KONA HAWAIIAN CIVIC CLUB
CONSTITUTION & BY-LAWS
AMENDED AS OF
MAY 11, 2000
Name, State of Charter and Principal Office
Section 1. The name of this organization is the KONA HAWAIIAN CIVIC CLUB, hereinafter referred to as the “Organization”.
Section 2. The Organization is chartered by the Assocation of Hawaiian Civic Clubs as of February 1952 as a non-profit organization and shall operate in conformity with its Constitution and By-Laws.
Section 3. The Organization’s principal office shall be in Kona, Island of Hawai’I, State of Hawai’i.
Purpose and Objectives
Section 1. The purpose of this Organization is:
a. To actively participate in the promotion and perpetuation of long-held traditional Native Hawaiian attitudes and values that dignify all human life and that are the moral and ethical underpinnings of our cultrual expressions that comprise a unique, rich and enduring legacy of the first people of Hawai’i nei which are commonly acknowledged and appreciated by all the people of both our beloved islands and of our great nation.
Section 2. The objectives of this Organizaiton are:
a. To unite our members in the bonds of friendship, good fellowship and mutual understanding.
b. To promote the theory and practice of the principals of good government and good citizenship.
c. To take an active interest in the civic, economic, social , health and moral welfare of our community and, particularly, the activities of those agencies and organization who are responsible for the improvement of the conditions of the people of Hawaiian ancestry and to support programs of benefit to them and to the community at large. This interest will be pursued with the commitment to and a sensitivity for the traditional cultural value and assets of the Hawaiian people and our culture.
d. To provide a forum for the full and free discussion of all matters of public interest, excepting those, which may be specifically prohibited by the Constitution and the By-Laws.
e. To preserve and cherish all sources and records of the ancient traditions, na ‘oli ame na mele, traditional and historic sites of Hawai’i nei, and to protect the endemic and indigenous flora and fauna of this land and to actively encourage the teaching, learning and use of ‘olelo makuahine (our mother tongue) the Hawaiian language.
f. To actively encourage and assist in furthering the education of those of Hawaiian ancestry. To advance this effort, greater sensitivity from educational institutions for the special needs and values of Hawaiian students will be encourage and a sharing of Hawaiian culture will be pursed for all.
Section 1. No part of the assets, income, net earnings of the Organization shall inure the benefit of, or be distributable to, its directors, officers, members or individuals.
Section 2. Not withstanding the foregoing, the Organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make reimbursements for expenses actually incurred in service to the Organization.
Section 3. Upon the dissolution of the Organization, na Papa Po’o (the Board of Directors) shall, upon payment of all liabilities of the Organization, dispose of all the remaining assets by distribution to the like fund or a foundation or organization organized and operated exclusively for charitable or educational purposes and exempt from Federal Income tax as an organization described in Section 501(c)(3) of the Internal Revenue Code.
Limitation on Organization Activities
Section 1. The Organization shall not carry on any activities not permitted to be carried on by an Organization exempt from Federal income tax under Section 501(c)(3) of Internal Revenue Code. Additionally, the Organization shall not:
a. Engage in any act of ‘self-dealing’, as defined in Section 4941(d) of said Internal Revenue Code.
b. Make any “taxable expenditures” as defined in Section 4945(d) of said Internal Revenue Code.
c. The Organization shall not endorse or recommend any candidates for political or public office.
Section 2. No officer or member of this Organization shall use the Organization as a means of furthering the personal or political aspirations of any person, nor shall the Organization take part in any movement that is not in keeping with the purpose and objectives as contained in this Constitution.
Exception of Liability
Section 1. Any person who serves a director or officer of the Organization without remuneration or the expectation of remuneration shall not be liable for damage, injury or loss caused by or resulting from such person’s performance of, or failure to perform, duties of the position to which the person was elected, unless the person was grossly negligent in the performance of, or failure to perform, such duties.
Section 1. Membership in this Organization shall be classified as:
REGULAR MEMBERS ASSOCIATE MEMBERS
HONORARY MEMBERS LIFE MEMBERS
AFFILIATE MEMBERS NA ‘OPIO
Section 2. REGULAR MEMBERS – Any person 18 years or over, of Hawaiian or part-Hawaiian ancestry, of good moral character and of good standing in his/her community is eligible to membership. Regular members shall have the privilege and the right to vote on all questions, to hold elective office, to serve on committees and to take the floor and speak on all questions.
Section 3. ASSOCIATE MEMBERS – A regular member’s spouse, who is of good moral character and of good standing in his/her community and who cannot qualify as to Hawaiian ancestry, is eligible for membership as an Associate member. He/she shall have the rights and privileges of a regular member except for the right to hold the office of Pelekikena Mua (President) and Pelekikena Ho’okahi (First Vice President).
Section 4. HONORARY MEMBERS – Honorary membership may be conferred by a two-thirds vote of members present at a regular meeting of the Organization. This action may only be taken upon patrons and donors to the Hawaiian Civic Club Organization who have performed some special act of benevolence toward the Organization or its members, or any person in active sympathy with the objectives of this Organization who has rendered it good and substantial assistance and service. Honorary members shall be exempted from paying dues and shall enjoy all the rights and that of holding elective office. This membership shall be awarded for the period of one (1) year.
Section 5. LIFE MEMBERS – Life membership may be conferred upon any regular member in good standing by a two-thirds vote of na Papa Po’o (the Board of Directors) or upon payment of a fee as set by the Board. Life members shall be entitled to all the rights and privileges of Regular members and shall not be required to pay any further dues. (Other assessments may be made.)
Section 6. AFFILIATE MEMBERS – Any member of the community who is of good moral character and of good standing in his/her community and who cannot qualify as to Hawaiian ancestry is eligible for membership as an Affiliate member. They shall be voted in by na Papa Po’o (the Board of Directors). He/she shall have all the rights and privileges of a regular member, except for the right to hold the office of Pelekikena Mua (President) and Hope Pelekikena (Vice President).
Section 7. NA ‘OPIO – Any person under the age of 18, is eligible for membership. Subject to the approval of the General Membership. Na ‘Opio may have separate meetings and activities as long as they do no conflict with the Constitution and By-Laws of this Organization.
Section 8. APPLICATION – Application for membership shall be in the form prescribed by this Organization.
Section 9. MEMBER OF GOOD STANDING means any member of this Organization who follows the Kona Hawaiian Civic Club’s Constitution and By-Laws to the best of tier moral standards as a Kona Hawaiian Civic Club member.
Officers, Directors and Appointees
Section 1. Officers: The Officers of this Organization shall be the Pelekikena Mua (President), Pelekikena Ho’okahi (First Vice President), Pelekikena ‘Elua (Second Vice President), Lunamaka’ainanamoku (District Representative), Kakau’olelo (Secretary) and Pu’uku (Treasure), Corresponding Secretary.
Section 2. Directors: Na Po’o (The Directors) of this Organization shall consist of five (5) members which shall be elected by the membership and NOT otherwise officers of the Organization.
Section 3. Na Papa Po’o (The Board of Directors): Na Papa Po’o (The Board of Directors) of this Organization shall consist of the Officers, Na Mau Po’o (The Directors) and Immediate Past Pelekikena Mua (President).
Section 4. Qualifications: In order to serve as an Officer, Board Member, or an appointee of this Organization, a person must have been a member in good standing of this Organization for a period of at least one year with the exception of the Pelekikena Mau (President) who must have been a member for at least two years immediately preceding the election.
Section 5. Removal and Resignation: Any officer may be removed for good cause by a majority of the Board at any regular or special meeting of Na Papa Po’o (The Board of Directors).
Any Board member may resign at any time by giving a written notice to Na Papa Po’o (The Board of Directors) or to the Pelekikena Mua (President). Any resignation shall take effect at the date of the receipt of such notice or at any later time specified therein; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
If any Committee Chair resigns from their position they shall turn in all property belonging to this Organization. The property shall be turned over to the next appointed Chair of that Committee or to the Kakau’olelo (Secretary) if a new Chair has not been selected.
Per Capita and Membership Dues
Section 1. Per Capita Dues shall be paid annually to the Association no later than sixty (60) days, prior to the convening of the next annual convention.
Section 2. Membership Dues of each member shall be set by Na Papa Po’o (The Board of Directors) annually and shall be payable no later than January 31 of each year, unless otherwise specified by the Board. If dues are not paid by January 31, members will be removed from the Member in Good Standing. The dues for Na ‘Opio shall be set by the Na Papa Po’o (The Board of Directors) each year, unless otherwise specified by the Board.
Section 1. Amending the Constitution: The Constitution of this Organization may be amended as follows:
a. Individual(s) proposing amendments to the Constitution must send a copy of the proposed amendment to the Policy and Planning Chairperson, the Pelekikena Mua (President), Na Papa Po’o (the Board of Directors) and the Kakau’olelo (Secretary as a receipt of acknowledgement of said amended changes to the Constitution.
b. The proposed amendments must also be circulated to all members of this Organization within 30 days of receipt of proposed amendments.
Motto, Song, Color, Emblem, Flower and Lei
Section 1. The Official Motto of this Organization shall be “Kulia I Ka Nu’u” “Strive for the Highest”.
Section 2. The Official Song of this Organization is “KONA KAI ‘OPUA”.
Section 3. The Official Colors of this Organization are “RED and GOLD”.
Section 4. The Official Emblem of this Organization is the “HAWAIIAN COAT OF ARMS”.
Section 5. The Official Flower of this Organization is the “WHITE PIKAKE”.
Section 6. The Official Lei of this Organization is the “KUKUI”.
BY – LAWS
Elections of Officers
Section 1. The Officers and Directors shall be elected biennially by the membership in attendance at the annual meeting which shall be held in November.
Section 2. Immediate Past Pelekikena Mua (President). The position of Immediate Past Pelelkikena Mua (President) shall automatically be filled by the outgoing Pelekikena Mua (President).
Section 3. Term of Office. All duly elected officers of the Organization shall assume office and serve for a term of two years beginning on January 1 of the year following their election.
Section 4. Voting. Candidates shall be placed on a ballot acknowledging their name and office and position running. There will also be open slots on the ballot within that office position for secret ballot choice. The candidate receiving a majority of votes cast for that office shall be declared elected. If there is only one candidate for an office, the Kakau’olelo (Secretary) may be instructed to cast a unanimous ballot for that person. Each member, in good standings, will receive a ballot.
Section 5. Nominations. Each candidate shall, interested to run, shall turn in a written letter to the Election Committee regarding their name and the office they wish to run for. NO MEMBER SHALL BE ELIGIBLE FOR ANY OFFICE UNLESS HE/SHE HAS BEEN A MEMBER IN GOOD STANDING FOR AT LEAST A PERIOD OF ONE YEAR. NO MEMBER SHALL BE A CANDIDATE FOR THE OFFICE OF PELEKIKENA MUA (PRESIDENT) UNLESS HE/SHE HAS BEEN A MEMBER IN GOOD STANDING FOR AT LEAST A PERIOD OF TWO YEARS IMMEDIATELY PRECEDING THE ELECTION.
Section 6. Limitation of Terms. No officer of this Organization shall serve more than two consecutive terms in the same office.
Vacancies, How Filled
Section 1. In the event of a vacancy in the office of the Pelekikena Mua (President) of the Organization the Pelekikena Ho’okahi (First Vice President) shall automatically fill the vacancy for the duration of the term.
Section 2. In the event of a vacancy in the office of the Pelekikena Ho’okahi (First Vice President), the Pelekikena ‘Elua (Second Vice President) shall automatically fill the vacancy for the duration of the term.
Section 3. In the event of a vacancy in the office of the Pelekikena ‘Elua (Second Vice President), Na Papa Po’o (The Board of Directors) shall immediately meet to select a replacement, by majority vote, from one of their own members.
Section 4. In the event of a vacancy in any of the other Papa Po’o (Board of Directors’) seats, the Pelekikena Mua (President) shall select a member in good standing to fill the vacancy for the balance of the term, with the approval of Na Papa Po’o (The Board of Directors), provided that a quorum is present.
Section 5. The position of any Board Member shall be declared vacant by Na Papa Po’o (The Board of Directors) when the said board member of the Board fails to attend three (3) consecutive Na Papa Po’o (the Board of Directors) regular Meetings unless excused by the Pelekikena Mua (President).
Duties of Na Papa Po’o (The Board of Directors)
Section 1. The duties of Na Papa Po’o (The Board of Directors) are as follows:
a. To conduct business in accordance with the Constitution and By-Laws of the Organization.
b. All matters approved by the Na Papa Po’o (the Board of Directors) shall be placed on the Agenda for presentation at the next General Membership meeting.
c. Na Papa Po’o (the Board of Directors) shall have the authority to over-rule or modify the action of any member of the Board.
d. To require an annual audit of the Treasure’s books or an interim audit at its discretion. A Certified Audit may be authorized by the affirmative approval of Na Papa Po’o (the Board of Directors).
e. To hold Regular Board meetings in accordance with Article VIII 1(a) of the By-Laws.
f. To hold Special meetings in accordance with Article VIII 1(b) of the By-Laws.
g. To hold General meetings in accordance with Article VIII 1(d) of the By-Laws.
h. To approve or disapprove the Finance Committee’s recommendation of a financial institution for the deposit of the funds of the Organization.
Duties of Officers
Section 1. Pelekikena Mua (President)
The Pelekikena Mua (President) shall be the Chief Executive Officer of the Organization, preside at all meetings of the Organization, supervise the work and activities of the Organization and shall perform such other duties as usually pertain to that office.
The Pelekikena Mua (President) shall attend all District Council meetings with the Lunamaka’ainanamoku (District Representative). In the event that the Pelekkena Mua (President) is unable to attend a District Council meeting, the Pelekikena Mua (President) shall appoint a member of the Board as alternate.
Section 2. Pelekikena Ho’okahi (First Vice President)
The Pelekikena Ho’okahi (First Vice President) shall in the absence or inability of the Pelekikena Mua (President) to perform his/her duties as in the Constitution and B-Laws and have the authority as the Pelekikena Mua (President).
Have oversight of the Committees of Finance, Community Relations, Conventions and Meetings, Government Relations and Policy Planning.
Section 3. Pelekikena ‘Elua (Second Vice President)
The Pelekikena ‘Elua (Second Vice President) shall in the absence or inability of the Pelekikena Ho’okahi (First Vice President) to perform his/her duties as in the Constitution and By-Laws and have the authority as the Pelekikena Ho’okahi (First Vice President).
Have oversight of the Committees of Benefits, and Entitlements, Education, Employment; Housing, Health, Na Mea Hawai’I and Historic Sites.
Section 4. Pu’uku (Treasurer)
The Pu’uku (Treasurer) shall:
a. Receive all funds paid in and belonging to the Organization, provide a receipt therefore, and shall deposit such funds in a bank, banks, or depositories as approved by the Na Papa Po’o (the Board of Directors).
b. Make disbursements as authorized by Na Papa Po’o (the Board of Directors).
c. Have his/her accounts and books available for inspection at the request of the Board/Membership, the Pelekikena Mua (President) and/or the Board-specified auditor.
d. Submit an up-to-date financial report at each Board and General Membership meeting.
e. Deliver to his/her duly qualified successor all books, papers and such other articles belonging to the Organization as may be in his/her possession, with 14 days after leaving office.
Section 5. Kakau’olelo (Secretary)
The Kakau’olelo (Secretary) shall:
a. Take minutes of all meetings of the Organization, and keeping a full, true and correct record thereof.
b. Prepare all correspondence, read all communications, documents, maintaining a full and complete record of same.
c. Maintain an up-to-date roster of the Organization.
d. Deliver to his/her duly qualified successor all books, papers and such other articles belonging to the Organization as may be in his/her possession, within 14 days after leaving office.
Section 6. Lunamaka’ainanamoku (District Representative)
The Lunamaka’ainanamoku (District Representative) shall attend all District Council meetings. He/she shall take minutes of the meetings and report all proceedings to the members at the next Regular Board meeting or General Membership meeting of the Organization, whichever occurs first. In the event of said officer’s inability to perform his/her duty, the Pelekikena Mua (President) shall appoint a member of Na Papa Po’o (the Board of Directors) as alternate.
Duties of Appointees
Section 1. Kahuna Pule (Chaplain)
The Kahu (Chaplain) shall provide spiritual leadership for the Organization, attend all meetings, participate in the induction and/or ratification of new members and in dedicatory exercises.
Section 2. Kahuna Iula (Parliamentarian)
The Kahuna Iula (Parliamentarian) shall assist the Organization in the conduct of the meetings, maintaining Parliamentary Procedure under the Robert’s Rules of Order.
Section 3. Ho’opa’a ku’auhau (Historian)
The Ho’opa’a ku’auhau (Historian) shall maintain and collect new articles, pictures and other memorabilia which document the activities of the Organization.
Section 4. Malama puka (Sergeant of Arms)
The Malama puka (Sergeant of Arms) shall assist the Organization in maintaining order at all General Membership meetings in accordance with proper decorum and common courtesy.
Section 1. The Pelekiken Mua (President), with the approval of Na Papa Po’o (the Board of Directors), shall appoint the Na Luna Ho’omalu (the Chairs) of the following established Standing Committees:
A. Administrative Committees:
1) Community Relations
2) Conventions and Meetings
4) Government Relations
5) Policy; Planning
B. Program Committees:
1) Benefits; Entitlements
3) Employment; Housing
5) Na Mea Hawai’i
6) Historic Sites
Section 2. Na Luna Ho’omalu (The Chairs) may create sub-committees as needed.
Section 3. Na Luna Ho’omalu (The Chairs) of the Standing Committees shall submit and Annual Evaluation an Report to the Na Papa Po’o (the Board of Directors). All mau Luna Ho’omalu (Chairs) shall provide a report of activities at the monthly General Membership meetings.
Section 4. Periodically, the Pelekkena shall appoint with the approval Na Papa Po’o (the Board of Directors) may create other committees as deemed necessary, consisting of such number of members and with such powers as the Board may designate.
Section 5. Committee Responsibilities:
A. Community Relations Responsible for public relations, membership, recruitment and inter-club communications. Keeps public and membership informed regarding the Organization’s activities and meeting announcements. Encourages creative ways, i.e. newsletters, to keep members informed of member hospitalization, births, deaths, marriages, accomplishments, awards, and other notable and newsworthy activities.
B. Conventions and Meetings Arranges for facilities, transportation, hotel accommodations, etc. for the Association Annual convention, Kona Hawaiian Civic Club Annual meeting and Regular membership meetings and events. Encourages members to attend the Association conventions and Kona Hawaiian Civic Club Annual meetings. Prepares and submits forms on a timely basis as requests are made by the Association Convention Chairperson. Responsible for all Attendee entries for events. Prepares budget for Convention delegates for presentation to Na Papa Po’o (the Board Directors).
C. Finance Prepares the Organization’s annual budget for Bard approval and ratification by the General Membership. Keeps the Pu’uku (Treasure) informed of those committees which are not adhering to the approved budget. Assists all committees to formulate plans for fund-raising to finance their activities. Advised and assists the Pu’uku (Treasure) in his/her duties.
D. Government Relations Acts as a legislative references bureau and disseminates pertinent information to the appropriate Standing Policy Committee and make materials available to the membership, as requested.
E. Policy; Planning Incorporates Constitution and By-Laws, policy drafting and long-range planning. Provides leadership development opportunities to promote organizational capabilities in Standing Committees.
F. Resolutions Researches, formulates and assists Committee Chairs in preparing resolutions, in a timely manner, for the Conventions and/or Annual Meetings. Assists in writing testimony regarding addressing legislative issues. Tracks and follows status of accepted resolutions, after convention and acts as liaison between the Association and Na Papa Po’o (the Board of Directors).
G. Claims, Benefits, Entitlements, Hawaiian Sovereignty Issues Monitors and provides information to the Board regarding Hawaiian Homes issues, Ceded Land Trust issues, Ali’i Trusts, State and Federal land claims, benefits and entitlements and Hawaiian sovereignty initiatives.
H. Education Monitors and provides information and makes available educational opportunities which includes available scholarships and financial aid at all levels. Monitors and makes recommendations to the Board for involvement in legal issues which impact the education of children, e.g. Felix –v- Waihe’e Consent Decree. (See Appendix for Scholarship information.)
I. Employment & Housing Monitors and provides information on welfare changes, employment, entrepreneurship, employments training programs, housing and economic development for Hawaiians.
J. Health Monitors, gathers information and makes recommendations to the board for action on health education, health services, nutrition programs, genealogy and aging programs for Hawaiians.
K. Na Mea Hawai’i Encourages the preservation of Na Mea Hawai’I, including, but not limited to, legends and lore, indigenous flora and fauna, and Polynesian navigation.
L. Historic Sites Encourages the preservation of historic sites which includes, but is not limited to, old government roads, ancient trails, historic walls, burial sites, house sites, coral/rock church remnants and heiau. Monitors on-site developments, attend county Planning Commission meetings, tracks grading ordinance permites, and other active monitoring as needed.
Delegates to the State Association Convention
Section 1. This Organization may pay the necessary expenses: travel, registration fees, lodging and food (as determined by the Board) of the official delegate; and available funds may be pro-rated to subsidize other qualified delegates and /or alternates to the Association of Hawaiian Civic Club annual convention.
Section 2. The Pelekikena Mua (President), by virtue of his/her office, shall be the official delegate.
Section 3. All other delegates and alternates to the Annual Convention shall be selected by the Na Papa Po’o (the Board of Directors).
Section 4. The responsibilities of the delegates and alternates shall be to attend all convention business and report back to the Kona Hawaiian Civic club Na Papa Po’o (the Board of Directors) and General Membership.
Section 1. Types of Meetings There shall be Regular, Special or Executive Sessions of Na Papa Po’o (the Board of Directors) and General Membership as described herein:
A. Regular Meeting Regular Meetings of Na Papa Po’o (the Board of Directors) are normally scheduled meetings, and shall be held at least once each quarter.
B. Executive Session Whenever matters of a sensitive nature matters which may involve possible litigation arise, an Executive Session may be called by the Pelekikena Mua (President).
C. General Membership Meetings These shall be held once a month and shall be scheduled at the first meeting of the year.
Rules of Order, Quorum, Order of Business
Section 1. Rules of Order In the absence of rules in the Constitution and By-Laws of the Organization, all meetings of this Organization shall be governed in accordance with the Robert’s Rules of Order or consensus of members present.
Section 2. Quorum A majority of the members of Na Papa Po’o (the Board of Directors) shall constitute a quorum for any Na Papa Po’o (the Board of Directors) meetings.
A quorum for the General Membership meetings shall be fifteen percent (15%) of club members in good standing.
Section 3. Time Limitations The Pelekikena Mua (President) may place a time limit of speakers only if it is announced at the beginning of the meeting, prior to the Call to Order.
Section 4. Order of Business The Order of Business for the meeting of the Organization shall be as follows:
- Call to Order
- Pule Wehe
- Introduction of Guests / New Members
- Approval of Minutes
- Treasure’s Report
- Unfinished Business
- New Business
- Committee Reports
- Pule Ho’oku’u
The Order of Business may be changed by a majority of the members present of sequence unless approved by the General Membership, with a quorum as in Article IX Section 2.
Section 1. Amending the Constitution: The Constitution of this Organization may be amended the following:
a. Individual(s) proposing amendments to the Constitution must send a copy of the proposed amendment to the Policy and Planning Chairperson, the Pelekikena Mua (President), Na Papa Po’o (the Board of Directors) and the Kakau’olelo (Secretary) as a receipt of acknowledgement of said amended changes to the Constitution.
b. The proposed amendments must also be circulated to all members of this Organization within 30 days of receipt of proposed amendments.
Section 2. Before the By-Laws can be placed into effect, it must be ratified and acknowledgement of the ratification and/or revision must be placed at the last page of the Constitution and By-Laws with the date of Ratification and /or Revision.