Bylaws of the KSEA Northeast Regional Conference

Chapter 1: General

Article 1. Name

This conference shall be named as the Northeast Regional Conference (NRC) of the Korean-American Scientists Engineers (KSEA) (hereinafter referred to as “Conference”).

Article 2. Purpose

This conference is established to promote academic exchanges, fellowship career advancement for the members of KSEA chapters its Affiliated Professional Society (APS) in the northeast region, which shall include New York Metro, New Jersey, Philadelphia chapters. This conference also seeks to contribute to the cooperation between US Korea in science technology.

Article 3. Steering Committee

The Steering Committee shall be the highest decision making body for the organization, operation, continuous development of the Conference.

1. The Steering Committee shall make decisions on important matters for the Conference including development of long-term vision, conference organization operation, program, finance, maintenance of records materials.

2. The Steering Committee shall determine the venue appoint the Conference Chair, the Program Chair, the Treasurer, the Auditor. The conference chair shall be appointed by the Steering Committee at the regular meeting, the rest of the members shall be appointed by October 31st of the year the Conference held.

3. The Steering Committee shall consist of a minimum of 8 a maximum of 12 elected members up to four ex-officio members. New York Metro, New Jersey, Philadelphia chapters appoint three elected members each, the presidents of the New York Metropolitan, New Jersey, Philadelphia chapters shall automatically become the members of the committee. The Steering Committee may appoint no more than four ex-officio members from the group of past conference chair, past program chair, APS, Young Generation (YG) group, other participating KSEA chapters branches.

4. The chairperson of the Steering Committee shall be elected by the Steering Committee shall serve a term of one year.

5. The term of the elected members of the Steering Committee shall be three years the term of the ex-officio members shall be one year. However, in the first year of the enactment, each of the New York Metro, New Jersey, Philadelphia chapter shall appoint one member three-year term, one member two-year term, one member one-year term. If a member appointed by a chapter

   resigns, the chapter appoints a replacement, the term of the replacing member shall be the remaining term of the replaced member.

6. The regular meeting of Steering Committee shall be held annually in August.

7. An attendance of a majority of the total number of Committee members shall constitute a quorum for the transaction of business, attendance can be made in person or over the phone or any other manner that provide, at a minimum, conditions of opportunity for simultaneous aural communications among all participating members equivalent to those of meeting held in one room or area.

8. Attendance decision of Steering Committee cannot be delegated.

9. A five business day notice shall be required for the annual or any regular meeting of the Steering Committee. The chairperson may call a Special Meeting of the Steering Committee for the purpose of transacting any business designed in the notice. Written or email or verbal notice for a Special Meeting shall be given to each member at least forty-eight (48) hours prior to the hour appointed for such Special Meeting. The chairperson shall call a Special Meeting upon written requests for such meeting from more than a third (1/3) of the Committee members.

10. Decisions of the Steering Committee shall be made by a two-thirds vote of the present. Votes may be taken by voice, by a show of hands, by written ballots, or by electronic means such as email e- votes. The Steering Committee determines the manner in which the votes can be taken depending on the nature of the businesses to be determined by the votes.

Article 4. Committee chairs, Officers, Directors Duties

The committee chairs, officers, directors their duties are as follows.

1. Conference chair: Appointed by the Steering Committee, the Conference char shall appoint or recommend directors various committee chairs to the Steering Committee for the operation of the Conference. In principle, the Steering Committee appoints conference chairs to allow the KSEA Northeast chapters, New York Metropolitan, New Jersey, Philadelphia chapters, to take turns in leading the Conference.

2. Program Chair(s): Appointed by the Steering Committee at the recommendation of the Conference Chair(s). Responsible for planning operating the program final decision on the Technical Program. Appoint the session chairs necessary for the operation of the technical sessions in consultation the conference chair.

3. Fundraising Chair (s): Appointed by the Steering Committee. Responsible for recruiting sponsor organizations, companies, individuals for the Conference lead fundraising activities.

4. Public Relations Director: Appointed by the Conference chair. Responsible for the promotion related activities.

5. Local Arrangement Director: Appointed by the Conference Chair. Responsible for all aspects of Local Arrangement.

6. Conference Secretary: Appointed by Conference Chair. Responsible for all matters necessary for the operation of the Conference, including official documents, registration, announcements, records of the Conference various meetings, placards. Also assists the Conference chair.

7. Publication Director: Appointed by the Program Chair. Responsible for publishing Program Proceedings, recording documentation related to the Program, assisting the Program Chair.

8. Treasurer: Appointed by the Steering Committee at the recommendation of the Conference Chair (s). Responsible for the financial planning financial operations of the Conference.

9. YG Director: Appointed by the Conference Chair. Promotes liaises YG chapters in the Northeast region assists the Local Arrangement Director.

10. Student Representative (s): Appointed by the Conference chair among the students of each university. Responsible for public relations liaison at each university, actively assists the Local Arrangement Director.

11. APS Representative (s): Appointed by the Conference chair among the representatives of APSs in the Northeast region. Actively cooperates the Program Chair Local Arrangement Director.

12. Conference Adviser (s): Appointed by the Steering Committee at the recommendation of the Conference chair. Advises the Conference Chair Executive Committee on the direction, policy, operation of the conference, participates in conference committee meetings.

13. The Conference chair may appoint assign other officers, such as the Career Program Coordinator, as necessary.

14. The term of the Conference committee members (committee chairs, officers, directors) shall take effect immediately upon their appointment shall expire on 30 June of the year of the Conference.

15. Executive Committee: The Executive Committee shall consist of Conference Chair, Program Chair, Fundraising Chair, Treasurer, Local Arrangement Director, shall have exercise the authority to make decisions on the important actions required for preparations execution for the Conference. The Conference Chair shall be the Chair of the Committee. Executive members are the Officers of the Conference. The Chair shall attempt to give all Executive Committee members notice of the agenda at least two days before the scheduled meeting. Any meeting may be conducted in person, by mail, or by electronic means. An attendance of fifty percent (50%) of the members of the Executive Committee shall be necessary sufficient to constitute a quorum for the transaction of any business, attendance can be made in person or over the phone or any other manner that provide, at a minimum, conditions of opportunity for simultaneous aural communications among all participating members equivalent to those of meeting held in one room or area. The resolution of the agenda will be approved by 1/2 of the attendees. Decisions of the Executive Committee shall be made by a majority vote of the present.

Article 5. Date of the Conference

This annual Conference shall be held between March May each year. Article 6. Venue

In principle, the Conference shall be held at the midway location of all participating chapters. Article 7. Operation

The Conference is operated as follows.

1. All operations, including the finances of the conference, shall be independent of the operations of all participating chapters.

2. Treasurer shall submit the report of finance operation to the Auditor the consent of the Conference Chair within one month after the Conference. The audited report of finance operation to the Steering Committee within the two months after the Conference.

3. The Conference consists of, in principle, Technical Program, Career Program, the YP/YG Program.

4. The plan for the financial operation of the Conference shall be executed after prior review consent by the Steering Committee.

5. In the event that the financial expenditure is expected to exceed 20% of the plan in the preparation of the Conference, the Conference Chair shall execute the excess finances only after obtaining the approval of the Steering Committee.

Article 8. Finance

The financial operations, such as income expenditure, shall be as follows.

1. Income shall consist of carryover of the previous Conference, support from KSEA headquarter, grants, contributions, others.

2. In case of surplus operation, carry over the balance to the Conference of the following year.

3. If the Steering Committee finds the finances are not good, the Steering Committee may decide financial contributions from the participating KSEA local chapters. If such a decision is made, these local chapters shall contribute to the Steering Committee the sums in proportion to the voting members of KSEA as of April 30 of the immediately past year of the Conference.

4. Fiscal Year. The fiscal year of the Conference shall commence on July 1 end on June 30 of the following year.

Article 9. Audit

For the healthy operation finance of the Conference, there shall be up to two auditors.

1. Auditors are appointed by the Steering Committee. Auditors cannot serve as officers.

2. The auditor may request the treasurer the report of finance operation once before once after the Conference.

3. Auditors shall audit financial operation status of the Conference report to the Steering Committee within two months after the Conference.

Article 10: Miscellaneous

1. The Steering Committee may form Standing Committees Ad hoc Committees when deemed necessary.

2. These Bylaws or any amendment to the Bylaws shall be effective immediately upon the approval of the Steering Committee.

   Article 11 Amendment

   The amendment of the Bylaws of the Conference shall be approved by at least two-thirds of the membership of the Steering Committee.

   
   

   Chapter 2 Supplementary

   Article 1

   This Bylaws shall take effect immediately upon approval. Article 2

   Matters not specified in these Bylaws shall be in accordance general practice.

   
   

   Amendment History

   
   

   1. April 27, 1995: This Bylaws has been amended approved.

   2. December 17, 2019: This English Bylaws has been approved by the Steering Committee.