| |
ARTICLE I - NAME: OFFICE
Section 1. This Association shall be known as the
FILIPINO-AMERICAN ASSOCIATION of GREATER FEDERAL WAY, (FAAGFW)
hereinafter called the Association.
Section 2. For the purposes of these By-Laws, Greater Federal
Way encompasses Residents within fifty miles from the city of Federal
Way.
Section 3. The office of the Association shall be at the home
address of the current President.
ARTICLE II
- DECLARATION OF PRINCIPLE
Section 1. The Association is a social-cultural organization
whose life and sustenance derives solely from its members through dues
and fund raising events.
Section 2. The Association is set-up and will operate under the
provisions set forth in section 501(c) of the Internal Revenue Code
for non-profit organizations or the corresponding section of any
future federal tax code.
Section 3. The Association shall not endorse any political
party or candidate either directly or indirectly.
Section 4. These By-Laws of the Association shall be the
foundations of any Law, Rule, or Procedure, and shall be the
guidelines by which the Association will operate. They shall not be
violated, nor shall they be changed except as provided for in Article
XIII of these by-laws.
ARTICLE III
– PURPOSE
Section 1. Because the members of the Association, share common
interests in the Philippines, the culture of the Filipino people, and
dedicated to the cultivation and promotion of the Filipino heritage,
do set forth these specific purposes for which the Association was
organized :
A. To assist the Filipino-American students of Greater Federal
Way towards the fulfillment of their educational aspiration
through the Excellence in Education Program.
B. To promote professional career advancement and assist in the
economic welfare of members and the new Filipino immigrants in
the Greater Federal Way area through career counseling and job
search assistance.
C. To promote cultural awareness among the members and the
community of Greater Federal Way, foster the Filipino culture,
history, the people and their values.
D. To cooperate and continue to build the good mutual
relationship with the local government, learning institutions,
other local organization and business establishments in promoting
a peaceful and harmonious environment.
E. To participate in endeavors for the betterment of our locality
and participate in other worthy local projects to insure that the
Greater Federal Way area will continue to be an attractive place
to live and raise a family
F. To work, cooperate and foster fellowship with other
Filipino-American organizations in the State of Washington
sharing mutual interest.
ARTICLE IV
– MEMBERSHIP
Section 1. Membership is open to any Filipino,
Filipino-American, or person without Filipino lineage, who is at least
18 years of age, and a resident of Greater Federal Way as outlined in
Article 1, section 2.
Section 2. The committee on membership, subject to the approval
of the general membership, shall prescribe the rules and procedures
for the admission of members, which shall include but is not limited
to the use of application forms, evaluation of applicant’s
qualification as outlined in section 1 above, approval process,
assessment dues, and the issuance of a certificate of membership to
each member.
Section 3. Membership fee shall be $15.00 per family, $12.00
for single members for the first year. Membership fees thereafter
shall be as prescribed by the Board of Officers and approved by the
general membership.
Section 4. Paid members of the Association and their families
shall be considered Active members in good standing and shall be
entitled to all rights and privileges embodied in these By-Laws.
Section 5. A “family” consists of a parent or parents or
head of household with or without a minor(s) or with children residing
away at school or adults for dependents. All dependents under the age
of eighteen (18) automatically qualify as non-voting members of the
Association.
Section 6. Honorary members of the Association and their
families are exempt from paying dues and are considered non-voting
members. Honorary membership will be reviewed and approved by the
Board of Officers on a case-by-case basis.
Section 7. In the event a member moves away from the Greater
Federal Way area for an extended period and wishes to keep an
affiliation with the Association, they can apply for an Honorary
Membership.
Section 8. Any member who shall fail to pay dues to the
Association within four months after the same are levied and payable
shall cease to be a member in good standing and shall be subject to
suspension but only after the membership committee as made attempts to
contact the member both by telephone and official letter. After all
attempts have been made the membership chair will advise the Board of
Officers, they in turn, if convinced all attempts have been made, will
make final determination to suspend the member.
ARTICLE V –
BOARD OF OFFICERS
Section 1. The Executive and Legislative Powers shall be vested
in the Board of Officers. The members of the Board of Officers shall
be collectively referred to as Officers.
Section 2. A member shall be eligible to hold office provided
they: a) are a member in good standing, b) have attained to the age of
18 years, and c) have been a member during the twelve (12) months
immediately preceding the election.
Section 3. The Executive Officers of the Association shall
consist of the:
A. President
B. Vice President
C. Secretary
D. Treasurer
E. Auditor
Section 4. There shall be eight (7)
members elected to the Board-of-Directors.
Section 5. The Executive Officers and the Board of Directors
shall constitute the Board of Officers and shall be the Policy, Law
and Rule-Making body of the Association.
Section 6. All past President of the Association, providing
their membership is in good standing, shall be ex-officio members of
the Board of Officers. They shall constitute the Advisory Board and
shall be entitled to attend the Board of Officers meetings and
participate in any deliberations in a non-voting capacity.
Section 7. In the event of the resignation or death of a duly
elected Officer, with the exception of the President, the Board of
Officers shall elect an Association member in good standing, able and
willing to fill the office so vacated until the next annual election
of Officers. The general membership will be informed no later than the
next scheduled membership meeting.
Section 8. When an officer or board member wishes to vacate
their office, they shall send a brief letter of resignation to the
president. Unless circumstances mitigate otherwise they will give the
president at least 30 days notice of their intention to resign. Upon
receipt of the letter the president will immediately inform the Board
of Officers, directors and advisory board of the individual’s intent
to vacate their office. The Officers will then follow the by-laws as
outlined in Section 7 above.
Section 9. To prevent any conflict of interest, Association
Officers should not hold office in another Philippine Socio-Cultural
Organization without first advising the Board of Officers.
Section 10. The duties of the Officers are:
A. President shall:
1. Preside at all meetings of the Board of Officers and
the General Membership meetings.
2. Appoint the Chairpersons of the Standing Committees.
3. Countersign all checks issued by the Treasurer involving
the disbursement of Association funds.
4. Render an annual report on the operations of the
Association.
5. Be an ex-officio member of all standing committees with
advisory functions only.
B. Vice President shall:
1. Become the President in case
of permanent vacancy in that position.
2. Act as President in case of temporary absence of the
President, to include countersigning all checks issued by
the Treasurer involving the disbursement of Association
funds.
3. Be well informed of all activities and duties of the
Board of Officers, Standing Committees, and Chairpersons.
4. Act as Parliamentarian for all Association meetings.
C. Secretary shall:
1. Record the minutes of all the
meetings of the Board of Officers and the General
Membership.
2. Keep all the records of the Association except those
pertaining to the offices of the Financial Secretary and
Treasurer.
3. Send reminder notices to the Board of Directors and
members as directed by the president.
4. Keep the Association’s web site updated.
D. Treasurer shall:
1. Keep records and render an accounting of all funds of
the Association.
2. Receives from the financial secretary at the monthly
Board of Officers meeting all moneys received since the
previous meeting and gives a receipt.
3. Deposit the moneys received from the financial secretary
to the credit of the FAAGFW in a bank approved by the Board
of Officers. He/she must provide the president with proof of
the deposit. Both amounts provided to the president from the
financial secretary and the treasurer must be identical.
(i.e. the amount turned over to the treasurer by the
financial secretary and the amount which the bank shows the
treasurer deposited to the credit of the FAAGFW must match)
4. Be the custodian of all the properties of the
association.
5. Pay all the financial obligations of the Association by
issuing checks for such purposes duly countersigned by the
President or Vice President.
E. Auditor shall:
1. Examine and audit all the books of accounts for the
Association on a yearly basis unless otherwise requested.
2. Prepare and provide an annual audit report to the
Association membership on a Fiscal year basis.
G. Members of the Board of Directors shall:
1. Be assigned as a Chairperson of a Standing Committee.
2. Perform such other functions as may be assigned to them
by the Board of Officers.
3. Manage the association when the Executive Officers are
not established thru the normal election process. It shall
administer the business of the association for a period of
one (1) year or until the Executive Officers are elected. It
will be composed of the previously voted directors or the
requirements in stated in Arttice V, section 2. The Board
of Directors shall elect a chairman of the board. The
chairman shall serve on a rotational basis to be determined
by the board.
ARTICLE VI
- MEETINGS
Section 1. Regular General Membership meetings of the
Association shall be held quarterly on the third Sunday of January,
April, July and October. However, a special General Membership meeting
may be called by the Board of Officers or at the written request of at
least twenty (20) members of the Association.
Section 2. At all meetings of the Board of Officers and general
membership of the Association, the order of business shall be as
follows:
A. Reading and approval of the minutes of the prior meeting
B. President’s Report
C. Treasurer’s Report
D. Report of Committees
E. Unfinished Business
F. New Business
Section 3. The members present at a
regular membership meeting shall constitute a quorum, provided
however, that the majority of the Board of Officers is present. The
affirmative votes for the majority of those present shall be
sufficient to pass a measure.
Section 4. The majority of the members of the Board of Officers
for a regular membership meeting shall consist of the President or the
Vice President, 3 Executive Officers, and 3 Board of Directors.
Section 5. The members present at a special membership meeting
shall constitute a quorum, provided however, that the President, the
Secretary, and three (3) Board of Directors are present. The
affirmative votes of a majority of those present shall be sufficient
to pass a measure.
Section 6. Regular meetings of the Board of Officers shall be
held monthly, but no less than one week prior to the General
Membership meetings on a day agreed upon by the Board of Officers.
However, a special meeting may be called the President or by the
majority of the Board of Directors.
Section 7. The majority of the members of the Board of Officers
to be considered a quorum for a regular or special meeting of the
Board shall consist of the President, or the Vice President 3
Executive Officers, and 3 Board of Directors. The affirmative votes of
a majority of those present shall be sufficient to pass a measure.
Section 8. The official language to be used in any conduct of
business during any meetings shall be either English or Filipino
provided all those who are in attendance understand the language.
ARTICLE VII
– ELECTIONS, TERMS OF OFFICE AND REMOVAL FROM OFFICE
Section 1. Elections for Vice President,
Secretary, Treasurer, and Auditor shall be
every two (2) years at a general membership meeting or on a special
day set for election. Elections must take place at least one (1) month
prior to the expiration of the term of office. Elections shall be by
secret balloting.
Section 2. The candidate for an office that obtains the higher
or highest number of votes shall be deemed elected provided they
qualify under Article V, section 2. The Committee on Elections shall
prescribe all other governing rules and procedures.
Section 3. The duly elected officers shall assume office
immediately after induction at the bi-annual Gala Ball, and shall hold
office for a term of two (2) years or until their successor shall have
been elected and qualified. Any officer may hold office for any
position if re-elected.
Section 4. The duly elected Board of Directors or any Officers
shall, before assuming office, agree to be assigned to chair a
Standing Committee or any other Committee deemed necessary by the
President and will attend a By-Laws introduction / orientation session
prior to conducting any official business
Section 5. A permanent vacancy occurring in the Board of
Officers shall be filled up through an election by the Board of
Officers, without prejudice to the rule of succession of officers as
provided herein.
Section 6. In the event of permanent vacancy or vacancies in
any elective position, the Board of Officers shall call for a special
meeting or election within 30 days to fill up any vacancy or
vacancies.
Section 7. Any officer or board member, who has three unexcused
absences from either a General Membership meeting or Board of
Directors’ meeting, will be removed from their position and that
position will be considered vacant. A letter to that effect will be
sent to the individual in question stating the section of the
Association’s By-Laws in regards to unexcused absences and the Board
of Officer’s position on the matter. The letter shall be signed by the
president and sent Certified Mail Return Receipt Requested.
Section 8. Any officer or board member may be removed from
office, for any act which may jeopardize the governance of the
association, for failure to perform his or her responsibilities, for
bringing discredit upon the association in the community, or if
convicted of a felony in a court of law.
ARTICLE
VIII – FINANCES
Section 1. All financial records shall be recorded and kept in
accordance with the generally accepted accounting principles for
nonprofit organizations.
Section 2. The Association will operate on a fiscal year. The
fiscal year of the Association shall begin on the first day of June
and end on the last day of May of every year.
Section 3. The funds, books, and other financial records of the
Association and the lists thereof shall be turned over by the
immediate past Officers to the present Officers no-later-than the last
day of June following the inauguration.
Section 4. Audits shall be conducted as outlined in Article V,
section 11, paragraph E of the by-laws.
Section 5. There shall be only one checking account. This
account will be divided and recorded into sub-accounts and maintained
by the Treasurer. The sub-accounts may include but are not limited to
, General Fund, Excellence in Education (EIE), Filipino-American Youth
Alliance (FAYA), etc.
Section 6. The president shall be authorized a discretionary
expenditure of one hundred dollars ($100) per month, not to exceed
five hundred dollars ($500) in a year. This discretionary expenditure,
when used, must be reported at the next Board of Officers meeting.
Section 7. The Treasurer and either by the President or Vice
President must sign all checks drawn against the Association’s
account.
Section 8. No disbursement of funds in excess of one hundred
dollars shall be made without the prior authorization from the Board
of Officers. This authorization must be documented in the minutes of
the Board of Officers meeting.
Section 9. Each committee chair will submit an annual budget to
the Board of Directors. These budgets will be included in the
Associations annual budget.
Section 10. The President, with the assistance of the chairman
of the budget committee, shall submit an annual budget for the
Association, which shall be voted on and approved by the general
membership.
Section 11. No officer or member shall receive any type of
compensation for any services rendered to the Association; however,
any officer or member may be reimbursed for actual expenses incurred
in the performance of their official duties.
Section 12. All expense reports must be submitted no-later-than
30 days after the expense was incurred to the Board of Officers for
reimbursement. Any expense report submitted after 30 days of the
expense will be considered not valid and will not be reimbursed.
ARTICLE IX
– COMMITTEES
Section 1. There shall be six (6) Standing Committees.
Additional committee(s) may be added as deemed necessary by the
President. The President may appoint the chairmanship for each
additional committee(s) to any active member of the association.
A. Membership
B. Finance and Budget
C. Planning
D. Education
E. Community Service Liaison
F. FAYA
Section 2. The functions of the
Committees are:
A. Membership Committee shall:
1. Receive and act on all applications for the membership
in the Association.
2. Be responsible for all the recruitment of members.
3. Be responsible for welcoming and introduction of new
members.
4. Collect
assessment and dues from the members.
B. Finance and Budget Committee shall:
1. Manage the raising of funds with which to finance any
project, venture or undertaking of the Association.
2. Coordinate with other committees with any project,
activity or undertaking of the Association.
3. Assist the President in developing an annual budget for
the Association.
C. Planning Committee shall:
1. Be responsible for making feasibility or project study
of any proposed project, venture or undertaking of the
Association and shall render a report of such study to the
Board of Officers for final action.
2. Assist and coordinate with other committee involved in
any proposed activity, venture or undertaking.
3. Be responsible for the management
of any and all social affairs of the association including
all related activities in its entirety, and shall be in
coordination with the Finance Planning Committees.
D. Education Committee shall:
1. Draft rules governing awarding the Excellence in
Education (EIE) academic scholarship to deserving
student-members taking into account the “means and merit”
evaluations for approval by the Board of Officers, and shall
make a continuing study of such rules.
2. Coordinate with the Finance and Planning committees in
acting upon any proposed EIE scholarship grant and submit
its recommendations to the Board of Officers for final
action.
3. Initiate such programs, seminars and/or conferences on
any subject of general interest which will increase the
general knowledge of the members and/or contribute to their
spiritual and moral development, and for this purpose, it
shall coordinate with Planning and Finance Committees.
E. Community Service Liaison
Committee shall:
1. Be cognizant of community issues affecting the
Association and its members.
2. Be responsible for studying, following through and
reporting such issue(s) to the Board of Officers for final
action.
3. Establish a network of human information and
opportunities for the benefit of the members.
F. Filipino-American Youth
Alliance (FAYA)
1. The Filipino-American
Youth Alliance shall be known as FAYA.
2. FAYA shall be considered a committee and as
such fall under the Association for administrative purposes
and subject to all Policies Rules and By-Laws.
3. Membership in FAYA is
open to Association members ages 18 thru 20 and Association
family member in grades 4 thru 12, as long as they are
members in good standing as outlined in Article IV of the
By-Laws.
4. To be a participant of
any event, FAYA members in grades 4 thru 12 must obtain
parental/guardian consent and release of liability:
A. Age requirements for events are limited and
will vary from event to event.
B. Parental/guardian consent and release of
liability forms may be one and the same, however these forms
must be signed prior to each event. Blanket
parental/guardian consent and release of liability forms
will not be used.
ARTICLE X –
STANDARD OPERATING PROCEDURES:
Section 1. Each committee chair will submit “Standard Operating
Procedures” for each event that will be endorsed by the Association.
Section 2. “Standard Operating Procedures” are the processes by which
a committee starts and ends each event. Each step will be written in
such a way that any successor will understand the process and can
follow the steps necessary to make the event come about.
ARTICLE XI
- DISSOLUTION
Section 1. The Association may be dissolved in a special
meeting called for that purpose by a vote of no less than
three-fourths (3/4) of the registered voting members in attendance. A
notice containing instructions for voting on the dissolution will be
mailed to each member prior to the meeting. Upon dissolution of the
Association, no member shall be entitled to any distribution or
division of its remaining property, possessions or proceeds.
Section 2. Upon the dissolution of the association, assets
shall be distributed for one or more exempt purposes within the intent
of section 501(c) of the Internal Revenue Code for non-profit
organizations as decided by the membership and the corresponding
section of any future federal tax code.
ARTICLE
XII – AMENDMENTS
Section 1. The By-Laws shall be reviewed annually and if
required they may be amended by a vote of three fourths (3/4) of the
active members present in a special or general membership meeting,
provided the entire membership is notified of the vote by mail, as in
a news letter, by telephone, or by e-mail.
Section 2. All amendments introduced shall be presented to and
approved by the Board of Officers prior to voting at the general
membership meeting.
Section 2. Amendments to the By-Laws shall be placed here,
under Section 2 in a logical series, like the amendments to the United
States Constitution and in the article and section to which they
apply.
AMENDMENTS I (voted and approved on 07/20/2008):
Section 1:
Removed the requirement of the Vice President to be President
Elect. In a case where a President is not found in a normal
election process, the Board of Directors will manage the association
for 1 year or until the Executive Officers are elected. (Article
VII Section 2, Article V, Section 11F`)
Section 2: Removed Public Relations
Officer position from the Board of Officers. (Article V Section 3 &
11F).
Section 3: Modified the number of
members of the Board of Directors from 8 to 7. (Article V
Section 4)
Section 4: Removed the Financial
Secretary position from the Board of Officers. (Article V Section
3,7,11B, Article VI Section 2, Article VIII Section 13)
Section 5: Moved the audit of the book
of accounts from quarterly to yearly.(Article V Section 11E)
Section 6: Changed the Standing
Committees from 6 to 4. Removed the Social Committee from the
Article IX – Committees. Combined the Finance and Budget
Committees. (Article IX Section 1, Article IX Section 2E)
Section 7: Added FAYA
(Filipino-American Youth Alliance to Artice IX and removed Article
XI – Filipino-American Youth Alliance (FAYA). (Article IX Section
2F, Article XI)
|
|
