CONSTITUTION AND BY-LAWS OF THE

FILIPINO-AMERICAN CLUB OF SOUTHERN ARIZONA

 

 

 

PREAMBLE

 

 

WE, the members of the FILIPINO-AMERICAN CLUB OF SOUTHERN ARIZONA, hereinafter referred to as the “FIL-AM Club”, imploring the grace of the Almighty, and guided by the principles of justice and righteousness, in order to promote and foster a closer relationship among all nationalities through a sense of fellowship and understanding, in an organization which is; non-political, non-profit, and non-ideological, do hereby unite ourselves together and proclaim this as the Preamble to the constitution of the FIL-AM Club.

 

ARTICLE I

NAME, LOCATION AND AUTHORIZATION

 

SECTION 101.          NAME.          

 

The legal name of the organization shall be the FILIPINO-AMERICAN CLUB OF SOUTHERN ARIZONA and shall be referred elsewhere as “FIL-AM Club”.

 

SECTION 102.          LOCATION.             

 

The FIL-AM Club shall be located in Southern Arizona.  The current mailing address is

 

Filipino-American Club of Southern AZ

P.O. Box   213

Sierra Vista AZ 85636

 

SECTION 103.          AUTHORIZATION.

 

The FIL-AM Club is registered in the City of Sierra Vista as a non-profit organization.  The official address of the FIL-AM Club should be the address stated above.

 

ARTICLE II

MEMBERSHIP

 

SECTION 201.          ELIGIBILITY.          

 

Membership in the FIL-AM Club is open to residents of Southern Arizona subject to limitations contained in the constitution and by-laws.

 

a.  Membership shall be for individuals and their families who believe and support the Preamble of this Constitution.

b.   The membership shall be open to anyone without any restriction on race, color, creed, or national origin. 

 

SECTION 202.          APPLICATION FOR MEMBERSHIP.      

 

Any eligible individual desiring to become a member of the FIL-AM Club must:

 

            a.  Fill out the FIL-AM Club membership application form.

b.  Submit application and pay membership dues, entirely or in part, to the treasurer.  (Article II, Section 203)

c. New members will receive a copy of the FIL-AM Club Members Directory and a copy of the FIL-AM Club Constitution from the Club’s secretary.

 

SECTION 203.          MEMBERSHIP DUES.

 

a.  Application for membership and renewal of membership must be accompanied by the applicable dues. Dues will be subject to change upon approval of the majority vote of members.

b.  Annual membership dues shall be twenty dollars ($20.00) per families listed in paragraphs c, and d, below.

c.  A family consists of a single parent with dependent (s) 23 years old and under, currently enrolled as a full time student.  The single parent’s father, mother, and grandparents living in the same household are part their family.

d.  A husband and wife with dependent (s) 23 years old and under currently enrolled as a full time student.  Their parents and grandparents living in the same household are part of their family.

e.  Annual membership fees shall be ten dollars ($10.00) for single adults, eighteen (18) years old and over.

f.  Renewal date and dues will be in January for the calendar year (full payment) . Dues will be prorated for anyone who joins after January.

            g.  Full membership fee is good for one calendar year (January to December).

h.  Membership dues shall be reviewed by the Executive Committee on a yearly basis.  Any changes shall be recommended by the Executive Committee and approved by the majority vote of the members present at a regular membership meeting.

i.  Dues shall be paid to the treasurer of the FIL-AM Club by its members. A  member of good standing is one who has paid his dues.

j.  Any member delinquent in dues for a period of three (3) months after their scheduled payment date (monthly) shall be ruled inactive and forfeit all rights, privileges, and benefits accorded to qualified members in good standing.

            k.  All dues are non-refundable.

l.  Members in good standing will enjoy member’s rate at paid activities and functions.

 

SECTION 204.          DUTIES, RESPONSIBILITIES AND RIGHTS:

 

All members of the FIL-AM Club have a right to and are expected to:

 

            a.  Attend and participate in all meetings, gatherings, and functions.

            b.  Assist in fund raising activities and other functions of the Club.

            c.  Participate in community service projects.

            d.  To be a candidate for the elective offices.

            e.  To nominate.

            f.  To vote.     

            g.  To receive a copy of the constitution and by-laws of the FIL-AM Club.

            h. To receive a newsletter when published.

            i.  To receive notices pertaining to the FIL-AM Club through emails.

j.  To inspect official records of the FIL-AM Club, with an appointment time scheduled with the proper officer.

            k.  To insist on the enforcement of the Parliamentary procedures.

            l.  To exercise all rights stated in the FIL-AM Club Constitution and By-Laws.

 

 

ARTICLE III

ELECTIVE OFFICERS

 

SECTION 301.          ELECTIVE OFFICERS.

 

The Elective Officers of the FIL-AM Club shall consist of elected officers. The elected officers are collectively called the Executive Committee:  President, Vice-President, Secretary, Treasurer, Auditor, Internal Affairs Officer, Social and Cultural Affairs Officer,  Public Relation Officers, Sergeant-at- arms, Property Book Officer, Parliamentarian. The  Spiritual Advisor, Website Coordinator, Youth Advisor, Youth Coordinator and Parish Council Representative are appointed by the President. These officers serve for one year.

                                                           

                                                                       

ARTICLE IV

DUTIES OF THE EXECUTIVE COMMITTEE

 

SECTION 401.          PRESIDENT.            

 

The President shall:

 

            a.  Be the chief executive of the FIL-AM Club.

b.  Preside at all regular, special, and Board of Director’s meetings of the FIL-AM Club.  Ensure Article IX, Section 902 is adhered to when conducting a meeting.

            c.  Submit plans and accept ideas for fund raising projects to the Executive Committee. 

            d.  Nominate Special and Standing committees to the Executive Committee for approval.

            e.  Authenticate, by signature, the minutes of all meetings.

            f.  Perform all other duties that are inherent to the office of the President.

            g.  Be a supervisory member of all committees,  except the election committee.

h.  Make no motions or vote on any issues, questions, or motions unless the FIL-AM Club is equally divided, that he/she can cast the deciding vote.

            i. Review all financial records and sign bank remittances and reconciliation statements.

            j. Sign all tax documents (federal and state).

            k. Check bank statements and verify that balance stated is reflected in the bank statement.

            l.  Approve all disbursement documents along with the Treasurer.

m.  Appoint Executive positions in his committee such as Assistant Secretary, Assistant Treasurer, Website Coordinator, Spiritual Advisor, Youth Advisor, Youth Coordinator, and  Parish Council Representative.

                                                           

SECTION 402.          VICE -PRESIDENT.

 

The Vice-President shall:

 

            a.  Perform the duties of the President in his absence.

            b.  In the event of vacancy in the office of the President, assume the duties and

serve the unexpired tenure until a special election for President can be held.

            c.  Perform the duties of the secretary in his/her absence from the meeting.

            d.  Coordinate all FIL-AM Club activities.                                      

            e.  Act as Assistant Chairperson of the Welfare Committee.

f.  Responsible for key to Post Office Box and collection of mail in the absence of the secretary.

 

SECTION 403.          SECRETARY.                      

 

The Secretary shall:

 

a.  Record all minutes of all meetings and ensure that they are read at the beginning of every meeting, except the minutes of the Standing and Special Committee meetings.

            b.  Be responsible for all correspondence and reports of the FIL-AM Club.

c.  Keep and safeguard all records and official documents of the FIL-AM Club, except, the financial records, and maintain the safe for one (1) year.

d.  Keep records of attendance of all meetings except the Standing and Special Committee meetings.

            e.  Publish the FIL-AM Club Member’s Directory and updates it monthly.

            f.  Act as custodian of all records and FIL-AM Club Newsletter.

g.  Have application forms available for renewal of membership to FIL-AM Club members no later than the 15th of December each year.

            h. Maintain a file of all documents coded in individual folders.

i  Make reservations through a formal written request for St. Andrews Parish Center use for meetings and functions for a whole year immediately after the 1st meeting of the year.                     

            j. Be a member of the Information Committee.

            k. Responsible for key to Post Office Box and collection of mail .

 

SECTION 404.          TREASURER.          

 

The Treasurer shall:

 

a.  Be responsible for maintaining effective cash management, which will provide a basis of timeliness, and accuracy in the processing and recording of all transactions within the FIL-AM Club.

            b.  Keep records of FIL-AM Club funds and monies, and maintain for seven (7) years.

c.  Make all disbursements by checks only , signed by the President and the Treasurer, on behalf of the FIL-AM Club (any disbursements shall be approved by the President and or the Executive Committee).

d.  Deposit all funds in the name of the FIL-AM Club in a designated banking institution with another appointed officer.

e.  Collect and/or receive all funds/monies paid to the credit of the FIL-AM Club Treasury and issue corresponding receipts thereof.

            f.  Close out the FIL-AM Club financial ledger at the end of each month.

g.  Submit monthly financial report at the end of each month, to the President for publication in the newsletter and ensure copies are provided to members at monthly meetings.

h.  Keep and file all IRS documents, accounting records, and all confidential information under lock and key.

i.  File all necessary papers regarding FIL-AM Club’s operations in compliance with the City, State and Federal laws in a timely manner.

            j.  Prepare annual budget.

            k.  Chair the Finance Committee.

 

SECTION 405.          AUDITOR.

 

The Auditor shall:

 

a.  Audit all funds and books of accounts of the Treasurer and conduct inventory of FIL-AM Club properties quarterly.  The President or Executive Committee may audit all funds and books of account  with an appointment..

            b.  Submit a report of each audit to the President and a copy to the Executive Committee.

            c.  Provide checks and balances with another officer to minimize the potential of irregularities.

d.  Conduct a special investigation after each major function, on matters relating to the financial operation of the FIL-AM Club.

e.  Check the accuracy and reliability of the accounting data and promote operational efficiency.

f.  Coordinate with and assist treasurer in filing papers for FIL-AM Club’s operations in compliance with City, State and Federal laws in a timely manner.

            g.  Be a member of the Food and Welfare Committee.

 

SECTION 406.          INTERNAL AFFAIRS OFFICER (IAO).

 

The IAO shall:

 

a.  Assist in all activities of Membership, Finance Records Management, By-Laws Amendments, Sports, Professional, Economic and Spiritual Development.

b.  Assist the treasurer in membership matters, resignation, benefits, fees, and submit status of membership roles and conduct membership drives.

            c.  Maintain a guest book and a suggestion box for the FIL-AM Club.

            d.  Perform other duties related to the position and as designated by the President.

            e.  Chair the Information Committee.

 

SECTION 407.       SOCIAL AND CULTURAL RELATIONS OFFICER (S&CRO)

 

The S&CRO shall:

 

a.  Coordinate the programs and projects of the FIL-AM Club during social functions.  (Picnics, parties, etc.,) and cultural affairs-projects that will enhance Filipino Culture and tradition.

b.  Coordinate with other organizations in the community to facilitate membership involvement.

            c.  Secure venues for all the FIL-AM Club’s functions 0NE (1) year in advance.

d.  Submit a report of plans for entertainment and projected expenditures in the preparation of any social functions, as well as other special projects.

            e.  Perform other duties related to the position and as designated by the President.                       

            f.  Chair the Food Committee.

 

SECTION 408.          PUBLIC RELATIONS OFFICER (PRO). 

 

The PRO shall:

 

a.  Further the interest of the FIL-AM Club in general.  Promote public relations throughout the local community and make periodic reports to the FIL-AM Club at meetings.

            b.  Act as Editor and Publisher of the FIL-AM Club Newsletter.

c.  Act as the official spokesperson for the FIL-AM Club with topics approved by the President.

d.  Become familiar with the history of the FIL-AM Club and activities of the FIL-AM Club as a whole, so as to be able to answer questions and provide details to the news media.

e.  Work with the city’s local/regional Public Relations Officer and Historian, and release information for publication after review and approval of the Executive Committee

            f.  Perform other duties related to the position and as designated by the President.

            g.  Act as Assistant Chairperson of the Information Committee.

 

SECTION 409.          SERGEANTS-AT-ARMS.   

 

The Sergeants-at-arms shall:

 

a.  Maintain peace and order during all meetings, gatherings, and functions of the FIL-AM Club.

b.  Take the responsibility for the general arrangement and policing of the premises of all meetings, gathering and functions and secure building at end of each use or event.

            c.  Perform other duties related to the position and as designated by the president.

            d.  Be a member of the Welfare and Food Committee.

 

 

SECTION 410.          PARLIAMENTARIAN.

 

The Parliamentarian shall:

 

a.  Advise the President, Executive Committee, and FIL-AM Club members of the parliamentarian procedures.

            b.  Serve as Chairman of the Amendment Committee.

            c.  Prepare and post all proposed changes to the Constitution and By-Laws.

            d.  Perform other duties related to the position and as designated by the President.

                                                           

SECTION 411.          PROPERTY BOOK OFFICER.

 

The Property Book Officer shall:

 

a.  Be responsible for the inventory of all assets including, but not limited to, the historical records of the FIL-AM Club.

b.  Immediately after the completion of transition of the New Officers, at the beginning of the year, turnover of funds, properties, and records shall begin.  The in-coming Property Book Officer will conduct an inventory in conjunction with the outgoing President and Property Book Officer.

            c. Tag and number all property and maintain a log of inventory.

d.  Conduct inventory of all FIL-AM Club’s assets and keep an inventory book quarterly or as directed by the President or Executive Committee.

e. Maintain a sign -in/sign out book. Any inventory must be signed out with a formal written request, with prior approval of 50% of Club members present at a general meeting. All inventory with a pre-determined replacement value, must be picked up from agreed location  and returned to same, undamaged and in its entirety. Unreturned, damaged and lost items will be assessed accordingly after return date, and replacement of such will be assessed and remain the responsibility of the approved signatory.

f. Identify /tag and ensure that any item which has been partially and/or totally funded by the FIL-AM Club’s funds with prior Club’s majority approval,  will remain in the Club’s inventory. Any reimbursements have to be approved by the majority of the Club and accompanied by receipts. Should the individual decide to keep the item, he/she must reimburse the Club the amount paid from the Club’s funds.

g.  Order if any, and all FIL-AM Club supplies and items, i.e., FIL-AM Club Tee-shirts etc, as directed by the President or Executive Committee.

            h.  Perform other duties related to the position as designated by the President.

            i.  Be a member of the Food Committee.

                                                                       

SECTION 412.          SPIRITUAL ADVISOR.                  

 

The Spiritual Advisor shall:

 

a.  At the President’s request lead the FIL-AM Club in prayer before start, and/or at the conclusion of any meeting.

b.  Conduct hospital visits and keep the FIL-AM Club members informed of any illness involving a member, or member’s family.

            c.  Coordinate a collective FIL-AM Club effort to purchase a card or gift.

            d.  Perform other duties related to the position and as designated by the President.

            e.  Serve as chairperson of the Welfare Committee.

 

 

ARTICLE V

ADVISORY BOARD

SECTION 501.                      BOARD OF ADVISORS.    

 

The Board of Advisors is comprised of a minimum of five (5)  previous FIL-AM Club  Officers and members in good standing.

                       

 SECTION 502.                      SELECTION OF ADVISORS.

 

During the month of December, the in-coming Executive Committee will select the Board of Advisors.  The Board of Advisors will then select one of it’s members to act as chairperson.  During the Induction, the Board of Advisors will be introduced by the in-coming President.

 

SECTION 503.                      BOARD OF ADVISORS DUTIES. 

 

Board of Advisors shall:

 

            a.  Propose to the President policies for the FIL-AM Club.

b.  Request the President to hold special meetings on its own initiative or upon the request of at least five (5) members in good standing.

 

ARTICLE VI

ELECTION, INSTALLATION, TENURE,

RESIGNATION OF OFFICE, AND REMOVAL FROM OFFICE

 

SECTION 601.                      ELECTION. 

 

This is enacted in order to establish rules and regulations governing the conduct of the nominations and elections of officers; and to safeguard the sanctity of all elections against error, fraud, and unfair representation, so that it truly reflects the mandate of the FIL-AM Club members.

 

a.  The committee on election (COMELEC) which is chaired by the Parliamentarian shall be activated by the president in August.  Nominations shall be made during the general meeting in September and on election day.

b.  The Election Committee shall manage the selection of nominees for president, preparation of the ballots, holding of the election and counting of votes.

c.  Election of officers shall be held during the month of November of each year by secret ballots.

d.  The President shall be elected first, then the elected President shall nominate at least two candidates for each office; however, any other member may nominate candidates of their choice.

            e.  The members shall then elect the other officers of the Executive Committee.

f.  Should a position in the Executive Committee remain unfilled after the election, at the next regular stated FIL-AM Club meeting, a special election will be held.  Election process will remain the same.

            g.  Only members 18 years old and above are eligible to vote and/or run for an office.

h.  Nominations:  All nominations shall be done on the September meeting and  on the floor on election day.

i.  Any incumbent officer may be nominated and reelected for the same office.  However, no member will hold more than one elective office.

 

SECTION 601.                      REGISTRATION OF VOTERS.

 

            a.  FIL-AM Club members shall register on election day.

b.  The treasurer shall prepare a list of members of good standing and submit to the Election Committee on the election day.

            c.  The Election Committee, shall prepare the official voter’s registration on election day.

 

SECTION 603.                      VOTE COUNTING.            

 

The election committee shall make counting of votes public.

 

            a.  No absentee ballots shall be accepted.

            b.  Simple majority vote of the members present at a meeting shall sustain an election.

c. A family membership is entitled to two (2) votes and a single membership to one (1) vote.

            d. Ballots will be counted by a Club officer and a Club member.

 

SECTION 604.                      INSTALLATION.

 

a.  Formal induction of Newly-Elected Officers shall occur during the annual Christmas Party or on date agreed upon.  The newly elected officers start their term on the first of January.

b.  The planning, coordination and execution required to accomplish the installation of the new officers will be the responsibility of the in-coming Vice-President.

c.  The Newly-Elected Officers will be informed of each development towards the induction ceremony.

d.  Transition of officers will start at the end of November (30th of November) to be completed after the Formal Induction of the Executive Committee. Term starts on 1st of January. Meetings of incoming officers during the transition period  and after Induction will not require approval from the outgoing President. Decision making , organizing and implementation of plans will be effective on the 1st of January.                

e.  Turnover of funds, properties, and records shall begin on the 1st of January. The incoming President and Treasurer will hold the keys for the safety deposit box and will conduct an inventory of records with the outgoing President and Treasurer.

f.  The in-coming Property Book Officer and President will conduct an inventory in conjunction with the Outgoing President and Property Book Officer.

 

SECTION 605.                      TENURE OF OFFICE.

 

a.   Tenure of office for all members of the Executive Committee shall be one year and shall begin on the 1st of January .

b.     In the event of a vacancy (during the calendar year) in the Executive Committee, a

special election shall be held.  The date and place to be determined and announced by the FIL-AM Club President or Vice-President.

 

SECTION 606.                      RESIGNATION.

 

Any elective officer (except the President) may tender resignation, in writing, at anytime during incumbency to the President.  The President may tender resignation to the Executive Committee.

 

 

SECTION 607.                      REMOVAL FROM OFFICE

Any member having justification and substantial evidence to remove an Executive Committee member, from office can draw up a petition for removal from office.

 

            a.  Grounds for Removal from Office:

                        1)  Dereliction of Duty.

b.  Petition for removal from office shall require signatures of not less that 25 percent of the current FIL-AM Club members at the time the petition was submitted to the Executive Committee.

            c.  The Executive Committee shall;

1)  Ensure that the required number of signatures is acquired before presenting the petition to FIL-AM Club.

                        2)  Verify the authenticity of the signatures, and conduct the investigation.

3)  Present the petition for removal from office, along with the report of investigation and its findings, to the FIL-AM Club at a General meeting.

4)  Conduct a secret ballot, removal from office vote.  If an affirmative majority vote of the members present occurs, the officer will be considered Removed from Office.  If the vote falls short of the majority, the officer may keep his/her position.

                                       

ARTICLE VII

STANDING COMMITTEES

 

SECTION 701.                      THE FINANCE COMMITTEE SHALL:

 

            a.  Devise ways and means to raise funds for the FIL-AM Club.

b.  Submit a Fund Raising Activity Report to the President, Treasurer, and Auditor, immediately after each event.

            c.  Represent the FIL-AM Club at all meetings involving fund raising activities.

 

SECTION 702.                      THE INFORMATION COMMITTEE SHALL:

 

a.  Publicize FIL-AM Club activities of general interest through local news media and other means.

b.  Be responsible for the publication and distribution of the FIL-AM Club Newsletter and Member’s Directory.  Ensure that FIL-AM Club Newsletter when published is mailed out to the FIL-AM Club members during the first week of each month.

            c.  Notify members of all FIL-AM Club meetings, gatherings, and functions.

            d.  Be responsible for welcoming prospective members new to the FIL-AM Club area.

 

SECTION 703.                      THE FOOD COMMITTEE SHALL:

 

a .  Ensure that there are enough food and beverages, desserts, supplies, etc., during all potluck gatherings.

            b.  Contact members to bring food for potluck, in order to ensure a wide variety of food.

c.  Make reservations for picnic areas, campsites, or any place to hold various FIL-AM Club functions.

d.     Coordinate with the Property Book Officer to keep a stock of picnic supplies and beverages to ensure availability of such items when needed.

 

SECTION 704.                      THE WELFARE COMMITTEE SHALL:

 

               a.  Visit hospitalized FIL-AM members.

            b.  Help coordinate tours, camping, picnics and other programs.

            c.  Coordinate Hail and Farewell parties.

 

ARTICLE VIII

FINANCIAL MATTERS

 

SECTION 801.                      SOURCE OF INCOME.      

 

Funds necessary to operate the FIL-AM Club and to accomplish its objectives will come from membership dues, food sales,  raffles, and special contributions or donations.

 

SECTION 802.                      PROPOSED BUDGET.       

 

The Finance Committee shall  prepare, as a guideline, an annual budget no later than 31st of January each year that states specific amounts allocated for scholarships, contributions to charitable organizations, and yearly events like the Induction Ceremony, Easter Celebration, “Barrio Fiesta”, Santa Cruzan, San Lorenzo de Ruiz, Thanksgiving, Christmas parties, Trips, etc.

 

SECTION 803.                      DISBURSEMENT OF FUNDS.       

 

a.  Any member recommending use of the FIL-AM Club’s funds for a community service project should submit a written request to the Executive Committee.  Upon review by the Executive Committee, it will be presented to the members (during a General FIL-AM Club meeting) for approval.  An affirmative 50% vote of the FIL-AM Club, present at a meeting shall constitute approval of the disbursement of funds for a project.                                                                                                                

b.  Any expenditure over $100.00 out of FIL-AM Club’s fund shall require approval by the members.  An affirmative 50% vote of the FIL-AM Club members present at a meeting shall constitute approval of any expenditure. If a tie occurs, the President will cast the deciding vote. A receipt will be required for such expenses.

c.  The President will hold    $150.00   in cash and use at his/her discretion for an activity. In the event that limit is depleted, the succeeding amount has to be approved by 50% vote of the members present at a meeting. Receipts have to turned in to justify such expenses, otherwise, no reimbursements will be made by the Club.                        

 

SECTION 804.                      FINANCIAL MANAGEMENT.