The Association for the Study of Literature and the Environment—Association of South-east Asian Nations (ASLE-ASEAN).
ARTICLE 1. NAME
1.1 The name of this organisation is the Association for the Study of Literature and Environment of South-east Asian Nations (hereafter ASLE-ASEAN). ASLE-ASEAN was established in 2016 at the National University of Singapore, Department of English Language and Literature. The inaugural festival was on 1 August 2016, at the opening ceremony of the first regional ecocritical workshop: Global in the Local.
ASLE-ASEAN pursues the goals of ASLE International with an interdisciplinary focus on the greening of the humanities, arts, culture, writing and literary scholarship in the ASEAN region, through the promotion of ecocriticism and nature writing throughout these disciplines.
ARTICLE 2. PURPOSE
2.1 The purpose of ASLE-ASEAN is to share information and ideas and to encourage discussion, publication and practice about literary studies, the environment and the relationship between them. ASLE-ASEAN also encourages environmentally oriented and place-based creative and academic works from the above disciplines in ASEAN. In accordance with this purpose, the activities of ASLE-ASEAN will include, but will not be limited to, the following:
2.1.1 Holding an ASLE-ASEAN conference every three years.
2.1.2 Encouraging and facilitating occasional gatherings of ASLE-ASEAN members for fellowship and the advancement of ASLE-ASEAN’s purpose as outlined in 2.1.
2.1.3 Organising and scheduling lectures, discussions, panels and other presentations at scholarly conferences sponsored by ASLE-ASEAN or by other scholarly organisations, colloquia and literary festivals that allow ASLE-ASEAN participation in programming.
2.1.4 Publishing an annual newsletter to be distributed electronically to all members.
2.1.5 Developing and maintaining an ASLE-ASEAN website to help members keep in touch with each other; to encourage online discussion; to attract and invite new members; to promote ASLE-ASEAN events.
2.1.6 Preparing and maintaining a directory of ASLE-ASEAN members including brief summaries of members’ interests in the fields of literature, culture and the environment. The directory, like the website, will be a means of encouraging and sustaining the ASLE-ASEAN community.
2.2 The purpose for which ASLE-ASEAN is organised is exclusively educational. We are a non-profit organisation.
ARTICLE 3. MEMBERSHIP
3.1 ASLE-ASEAN members are scholars, writers and practitioners who seek to increase their knowledge in the fields of literature, culture and the environment; who seek to promote appreciation and understanding of the humanities from ecological perspectives; and who seek to share their knowledge for the benefit of all those interested in research, reading, writing, media, teaching and so on, engaging with place, ecology and the environment.
3.2 ASLE-ASEAN maintains a list of members with their names and email and workplace addresses, according to the requirements of law and the purposes of the organisation, as outlined in Article 2 above. This information may only be disseminated to external parties with the permission of the President and Secretary.
3.3 Members may leave ASLE-ASEAN before their membership term is concluded by contacting the Secretary. Membership privileges will be revoked immediately upon the termination of membership or nonpayment. Members may also be removed by a majority vote of the Executive Council.
3.4 Changes in membership fees must be discussed and approved by the Executive Council, following a majority vote.
3.5 Membership fees will be used to fund the activities of ASLE-ASEAN, including but not limited to the organisation and planning of conferences and other ASLE-ASEAN affiliated events, the newsletter, website maintenance and publishing charges.
ARTICLE 4. RIGHTS AND PRIVILEGES OF MEMBERSHIP
4.1 Each member will have voting rights pertaining to the general membership, including the election of all Executive Council members.
4.2 Each member will be eligible for nomination, election or appointment to all offices in ASLE-ASEAN, subject to the terms outlined in Article 5.
4.3 ASLE-ASEAN members will receive membership benefits, including access to the online newsletter, website and ASLE-ASEAN events, as well as other benefits outlined by the Executive Council.
4.4 ASLE-ASEAN members will also receive benefits as outlined in the bylaws of ASLE, as pertains to members of an ASLE affiliate.
4.5 ASLE-ASEAN members are eligible, upon acceptance by the conference, workshop or symposium organising committees, to present papers at ASLE-ASEAN conferences, workshops or symposia.
4.6 Any member may nominate themselves or another ASLE-ASEAN member for election to the Executive Council, provided that both are members of ASLE-ASEAN and the nominated member bears a willingness to serve in the position that he/she has been nominated for. Members who have been nominated for any of the Executive Council positions by at least one other ASLE-ASEAN member, including themselves, will be included in the list of nominees for the voting phase.
4.7 During the voting phase, the member with the highest number of votes obtained for each position, will hold that position for his or her term, although the availability of each of the Executive Council positions will also be subjected to the conditions stipulated in Article 5. Each ASLE-ASEAN member will have one vote that may be counted in favour of any of the nominees for each of the Executive Council positions, for a total of five votes: one for each Executive Council position.
ARTICLE 5. OFFICERS
5.1 The elected, voting officer positions are: President, two Vice-Presidents, Secretary and Treasurer. The Executive Council comprises five members, with one ASLE-ASEAN member occupying each of these five positions. All Executive Council members will have voting privileges for matters subjected to the Executive Council’s decision, according to the terms stipulated in Article 6.
5.2 The membership term for all of the Executive Council positions will be three years. Every three years, a nomination phase and a voting phase, the terms of which have been stipulated in Article 4, will be conducted for the creation of the next Executive Council.
5.3 To ensure diversity and fairness, each position on the Executive Council will be held by an ASLE-ASEAN member from a different member country of ASLE-ASEAN, as far as possible given the number of members for each member country.
5.4 Each position on the Executive Council will cycle through members from each of the ASLE-ASEAN member countries to ensure fairness and diversity.
5.5 The Executive Council will ensure that no more than two members are elected from any one ASEAN country to the Council at any one time.
5.6 The Executive Council may create other council-nominated positions as necessary, but only as required for the purposes, planning and/or organisational needs of ASLE-ASEAN and ASLE-ASEAN events.
5.7. One or more of the Executive Council Members may nominate a student for election to the council as Student Liaison Officer for a period of a year but renewable up to three years. The student will be elected by a majority vote of the executive council of ASLE-ASEAN.
5.8 Officers of ASLE-ASEAN will receive no monetary compensation for their service.
ARTICLE 6. DUTIES OF OFFICERS
6.1 The President presides at meetings of the ASLE-ASEAN officers, the Executive Council and the general membership, and will represent the association for its purposes to other organisations and the general public. The President takes part in voting by the Executive Council only to break a tie, and supervises the operations of ASLE-ASEAN in a diligent and judicious manner.
6.1.1 The President drafts a report to the general membership at least annually on the state of the association, which appears in ASLE-ASEAN News.
6.1.2 The President is responsible for planning and organizing all ASLE-ASEAN meetings. For this or any other purpose, the President may take the assistance of officers, members of the Executive Council and such ad-hoc Councils as the President may wish to appoint.
6.1.3 The President appoints non-elected officers upon approval by majority vote of the Executive Council.
6.1.4 The President may propose an annual budget for Executive Council approval, authorise expenditure from the treasury and delegate such authority as needed for a limited time to persons in charge of special projects.
6.1.5 The President chairs the Nominating Council.
6.2 The Vice-Presidents assist the President in his activities and take turns to serve as President pro term in the absence or resignation of the President.
6.2.1 The Vice-Presidents record and distribute the minutes of all meetings of the general membership and the ASLE-ASEAN officers, and preserve records of the actions of the Association.
6.3 The maintenance and annual publication of the membership directory is carried out by the Secretary with the aid of the Treasurer. They both report annually on the status of membership and finances in writing to the ASLE-ASEAN officers and the general membership. The Secretary and Treasurer also jointly maintain the records of all the Association’s financial matters.
6.3.1 The Treasurer receives money from dues, subventions, subscriptions, and contributions, and disburses money as directed by the Executive Council. In the name of ASLE-ASEAN, the Secretary and Treasurer are entitled to keep bank accounts.
6.3.2 The Secretary and Treasurer have the license to invest ASLE-ASEAN funds in socially and environmentally responsible investment funds, provided they have majority vote of the Executive Council in their favour. The progress of such investments shall be reviewed annually by the Executive Council, which may choose to reinvest, remove the invested funds, or take other appropriate actions.
6.3.3 The Secretary and Treasurer may hire administrative help in carrying out the responsibilities of the position, if approved by the majority in Executive Council.
6.3.4 The Secretary and Treasurer count ballots in the ASLE-ASEAN elections.
6.4 The main policy-making body of ASLE-ASEAN is the Executive Council, which reviews programming, procedures and policies of the association regularly and revises them as needed to meet the association’s purposes most effectively. The meeting of the Executive Council takes place once a year, at the call of the President, which may be held by telephone conference or online. The meeting is arranged for transacting business, budgeting, planning, program reviewing and other matters pertaining to the ASLE-ASEAN purpose. The appointed officers may be invited to advise the Executive Council, while the Executive Council members may be consulted by electronic mail, or telephone as necessary, during these deliberations. Decisions of the Executive Council are determined by majority vote of those voting (whether in meeting or by correspondence), providing there is a quorum of five members. The President may vote only to break a tie of the Executive Council.
6.5 If ASLE-ASEAN decides on an annual newsletter, the newsletter’s editorial board will be presided over by the Editor of ASLE-ASEAN News, who would look after its production and distribution. Furthermore, the Editor would also issue an annual report on that publication to the ASLE-ASEAN officers.
ARTICLE 7. COUNCILS
7.1 The Nominating Council will comprise of the President and Vice-Presidents, who will receive nominations and will be responsible for preparing a slate of at least two candidates for each office of the Association for which an election will be conducted in that calendar year, and for determining each candidate’s willingness to serve.
7.1.1 If only one ASLE-ASEAN member shows his or her willingness to serve for a particular position on the Executive Council, the candidate’s name will be put forward for a two-thirds approval in Executive Council, and the necessity of the general membership to vote will be avoided.
7.1.2 In the event that there are no nominations for positions on the Executive Council, a second email ballot will be distributed, and the deadline will be extended until December 10th. (See 8.2)
7.2 The Executive Council can establish ad-hoc and special project Councils, task forces, etc., if needed.
ARTICLE 8. NOMINATIONS AND ELECTIONS
8.1 Every third year, the Nominating Council will provide a slate of at least two nominees (except in the circumstances outlined in 7.1.1) for each position to be filled in the next election. An email circulated in August will invite nominations from the general membership. A candidate may be nominated by any ASLE-ASEAN member (including her or himself), provided the candidate indicates a willingness to serve. The Nominating Council will present its election slate to the Executive Council before the slate is offered to the general membership for voting. The Executive Council may nominate additional candidates.
8.2 Election of the President and the members of the Executive Council is conducted by mail or email ballot distributed to all members by 1 November of the year of election. Ballots will be due by 1 December of that year (except in the circumstances outlined in 7.1.2).
8.3 One or more of the Executive Council Members may nominate a student for election to the council as Student Liaison Officer for the period of a year but renewable up to three years. The student will be elected by a majority vote of the executive council of ASLE-ASEAN.
ARTICLE 9. TERMS OF OFFICE
9.1 Elective terms of office begin 1 January of the year following election and end on 31 December of the last year of the term.
9.2 The President and Vice-Presidents each serve a term of three years. The President may not stand, at the expiry of her or his term, for re-election to that or any other Executive Council position.
9.3 Upon the expiry of her or his term, the President succeeds automatically to the position on the Executive Council of Immediate Past President, for a term of three years, where, s/he holds the same rights as other council members. After serving in that role for three years, the past President is eligible to stand for election for other offices, including President.
9.4 All officers of the Executive Council, excluding that of the position of Editor, are to serve terms of three years. The position of Editor is a renewable term.
9.5 Elections for the positions of President, Vice-Presidents, Secretary and Treasurer take place every three years.
9.6 Terms of office for other appointed officers remain indefinite, subject to approval of the Executive Council, and reviewed every three years at the same time elections are held. Terms of office for other appointed officers remain indefinite, subject to approval of the Executive Council.
ARTICLE 10. REMOVAL OR RESIGNATION FROM OFFICE
10.1 If an officer of ASLE-ASEAN fails to carry out the duties of office, or carries them out in a way clearly detrimental to the interests of ASLE-ASEAN, any member may place before the Executive Council a written request to remove that individual from office. If a member of the Executive Council presents this request as an official motion and if the motion is seconded, then a bill of particulars must be presented, in writing, to the officer in question by the Executive Council member who sponsored the motion to remove. The officer must then be given reasonable time to read and consider the bill of particulars and prepare copies of a written response. The Executive Council then considers the bill of particulars and hears the officer’s response. At the conclusion of the hearing, the Council, excluding the officer in question, votes on the motion. At least two-thirds of the full membership of the Executive Council must vote in the affirmative for the motion to be accepted. If the motion does pass, the officer in question at that point is removed from office and must surrender to the Executive Council all documents related to that office during her or his tenure. If the officer removed is the President, the Vice-President assumes the duties of the office—the first Vice-President during and for the remainder of the President’s first half of the term, the second Vice-President during and for the remainder of the President’s term of office. For any other elected officer of the Association, the President appoints a replacement to serve until the next election by the general membership. For appointed officers, the President, upon the approval of a majority vote of the Executive Council, may appoint a replacement to serve out the term and be eligible for reappointment.
10.2 If one of the Vice-Presidents or an Executive Council member resigns before the completion of her or his term, the President appoints a replacement to serve until the next election by the general membership. If the Executive Secretary, Treasurer or Editor of ASLE-ASEAN News resigns before that individual’s term is completed, the President, upon the approval of a majority vote of the Executive Council, appoints a replacement to serve out the term and be eligible for reappointment.
ARTICLE 11. GENERAL MEETINGS
11.1 An annual general meeting (AGM) of the membership of ASLE-ASEAN is held at least once each year in a place, on a date and at a time the Executive Council chooses. If the Executive Council is unable to meet in a place, it may hold the AGM through a conference call at a time when all members of the Executive Council are able to participate.
11.2 ASLE-ASEAN must hold its first AGM within eighteen months of the association’s incorporation and within six months of the end of the first financial year of ASLE-ASEAN.
11.3 In addition to any other business related to the activities and purpose of ASLE-ASEAN, the AGM
- Confirms the minutes of the AGM and of any special general meeting held between that AGM and this
- Receives reports from the President and the Executive Council on the activities of ASLE-ASEAN in past year and plans for the years ahead
- Receives and considers the financial statements of ASLE-ASEAN for its last financial year.
11.4 The Executive Council may, at its discretion, convene a special general meeting (SGM).
11.5 If five percent or more of the general membership requisitions an SGM, the Executive Council must convene an SGM within one month of the requisition. Such a requisition may be in writing, signed by that five percent or more of the members and lodged with the Secretary; or it may be an email sent to the Secretary, bearing the names of five percent or more of the members; or it may be several documents or emails bearing signatures or names amounting to five percent or more of ASLE-ASEAN’s membership.
11.5.1 If the Executive Council does not convene an SGM within a month of the date of a requisition, any member or members of ASLE-ASEAN may convene an SGM to be held within three months, and no later, of the date of the lodgement of the requisition.
11.5.2 An SGM so convened by a member must be convened as nearly as possible in the same manner as general meetings convened by the Executive Council. The Association must reimburse any member for expenses he or she incurs in so convening an SGM.
11.6 To call a general meeting, the Secretary gives notice to every member at least fourteen days before the date fixed for that meeting. Notice may be given by email or in writing. It must indicate the date, place and/or time of the meeting and the nature of the meeting’s business.
11.6.1 Where the business to be dealt with at the general meeting requires a special resolution of the membership, the Secretary must give members twenty-one days’ notice, and must indicate, in addition to the matters mentioned in 11.6 above, the intention to propose that particular matter as a special resolution.
11.7 To be carried, a special resolution requires the support of three-quarters of the members present or voting by proxy at a general meeting called in the manner described in 11.6.1 to consider that special resolution.
11.8 The Executive Council decides which matters require a special resolution. These will be matters of special importance to the association, its purpose, activities and operations.
11.9 At a general meeting, only that business outlined in the notice may be transacted. If a member wants to bring particular business to a general meeting, he or she must give notice in writing (including by email) of that business to the Secretary, who must include that business in the next general meeting.
11.10 There must be a quorum of members present at a general meeting before any item of business can be discussed and voted upon. Five members present in person compose a quorum. If there is no quorum within half an hour after the commencement time for the general meeting, the meeting
- If convened on the requisition of members, is to be dissolved, and
- In any other case, will be adjourned to the same day in the following week at the same time and in the same place.
If at the adjourned meeting a quorum is still not achieved within half an hour, the members present (being at least three) is to be deemed a quorum.
11.11 The President or, in the absence of the President, one of the Vice-Presidents presides as chairperson at general meetings. If neither the President nor either of the Vice-Presidents is present at a general meeting, the members present must elect a chairperson from among themselves.
11.12 The chairperson may, with the consent of the majority of members present, adjourn a general meeting, but at such an adjourned meeting only the business left unfinished, or specifically designated to be dealt with at the adjourned meeting, may be transacted. If a meeting is adjourned for more than fourteen days, the Secretary must give members notice in the manner and about the matters described in 11.6 above.
11.13 Matters arising for decision at general meetings are decided by a show of hands, and unless a poll is called for before the vote is called for, the declaration of the chairperson that a resolution has been carried (or an entry to that effect in the minute book) is adequate to prove that the resolution was so carried (or defeated, as the case may be). The chairperson or at least three members present or by proxy may call for a poll, and if a poll is demanded, the poll must be taken
- Immediately, in the case of a poll for the election of a chairperson of the meeting or for an adjournment, or
- In any other case, in a manner and at a time the chairperson decides.
ARTICLE 12. AMENDMENTS TO BYLAWS
12.1 These bylaws may be amended by a two-thirds majority vote of the full membership of the Executive Council.
12.2 Any amendments to the bylaws thus approved must be reported to the general membership in a timely fashion.
ARTICLE 13. MISCELLANEOUS
13.1 ASLE-ASEAN may effect and maintain insurance.
13.2 ASLE-ASEAN raises revenue only from membership fees, entrance fees and donations, unless the general membership decides otherwise by resolution passed in general meeting.
13.3 All money received by ASLE-ASEAN must be deposited as soon as possible and without deduction in the ASLE-ASEAN bank account. An appropriate receipt will be issued by the association for any money received.
13.4 Any two members of the Executive Council must sign the cheques and other negotiable instruments issued by ASLE-ASEAN.
13.5 The common seal is to be affixed only to those instruments authorized by the Executive Council, and two members of the Executive Council must sign the instrument to attest that the common seal is properly affixed. The Secretary-Treasurer keeps the ASLE-ASEAN common seal.
13.6 Any member of the association may inspect the records, books and other documents of ASLE-ASEAN, free of charge, at any reasonable hour.
ARTICLE 14. DISSOLUTION
14.1 ASLE-ASEAN may be dissolved upon recommendation of a two-thirds vote of the Executive Council and approval by mail ballot of two-thirds of the ASLE-ASEAN members who vote on the question of dissolution. At least one month must be allowed for return of all ballots.
14.2 In the event of such dissolution, the President, Vice-Presidents, Secretary and Treasurer form the Dissolution Council and carry out all tasks necessary to concluding the business of the association, including, but not limited to, placement of ASLE-ASEAN records and papers in a professionally maintained archive; and notification to the general membership of the Association’s dissolution.
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