By-Laws

BY-LAWS
OF THE
KALIHI PALAMA HAWAIIAN CIVIC CLUB

ARTICLE I – NOMINATIONS

Section 1.  The calendar year for this organization is January through December.

Section 2.   At the regular meeting of the Board of Directors in October of odd number years, the Pelekikena (President) shall appoint, with the approval of the Board of Directors, a nominating committee of three members.  The nominating committee shall submit the names of one or more nominees for each office at a regular meeting of the membership in the last quarter of the odd-numbered year.  Nominations from the floor may only be made at this meeting.

ARTICLE II – ELECTIONS

Section 1.  The election of officers and the directors shall take place at a regular meeting of the membership in the last quarter of the year.

Section 2.  Candidates must be members in good standing (dues paid).  Candidates for Pelekikena (President) must have been active members for at least one year prior to the nomination. Officers who have served for two consecutive terms will not be eligible for re-election to their former office.  Only Native Hawaiian members are eligible for election to the positions of  Pelekikena (President), Hope Pelekikena (Vice President), Kākau ‘Ōlelo (Secretary) and Pu‘ukū  (Treasurer).   Any member is eligible to be elected to Nā Alaka‘i (Director) positions.

Section 3.  Candidates for the various offices shall be voted for and the candidates receiving a majority of all votes cast for the office to which nominated shall be declared elected.

ARTICLE III –  OFFICERS, DIRECTORS, AND STAFF

Section 1.  The officers of this club shall be the Pelekikena (President), Hope Pelekikena  (Vice President), Kākau ‘Ōlelo (Secretary),  and Pu‘ukū  (Treasurer).   There shall also be four members elected to the position of Alaka‘i (Director).  The Board of Directors will be composed of the duly elected officers, directors, and the immediate past president (Pelekikena Iho Nei).

Section 2.  An elective office shall be declared vacant by the Board of Directors when the office holder fails to attend three consecutive board meetings, unless the office holder is prevented from doing so for good and sufficient reason.

ARTICLE IV –  TERM OF OFFICE  

Section 1.  All duly elected officers shall serve a term of two years beginning on January 1 of the year following their election.  In the event of a vacancy in the position of Pelekikena (President), the Hope Pelekikena (Vice President) will assume the presidency.  In the event of a vacancy in the position of Hope Pelekikena (Vice President), Kākau ‘Ōlelo (Secretary),  or Pu‘ukū  (Treasurer), the Pelekikena (President), with the approval of the Board, will appoint a replacement.  The term of office will be for the unexpired term of that office.

Section 2.  The term of office for directors is two years beginning on January 1 of the year following their election.  In the event of a vacancy on the Board of Directors, the Pelekikena (President), with the approval of the Board, will appoint a new Alaka‘i (Director) to serve the unexpired term of the vacancy.

ARTICLE V – DUTIES OF OFFICERS

Section 1.  PELEKIKENA (PRESIDENT).

  1. The Pelekikena (President) shall preside at all meetings of the membership and at all meetings of the Board of Directors and shall supervise the work and activities of the organization.
  2. The Pelekikena (President) shall appoint chairpersons of standing committees and any ad hoc or task groups, subject to their confirmation by the Board of Directors.
  3. The Pelekikena (President)  shall represent this club at all meetings of the O‘ahu Council of the Association of Hawaiian Civic Clubs and shall appoint a permanent member to also attend such meetings.  The President shall represent this club at all community meetings, assuring that his/her comments are consistent with the mission and objectives of this club.

Section 2.  HOPE PELEKIKENA (VICE PRESIDENT).  In the absence or the inability of the Pelekikena (President) to perform his duties, the Hope Pelekikena (Vice President) shall act and shall have the same authority as the Pelekikena (President).  The Hope Pelekikena (vice-president) shall provide oversight to committees as delegated to him/her by the President.

Section 3.  PU‘UKŪ (TREASURER).

  1. The Pu‘ukū (Treasurer) shall collect and receive all funds paid in and belonging to the organization, issuing a receipt therefore, and shall deposit the same in the bank or banks approved by the Board of Directors and shall disburse funds following the club’s approved budget or by order of said Board.  The Treasurer’s accounts and books shall at all times be open for inspection by the Board of Directors, the Pelekikena (President), and any auditor or auditors named by the Board of Directors.
  2. The Pu‘ukū (Treasurer) shall make a complete report to the Board of Directors concerning all monies received and disbursed at each board meeting and shall submit in writing a like report quarterly to the membership.
  3. The Pu‘ukū (Treasurer) shall deliver to his successor, when duly qualified, all monies and property of the organization in his control or possession and take a receipt for the same by not later than 60 days after the newly elected Treasurer takes office.
  4. The Pu‘ukū (Treasurer), with the Pelekikena (President) or Hope Pelekikena (Vice President), shall be authorized to sign all checks or drafts for the drawing of any amounts deposited in the banks to the credit of the organization.  Upon transfer of the accounts to newly elected officers, the Pu‘ukū (Treasurer) will file the “authorized signature” cards with the banks holding the monies of the organization.
  5. The Pu‘ukū (Treasurer) will comply with any federal or state law regarding the filing of appropriate reports, for example, in Hawaii, the annual Domestic Nonprofit Corporation Annual Report with the Dept of Commerce and Consumer Affairs, Business Registration Division; tax returns, etc.  The Pu‘ukū (Treasurer) shall also keep a full and complete record of all payment of membership dues.
  6. The Pu‘ukū (Treasurer) shall chair the Finance Committee.

Section 4.  Kākau ‘Ōlelo (SECRETARY).

  1. The  Kākau ‘Ōlelo (Secretary) shall take minutes of the proceedings of all meetings of the membership and of the Board of Directors and keep a true, correct and full record thereof; and post a copy of the minutes to the club’s website.
  2. The Kākau ‘Ōlelo (Secretary) shall prepare all correspondence approved by the President and shall read and file all communications, documents, and applications for membership.
  3. The Kākau ‘Ōlelo (Secretary) shall receive membership applications and maintain the membership list.  The Kākau ‘Ōlelo (Secretary) shall prepare a letter of welcome to all new members that will transmit a copy of the club’s constitution and bylaws, information on the club’s website and e-mail address, meeting dates and time, and uniforms.
  4. The Kākau ‘Ōlelo (Secretary) shall hold office until his/her successor is duly qualified and shall deliver to the same all books, papers, and other articles belonging to the organization as may be in his/her possession within 60 calendar days after the newly elected Secretary takes office.

Section 5.  NA ‘ALAKA‘I (BOARD OF DIRECTORS)

  1. The Board of Directors shall be composed of the Pelekikena (President), Hope Pelekikena  (Vice President), Kākau ‘Ōlelo (Secretary), Pu‘ukū  (Treasurer). and the four directors elected from the membership. The Pelekikena Iho Nei (immediate past president) shall also automatically become a voting member of the Board of Directors.  The Pelekikena (President) may appoint a Chaplain from among the Directors or club members.
  2. The Executive Committee shall be composed of the Pelekikena (President), Hope Pelekikena  (Vice President), Kākau ‘Ōlelo (Secretary), and Pu‘ukū  (Treasurer).   They shall be responsible for managing the daily operations of the club, such as developing the calendar of events for the year, executing projects and educational forums, organizing the club’s participation in the AHCC and O‘ahu Council convention, etc.  They shall meet at the call of the Pelekikena (President). Three members shall constitute a quorum for the transaction of business.
  3. The Board of Directors shall have authority to manage and control all of the affairs of the club including, but not limited to the following: 1) Managing the property and funds of the organization; 2) Authorizing all expenditures and purchases; and 3) Prescribing rules regulating the affairs and conduct of the organization as are not described by the Constitution and By-laws.  It shall be their duty to carry out the purposes of the organization according to its Constitution and Bylaws and shall admit members and fill vacancies occurring in their own membership.
  4. Five (5) members of the Board of Directors shall constitute a quorum for the transaction of business.
  5. The regular meetings of the Board of Directors shall be held no less than every other month or on a monthly basis as agreed upon by the Directors.  Special meetings may be called by the President.
  6. Each of the directors may be called upon to chair a committee.  Oversight of such committees shall be provided by the Pelekikena (President), or by designation, the Hope Pelekikena (Vice-President).

ARTICLE VI – COMMITTEES

Section 1. The standing committees for this club shall include:  Finance, Membership, Legislation, Rules, and Convention.  The Pelekikena (President) may establish other ad hoc or working committees necessary to carry out the work of the club.

Section 2.  The Pelekikena (President) shall appoint the chairperson for committees, subject to confirmation by the Board of Directors.

Section 3.  The term of Standing Committee Chairpersons shall be consistent with the term of the Pelekikena (President); and in the case of ad hoc or working groups, for a term specified by the Pelekikena (President).

Section 4.  A committee should minimally consist of the chairperson and at least two other members.

Section 5. The Finance Committee shall  be responsible for preparing the “Annual Budget” and submit to the Pelekikena (President) and Board of Directors for review and approval.   The Committee may consult with officers, directors, and committee chairs for input in preparing the “Annual Budget”.   The Finance Committee will also prepare a recommended fundraising plan for the club.

Section 6.  The Membership Committee responsibilities include developing and executing a plan to raise membership, to mentor new members, and to conduct community relations activities.

Section 7.  The legislation committee will recommend legislative proposals to the general membership, shall track legislative bills impacting upon the Native Hawaiian community, and provide reports on legislative and government activities.

Section 8.  The Rules Committee responsibilities include reviewing and updating the Constitution and By Laws and any other rules of the club.  The Rules Committee shall also be responsible for reviewing requests for club sponsorship and making a recommendation to the Board of Directors on whether to approve the sponsorship request.

Section 9.  The Convention Committee responsibilities include coordinating the participation of club members in the annual Association of Hawaiian Civic Club Convention and/or the O’ahu Council Convention.

ARTICLE VII – MEMBERSHIP

Section 1.  There shall be the following categories for membership:

  1. Regular membership:  Any person who supports the mission and goals of the Kalihi Palama Hawaiian Civic Club.  A regular member shall be entitled to vote at all meetings of the membership, to be nominated for, be elected to, and hold office to the extent  specified in these bylaws, to serve on committees to which he/she is appointed, and to participate in all of the club’s activities.  Only members of Hawaiian ancestry are eligible to be elected to the position of President, Vice-President, Secretary or Treasurer; any member is eligible to be elected as a Director.
  2. Student membership:  A person who attends a school or college, between the ages of 16 and 22, who supports the mission and objectives of this club.  They shall be accorded the same benefits as a regular member.
  3. Family membership:  Any family who supports the mission and goals of the Kalihi Palama Hawaiian Civic Club.  Family members aged 16 and above shall be accorded the same benefits as regular members.  Keiki below the age of 16 shall be non-voting members.  Family is defined as mother, father, and children.
  4. Honorary membership:  A person who has rendered unusual and especially valuable service to the Hawaiian people.  This category of membership is conferred only on recommendation of the Board of Directors and by a two-thirds vote of the membership present at a regular membership meeting.  This category of membership carries no voting privileges and no requirement to pay membership dues, but entitles the member to participate in all of the organization’s activities.
  5. Meritorious Service membership:  A member of the Kalihi Palama Hawaiian Civic Club who the club wishes to honor because of their dedicated service to the Kalihi Palama HCC.  This category of membership continues the member’s rights to all privileges accorded to regular members, but exempts the member from payment of club dues. This category of membership is conferred only on recommendation of the Board of Directors and by a two-thirds vote of the membership present at a regular membership meeting.

Section 2.  Application Process and Dues

  1. Applicants wishing to join this organization may obtain an application form from the Chair of the Membership Committee.  Applicants must commit to participate annually in one or more of the KPHCC meetings and/or activities.  The application is to be submitted together with any dues to the Chair of the Membership Committee.  The member’s application is  subject to approval by a majority vote of the Board of Directors.
  2. The annual dues for the various categories of membership shall be recommended by the Board of Directors, subject to the approval of a majority of the Club’s general membership meeting quorum. Dues for students and family members shall be discounted by 20% of the regular membership dues.
  3. The Treasurer shall send a notification to all members advising of the dues and deadline for payment of the dues.  Annual dues shall be as of January 1 of each year.  Dues will be payable by February 28.  The Treasurer shall give members who are delinquent in payment of their dues a 30 days’ notice, after which, if dues are still not paid, the member shall be dropped from membership.  If the member wishes to renew their membership within the same year, he/she will pay a penalty of 10% of the dues that are due.
  4. A person admitted to membership during the last quarter of any year shall be deemed to have paid his or her dues through the ensuing year.

ARTICLE VIII – GENERAL MEMBERSHIP MEETINGS, QUORUM AND ORDER OF BUSINESS

Section 1.  General membership meetings shall be held at least quarterly on the dates and times as scheduled by the Board of Directors.

Section 2.  Quorum:  At least 10 members shall be present to conduct business.

Section 3.  The following shall constitute the order of business of the organization, except that the President may vary from this order to accommodate special speakers, or the membership by majority vote, authorizes variation:

  1. Pule
  2. Call to order
  3. Roll Call of Officers
  4. President’s Report of Activities
  5. Reading or circulation of Minutes of Previous Meeting
  6. Treasurer’s Report
  7. Committee Reports
  8. Election of Officers and Directors, when applicable, at an annual meeting of the general membership
  9. Unfinished Business
  10. New Business
  11. Announcements
  12. Closing Pule
  13. Adjournment

Section 4.  The secretary will circulate the agenda to the general membership at least seven calendar days prior to the meeting, except in the case of an emergency requiring immediate action.

Section 5.  Meetings may be held in person or by electronic means.

ARTICLE IX.  UNIFORM, COLOR, AND FLOWER

Section 1.  Club Uniforms:  Club t-shirt or polo with logo; Nake’u designed mu‘umu’u and aloha shirt; solid pink kīhei for all members; beige kīhei with brown ʻohe kāpala print for Directors; beige kīhei with brown ʻohe kāpala print and one sided pink print overlay for officers; and beige kīhei with brown ʻohe kāpala and double pink print overlay for the President. All past officers and directors may continue to wear the ‘ohe kapala for their office.  Any changes to the club uniform are subject to the approval of the majority of the general membership constituting the quorum at a general membership meeting.

Section 2.  Club Color:  Pink

Section 3.  Lei/Flower:  Ni‘ihau shell or similar shell lei; Plumeria

ARTICLE IX – AMENDMENTS

The By-laws of this organization may be amended by a majority vote of the members at a regular meeting of the membership at which there is a quorum.  The amendment(s) must be circulated to the membership at least 30 days prior to the meeting.

ARTICLE X – IMPOSSIBILITY PROVISION 

In the event of an emergency, such as in the case of a pandemic or natural disaster, such provisions of these bylaws as deemed necessary, may be suspended by a majority vote of the Board of Directors at a regular or special meeting at which there is a quorum. Any suspension under  this provision must describe a compelling interest for the suspension and include specific dates when the suspense begins and ends.

ARTICLE XI – RULES OR ORDER

The rules of order contained in the latest edition of the publication, “Robert’s Rules of Order”, shall govern the deliberations of this organization in all cases to which they are applicable and in which they do not conflict with the Constitution or By-laws of this club.  The provisions of the Constitution and By-laws of this organization take precedence over Robert’s Rules of Order when there is a conflict.

Approved by the General Membership at a meeting held on December 15, 2021.