. The Board meetings are divided into Regular Board Meeting and Special Board Meeting.
2. The President shall convene a Regular Board Meeting once a year and must give a written notice with time, place and resolutions to be considered to each Director at least 10 days prior.
3. The President shall convene a Special Board Meeting upon the requisition of over 10 Directors or of the President Committee. The President must give a written notice with the time, place and resolutions to be considered to each Director at least one week prior.
4. The Board may hold a Joint Meeting with the Executives.

Article 6 (Resolution)

The Board shall be valid with the majority attendance of registered Directors, and the majority vote of attended Directors shall pass resolution.

Article 7 (Mail or On-line Ballot)

Mail-in or On-line ballot may replace the Board’s resolution if deemed necessary by the Board.

<SUPPLEMENTARY PROVISIONS>

1) Provision Validity

These Detailed Provisions shall become valid and effective from the day passed by the AKCSE Board of Directors.

• Passed by the Board: May 20, 1989
• 1st amendment: November 9, 1990
• 2nd amendment: October 3, 1996
• 3rd amendment: September 22, 2001
• 4th amendment: November 23, 2002
• 5th amendment: August 25, 2007
• 6th amendment: September 4, 2010
• 7th amendment: August 9, 2011
• 8th amendment: August 5, 2012
• 9th amendment: December 31, 2018
• 10th amendment: September 3, 2021

Detailed Provisions on AKCSE President Election

Article 1 (Term)

The term of the President shall be determined by the Bylaws.

Article 2 (Candidate Nomination)

The Board shall nominate a candidate(s) who holds full membership and accepts the nomination for the President.

Article 3 (Election Method)

The President shall be elected from the candidates nominated by the Board through the Full Members’ secret mail-in ballot or on-line vote in principle. If deemed difficult to do mail-in ballot or on-line vote by the Board, the President may be elected at the General Meeting.

Article 4 (Election Time)

Time to elect the President shall comply with the Bylaws, and the election result must be reported to the Members immediately.

<SUPPLEMENTARY PROVISIONS>

1) (Provision Validity)

These Detailed Provisions shall become valid and effective from the day passed by the AKCSE Board of Directors.

• Passed by the Board: May 20, 1989
• 1st amendment: November 9, 1990
• 2nd amendment: November 15, 1997
• 3rd amendment: November 29, 2003
• 4th amendment: September 4, 2010
• 5th amendment: August 5, 2012
• 6th amendment: December 31, 2018

Detailed Provisions on AKCSE YGP

Article 1 (Name)

The name of this Group shall be the Young Generation and Professionals of AKCSE. Its abbreviation is YGP.

Article 2 (Objective and Purpose)

The purpose of the Group is to foster friendship among members, encourage and support young Koreans in Canada to advance in STEM fields in Korea and Canada, and create an area of mutual exchange where a cooperation system can be established.

Article 3 (Structure)

1. YGP consists of the Young Generation (hereinafter referred to as “YG”) and Young Professional (hereinafter referred to as “YP”).
2. The YGP consists of the YG School Chapter and YP Local Chapters approved by the association. It organizes and runs the YGP National (hereinafter referred to as “YGPN”) to encourage and support interactions all over Canada.
3. YGP members are associated with either the School Chapter of the university they are attending if they are YG, or the Local Chapter where they are residing in if they are YP. However, a YGP member may join a different chapter in special circumstances under the approval of the YGPN.

Article 4 (Rights and Obligations of Member)

1. YGP Members shall abide by the AKCSE Bylaws.
2. Members who have paid their AKCSE membership fees gain the right to vote and run in the YGPN election for president and vice president.
3. Members who have paid their AKCSE membership fees gain the right to benefits provided by AKCSE (e.g., scholarships, invitations, and reimbursements for AKCSE events (CKC, various events), etc.).

Article 5 (YGPN Executive Committee)

1. The YGPN Executive Committee consists of the president and vice president, as well as executive committee members appointed by the president or vice president.
2. The YGPN president and vice president shall be appointed by an election preceding their terms.
3. Each presidential and vice-presidential term is two years following the transition of duties and related information.
4. The transition shall take place within 60 days after the end of the election.
5. In case of a re-election of the president and/or vice president, the term extension shall last for one year and shall not be repeated more than once.

Article 6 (Election and Registration of Candidates)

1. The elections shall abide by the rules of equality, direct election, and secret ballots.
2. The elections shall take place during the CKC period.
3. In the absence or cancellation of an in-person CKC event in a year in which elections are to be held, the elections shall be rescheduled between June and September of that year.
4. YGP members attending CKC shall place their votes in person at the venue of the conference. Members who can’t place their votes in person, shall place their votes through an online voting system.
5. Information on the election and candidate application process shall be disseminated to all AKCSE YGP members at least 30 days prior to the election period.
6. Presidential or vice-presidential candidates shall apply upon nomination by at least five YGP members.
7. If there are more than two candidates, the one who takes the majority votes will be elected.
8. If there is only one candidate, majority approval votes (more then fifty percent of votes) will be required to be elected.
9. In the absence of voluntary candidates, a YG or YP chapter president will be appointed through a YGP Presidents’ Meeting to serve as the interim president and/or vice president for 6 months until the election of a new president and/or vice president.

Article 7 (Term of YGPN Executives, Responsibilities and Structure of the YGPN Executives)

1. The term of a YGPN Executive appointed by the president or vice president shall be identical in length as that of the appointer.
2. The president shall oversee the duties of YGPN and represent YGPN during interactions with the AKCSE Executives. Working in close communication with the AKCSE Executives, the president shall actively convey the needs of YGPN to promote the development of the YGP group.
3. The vice president shall support the duties of the president and act on behalf of the president in the absence of the president.
4. It is up to the discretion of the president and vice president to appoint executives for the efficacious accomplishment of goals and activities within YGP.
5. The number of executives shall be decided upon discussion between the president and vice president.
6. The executives shall support the president and vice president in fulfilling their responsibilities pertaining to the development and success of YGP.

Article 8 (Role of AKCSE Executives)

1. Annual activities and quarterly action plans of YGPN are subject to the approval of the AKCSE Executives at regularly scheduled council meetings between with the AKCSE Executives and YGPN members.
2. The president, vice president, and executives of YGPN (including the number of executives) are subject to the approval of AKCSE Executives.
3. AKCSE Executives has the right to dissolve or reorganize YGPN if deemed necessary. Factors prompting the dissolution of the group include—but are not limited to—conflicts with AKCSE Executives or within YGPN, defamation of AKCSE, inappropriate actions.

Article 9 (YGP General Meeting)

1. YGP General Meetings are open to all YGP members.
2. YGP General Meetings shall be held annually during the CKC period in order to collect feedback from YGP members for consideration in the operation of YGP.
3. The meetings shall be held upon attendance of more than forty YGP members and any decisions shall be based on the majority vote of the attendees.

Article 10 (YGP Presidents’ Meeting)

1. The YGPN Executives shall invite YG/YP chapter representatives to a Presidents’ Meeting at least twice a year in order to facilitate regular communication with YG and YP chapters.
2. The YG School Chapters and YP Local Chapters may have only one representative attend the YGP Presidents’ Meeting.
3. The YGPN Executives and each chapter’s representative hold voting rights and are able to propose agenda items within the meeting.
4. Any members aside from the YGPN Executives and each chapter’s representative may spectate the meeting.

Article 11 (YGPN Executives Meeting and YGPN Events)

1. YGPN shall organize at least three online or offline events per year to promote networking and development of YGP members.
2. YGPN events shall provide YGP members with information regarding the event (i.e., date and time, location, purpose of event, etc.) at least three weeks prior to the date of the event.

Article 12 (Amendment)

These detailed provisions shall be amended upon discussion and approval in YGP General Meeting and approval of the AKCSE Board of Directors.

<SUPPLEMENTARY PROVISIONS>

1) Provision Validity

These Detailed Provisions shall become valid and effective from the day passed by the AKCSE Board of Directors.

• Passed by the Board: September 2, 2021