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Proposed New Systems of the Chinese American Association of Central Illinois (CAACI)

June 8 @ 8:00 am - 5:00 pm

March 1, 2025

To be added:

  • Administrative Rules of CAACI

  • Honorary President System

  • Senior Advisor System

  • Honorary Member System

Administrative Rules of the Chinese American Association of Central Illinois

These rules are drafted based on the CAACI By-Laws to specify operational norms and ensure alignment with the By-Laws.

Chapter 1: Membership Management

Article 1: Member Registration
Applicants must submit a registration application via the official website or a physical form with ID and contact information;
Pay the annual membership fee;
The Board authorizes a Membership Officer to review and approve applications;
Approved members will be added to the official WeChat group.

Article 2: Membership Fees
Annual fees will be announced by the end of February each year by the Board;
Payment can be made by bank transfer, check, or online, with receipts archived;
Delinquent members will be notified, and after 60 days, membership is suspended, WeChat removal enforced, and an email sent.

Article 3: Member Rights
Members with a digital card may attend exclusive events and receive partner discounts (updated quarterly);
Suggestions and complaints must be submitted via the online form and answered in writing within 10 working days.

Chapter 2: Meeting Management

Article 4: Meeting Notifications
General assembly notices must be sent 15 days in advance via email, SMS, or WeChat group.
Voting agendas must be sent in advance, including draft agendas, annual reports, financial summaries, etc.

Article 5: Voting Procedures
Online voting must use two-factor authentication and store records for at least 5 years;
Proxy forms must be notarized or signed by two current board members.

Article 6: Meeting Records
The Secretary must draft minutes within 7 days and upload them after the President’s signature.
Confidential topics are to be marked and restricted to the Board.

Chapter 3: Board Operations

Article 7: Board Duties
Board members must attend meetings or face automatic dismissal after 3 unexcused absences.
Regular updates on assigned tasks must be reported; quarterly reporting required.
Board group votes must typically respond within 24 hours.
Conflicts of interest must be disclosed and documented.

Chapter 4: Financial Management

Article 8: Budgeting
The Financial Officer submits a draft budget by March-end for April board approval.
Activities exceeding budget by 20% require re-approval.
Unplanned expenses over $500 require pre-authorization; emergency spending may be retroactively approved.

Article 9: Auditing
An independent CPA conducts annual audits to be shared before the annual meeting.
All cash donations must have receipts and donor records.

Chapter 5: Special Systems Reference

Article 10: Honorary President
Appointed per the “Honorary President System”; annual duty report required.
Business cards must use the official template or be co-branded.

Article 11: Senior Advisor
Appointed per the “Senior Advisor System”; annual duty report required.

Article 12: Honorary Member
Granted per the “Honorary Member System.”
The Board may suspend rights and begin removal for misconduct.

Chapter 6: Media and Communication Management

Article 13
All communication/media platforms established by or on behalf of CAACI must be managed by a board-appointed officer.
Upon staff changes, the board ensures handover.
This includes but is not limited to: website, email, WeChat official account/video, community/member groups, Facebook, X, YouTube, TikTok, Xiaohongshu, etc.

Chapter 7: Supplementary Rules

Article 14: Amendments
Requires two-thirds board approval and reporting to the next member assembly.
In case of disputes, the By-Laws take precedence. Matters not covered shall follow Illinois Nonprofit Law.

Article 15: Effective Date
Effective upon approval at the Member Assembly on March 1, 2025.

Honorary President System

Purpose:

  • Recognition: Acknowledge outstanding contributions of past presidents.

  • Inspiration: Encourage past presidents to stay engaged.

  • Connection: Leverage influence to improve external cooperation.

Eligibility:

  • Must have served at least one full term as president and contributed significantly.

  • Reputable with no misconduct.

  • Continues supporting the community after stepping down.

  • Must be a registered member.

Appointment & Dismissal:

  • Nominated by the board, president, or 10+ members.

  • Appointed with majority board approval.

  • Can be removed for serious misconduct or criminal acts with majority board vote.

Term & Renewal:

  • Term aligns with the board’s term and is renewable.

  • Before board turnover, renewal recommendations must be submitted for new board approval.

Rights & Duties:

  • May represent CAACI if authorized.

  • Can advise but has no decision-making power.

  • Profile on the website, allowed to print cards.

  • Must uphold rules, promote unity, and assist in public affairs.

Senior Advisor System

Purpose:

  • Resource Integration: Leverage elite expertise and connections.

  • Professional Empowerment: Use experience to improve execution.

  • Community Collaboration: Build bridges across fields and cultures.

Eligibility:

  • Must meet at least one:

    • Public influence in politics, business, academia, or philanthropy.

    • Professional achievements in fields like education, law, culture, etc.

    • Provided major contributions to CAACI or Chinese communities.

  • No membership required.

  • Good reputation, no misconduct.

Appointment:

  • Nominated by board, president, or 10+ members with resume and impact note.

  • Board reviews alignment with mission.

  • Appointment with majority vote, followed by public announcement.

Responsibilities & Rights:

  • Offer advice on planning and key projects.

  • Help connect to resources (sponsors, media, etc.).

  • Attend at least one CAACI event annually.

  • May attend relevant meetings and use the “Senior Advisor” title publicly.

  • Receive priority access to reports and updates.

Term & Removal:

  • Term matches the board’s and is renewable.

  • Non-renewal results in automatic exit.

  • May be dismissed early for misconduct by majority board vote.

Final Clauses:

  • Effective upon member assembly approval.

  • Honorary, unpaid role with no operational responsibility.

  • Board retains interpretation and revision rights.

Honorary Member System

Purpose:

  • Recognition: Acknowledge non-members with significant contributions.

  • Encouragement: Motivate community involvement.

  • Visibility: Expand CAACI’s public profile and resources via networks.

Eligibility:

  • Must not be a registered member.

  • Must meet at least one:

    • Provided major financial, material, or resource support.

    • Advocated for the Chinese community’s rights or image.

    • Long-term volunteer service with strong results.

  • Good standing with no misconduct.

Nomination & Appointment:

  • Nominated by board, president, or 10+ members with contribution details.

  • Board evaluates impact and approves with a majority vote.

Rights & Benefits:

  • Exempt from membership fees.

  • May attend exclusive events.

  • Receive publications, notifications, and facility use (per regulations).

  • Listed on the website and in public docs.

  • May use the title publicly with permission.

Limitations:

  • No voting or election rights.

  • Cannot intervene in internal governance.

Term & Removal:

  • Term aligned with the board. Renewal reviewed by next board.

  • May be removed for harmful actions via board majority vote.

Final Clauses:

  • Effective upon member assembly approval.

  • Prior honorary memberships must conform to the new policy.

  • Annual review of qualifications required.

  • Title is non-transferable and non-commercial.

Details

Date:
June 8
Time:
8:00 am - 5:00 pm
English
Chinese English