THE SHIP FOR WORLD YOUTH NEW ZEALAND
Section A: THE SOCIETY
1.1 In this document, unless the context indicates otherwise:
a) “SWYNZ” means The Ship for World Youth New Zealand Incorporated;
b) “SWY” means the Ship for World Youth Leaders programme, or any equivalent
replacement programme operated by the Cabinet Office of Japan;
c) “SWYAA International” means the International Council of SWY Alumni Associations.
d) “IYEO” means the International Youth Exchange Organisation of Japan;
e) “PYs” means Participating Youth of the SWY programme;
f) “Ex-PYs” means PYs of previous SWY programmes;
g) “Executive Committee” shall mean the Executive committee for the time being of
SWYNZ as described in section B5;
h) “Officer” means an elected member of the Executive Committee;
i) “Chairperson” means the Executive Committee Officer tasked with chairing the
meeting in question;
j) “President” means the Executive Committee Officer described in clause 9.1 and
includes the term “Co-President” and “Co-Presidents”;
k) “Secretary” means the Executive Committee Officer described in clause 9.5;
l) “Treasurer” means the Executive Committee Officer described in clause 9.6;
m) “Member” means a member of SWYNZ as described in section C10;
n) “SWYNZ Meeting” means either an Annual General Meeting or a Special General
Meeting as described in section E22;
o) “Executive Committee Meeting” means a meeting of the Executive Committee as
described in section E24;
p) “Written notice” means communication by post, electronic means (including email
and website posting), or a combination of these and other methods;
q) Clauses: references to clauses are references to clauses within these rules;
r) Gender: references to one gender include the other gender;
s) Negative Obligations: any obligation not to do anything includes an obligation not to
suffer, permit or cause that thing to be done;
t) Persons: references to persons include references to individuals, companies,
corporations, partnerships, firms, joint ventures, associations, trusts, organisations,
governmental or other regulatory bodies or authorities or other entities in each case
whether or not having separate legal personality;
u) Plural and Singular: singular words include the plural and vice versa; and
v) Statutes and Regulations: references to any statutory provision include any statutory
provision that amends or replaces it and in any subordinate legislation made under it.
2.0 NAME OF SOCIETY
2.1 The name of the society shall be the SHIP FOR WORLD YOUTH NEW ZEALAND
2.2 SWYNZ was constituted by resolution dated 3 May 2008
2.3 These rules replace any and all previously dated rules, including (without limitation) that
of the constitution of SWYNZ dated 3 May 2008 and any subsequent amendments
3.0 REGISTERED OFFICE
3.1 The Registered Office of SWYNZ shall be at a place determined by the Executive
Committee from time to time.
3.2 Due notice of every change of the Registered Office shall be given to the Register of
4.0 PURPOSES OF SWYNZ
4.1 SWYNZ is the official alumni association of New Zealand SWY Ex-PYs.
4.2 SWYNZ is an autonomous and independent organisation developed by its members to
support the spirit of international co-operation fostered through SWY.
4.3 SWYNZ is a full member of SWYAA International and complies with the guidelines and
spirit of the SWYAA International Charter 2014 and any subsequent versions or
regulations stipulated by it thereafter. A copy of the SWYAA International Charter as at
the date of adoption of these rules is attached as Appendix 1.
4.4 SWYNZ works in consultation and conjunction with the IYEO, the Cabinet Office of Japan
and their representatives at the Japanese Embassy in New Zealand and other locations
4.5 SWYNZ works with SWY alumni associations from other member states.
4.6 SWYNZ works in partnership with the Ministry of Youth Development, the Ministry of
Foreign Affairs and Trade and other government ministries/national agencies of New
Zealand in relation to SWY, youth development programmes and other relationship
building activities with Japan as determined by the Executive Committee.
4.7 Pecuniary gain is not a purpose of SWYNZ.
4.8 SWYNZ is established for charitable objects and purposes within New Zealand only.
4.9 Without limitation, SWYNZ is established:
a) To provide leadership opportunities to young people of New Zealand to
participate in SWY;
b) To provide a means of ongoing communication and interaction between Ex-PYs
in New Zealand and abroad;
c) To provide assistance to Ex-PYs in order to make a contribution to their
d) To provide assistance to expatriate Ex-PYs visiting or residing in New Zealand;
e) To provide assistance to incumbent PYs;
f) To promote the awareness of SWY in New Zealand;
g) To administer components of SWY in New Zealand, or liaise with the Ministry of
Youth Development (and/or any other such government or national agencies that
are given the mandate to administer the programme) as agreed to with the IYEO;
h) To liaise with the IYEO for the purposes set out above and for other purposes as
determined by the Executive Committee from time to time.
4.10 None of the purposes of SWYNZ will be limited or restricted by reference to or inference
from the terms of any other clause or the name of the society, except where the context
specifically or expressly requires it.
4.11 The Executive Committee are empowered to carry out any one or more of the purposes
of SWYNZ independently of any other purpose of SWYNZ.
Section B: MANAGEMENT OF SWYNZ
5.0 APPOINTMENT OF THE EXECUTIVE COMMITTEE
5.1 SWYNZ shall have an Executive Committee, comprising of no less than four Officers,
with the following roles;
c) Treasurer; and
d) At least one Vice President or Co-President as described in clause 5.2 and 5.3
5.2 SWYNZ may appoint an additional President (Co-President) to the Executive Committee
at its discretion.
5.3 SWYNZ may additionally appoint to the Executive Committee;
a) A Vice President: Social Contributions
b) A Vice President; Communications; and
c) Other Officers, with or without unique titles,
as determined by SWYNZ from time to time.
5.4 Only members of SWYNZ are eligible to be Executive Committee Officers.
5.5 Members can hold more than one Officer role within the Executive Committee
5.6 Officers of the Executive Committee are elected by majority vote at every Annual General
Meeting for a term of one (1) year and retire at the following Annual General Meeting.
5.7 Subject to the SWYAA International Charter, at least one President or Vice President
must reside in New Zealand.
6.0 CESSATION OF EXECUTIVE COMMITTEE MEMBERSHIP
6.1 Persons cease to be Executive Committee Officers when:
a) They resign by giving written notice to the Executive Committee;
b) They are removed by a majority vote of SWYNZ at a General Meeting;
c) Their term expires; or
d) If they abandon their position, as described in clause 6.5
6.2 If a person ceases to be an Executive Committee Officer, that person must within one (1)
month return to the Executive Committee all SWYNZ documents and property in that
6.3 The following persons shall not be eligible for the Executive Committee if they:
a) Are an undischarged bankrupt;
b) Are under the age of 16 years;
c) Have been convicted of a crime;
d) Are prohibited from being a director or promoter of, or taking part in the
management of a company;
e) Have been disqualified as being an officer under section 31(4)(B) of the Charities
f) Are an individual subject to a property order, or whose property is managed by a
trustee corporation; or
g) Are a body corporate
6.4 Should a serving member of the Executive Committee fall into any of the categories set
out in clause 6.3, they shall be deemed to have resigned.
6.5 If any Executive Committee member is absent from three consecutive Executive
Committee Meetings without leave of absence, the Executive may remove the Officer
from the Executive Committee and declare their position vacant.
7.0 NOMINATION FOR THE EXECUTIVE COMMITTEE
7.1 Nominations for Officers of the Executive Committee shall be called for at least 14 days
before a SWYNZ Meeting. Each candidate shall be proposed and seconded in writing by
members and the completed nominations delivered to the Secretary.
7.2 Nominations shall close at 5pm on the fifth day before the SWYNZ Meeting. The
Secretary shall inform all members of the nominations by email at least two days before
the SWYNZ Meeting.
7.3 All retiring Officers of the Executive Committee shall be eligible for re-election.
7.4 Further nominations may be proposed during the proceedings of a SWYNZ Meeting if:
a) A role is still vacant after all nominations in advance have been voted on; or
b) A role is added at the Meeting as described in clause 5.3
7.5 If the President, Secretary or Treasurer role becomes vacant between Meetings, the
Executive Committee shall designate the responsibilities of that vacancy to another
Executive Committee Officer until the vacancy is filled at the next Meeting.
7.6 If any other Officer role becomes vacant between Meetings, the Executive Committee
can co-opt a new person to assume the role until the next Meeting.
8.0 ROLE OF THE EXECUTIVE COMMITTEE
8.1 Subject to these rules, the role of the Executive Committee is to:
a) Administer, manage and control SWYNZ;
b) Decide on matters pertinent to SWYNZ not covered by the rules;
c) Carry out the purposes of SWYNZ, and use money or other assets to do that;
d) Manage official communications from SWYNZ including media liaison, website
and social media platforms;
e) Foster strong relationships between key stakeholders of SWY (including those
described in section A4) and SWYNZ;
f) Manage SWYNZ’s bank accounts;
g) Ensure that all members follow the rules of SWYNZ;
h) Manage SWYNZ membership;
i) Decide the times and dates for SWYNZ and Executive Committee Meetings, and
set the agenda for meetings;
j) Decide the procedures for dealing with complaints; and
k) Make regulations;
l) Co-opt members or honorary members to the Executive Committee, or form subcommittees for specific roles as required;
m) Engage contractors on behalf of SWYNZ where the purpose of engagement is for
the purpose and/or betterment of SWYNZ
8.2 The Executive Committee has all the powers of SWYNZ, unless the Executive
Committee’s power is limited by the rules, or by a majority decision of SWYNZ.
8.3 Decisions of the Executive Committee bind SWYNZ, unless the Executive Committee’s
power is limited by the rules, or by a majority decision of SWYNZ.
9.0 ROLES OF EXECUTIVE COMMITTEE MEMBERS
9.1 The President’s role is to:
a) Oversee the operation of SWYNZ;
b) Ensure that the rules are followed;
c) Convene SWYNZ and Executive Committee meetings;
d) Chair meetings, deciding who may speak and when;
e) Represent SWYNZ nationally and internationally;
f) Facilitate and manage communication with external bodies nationally and
g) Be responsible for seeking membership from previous SWY programmes;
h) Give a report on the operation of SWYNZ at each SWYNZ Meeting;
i) Produce and submit the SWYNZ annual report to SWYAA International and/or
IYEO by the end of January each year or at other such times as advised by
j) Ensure that all SWYNZ obligations with SWYAA International, IYEO and the
Cabinet Office of Japan are met;
k) Advise the Registrar of Incorporated Societies of any rule changes; and
l) Advise the Registrar of Incorporated Societies and SWYAA International of
Executive Committee membership changes.
9.2 In performance of his or her roles, the President shall:
a) Formulate an annual action plan outlining specific objectives, and include a
review of the previous year’s action plan;
b) Communicate regularly with the Executive Committee and other SWYNZ
members as and when required;
c) Delegate duties to the Executive Committee and other SWYNZ members; and
d) Represent SWYNZ on the SWYAA e-council, an electronic email distribution
server administered through the IYEO, or delegate their representation when
unable to attend.
9.3 If elected, the Social Contributions Vice President’s role is to:
a) Contribute to the Register of Members including, but not limited to developing
and maintaining information on networks that SWYNZ members belong to;
b) Investigate possible projects that can be conducted involving SWYNZ and
SWYNZ members that have social contribution elements;
c) Coordinate such projects from time to time as appropriate;
d) Coordinate a social event involving SWYNZ members annually;
e) Chair meetings, or assist with appointing a chair when the President is unable to
do so; and
f) Perform such duties and exercise such powers as may be delegated by the
President and/or the Executive Committee.
9.4 If elected, the Communications Vice President’s role is to:
a) Liaise with media outlets for publicising SWY and SWY-related activities;
b) Coordinate write-ups and articles of PYs and Ex-PYs in relation to activities;
c) Administrate the SWYNZ website and ensure that information presented on it is
up to date;
d) Administrate SWYNZ social media channels;
e) Produce regular updates for SWYNZ members; and
f) Perform such duties and exercise such powers as may be delegated by the
President and/or the Executive Committee.
9.5 The Secretary’s role is to:
a) Be responsible to the Executive Committee for the efficient functioning of
SWYNZ’s administration in accordance with the directions of the Executive
b) Record and keep the minutes of all SWYNZ and Executive Committee meetings;
c) Prepare and circulate agendas for all SWYNZ meetings in consultation with the
d) Invite and receive nominations for the Executive Committee ahead of each
Annual General Meeting;
e) Keep, update and manage the controls of the Register of Members described in
f) Hold and manage SWYNZ’s physical and electronic records, documents and
books unless this is delegated to another member at a SWYNZ Meeting;
g) Receive and reply to correspondence as required by the Executive Committee;
h) Retain the common seal of SWYNZ; and
g) Perform such duties and exercise such powers as may be delegated by the
President and/or the Executive Committee.
9.6 The Treasurer’s role is to:
a) Collect and receive all payments made to SWYNZ. These payments must be
banked within seven (7) days after the Treasurer receives them;
b) Keep a true and accurate record in SWYNZ’s account book so that SWYNZ’s
financial situation can be clearly understood at any point in time;
c) Give a financial report and statement of accounts (including an income and
expenditure account and balance sheet) at each Annual General Meeting, and
more often if either the Executive Committee or a majority of SWYNZ decides this
in a meeting;
d) Forward the annual financial statements for SWYNZ to the Registrar of
Incorporated Societies upon approval by the members at an Annual General
e) Perform such duties and exercise such powers as may be delegated by the
President and/or the Executive Committee.
Section C: SWYNZ MEMBERSHIP
10 TYPES OF MEMBERS
10.1 A member is either an ordinary member or a life member, but not an honorary member.
10.2 An ordinary member has the rights and responsibilities set out in the rules of the society.
10.3 A life member is a person who is acknowledged as a longstanding member of SWYNZ. A
life member has all the rights and responsibilities of an ordinary member (including the
right to vote), but does not have to pay fees, subscriptions or levies (where applicable).
10.4 An honorary member is a person acknowledged as providing or having provided
important services to SWYNZ. An honorary member has none of the rights of a member.
11 ADMISSION OF MEMBERS
11.1 To become an ordinary member, a person must:
a) Be an Ex-PY of the SWY programme, including advisors, national leaders and
administration staff from New Zealand or another country;
b) Register as active by providing up to date contact details to the Executive
Committee for the purposes of official communication;
c) Pay an annual subscription to SWYNZ if applicable.
11.2 The Executive Committee shall have complete discretion when it decides whether or not
to let a person become an ordinary member. The Executive Committee shall advise him
or her of its decision, and that decision shall be final.
11.3 An ordinary member may become a life member only if:
a) The Executive Committee recommends that SWYNZ should appoint the ordinary
member as a life member; and
b) SWYNZ passes a resolution appointing the ordinary member as a life member by
a two-thirds majority of those members present and voting at a SWYNZ Meeting.
12 THE REGISTER OF MEMBERS
12.1 The Secretary shall keep a Register of Members, which shall contain the names and
email addresses of all members, and the dates at which they became members. The
register may also contain other information such as telephone number and year of
participation, as the Executive Committee desires.
12.2 If a member’s email address or telephone number changes, that member shall give the
new details to the Secretary.
12.3 Each member shall provide such other details as the Executive Committee requires.
12.4 The Register of Members shall not be used for any purposes other than that of SWYNZ,
and it must not be passed to any third parties.
12.5 Only the Executive Committee shall have access to the Register of Members and all
copies of the Register of Members must be returned to the Executive Committee by any
12.6 A member can request that their information be updated or deleted in the Register at any
time by contacting the Secretary.
13 CESSATION OF MEMBERSHIP
13.1 Any member my resign by giving written notice to the Secretary.
13.2 A member may have his or her own membership terminated in the following way:
a) If, for any reason whatsoever, the Executive Committee is of the view that a
member is breaching the rules of the society, or acting in a manner inconsistent
with the purposes of SWYNZ, the Executive Committee may give written notice of
this to the member (“The Committee’s Notice”). The Committee’s Notice must:
i. Explain how the member is breaching the rules or acting in a manner
inconsistent with the purposes of SWYNZ;
ii. State what the member must do in order to remedy the situation, or state
that the member must write to the Executive Committee giving reasons
why the Executive Committee should not terminate the member’s
iii. State that if, within 14 days of the member receiving the Committee’s
Notice, the Executive Committee is not satisfied, the Executive
Committee may in its absolute discretion immediately terminate the
member’s membership; and
iv. State that if the Executive Committee terminates the member’s
membership, the member may appeal to SWYNZ.
b) 14 days after the member receives the Committee’s Notice, the Executive
Committee may in its absolute discretion my majority vote, terminate the
member’s membership by giving the member written notice (“Termination
Notice”), which takes immediate effect. The Termination Notice must state that
the member may appeal to SWYNZ at the next SWYNZ meeting by giving written
notice to the Secretary (“Members Notice”) within 14 days of the member’s
receipt of the Termination Notice.
c) If the member gives the Member’s Notice to the Secretary, the member will have
the right to be fairly heard at the next SWYNZ meeting. If the member chooses,
the member may provide the Secretary with a written explanation of the events
as the member sees them (“Members Explanation”), and the member may
require the Secretary to give the Member’s Explanation to every other member
within seven (7) days of the Secretary receiving the Members Explanation. If the
member is not satisfied that the other SWYNZ members have had sufficient time
to consider the Member’s Explanation, the member may defer their right to be
heard until the following SWYNZ meeting.
d) When the member is heard at a SWYNZ meeting, SWYNZ may question the
member and the Executive Committee members.
e) SWYNZ shall then, by majority vote, decide whether to let the termination stand,
or whether to reinstate the member. SWYNZ’s decision will be final.
14 READMISSION OF FORMER MEMBERS
14.1 Any former member who has resigned may apply for readmission in the same way as a
new applicant, but if the former member’s membership was terminated by the Executive
Committee or SWYNZ, he or she shall not be readmitted without the approval of the
Executive Committee by majority vote.
15 OBLIGATIONS OF MEMBERS
15.1 All members, including Executive Committee members, shall promote the purpose of
SWYNZ and shall do nothing to bring SWYNZ into disrepute.
Section D: MONEY AND OTHER ASSETS OF SWYNZ
16 USE OF MONEY AND OTHER ASSETS
16.1 SWYNZ may only use money and other assets if:
a) It is for a purpose of SWYNZ;
b) It is not for the sole personal or individual benefit of any member; and
c) That use has been approved by either the Executive Committee or by a majority
vote of SWYNZ.
16.2 Executive Committee members should not hold SWYNZ money or assets for any period
longer than 7 days unless their duties explicitly require this or the use is approved in
advance by the Executive Committee.
17 ANNUAL MEMBERSHIP FEE
17.1 The default subscription fee for membership of SWYNZ is nil.
17.2 SWYNZ may decide by a majority vote at an Annual General Meeting to establish a
voluntary or compulsory membership fee for the following year.
17.3 Unless established or re-established at an Annual General Meeting, membership fees
shall return to nil after every Annual General Meeting.
17.4 If a membership fee is established, the Secretary must write to all existing members,
requesting payment of the fee within a period no shorter than 60 days.
17.5 When a fee is compulsory and a member does not pay within the advised period, that
member shall be made inactive with all membership rights, including voting, suspended.
17.6 Membership shall be restored as active if the annual fee returns to nil, or the member
pays their subscription for the current year.
17.7 Arrears for previous years shall not be charged.
18 ADDITIONAL POWERS
18.1 SWYNZ may:
a) Employ people for the purposes of SWYNZ;
b) Exercise any power a trustee might exercise;
c) Make any investment that a trustee might invest in; and
d) Borrow money and provide security for borrowing if authorised by majority vote at
a SWYNZ Meeting.
19 FINANCIAL YEAR
19.1 The financial year of SWYNZ begins on 1 April of every year and ends on 31 March of
the following year.
20.1 All payments made by SWYNZ require signing or approving by two authorised
20.2 SWYNZ must have a minimum of two authorised signatories, two of which must be the
President and Treasurer.
20.3 Signatories must be members of the SWYNZ Executive Committee.
20.4 Payments or reimbursements can be made from cash receipts received from an event,
provided a receipt is held for that payment.
21 REVIEW AND AUDIT
21.1 At a SWYNZ meeting, SWYNZ may by majority vote appoint a person to review or audit
SWYNZ (“Reviewer”). The Reviewer shall conduct an examination with the objective of providing
a report that nothing has come to the Reviewer’s attention to cause the Reviewer to believe that
the financial information is not presented in accordance with the Society’s accounting policies.
The Reviewer must be a suitably qualified person, preferably a member of the New Zealand
Institute of Chartered Accountants, and must not be a member of SWYNZ, or an employee of the
Society. If the Society appoints a Reviewer who is unable to act for some reason, the Committee
shall appoint another Reviewer as a replacement.
21.2 The Committee is responsible to provide the Reviewer with:
a) Access to all information of which the Executive Committee is aware that is
relevant to the preparation of the financial statements such as records ,
documentation and other matters
b) Additional information that the reviewer may request from the Executive
Committee for the purpose of the review; and
c) Reasonable access to persons within SWYNZ from whom the Reviewer
determines it necessary to obtain evidence.
21.3 No review or audit of the annual financial statements is required unless a review or audit
is requested and passed at a meeting of SWYNZ.
Section E: CONDUCT OF MEETINGS
22 SWYNZ MEETINGS
22.1 A SWYNZ Meeting is either an Annual General Meeting or a Special General Meeting.
22.2 The Annual General Meeting shall be held once every year between 1 April and 31
August. The Executive Committee shall determine when and where SWYNZ shall meet
within those dates.
22.3 Special General Meetings may be called by the Executive Committee. The Executive
Committee must call a Special General Meeting if the Secretary receives a written
request signed by at least five (5) members.
22.4 The Secretary shall give all members at least 14 days written notice of:
a) The business to be conducted at any SWYNZ Meeting;
b) A copy of the annual report and statement of accounts, if the SWYNZ Meeting is
an Annual General Meeting;
c) A list of nominees for the Executive Committee, and information about those
nominees if it has been provided;
d) Notice of any motions and the Executive Committee’s recommendations about
those motions. If the Secretary has sent notice to all members in good faith, the
meeting and its business will not be invalidated simply because one or more
members do not receive the notice.
22.5 All members may attend and vote at SWYNZ Meetings.
22.6 No SWYNZ Meeting may be held unless a Quorum of at least ten (10) members attend.
22.7 All SWYNZ Meetings shall be chaired by the President. If the President is absent, then
the Vice President, Social Contributions shall invite a vote to appoint a chair for that
meeting. Any person chairing a SWYNZ Meeting has a casting vote.
22.8 On any given motion at a SWYNZ Meeting, the Chairperson shall in good faith,
determine whether to vote by:
b) Show of hands; or
c) Secret ballot
However, if any member demands a secret ballot before a vote by voices or show of
hands has begun, voting must be by secret ballot.
22.9 The business of an Annual General Meeting shall be:
a) Any minutes of the previous Meetings;
b) The President’s report on the business of SWYNZ;
c) The Treasurer’s report on the finances of SWYNZ and the statement of accounts;
d) Elections of Executive Committee members;
e) Motions to be considered;
f) General business; and
g) Approval of plans for the balance of the current and next calendar years.
23 MOTIONS AT SWYNZ MEETINGS
23.1 Any member may request that a motion be voted on (“Member’s Motion”) at a particular
SWYNZ Meeting, by giving written notice to the Secretary at least 28 days before that
meeting. The member may also provide information in support of the motion (“Members
Information”). The Executive Committee may in its absolute discretion decide whether or
not SWYNZ will vote on the motion. However, if the Member’s Motion is signed by at
least five (5) members:
a) It must be voted on at the SWYNZ Meeting chosen by the member; and
b) The Secretary must give the Member’s information to all members at least 14
days before the SWYNZ Meeting chosen by the member. If the Secretary fails to
do this, the member has the right to raise the motion in person at the SWYNZ
meeting during general business.
23.2 The Executive Committee may also decide to put forward motions for SWYNZ to vote on
24 EXECUTIVE COMMITTEE MEETINGS
24.1 No Executive Committee Meetings may be held unless more than half of the Executive
Committee members attend.
24.2 The Secretary shall give Officers at least seven (7) days written notice of an Executive
Committee Meeting, and any agenda items to be considered.
24.3 The President shall chair Executive Committee meetings. If the President is absent, then
the Vice President, Social Contributions shall invite a vote to appoint a chair for that
24.4 Decisions of the Executive Committee shall be by majority vote.
24.5 The Chairperson has a casting vote.
24.6 Only Executive Committee members present at an Executive Committee Meeting may
vote at that Executive Committee Meeting.
24.7 Subject to the Rules, the Executive Committee may regulate its own practices.
Section F: SIGNING OF DOCUMENTS
25 SIGNING OF DOCUMENTS
25.1 SWYNZ shall have a common seal. A document shall be executed on behalf of SWYNZ
a) The common seal is attached to the document; and
b) The document is witnessed and countersigned by two members of the Executive
25.2 A copy of signed documents must be presented at the next Executive Committee
Meeting where possible.
Section G: ALTERING THE CONSTITUTION
26 ALTERING THE RULES
26.1 SWYNZ may alter or replace the Rules of the Society at a SWYNZ Meeting by a
resolution passed by a two-thirds majority of those members present and voting.
26.2 Any proposed motion to amend or replace these Rules shall be signed by at least 15
members and given in writing to the Secretary at least 28 days before the SWYNZ
Meeting at which the motion is to be considered, and accompanied by a written
explanation of the reasons for the proposal.
26.3 At least 14 days before the SWYNZ Meeting at which any Rule change is to be
considered, the Secretary shall give to all members written notice of the proposed
motion, the reasons for the proposal, and any recommendation the Executive Committee
26.4 When a change of Rules is approved by a SWYNZ Meeting, the Executive Committee
shall file the change with the Registrar of Incorporated Societies using the required
process. No change of Rules shall take effect until this has been filed.
Section H: WINDING UP
27 WINDING UP
27.1 If SWYNZ is wound up:
a) SWYNZ’s debts, costs and liabilities shall be paid;
b) Surplus money and other assets of SWYNZ may be disposed of:
i. By resolution; or
ii. According to the provisions in the Incorporated Societies Act 1908; but
c) No distribution shall be made to any member; and
d) The surplus money and other assets shall be distributed to another body having
similar objectives to SWYNZ. Failing this, all surplus money and other assets
shall be held in trust until such time as a body fitting these criteria is established.
EXECUTED AS A CHANGE OF SOCIETY RULES
Name Signature Date
Garreth Stevens ____________________ _____________
Darryl Bretherton ____________________ _____________
Anne-Sophie Page ____________________ _____________
Elizabeth McLean ____________________ _____________
Anna Hoek-Sims ____________________ _____________
Shayma’a Arif ____________________ _____________
Ajay Ravindran ____________________ _____________
Birian Habte ____________________ _____________
Arish Naresh ____________________ _____________
Jay Rerekura ____________________ _____________
Hoani Hakaraia ____________________ _____________
Mabel Ye ____________________ _____________
Melissa Lelo ____________________ _____________
Dana MacDiarmid ____________________ _____________
Naomi Simon-Kumar ____________________ _____________
Ship for World Youth Alumni Association International Charter
The purpose of the Ship for World Youth program (hereinafter, SWY program) sponsored by the Cabinet Office,
Government of Japan, is to broaden the global view of the Japanese youth, to promote mutual understanding and
friendship between Japanese and foreign youth as well as to cultivate the spirit of international cooperation and
the competence to practice it. Furthermore, it fosters youth with the capability of showing leadership in various
area of international society. In addition, this program aims at establishing networks and promoting joint activities
among youth around the world through providing concrete and practical opportunities, the cohabitation and the
joint activities during the SWY program, which is the epitome of international society with wide variety of cultures
and ideas, to make a visible international contribution from the perspective of human resource development.
The predecessor of the Ship for World Youth Alumni Association (SWYAA) Charter was compiled as a SWYAA
Agreement (East) signed by 13 countries of the eastern route of the Ship for World Youth program in January
1996. SWYAA Agreement (West) was signed by 14 countries of the western route of the Ship for World Youth
program in January 1997.
In 2005, seeking to have a common mission for all the SWYAA member countries, a Ship for World Youth Alumni
Association Charter was formed, revising and merging the two existing SWYAA Agreements from the East and
The SWYAA Charter was then amended into the SWYAA International Charter on April 15, 2013 signed by 28
countries attending the Tokyo Conference for the Ex-Participating Youth of the Ship for World Youth Program.
The SWYAA International Charter shall come into effect on January 1, 2014.
Each country has an association for alumni participating youth, founded for the purpose of continuing the spirit
that was fostered through the SWY program. SWYAA International promotes and supports the spirit of leadership
towards achieving cultural understanding, international cooperation and world peace developed during the SWY
‒ Signed on April 15, 2013, effective on January 1, 2014
‒ Voting Session for International Representatives in May 2014, effective on June 1, 2014
‒ Voting Session for International Representatives in November 2014, effective on December 1, 2014
‒ The Tokyo Conference for the Ex-Participating Youth in March 2016, effective on April 1, 2016
‒ Voting Session for International Representatives in May 2017, effective on June 1, 2017
Chapter I: Missions, Goals, and Tasks
Our common missions and goals are to:
1. Maintain an network of the former participants of the SWY program;
2. Sustain international friendship and strengthen cooperation among the member countries;
3. Engage in activities that contribute to the home country and the international society, and contribute to
4. Support and develop leaders in the home country and member countries who will contribute to society;
5. Strengthen ties with the local government in charge of youth affairs;
6. Strengthen ties with the embassies of the member countries and especially the Japanese Embassy; and
7. Strengthen ties with the Japanese community.
Our common tasks are to:
1. Organize activities, locally and internationally, which would lead to social contribution, volunteer
initiatives, and development initiatives;
2. Strengthen the network of members in the home country;
3. Enhance information exchange among members in the home country and the SWYAA International
4. Communicate with, and make periodic reports to, the Japanese Embassy;
5. Provide a means of communication for the former participating youth (ex-PYs) and present participating
youth of the SWY program;
6. Support future participants of the SWY program;
7. Keep and maintain up-to-date information of alumni members; and
8. Strengthen the network of members who participated in SWY program
Chapter II: General Rules
1. The name of the organization shall be the Ship for World Youth Alumni Association International and its
abbreviated name shall be the SWYAA International.
2. The SWYAA International is a body that is formed by the recognized Ship for World Youth Alumni
Fundamental principles of the SWYAA International shall be designated as follows:
1. SWYAA International shall not be:
b. For profit;
c. Political; or
2. SWYAA International is committed to principles of equality and upholding fundamental human rights.
3. Every SWYAA member remains autonomous, responsible and accountable of its’ own organization.
4. Every member country of the SWYAA Internationalshall abide by the obligations stipulated in this Charter.
Chapter III: Membership
General guidelines for membership:
1. Member countries of the SWYAA International must be those who have participated in the SWY program
and have established a SWYAA in their home country. In some countries, ex-participants of International
Youth Development Exchange (INDEX) program are members of the national SWYAA International.
2. Each country is eligible to have only one formally recognized SWYAA (full or associate member) to the
3. The procedure for becoming a member is defined in “Implementing Rules and Regulations (IRR)”
provided separately (Annex A).
4. The process of formal recognition, demotion, and removal shall be attained by a vote of the member
countries. This process is detailed in the IRR.
5. Member countries shall inform the Secretariat when there is a change of board members in the respective
1. SWYAA that are permitted to join the SWYAA International as a full member shall only be those who
have formally established their SWYAA in accordance with the “SWYAA Guideline” provided separately
2. Full members should be actively seeking to accomplish the missions and goals of the SWYAA
3. Full members have the responsibility to register two representatives to the SWYAA International
4. Full members have the voting responsibility of one vote per country at the Voting Session for the SWYAA
International Representatives (VSIR).
5. Full members have the right to receive all official information related to the SWY program and the
SWYAA International, which will be provided by the Secretariat. SWYAA International has the duty to
keep SWYAAs informed.
6. Full members have the right to host the SWYAA Global Assembly.
7. Full members have the responsibility to submit an annual country report as requested by the Secretariat.
8. Full members are liable for an annual membership fee of 10,000 Yen (or equivalent based on exchange
rate at that time in US$) to be paid between December 15 and 31 for the membership fee of the following
year, but the payment can be made in advance (remittance fee to be borne by the SWYAA).
1. Alumni groupsfor the SWY program are permitted to register for the SWYAA International as an associate
2. Associate members have the right to join the SWYAA International Representatives Network, but will not
have voting rights at the VSIR.
3. Associate members can receive limited official information related to the SWY program and the SWYAA
International, which will be provided by the Secretariat.
4. It is preferable for associate members to submit an annual country report and/or future activity plan.
Former participants of non-member countries:
1. Countries that have participated in the SWY program that do not have any form of alumni group will be
considered as non-member countries.
2. Individual former participants of the SWY program who belong to non-member countries are eligible to
receive information related to the SWY program and the SWYAA International through SWY News
(annual newsletter) and mailing lists.
SWYAA International will maintain a register of full members and associate members in Annex C that will be
kept updated on an annual basis.
Annual country report:
1. An annual country report is to be submitted by each SWYAA to the Secretariat by the end of January of
2. The format of this report must follow the template designated by the SWYAA International.
3. The template for the annual country report shall be provided by the Secretariat in December.
1. SWY News is published by the Cabinet Office, Government of Japan, and edited by IYEO.
2. Each SWYAA should make an effort to contribute at least one article to the SWY News upon request.
Chapter IV: SWYAA Global Assembly
1. The SWYAA Global Assembly is hosted by the IYEO and the SWYAA International, and is co-hosted
and coordinated by the SWYAA of the hosting country.
2. The SWYAA Global Assembly takes place in conjunction with the Conference for Post-Program Activities.
3. Any ex-PYs of the SWY program and IYEO members are eligible to participate in the SWYAA Global
Main purposes of the SWYAA Global Assembly are to:
1. Provide an opportunity for ex-PYs of the SWY program from various countries and different participating
years to meet and; by sharing thoughts, strengthen their international alumni network;
2. Provide opportunities for ex-PYs to learn about the culture and people of the hosting country;
3. Provide opportunities to ex-PYs to be engaged in volunteer activities so that they can contribute to the
4. Share information about post-program activities that are taking place around the world; and
5. Revitalize the SWYAA by hosting or participating in the Global Assembly.
Chapter V: Decision Making Body
1. Voting Session for the SWYAA International Representatives (VSIR) is the highest decision making
2. VSIR shall basically take place at the SWYAA International Representatives Network.
3. VSIR shall review and make recommendations or decisions about any matter addressed in the Charter.
4. A decision at the VSIR shall be determined by a two-thirds majority vote of the full member countries.
5. Decisions made by the VSIR shall not violate the right of self-determination and independence of the
6. Each SWYAA shall designate the order of those who have voting rights, from the President to Vice
President(s) and/or Secretary-General, and inform the Secretariat upon registering to the SWYAA
International, as well as updating the information in the annual country report.
Chapter VI: The Secretariat
1. The Secretariat shall execute the general affairs of the SWYAA International.
2. The Secretariat shall be established in the IYEO.
3. The Secretariat shall comprise a Secretary-General, a Deputy Secretary-General, and such staff as the
Secretariat deems necessary.
The duties of the Secretariat shall be as follows:
1. To gather and disseminate information related to the SWY program and the SWYAA International;
2. To collect the annual country reports of the member countries and take charge of documentation; and
3. To manage financial affairs and make a financial report to the SWYAA International member countries
once a year.
Term of service:
1. The Secretary-General and the Deputy Secretary-General must be former participants of the SWY program.
2. The Secretary-General and the Deputy Secretary-General shall be approved by the SWYAA International
at the VSIR.
3. The Secretary-General and the Deputy Secretary-General shall hold their office for three years and they
may be reappointed.
Chapter VII: Financial Affairs
1. The source of revenue of the SWYAA International shall be membership fees paid by the member
countries and donations.
2. Receiving donations, special revenue, and sponsorship from other sources will be considered by the
Secretary-General in order to confirm that there are no attached conditions or commitments that jeopardize
the objectives of the SWYAA International.
3. Revenue of the SWYAA International shall contribute to the expenses needed for the Secretariat.
4. Revenue of the SWYAA International may contribute to the expenses for common activities of the
SWYAA International upon approval by the VSIR.
The fiscal year of the SWYAA International shall begin on January 1 and end on December 31 of each year.
Chapter VIII: Rules and Regulations
The document on “Implementing Rules and Regulations (IRR)” is an integral part of the SWYAA International
Charter, and is annexed to this document. All changes to the IRR will necessitate a two-thirds majority vote of all
Chapter IX: SWYAA International Post-Program Activities
To further SWYAA’s objectives, SWYAA national bodies are encouraged to undertake post-program activities
that align with objectives in Chapter I: Mission, Goals and Tasks, Article 1 through activities that fall within
Chapter I: Mission, Goals and Tasks, Article 2, Items 1, 2, 3, 5, 6 and 8 and in accordance with the “SWYAA
Guideline” provided separately (Annex B).
SWYAA members shall only undertake post-program activities that:
1. Embody the principles outlined in Chapter 2: General Rules – Article 4
2. Reflect positively on the Government of Japan or the local Japanese community
3. Foster goodwill towards the SWYAA, IYEO or the Government of Japan
Membership to the SWYAA International is not associated with a country’s invitation to the SWY program.
Annex A: Implementing Rules and Regulations (IRR)
Article A-1: Basic rules for the VSIR
1. A two-thirds majority vote of all the current full members are needed to:
a. Be recognized as a new full member of the SWYAA International.
b. Demote a country’s membership from the SWYAA International.
c. Remove a country’s membership from the SWYAA International.
d. Make amendments to the SWYAA International Charter.
e. Approve other issues raised by the member countries.
2. There will be two sessions annually for voting (May and November). If the timing of the sessions were to
change, the Secretariat will make an announcement in January of that year.
3. Each voting session will last for seven days.
4. A special voting session can be requested, which will be determined by the Secretariat.
5. A request for voting should be submitted to the Secretariat for consideration at least 30 days before the
Article A-2: Criteria for full membership
1. To qualify for full membership to SWYAA International, a SWYAA must have:
a. A constitution or a charter;
b. An elected board comprising of one President, at least one Vice President, and one SecretaryGeneral and/or Treasurer, who are in the position for a fixed term;
c. A democratic, inclusive, and transparent election process;
d. A President or a Vice President that is residing in the home country; and
e. A clear process and criteria for becoming a SWYAA member.
2. In applying to be a full member of the SWYAA International, it is preferable that the SWYAA:
a. Is engaged in contribution activities to society;
b. Has arbitration and disciplinary procedures;
c. Has submitted annual country reports and provided up-to-date information on its alumni
d. Supports, and is involved in, pre-departure training of new participating youth of the SWY
e. Has relationships with the local Japanese Embassy, relevant youth organizations, and government
agencies (where applicable); and
f. Considers addressing membership of ex-PYs not belonging to the home country.
3. Procedure for membership acceptance (full or associate):
a. Fill out an application form to be provided by the Secretariat.
b. Obtain at least two references from full members.
c. Submit the application form and references to the Secretariat at least 30 days before the VSIR.
d. Membership will be decided at the next VSIR.
Article A-3: Sanctions and penalties for non-compliance of duties and responsibilities as a member country
Item 1: The process for penalties for non-compliance of submission of the annual country report or payment
of the annual membership fee shall be as follows:
1. The Secretariat will issue a warning and the SWYAA has three months to comply.
2. Should that three month period lapse without compliance, the SWYAA will lose its voting rights
at the following voting session, and it may be subject to a vote for demotion (full member to
3. If the SWYAA is demoted, the SWYAA must reapply to retain its full membership status.
4. If the SWYAA was not demoted, the voting right will be reinstated at the subsequent VSIR.
Item 2: Penalties for non-compliance of voting at the VSIR shall be as follows:
1. If a SWYAA fails to vote, the Secretariat will issue a warning.
2. If the SWYAA fails to vote in the following VSIR, it will be subject to a vote for demotion in the
Article A-4: Voting procedures for amendments of the Charter
1. Prepare proposition and submit to the Secretariat at least 30 days before the VSIR for inclusion in the
2. The proposition must have a one-third vote endorsement from full members in order to proceed to the final
3. A final vote will be held at the following VSIR.
4. A proposition needs to include the current Charter text and the explanation of the proposed amendment. If
it is a new text, it must specify what Chapter/Section it should be under.
5. Only full members can submit amendments to the Charter.
6. The Secretary-General will be able to suggest an amendment to the Charter without one-third vote
Article A-5: Definition and terms
Alumni group A group of former participating youth of the Ship for World Youth program
who have not officially established a SWYAA in the home country.
Alumni member Former participating youth of the Ship for World Youth program who is a
recognized member of his/her SWYAA according to its internal rules for
Annual country report The official document issued by each SWYAA where the activities, programs
and actions performed in a one-year period are described and submitted.
Charter The document that establishes the basic rules for the existence and
performance of the Ship for World Youth Alumni Association International.
Conference for Post-Program
The conference that is held during the annual SWYAA Global Assembly to
discuss about the post-program activities.
Former participants/ exparticipating youth (ex-PYs)
Individuals that have completed the SWY program and were granted the
certificate of completion issued by the Cabinet Office, Government of Japan.
Future activity plan The official document issued by each SWYAA where proposed activities,
programs and actions are outlined.
Home country The country to which the Alumni Association belongs.
International Youth Exchange
Organization of Japan (IYEO)
An Alumni Association for the Japanese ex-participating youth of the
international youth exchange programs sponsored by the Cabinet Office,
Government of Japan.
Post-program activities Social contribution activities that ex-PYs are expected to engage in after
completing the SWY program.
Secretariat The administrative entity in charge of general affairs and finance of SWYAA
Secretary-General A principal officer of administration to manage national SWYAA or the
SWYAA International. The Secretary-General may or may not be a paid staff.
Ship for World Youth (SWY)
The international youth exchange program sponsored by the Cabinet Office,
Government of Japan that aims to promote friendship, cooperation and
understanding within the youth of the world.
Ship for World Youth Alumni
The organization that unites the ex-participating youth of the SWY program in
the home country to actively participate in social contribution activities.
Ship for World Youth Alumni
An international body that is formed by the recognized SWYAA.
The mailing list comprised of the full and associate members of the SWYAA
SWYAA Global Assembly
The official annual gathering of former participants of the SWY program.
Voting Session of SWYAA
The official forum where representatives designated by each full member of
the SWYAA International to discuss and vote on proposed issue(s).
Annex B: SWYAA Guideline
Article B-1: General Tasks
1. Contribute to various social contribution activities based on the SWYAA International Charter.
2. Maintain an accurate national database of the members and inform the SWYAA International Secretariat
of any changes to the national database.
3. Submit an annual country report and contribute to the annual SWY News.
4. Regularly publish and distribute a national newsletter. A copy of this newsletter should be provided to the
SWYAA International Secretariat.
5. Develop a network among SWYAA International member countries through various communication tools.
6. Create one official website for the national SWYAA.
7. Involve in the selection process and/or preparation and training of the new Participating Youths (PYs).
Article B-2: Organizational Structure
1. Each national SWYAA is autonomous and independent.
2. Each national SWYAA must have one President who was elected through a democratic, inclusive, and
transparent election process
3. It is advisable for each national Alumni Association to have one or two Vice President(s), a SecretaryGeneral and/or Treasurer.
4. One of the President or the Vice President should reside in his/her home country.
5. Each national SWYAA must have two representatives who shall be registered to the SWYAA
International Representatives Network: one should be the President and the other should preferably be
the Vice President or the Secretary-General.
6. Every attempt should be made to seek active membership from past participants of the SWY program
who are citizens of and/or residing in the home country. There are three types of members:
a. Ex-PYs of the SWY program
b. Ex-PYs of any other program sponsored by the Cabinet Office, Government of Japan
c. Volunteer members of the SWYAA activities
Article B-3: Management and Duties
1. Duties of President
a. Represent the national SWYAA and to be responsible for overall management of the national
b. Represent the country at the Voting Session of SWYAA International Representatives.
c. Activate social contribution activities by the members of the country.
d. Maintain contact with the Japanese Embassy, SWYAA International Secretariat and other SWYAAs.
e. Delegate duties to the Vice President(s) and/ or to the Secretary-General as necessary.
f. Maintain and pass on all archived information to successive President.
g. Inform the Secretariat of the new board members when the new board members were elected.
2. Duties of Vice President
a. Provide support to the President.
b. Stand in for the President in the event that the President is unable to fulfill his or her duties.
3. Duties of the Secretary-General
a. Ensure an accurate and up to date list of members and their contact information is maintained.
b. Receive and transmit information to the national SWYAA.
c. Keep documentation of the national SWYAA activities.
4. Duties of Treasurer
The main responsibility of the Treasurer is to manage the financial affairs of the national SWYAA. This
a. To collect membership fees;
b. To maintain financial records and provide an annual financial report; and
c. To pay the annual membership fee to the SWYAA International.
Article B-4: Membership and Disqualification
1. Every ex-PY shall automatically be qualified to become a member of his/her respective SWYAA upon
completing the SWY program.
2. Local SWYAA will determine the membership and voting eligibility status of its members.
3. As per the general principles of the SWY program, national issues of the SWYAA will not be discussed
through other channels. However, the following shall thoroughly be taken into consideration in terms of
disqualification of an ex-PY from his/her respective SWYAA:
a. An ex-PY can only be disqualified as SWYAA member by his/her respective SWYAA based on
certain grounds such as:
1) Conviction from serious criminal offence;
2) Committing acts that severely damage the relations of the countries;
3) Harm the image of SWY program, SWYAA or SWYAA International;
4) Racist activities; or
5) Any kind of serious harassment (including sexual harassment)
b. The decision to disqualify an ex-PY as member of the SWYAA shall not be made by any individual,
but by a two-thirds majority vote of the board of the respective SWYAA.
c. The concerned SWYAA must immediately formally inform the SWYAA International Secretariat of
such disqualification with a detailed explanation of the incident and the procedures that were
4. An ex-PY who was disqualified by his/her respective SWYAA, may be re-admitted through a two-thirds
majority vote of the board of the respective SWYAA.
5. Even if the person is disqualified from the national SWYAA, the status of the person being an ex-PY of
the SWY program still remains.
6. A member that was disqualified from the national SWYAA will not be able to participate in the SWYAA
Annex C: SWYAA International Member Countries
The following 29 countries are full members of the SWYAA International:
1. Australia SWY Australia
2. Kingdom of Bahrain Ship for World Youth Alumni Association Bahrain
3. Federative Republic of Brazil SWYAA Brasil
4. Canada SWY Canada
5. Republic of Chile SWYAA Chile
6. Republic of Costa Rica Ship for World Youth Alumni Association Costa Rica
7. Republic of Ecuador Ship for the World Youth Alumni Association Ecuador
8. Arab Republic of Egypt The Egyptian Alumni Association for the Ship for World Youth – EASWY
9. Republic of Fiji Ship for World Youth Alumni Association of Fiji
10. Hellenic Republic SWY GREECE Alumni Association
11. India SWYAA-INDIA
12. Japan International Youth Exchange Organization of Japan (IYEO)
13. Republic of Kenya Ship for World Youth Alumni Association of Kenya
14. United Mexican States SWYAA Mexico
15. New Zealand The Ship for World Youth New Zealand Incorporated
16. Sultanate of Oman SWYAA Oman
17. Republic of Paraguay SWYAA Paraguay
18. Republic of Peru SWYAA Peru
19. Russian Federation SWYAA Russia
20. Spain Asociación de ex participantes del Barco de la Juventud Mundial
21. Democratic Socialist Republic of Sri Lanka Ship For World Youth Alumni Association Of Sri Lanka
22. Kingdom of Sweden SWYAA-Sweden
23. Kingdom of Tonga Tonga Ship for World Youth Alumni Association
24. Republic of Turkey SWYAA TURKEY (Dünya Gençlik Gemisi Mezunlar Derneği)
25. United Arab Emirates SWYAA UAE
26. United Kingdom SWY UK
27. United States of America US-SWY Alumni Association
28. Bolivarian Republic of Venezuela SWYAA Venezuela
29. Republic of Yemen Yemeni Ship for World Youth Alumni Association
The following 6 countries are associate members of the SWYAA International:
1. Kingdom of Norway SWYAA Norway
2. Republic of Poland SWYAA Poland
3. Solomon Islands Ship for World Youth Alumni Association Solomon Islands
4. Republic of South Africa SWYAA SOUTH AFRICA
5. United Republic of Tanzania SWYAA TANZANIA
6. Ukraine SWYAA Ukraine