General assembly #
16 december 2023 #
Our proposals for updating these documents aim to establish a recognizable identity for email and website communications, and to better utilize electronic communication tools, such as Zoom, for conducting business.
a) Changing the Name of Our Association #
Renaming the organization as “European Japanese Garden Association” (EuroJGA) enables the use of the website address www.eurojga.org and associated email addresses (e.g., secretary@eurojga.org) for official communications. This name aligns with the North American Japanese Garden Association (NAJGA). The French translation is “Association Européenne du Jardin Japonais.” Following approval by the General Assembly, all official registrations in France will be updated to the new name.
b) Changes to the Statutes #
In addition to changing the association’s name, several key updates are recommended:
- Voting: Future votes will be counted electronically (e.g., Zoom, email). Each organization or individual has one vote, submitted electronically at least 24 hours before the meeting. Proxy voting will not be allowed.
- Quorum: Proposed changes include lowering the quorum requirement and providing procedures if a quorum is not reached. The quorum is met when 15 members or 10% of the membership participate.
For the Board of Directors #
(Statutes – Article 12) #
The Board established a Governance Working Group in 2023 to improve organizational arrangements. Recommended changes include reducing the number of directors and extending the term of office. The Board will consist of 8 to 12 members, elected for up to six years, and meet at least four times annually.
For the Office #
(Statutes – Article 13) #
The Governance Working Group recommends an Executive Committee with four officers: President, Secretary, Treasurer, and Vice President, to support succession planning.
c) Changes to the Internal Rules #
(Article 3) #
The updated rules describe an electronic voting system to minimize administrative work. Voting will occur electronically, and proxy voting will no longer be allowed. Proposed changes for Article 3 include:
- General Assembly meetings will use video conferencing technology (e.g., Zoom).
- Members can vote on resolutions during the meeting or submit their votes at least 24 hours in advance.
- Duplicate votes will be invalidated.
Resolution 1: Appointment of Board of Directors #
Guidance suggests reducing Board members to 8-12 and assigning specific roles. Key activities include governance, communications, education, membership outreach, and fundraising. The Board will elect four officers to form an Executive Committee.
Resumed Information About the Directors #
Jean Pierre Chavassieux: Focuses on relations with partners and financing.
Carl De Coster: Interested in public Japanese gardens.
Alain Caille: Brings experience in strategy and public relations.
Carla Amorim: Connects people and expands knowledge of Japanese gardens.
Yoko Mizuma: Contributes scientific and cultural expertise.
Diane Crawford: Provides governance expertise and digital communication skills.
Jacques Soignon: Supports communications and governance.
Christian Tagsold: Academic with a focus on Japanese gardens in the West.
Maiko Ishida: Horticulturist with international experience in garden education.
Joseph Grimaldi: Specializes in Japanese-inspired garden workshops and training.
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