The Canadian Chamber of Commerce in Japan By-Laws
BY-LAWS OF THE CANADIAN CHAMBER OF COMMERCE IN JAPAN(as amended March 8, 2013, June 11, 2014, May 13, 2015,
September 16, 2015, June 28, 2018, and July 1, 2020)
BY-LAW 1 – MEMBERSHIP
1.1

Membership
There shall be ten (10) categories of Chamber membership as follows:

1.1.1

Corporate

1.1.2

Affiliate Corporate

1.1.3

Small Business/Professional

1.1.4

Individual

1.1.5

Special1.1.6

Non-resident Corporate

1.1.7

Non-resident Individual

1.1.8

Associate

1.1.9

Honorary Advisor

1.1.10 Media and Academia

1.2

Eligibility
Eligibility for membership and membership classification in each of the following categories shall be
determined by the Board in its sole discretion:

1.2.1

Corporate
A corporation, partnership, private or governmental agency/association or educational institution locatedin Japan having an executive member who has an interest in the objectives of the Chamber.

1.2.2

Affiliate Corporate
An employee of a corporation that is a Corporate Member of the Chamber.

1.2.3

Small Business/Professional
A corporation, partnership, private or governmental agency/association or educational institution
in Japan with fewer than ten (10) employees.
(a)

(b)

An employee of a non-profit organization in Japan.

An employee who does not hold a senior management position in a corporation, partnership,
private or governmental agency/association or educational institution in Japan that would otherwise berequired to be a Corporate Member.
(c)

1.2.4

Individual
An individual of any nationality resident in Japan who has an interest in the objectives of the Chamber
and is not joining the Chamber as a representative of a corporation, partnership, private or governmental
agency/association or educational institution. (Individual Members will be recorded by their name, homeaddress and profession.)

1.2.5

Special(a)

Honorary

A maximum of ten (10) individuals who are considered by the Board to be distinguished in their fields
and who support the objectives of the Chamber.
(b)

Other

An individual, corporation, partnership, private or governmental agency/association or education
institution who, for reasons specified by the Board, is granted a complimentary or discount membershipwith the Chamber.
1.2.6

Non-resident Corporate
A corporation, partnership, private or governmental agency/association or educational institution resident
outside of Japan, having an individual with an interest in the objectives of the Chamber.

1.2.7

Non-resident Individual
An individual residing outside of Japan who has an interest in the objectives of the Chamber and is notjoining the Chamber as a representative of a corporation, partnership, private or governmental
agency/association or educational institution. Individual Members will be registered using their name,home address and profession.
1.2.8

Associate
An individual who is between 18 and 30 years of age and holds a valid Working-Holiday visa issued by
the Government of Japan. Membership in this category is valid for a maximum of one year.

1.2.9

Honorary Advisor
The Board may appoint up to a maximum of twelve (12) individuals who are considered by the
Board to be distinguished members of the business and government community and who support theobjectives of the Chamber to act as honorary advisors to the Chamber without executive, supervisory or
managerial powers (“Honorary Advisors” in English and “​名誉顧問​” (​Meiyo Komon)​ in Japanese).
(a)

The Honorary Advisors together shall be referred to as the Honorary Board of Advisors in
English and “​名誉顧問会​” (​Meiyo Komon Kai)​ in Japanese (the “HBA”) and the Board may at any time
select one of the Honorary Advisors to be the chair of the HBA.
(b)

The Board may draft and amend from time to time a document setting forth the principles andmandate of the HBA and this document shall be called the “Charter of the Honorary Board of Advisors”.
(c)

The Board may draft and amend from time to time a document setting forth the detailed rules andprovisions of the HBA including terms of office and other administrative matters and this document shallbe called the “Terms of Reference of the Honorary Board of Advisors”.
(d)1.2.10 Media and Academia
An individual of any nationality resident in Japan or Canada who is:

(a)
(i)

employed at the editorial department of a news organization;(ii)

recognized by the board as an active freelance journalist; or(iii)

is a current faculty member at a Canadian or Japanese university (Media and Academia
Members will be recorded by their name, home address and profession).

A Media and Academia Member is required to submit four articles in English, French and/orJapanese on topics of relevance to the Canada-Japan relationship for the Chamber magazine “TheCanadian”, the Chamber website and/or any other Chamber publication per membership year. The
Communications and Publications Committee will give guidance to the Media and Academia member infulfilling this requirement. Media and Academia members who do not fulfill this requirement will not be
permitted to renew their membership in the Media and Academia category the following year, except at
the discretion of the Board of Governors.
(b)

1.3

Withdrawal of Membership

A Member may withdraw from membership in the Chamber by sending a written notice of withdrawal to
the Executive Director of the Chamber, such withdrawal to be effective upon receipt of the written noticeby the Executive Director of the Chamber.
1.4

Expulsion or Suspension
The Board may expel or suspend a Member in the following circumstances upon prior written
notice to the Member and an affirmative vote of the Board. The Member shall be given the opportunity to
explain its/his/her actions to the Board prior to the vote of the Board:
(a)

(i)

a Member’s conduct and continued membership is considered by the Board to be detrimental
to the Chamber; or(ii)

a Member’s dues are four months in arrears without satisfactory reason.

In the case of expulsion pursuant to By-Law 1.4 (a)(i) above, the Member has the right to appeal
the Board’s decision at the next Annual General Meeting or special general meeting. A majority vote ofvoting Members in attendance at the Annual General Meeting or special general meeting shall be required
to overturn the Board’s decision to expel a Member.
(b)(c)
In the case of suspension pursuant to By-Law 1.4 (a)(i) above, the Member shall be considered to
not be in good standing for the duration of the suspension.
1.5

Application for Membership

1.5.1

Application
Application for membership, except for membership as a Honorary Member, shall be submitted to theBoard in a form approved by the Board.

1.5.2

Application Form
The application form shall include the name, nationality, address, e-mail address and telephone number of
the applicant, the nature of the applicant’s business or activity, and any other information as the Board
may require.

1.5.3

Acceptance to Membership
The Membership Committee or the Executive Director shall review the application and present
recommendations to the Board at the next Board meeting or as may otherwise be arranged.
(a)Promptly after acceptance of the applicant to membership in the Chamber by the Board, theapplicant shall be so notified by the Executive Director or the Membership Committee Chair and, uponrequest by the applicant, may be provided with a copy of the Constitution and By-Laws of the Chamber
and a certificate of membership signed by the Chair.
(b)

BY-LAW 2 – FEES AND DUES

2.1

The Board shall determine the membership dues for each category of membership of the Chamber andsuch other fees and dues payable to the Chamber as it deems appropriate from time to time.

2.2

Fees and dues are non-refundable and payable to the Chamber in advance.
BY-LAW 3 – BOARD OF GOVERNORS

3.1

Business PlanAt least one month before the fiscal year end, the Board should discuss and adopt a business plan toimplement the policies and priorities of the Chamber for the next fiscal year.

3.2

Board Meetings
The Board shall regularly call and arrange its own meetings and administer its own proceedings. Board
meetings may be called by the Chair or any other Governor upon notice to all Governors. Attendance at a
Board meeting may be either in person or by feasible means of telecommunication.

3.3

Quorum for Board Meetings
A majority of the Governors shall constitute a quorum at any meeting of the Board.

3.4

Duties of Officers
The Officers of the Chamber shall have the following duties:

3.4.1

Chair
The Chair is the official representative of the Chamber, convenes and presides over meetings of the Board
and Annual General Meetings and special general meetings of the Members, calls for formation ofcommittees of the Chamber subject to the approval of the Board, ensures that all policy decisions facing
the Chamber are given due deliberation, and attempts to reconcile competing objectives and priorities.

3.4.2

Vice-Chair(s)A Vice-Chair convenes and presides over meetings of the Board and Annual General Meetings andspecial general meetings of the Members in the absence of the Chair, performs the duties of the Chair in
the absence of the Chair and performs such duties as may be designated by the Chair or Board.

3.4.3

Treasurer
The Treasurer prepares and maintains in an approved and accurate manner the accounting and financial
statements of the Chamber, prepares and submits the annual budget of the Chamber to the Board and theMembers for approval, reports to the Board and the Members on the financial status of the Chamber as
required by the Chair or Board, and performs such duties as may be designated by the Chair or Board.

3.4.4

Corporate Secretary

The Corporate Secretary records and keeps a record at the Chamber office of the proceedings of Board
meetings and the Annual General Meetings and special general meetings of the Members, ensures minutes
and records are available to Members upon request, and convenes and presides over meetings in theabsence of the Chair and Vice-Chair until the election of a temporary chair of the meeting, and performs
such duties as may be designated by the Board or Chair.
3.4.5

Immediate Past Chair
Any serving member of the Board who, immediately prior to election thereto, was serving as Chair of the
Chamber shall be entitled to use the title “Immediate Past Chair” or “Chair Emeritus of the CCCJ” in
English or “​前会長​” (​Zen Kaichou)​ in Japanese.

3.5

Casual Vacancies in Officer Positions
If an elected Chair or Vice-Chair has declined to serve, resigned, been unable to fulfill his/herduties due to personal reasons or been removed, the Board may fill the vacancy in that Officer position byappointing a current Governor.
(a)

A Governor appointed as Chair or Vice-Chair by the Board pursuant to By-Law 3.5(a) shall serve
as Chair or Vice-Chair, as the case may be, for the shorter period of the remainder of his/her term ofoffice as Governor and the remaining term of office as Chair or Vice-Chair, as the case may be, of thevacated Officer.
(b)

3.6

Resignation, Removal of Officers
The provisions in these By-Laws for the resignation and removal of Governors shall apply ​mutatis
mutandis t​ o Officers.

3.7

Resignation of Board Members
A Governor may resign from the Board by sending a written resignation to the Board through the
Chair or Corporate Secretary.
(a)

The resignation shall be effective upon acceptance by the Board or the date specified in the
resignation, whichever is later.
(b)

3.8

Removal of Governors
A Governor may be removed with cause by a resolution of the Board for neglect of duties in
office or conduct which brings the Chamber into disrepute.
(a)

A Governor may be removed at any time by an ordinary resolution at an Annual General Meetingor special general meeting of the Members.
(b)

3.9

Casual Vacancies on the Board
If a Governor has declined to serve, resigned, been unable to fulfill his/her duties due to personal reasons

or been removed, the Board may appoint a Member in good standing with the Chamber to fill the vacancy
on the Board pursuant to By-Law 5.3.2. The appointee shall serve for the remaining term of office of thevacated Governor.
3.10

Conflict of Interest

3.10.1A Governor who is personally, or is related to a person who is,(a)a party to a material transaction or proposed material transaction with the Chamber, ora director, officer, partner or majority shareholder in a corporation or partnership which is a party
to a material transaction or proposed material transaction with the Chamber,(b)shall disclose in writing to the Board, and shall have recorded in the Minutes of a Board meeting, thenature and extent of his/her interest.
3.10.2The Governor shall disclose the conflict of interest at the earliest of(a)the first meeting at which the transaction is considered,(b)the first meeting after the Governor becomes interested in the transaction, and(c)

as soon as s/he becomes aware that the transaction may be or has been considered by the Board.

3.10.3

A Governor in a conflict of interest may not be present during Board discussions on the transaction andshall not vote on any resolution regarding the transaction, although s/he may be counted to determine thepresence of a quorum for any Board meeting during which the transaction is discussed.

3.10.4

A Governor acting honestly is not accountable to the Chamber or its Members for any profit or gain
realized from such transaction by reason only of his or her office as Governor and the transaction, if
reasonable and fair to the Chamber at the time it was approved, is not void or voidable by reason of theGovernor’s interest, if
the transaction is approved by a special resolution of the Members at a special general meeting of
the Members called for that purpose, and(a)the nature and extent of the Governor’s interest in the transaction are disclosed in reasonabledetail in the notice calling for the special general meeting of the Members.
(b)

BY-LAW 4 – SIGNING AUTHORITIESThe Board shall designate three authorized signatories, two of whom are required for an expenditure of
the Chamber in excess of 500,000 Japanese yen, unless otherwise directed by the Board.
BY-LAW 5 – NOMINATIONS
5.1

Diversification Policy

The Nominations Committee shall ensure the recruitment of diverse candidates from among thefollowing perspectives:

5.2

(a)

representation from pertinent industries, sectors, and professional expertise;(b)both sides of the Japan-Canada relationship;(c)gender-balance in senior leadership and candidates;(d)intergenerational balance among candidates under/over 45 years of age;(e)inclusion of LGBTQ candidates, including trans and non-binary individuals;(f)candidates with mobility challenges or other physical disabilities.

Nominations Committee(a) Within 30 days after each Annual General Meeting, the Chair, subject to the approval of the Board,shall appoint a Nominations Committee of three (3) to five (5) Members, at least one of whom shall be a
Governor, to serve until the next Annual General Meeting. In compliance with the spirit of thediversification policy set forth in By-Law 5.1 (the “Diversification Policy”), the Nominations Committee
membership will reflect commitments to gender balance and the diversity of the Chamber membership.
Where possible, the Nominations Committee will include at least one Member who is the age of 45 years
or younger.
(b) The Chair shall designate two members of the Nominations Committee as Nominations Committee
Co-Chairs, at least one of whom shall be a Governor. A Nominations Committee Co-Chair may only be a
Governor if that Governor will not be running in the next election. In compliance with the spirit of theDiversifications Policy, the Nominations Committee Co-Chairs will model gender balance.

5.3

Mandate and Diversification Strategy
The Nominations Committee shall function throughout the period starting from its appointment
until the next Annual General Meeting or otherwise at the call of the Board to actively solicit and receive
nominations of candidates to fill any Chair, Vice-Chair or other Board vacancies that will arise as a resultof the ends of the terms of office of any Chair, Vice-Chair or other Governors upon the next Annual
Election.
(a)

The Nominations Committee shall exert its best efforts to obtain more nominations than there arepositions to be filled.
(b)

The Nominations Committee shall exert its best efforts to recruit a diverse group of candidates
that generally reflects the Diversification Policy and, more specifically, includes at least two (2)candidates who are the age of 45 years or younger and achieves a gender balance where at least 40% of
the candidates are female and at least 40% of the candidates are male (the “Diversification Goals”).
(c)

(d)

The Nominations Committee shall consider candidates from regions other than the Kanto region.

The Nominations Committee shall remain impartial when serving in its capacity as theNominations Committee, shall not recommend one candidate over another and shall not recommend any
member of the Nominations Committee for election to any office.
(e)

5.4

Call for Nominations

5.4.1

Elections
The members of the Nominations Committee should meet at least six (6) months prior to theelection each year to prepare to solicit and receive nominations for vacancies that will arise as a result of
the ends of the terms of office of any Chair, Vice-Chair or other Governors for the annual election thatshall be held prior to the Annual General Meeting each year (the “Annual Election”).
(a)

The Nominations Committee shall send a notice to all Members in good standing with the
Chamber at least four (4) months prior to the Annual Election to solicit nominations for all vacancies thatwill arise as a result of the ends of the terms of office of any Chair, Vice-Chair or other Governors. The
responsibilities of the Board may be explained in a notice in the form of Appendix 1.
(b)

5.4.2

Casual Vacancies
Upon Board approval, the Chair shall request the Nominations Committee to solicit andrecommend nominees for a Governor position to fill a casual vacancy on the Board arising under By-Law
3.9. The Nominations Committee shall consider the Diversification Policy when soliciting andrecommending nominees to fill a casual vacancy on the Board.
(a)

If there is only one (l) nominee for Governor to fill a casual vacancy, the nominee shall assume
his/her duties upon appointment by the Board. If there is more than one (1) nominee for Governor to fill acasual vacancy, the nominee with the majority of votes of the Board in a secret ballot vote shall be
appointed to the Board.
(b)

5.5

Nominations

5.5.1

Upon receipt of nominations, the Nominations Committee shall confirm that each nominee(a)is a Member in good standing with the Chamber,(b)

has consented to stand for election or appointment, and

if nominated for Chair or Vice-Chair, has not already been serving as Chair or Vice-Chair for thelast two (2) consecutive terms.
(c)

5.6

Report of the Nominations Committee to the Board

5.6.1

The Nominations Committee Co-Chairs shall present a report of the Nominations Committee to theBoard, either electronically or otherwise, at least two (2) months prior to the Annual Election. The reportshall list the nominated candidates eligible to be elected to fill vacancies that will arise as a result of theends of the terms of office of any Chair, Vice-Chair or other Governors and shall provide a detailed
summary of the Nomination Committee’s efforts to recruit a diverse group of candidates that generallyreflects the Diversification Policy and an assessment of the extent to which the Diversification Goals havebeen achieved.
5.6.2

The Board shall review the report of the Nominations Committee and satisfy itself that the Nominations
Committee exerted its best efforts to recruit a diverse group of candidates that generally reflects theDiversification Policy and achieve the Diversification Goals.

5.6.3

No later than two (2) weeks after the report has been presented, either electronically or otherwise, to all
the Governors, the Board shall hold a Board Meeting at which the report of the Nominations Committee
may be approved upon the affirmative vote of two-thirds of the Governors who are entitled to vote and arepresent and voting at the Board meeting, provided that the report has been presented, either electronicallyor otherwise, to all the Governors at least seven (7) calendar days prior to the Board meeting.

5.6.4

In the event that the Board does not approve the report of the Nominations Committee pursuant to By-Law
5.5.3, the Nominations Committee shall exert additional best efforts to rectify any shortfall in respect of
the Diversification Goals by the deadline for finalizing the list of candidates for the Annual Election andshall report to the Board, either electronically or otherwise, on its additional best efforts prior to theAnnual General Meeting. The Chair shall then, on behalf of the Board, present the Nomination
Committee’s report on its efforts and additional efforts to achieve the Diversification Goals to theMembers at the Annual General Meeting.
BY-LAW 6 – ELECTIONS

6.1

Board Elections
Half (rounded up or down if necessary as the case may be) of the Board of Governors not runningfor election as Chair and Vice-Chair shall be elected annually for a term of two (2) years.
(a)

(b)

The Chair and Vice-Chair shall be elected for a term of two (2) years.

6.2

Call for Annual Election
The Board shall, by notice to all members either electronically or otherwise, call for an Annual Election to
be held by secret ballot (“Election Call”). The Election Call shallset forth the name of each candidate and specify the office sought by each candidate(Chair/Governor, Vice-Chair/Governor or Governor),(a)include a brief biography and photo of each candidate provided that the biography of any
candidate who is a past or incumbent Governor must include a summary of such candidate’s involvement
on any standing committees and special committees and any other key contributions as a Governor andany other information that the Nominations Committee with Board approval shall deem appropriate, and(b)be sent to the Members no less than fourteen (14) days prior to the ballots being made open forvoting pursuant to By-Law 6.3(b).
(c)

6.3

Election Ballot

The ballots for an Annual Election shallbe secret, preferably in an electronic form, and designed in an appropriate manner to ensure theaccuracy and integrity of the election process, and
(a)

(b)

be open for voting by the Members for a minimum of seven (7) and a maximum of fourteen (14)

days.
6.4

Election Supervision Committee
Upon the Election Call by the Board, the Chair, subject to the approval of the Board, shall appoint an
Election Supervision Committee of one (1) to three (3) Members in good standing with the Chamber.

6.5

MandateThe Election Supervision Committee shall(a)supervise the receipt and counting of returned valid ballots,(b)

conduct the Annual Election, and(c)certify and report the results of the Annual Election to the Members no later than seven (7) days
after the Annual Election.

6.6

Return of Ballots(a)Members in good standing have the right to one vote.

An election may be conducted upon receipt of a minimum total of fifteen (15) valid ballots castby Members. If fifteen (15) valid ballots are not received, the Annual Election may be held at the Annual
General Meeting or a special general meeting of the Members by a secret ballot vote.
(b)

6.7

Election Results
Nominees running to fill vacancies that will arise as a result of the ends of the terms of office of
any Chair or Vice-Chair shall be elected by popular vote of the returned valid ballots cast by Members ona simple plurality system.
(a)Nominees running for to fill vacancies that will arise as a result of the ends of the terms of officeof any other Governors shall be elected by popular vote in descending order until all of the vacant
Governor positions are filled.
(b)

A nominee may run for Chair or Vice-Chair and also separately run for a non-Officer Governor
position separately in the alternative.
(c)

6.8

Report on Election Results and Discharge of Election Supervision Committee(a)

The Election Supervision Committee shall prepare and submit to the Corporate Secretary (or tothe Treasurer in the absence of the Corporate Secretary) a certified report of the election results.
The Election Supervision Committee Chair shall present the Election results to the Members
within seven (7) days after the Annual Election, after which the Election Supervision Committee may bedischarged.
(b)

BY-LAW 7 – COMMITTEES OF THE BOARD
7.1

The Chamber may establish from time to time the following committees whose functions shall be
determined by the Board and the chairperson of each such committee shall be referred to as ‘Committee
Chair’:(a)Standing Committees
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)(ix)(b)

Membership
Finance/Administration
EventsPublications/Communications
Nominations
Maple Leaf Ball
Regional
Social and Economic Policy
External Affairs

Special Committees
The Chamber may establish special committees from time to time whose membership and functions shallbe determined by the Board. Special committees may include without limitation the following:
(i)
(ii)

Constitutional Reform
Canada-Japan Economic Partnership Agreement

In principle, no Governor shall be a Committee Chair and Committee Chairs should be selectedby the members of each committee in the following manner:
7.2

upon the vacancy of any Committee Chair of a committee, the Chair shall appoint a Member as“Chair pro-tem”; and
(a)

(b)

within 90 days of such appointment, that committee shall elect a Committee Chair.
All committees shall make annual and interim reports as requested by the Board and should haveat least one Governor as Board liaison.
7.3

Any Member residing in a region of Japan that has a minimum of thirty (30) Members may apply
in writing to the Chair seeking recognition as a Regional Committee. The Chair shall consult with theBoard and the Membership Committee regarding such application.
7.4

BY-LAW 8 – ACCOUNTS

8.1

Fiscal YearThe fiscal year of the Chamber shall be April 1 to March 31 inclusive.

8.2

Accounts
The Treasurer shall maintain accurate accounts for the Chamber.

8.3

Audit of Accounts
The accounts shall be audited and certified annually by independent auditors designated by the Board or
an audit committee appointed at the Annual General Meeting.
BY-LAW 9 – PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the
Chamber, unless inconsistent with the Constitution or these By-Laws.
BY-LAW 10 – EXECUTIVE DIRECTOR

10.1

Function
Subject to the policies of the Board and an employment contract with the Chamber, the Executive
Director is responsible for managing and operating the Chamber office, including the planning,development, initiation and implementation of policy, programmes, administration and operations(personnel, finance, office administration, procedures, etc.) related to all activities of the Chamber.

10.2

Business PlanAt least two months before the fiscal year- end and in consultation with the Chair, the Executive Director
should submit to the Board a business plan proposing draft policies and goals of the Chamber for the next
fiscal period.

10.3

Board Relationship
The Executive Director reports to the Chair, acts under the direction of the Chair and the Board,and communicates on a regular basis with the Board.
(a)In the absence of the Chair, the Executive Director may consult with and report to the Vice-Chairand other Governors.
(b)

The Executive Director shall not be a Governor, and no other employee of the Chamber shall be a
Governor.
(c)

10.4

Selection Process
The Executive Director shall be selected by the Board after a publicized search for a suitable candidate.

10.4

Employment Agreement

The Chair shall review the Executive Director’s employment agreement with the Board before
signing such agreement on behalf of the Board.
(a)Compensation provisions or payments, including merit/performance bonuses shall be determinedby the Chair in consultation with a sub-committee on remuneration consisting of the Chair, Vice-Chair,
Treasurer and Corporate Secretary.
(b)

Employment agreements for Chamber staff other than the Executive Director shall be managed by
the Executive Director provided that the Executive Director shall obtain Board approval of the content ofsuch agreements in advance and shall report to the Board at least annually on the status of suchagreements.
(c)

BY-LAW 11 SUSPENSION OF OPERATIONS, LIQUIDATION OR DISSOLUTION
If, upon suspension of Chamber operations or liquidation or dissolution of the Chamber, any assets remain
after satisfaction of its debts and obligations, such property shall be placed in the custody of an agency of
the Canadian Government, which the Board may select.
BY-LAW 12 ELECTRONIC AND TELECOMMUNICATION
Any and all procedures and submissions explicitly stated to be written or in person herein shall be allowed
wherever practicable by electronic or other form of telecommunicated means, including but not limited tovoting, attendance at meetings and submission of reports or other paperwork.

Appendix 1
CALL FOR NOMINATIONS TO THE CCCJ BOARD OF GOVERNORS BOARD MEMBERRESPONSIBILITIESThe CCCJ is governed by a Board of Governors consisting of 8 to 15 Members of the CCCJ elected by
the Members of the CCCJ.
The Board of Governors’ mandate is to direct the business affairs of the CCCJ, determine the policies andpriorities of the CCCJ and supervise the management of the CCCJ.
As representatives of the Members of the CCCJ, the Governors establish strategic objectives, approve
major financial transactions, and review and approve operating budgets to ensure that the CCCJ is
managed to meet the needs of the Members and maintain financial stability.
In principle, Governors serve for terms of two (2) years and meet approximately ten (10) times a year. In
addition, most Governors serve on one or more committees to deal with specific issues.
Prospective Governors come from all walks of life and bring varied experience to the CCCJ Board ofGovernors. All Governors share an interest in business between Canada and Japan and a desire to work to
help the CCCJ reach its objectives.

Appendix 2
CANADIAN CHAMBER OF COMMERCE IN JAPAN
Official Notice of Annual General Meeting
Pursuant to Article VII of the CCCJ Constitution, the Annual General Meeting will be held as follows:
Date:

Time:

Place:AGENDA

1.

Report on the Election of the Board of Governors and Officers;

2.

Annual report from the Chairperson;

3.

Approval of the audited financial statements for the preceding fiscal year;

4.

Appointment of independent auditors or an audit committee of non-Governors;

5.

Other business.

By resolution of the Board of Governors.

Chairperson