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BY-LAWS


ARTICLE I- NAME OF ORGANIZATION

Section 1.1: The organization shall be known as the Filipino-American Cultural Organization (FACO), a non-profit organization.

ARTICLE II- MEMBERSHIP

Section 2.1: Membership in the organization shall consist of members and elected officers.

Section 2.2: Membership shall be voluntary and open to any person 18 years or older and of good moral standing. A prospective member must receive an endorsement from an active member who is current in paying dues.

Section 2.2.1: During the election year, voting members must be current with their dues by the end of the month prior to the election month. Currently, it is by August 31st of the election year.

Section 2.3: Membership and Dues should be reviewed every two years. Fiscal year will be from January 1 to December 31. The membership fee is $12.00.

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ARTICLE III - EXECUTIVE BOARD AND THEIR DUTIES

Section 3.1: The Executive Board consists of the officers namely President, Vice-President, Executive Secretary, Correspondence Secretary and Treasurer and five (5) Board of Directors and the immediate past president.

Section 3.2: President - presides at regular, special and general meetings, plans and presents all orders of business, ensures that the rules of protocol for the conduct of meetings are followed, supervises the affairs and activities of the association, represents the association as leader and spokes person in any important matters, implements the policies, rules, and regulations formulated by the Executive Board and/or association as a whole, signs all checks against the funds of the association, with the Treasurer as co-signer or another officer
designated by the Board, and performs the duties that are incidental and required of the office of the President.

Section 3.3: Vice-President - assists the President in all matters pertaining to the association and assumes the role of the President in the latter's absence, and performs such other duties as may be assigned by the President.

Section 3.4: Executive Secretary - maintains all documents and papers, keeps minutes of meetings, reads important announcements and minutes of previous meetings, and performs other duties as may be assigned by the President.

Section 3.5: Correspondence Secretary - is responsible for writing newsletters and all pertinent correspondence as required by the President, checks the association's mailbox, assists the Executive Secretary as necessary, and performs other duties as assigned by the President.

Section 3.6: Treasurer - receives and deposits funds for the association, disburses funds to defray authorized expenditures, maintains financial records, line items such as operation expense, charity expense, income donations(cash), items tangible values or in kind donations, . collects dues from members, prepares financial reports for presentation as required, signs all checks issued against the funds of the association with the President as co-signer, and performs other duties as may be assigned by the President.

Section 3.6.1: The treasurer should strictly enforce and follow all rules and procedures as stated in The FACO Rules and Procedures Manual. No exceptions shall be made without the express approval by the Executive Board.

Section 3.6.2: Completes a detailed monthly Financial Report to the Executive Board. The report should include all checks written out by the FACO to all payeesand all checks received by the FACO for that month. The Report must also include all committee revenues and expenses for the month. Report must be completed and emailed to the executive board by 12 noon on the day of the regular monthly meeting.

Section 3.7: Board of Directors – The Board constitutes five (5) elected and one (1) immediate past president (The ex-officio). Should a vacancy occur, the Executive Board has the power to vote on a replacement officer or board member by a simple majority vote.

The Executive Board has the power to discipline, reprimand, suspend, or relieve any of its members or its officers due to repeated abuse of power, neglect, abandonment, mishandling of the association’s funds, or three (3) or more of unexcused absences from the executive board meetings. A notification letter will be sent by the President on the second unexcused absence from the executive board meetings.

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ARTICLE IV- MEETINGS

Section 4.1: The Executive Board Meeting shall hold a meeting every first (1st) Monday of the month at a mutually agreed time and place. The President may change the meeting schedule and venue when circumstance so dictate.

Section 4.2: An emergency board meeting may be called on by the President to address special issues that may require a special meeting. This includes, but is not limited to:

a) Items and issues on the agenda may be too big to discuss at the regular meeting.

b) Time-sensitive and crucial issues that may require immediate attention and Board approval prior to the next monthly meeting.

c) Other special circumstances.

An emergency Board meeting may be called on by the President and may not require any advanced notice, as long as a quorum may be present to approve the emergency issue.

Section 4.3: The General Meeting will be open to all members of the organization and will be held every other month of the year starting in February, April, June, August, October and December. Meetings shall be held on every 3rd Monday of the months mentioned above.

Section 4.4: The committees shall meet at the discretion of the chairpersons.

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ARTICLE V - COMMITTEE CHAIRPERSONS AND MEMBERS

Section 5.1: Appointment of a Committee Chairperson

Section 5.1.1: The President shall assign committees as deemed necessary.

Section 5.1.2: The President will nominate the committee chairperson(s) and will be provided with the committee's set of rules and guidelines. The nominee will Then be approved by the Executive Board in accordance with the FACO Policies and Procedures section. Chairs for Standing Committees must be in place by the First Meeting held at the beginning of the new President’s term.

Section 5.1.3: The chairperson will select the co-chairperson and members and the size of the committee to perform the task.

Section 5.1.4: The committees shall submit written plans and budget after the first committee meeting, for approval of the Executive Board in accordance to the FACO Policies, Rules and Procedures Manual. Projects and events that are not in compliance will not be considered by the Executive Board.

Section 5.1.5: The chairpersons shall inform the President of any matter relevant to their committee.

Section 5.1.6: Any ad hoc committees shall be dissolved upon completion of the task.

Section 5.1.7: The chairperson's term of standing committee will expire by the end of the term of the appointing President.

Section 5.1.8: The Audit Committee is required to conduct an audit of the organization every 6 months. Special audits may be conducted at the discretion of the audit committee chair and the President. Special circumstances may include an audit after a major event held by the FACO.

Section 5.1.9: Any active member in good standing can volunteer to chair an event. Any member can Nominate a peer for the position. All candidates will be considered. Final approval Will be decided by the Executive Board, based on qualifications and/or experience in handling previous FACO events.

ARTICLE VI - THE ADVISORY BOARD

Section 6.1: The FACO Advisory Board will be comprised of people who bring expert knowledge and skills that can enhance the FACO. They generally provide Recommendations and important information but do not have any governing authority over the FACO. The Advisory Board do no have the power to vote on any issues unlike the Executive Board. Members of the Advisory Board are not required to be present at the Monthly Executive Board Meeting

Section 6.2: The Advisory Board may be composed of up to 5 members. They may be members or non-members of the FACO. They must include various areas of expertise preferably, but are not limited to Legal Counsel, Business Advisor and Accounting/Bookkeeping Specialist. They can also be former FACO Officers and Board of Directors.

Section 6.3: The FACO Advisory Board will be appointed by the President as the need arises and it is subject to approval by a simple majority of the Executive Board. There is no time requirement to fill all five seats.

Section 6.4: The Advisory Board members’ tenure expires at the end of the Presidential term.

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ARTICLE VII- TERM OF OFFICE

Section 7.1 TERMS:.

a. The term of an elected officer will be on two(2) years starting on the first(1st) day of January and terminating on the thirty-first(31st) day of December of the second (2nd) year.

b. Officers may run for re-election except for the President who can only have two successive terms.

c. The President and Vice President will run as one united Party, as opposed to individual candidates on the ballot.

d. In the event the President position becomes vacant, the vice-President shall serve the remaining term of the President.

e. Should any other elective position becomes vacant, the Executive Board of Directors shall determine a qualified and willing member to fill in the vacancy position.

ARTICLE VIII- FUNDS

Section 8.1 GENERAL FUNDS:

a: The funds of the association shall be used to support programs and activities approved by the Executive Board.

Section 8.2 PETTY CASH FUND: A petty cash should have specific amount:

a: The President authorizes expenditures of an amount of $200.00 to defray any cost incidental to the operation of the association without board approval. The executive board should approve any increase the set amount of petty cash fund.

Section 8.3 An annual budget will be presented to the Executive Board by the President by the February Board Meeting of each year. The Budget must be approved a simple majority of the Executive Board for it to pass.

The annual Budget will include, but is not limited to:
a) All office and operational expenses for the year.
b) Budgets set forth for each standing committee.
c) All recurring charitable donations made by the FACO.
d) Other recurring annual expenses.

Section 8.4 All recurring Charitable donations will be disbursed only once a year, preferably at the Annual June Event. Any other charitable donations that need to be disbursed is subject to Executive Board Approval.

ARTICLE IX- AMENDMENTS

Section 9.1: No amendment shall be voted upon without due consent of the Executive Board.

Section 9.2: Amendments to the By-Laws may initiated by an active member through the President which in turn shall present any proposed amendment to the Executive Board. The Executive Board shall schedule a meeting and the member who initiated the proposed amendment shall be given thirty (30) days notice to expound its views.

Section 9.3: The Ad Hoc committee of five members will be formed to study and make recommendations regarding the amendments proposed.

Section 9.4: Amendments to the By-laws shall be passed and ratified by a majority vote of the Executive Board present in the board meeting.

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The FACO Policies, Rules and Procedures

Section 9.5: The committees shall submit written plans and budget after the first committee meeting, for approval of the Executive Board in accordance to the FACO Policies, Rules and Procedures Manual. Projects and events that are not in compliance is will not be considered by the Executive Board.

 

COMMITTEES:

ELECTION COMMITTEE

An Ad-Hoc Election Committee will be formed and approved by the Executive Board by the 1st Monday of November of the year prior to the election year. The committee will consist of five (5) members plus two (2) alternates.
Committee selection criteria includes:
A member of good standing
Cannot run for office, and cannot nominate a candidate.
Cannot be related to any (siblings, parents, spouse) to any nominated
candidates.

Qualifications of Candidates

A member of good standing and has been a member of the organization for at least one year prior to election.
Must be of Filipino descent or married to a Filipino, who has understanding of Filipino culture and proud of his/her heritage.

Nominations of Candidates

One Member for One Position.
Bio data required for all nominees/candidates. Election Committee shall draft format of the bio-data
Nominations start January 1st and ends June 30th of the election year. No nominations and no writein candidates after June 30th

Ballot Preparation

Ballots will be prepared by the Election Committee.
Ballots will have controlled color and unique numbering for early voting and actual day ballots.
Ballots will have the names of the candidates and their respective position.
Ballots will have instructions how to choose a candidate, i.e.encircle the name of the candidate of choice.
Ballots that are improperly marked will not be counted.
Ballots will contain the Election Committee chairman's and co-chairman's address, phone number, and the organization website.
Ballots will have a unique number and will not contain the name of the votes.

Early Voting (Mail)

Mail ballots can be requested in writing by paper or electronically from the Election Committee chairman and co-chairman. When a ballot is requested, the chairman will validate the requesting member's identification from the eligible voter's master list.

All Ballots will be mailed via paper or electronically starting August 1st of the election year.

Completed early voting ballots must be mailed to the Election Committee chairman or co-chairman and postmarked by August 31st of the election year. Early voting ballots returned/postmarked after August 31st will not be counted. The voter may choose to exercise his/her right to vote during election day.

Voters who previously requested an early voting ballot, but for some reason or another, decides not to mail in his/her ballot, he/she may choose to vote during the regular election day after confirmation that the early voting ballot sent is null and void.

Day of Election

Section 6.6.1: Elections will be held every 2 years and will be held on the 2nd Saturday of September of the election year. Validation of voters will commence at 10am and an election ballot handed out to the voter. Picture ID's will be cross-referenced from the eligible voter's master's list.

Section 6.6.2: All ballots must be turned in by 2:00pm.

Counting of Votes

The Election Committee will count the ballots after 2:00pm and the newly elected officers will be announced by 4pm.

STANDING COMMITTEES

Standing Committees are installed to continuously support the vision and
mission of the FACO.

They include, but are not limited to: The Cultural Dance Committee, the Youth Development Committee, the Scholarship Committee, the Audit Committee,
Membership Committee, Public Relations Committee, the Sgt-at-Arms
Committee and Hospitality Committee.

Committee Chair:

As stated in the by-laws, committee chairs are opened up to new volunteers at the first month of each new presidential term.

Committee chairmanship is for two (2) years and expires at the end of each presidential term.

Any active FACO member in good standing is more than welcome to apply for all vacated chair positions.

Any incumbent committee chairs can run for re-appointment by the board.
Each applicant or volunteer is evaluated fairly by the board, without bias or prejudice.

Each new applicant is evaluated based on previous experience, skills and other qualifications.

Incumbent volunteers are evaluated based on their leadership from previous years and the results delivered by the committee under their leadership.

Each volunteer is then considered and voted on by the Executive Board and appointed by the President by first Monday in January at the beginning of his or her presidential term.

Committee Members:

Committee members will comprise of members or non-members of the FACO.
Each volunteer is picked at the committee chair's discretion.

Each committee should have a minimum of 3 members including the chairperson.

If at any given time, the committee members feel that the chair is not able to fulfill his or her obligations as leader, the committee may submit a request for a replacement committee chair.

The request must be submitted in writing and signed by each committee member.

It is up to the executive board's discretion to either discuss the committee's concern with the chairperson or move to vote for re-appointment.

The Committee:

An annual budget is allocated for each standing committee by the first Monday in February.

The budget may vary based on the FACO available funds.

If the committee needs more than the budget allocated, the committee may raise their own funds to augment their yearly budget.

Fund-raising may include, but is not limited to: Bake sales, auctions, sponsorships and other events.

Every fund raising events or ideas proposed by the committee, is subject to evaluation and approval by the Executive Board. The Executive Board reserves the right to veto an event if it deems the event is not in alignment with the FACO's vision or if it misrepresents the Organization.

Events must be presented to the board at least 60 days prior to the event.

Expenses from the event must come from the allocated budget of each standing committee. The FACO will not subsidize any extra expenses incurred during the development of the event.

It is the chairperson's responsibility to keep records of revenue and expenses.
It is then double checked against the Treasurer's record and audited for any discrepancies.

Each committee's performance is evaluated by the Executive Board at the last meeting of the year. (First Monday in December) The Executive Board has the power to temporarily dissolve a standing committee, at any given time, if it feels that:

a) The committee's vision is no longer in alignment with the Organization's.
b) It no longer benefits the FACO and it's mission
c) No suitable chairperson is found. The committee can be reinstated once a suitable chair is appointed.
d) The committee becomes a liability rather than an asset to the FACO.

EVENT COMMITTEES

Event committees are considered Ad-Hoc committees. The committee is dissolved after the event has been executed.

Events may include but are not limited to: The Holiday Ball Committee, The June Event Committee, The Halloween Committee, Annual Picnic Committee, the Miss Fil-Am Committee.

An event committee may be organized at any given time throughout the year, subject to approval by the Executive Board.

The Committee Chair:

Any FACO member in good standing may propose an event and apply to chair an event committee.

Creation of an event committee and the appointment of its chair is subject to approval by the Executive Board.

Chairperson candidates are evaluated based on skill, business sense and prior experiences in handling other events.

A formal, detailed Business Plan Proposal is required from the committee chair prior to consideration by the Executive Board.

The business plan is presented by the event chairperson for approval by the Executive Board.

Business plans must be presented to the Executive Board at least 60 days before the event.

The Committee Members:

Any active member of the FACO in good standing may volunteer to be a part of an event committee. Committee members are picked at the discretion of the committee chair.

Event Committees must have a minimum of five (5) members, including the chairperson.

If at any given time, the committee members feel that the chair is not able to fulfill his or her obligations as leader, the committee may submit a request for a replacement committee chair.

The request must be submitted in writing and signed by each committee member.

It is up to the executive board's discretion to either discuss the committee's concern with the chairperson or move to vote for re-appointment.


The Committee:

The FACO may subsidize the funds to establish an event committee.

Funds will not be released until the Formal Business Plan Proposal is approved by the Executive Board.

Budgets MUST include a detailed list of expenses that the event will incur and detailed list of the revenues and profit from the event.

All receipts must be presented for reimbursements. Receipts are audited by the FACO Treasurer for validity and eligibility for reimbursement, in strict compliance with the Reimbursement section of the FACO Policies and Procedures. If receipts contain personal purchases, only the purchases directly related to the event will be reimbursed.

PLEASE make a photocopy of all your receipts for your records.

Ticketed Events:

Ticketed Events are non-transferrable. It is considered unethical for any committee member to take the presence of a paid ticket from a patron who cannot attend the event, unless it is a Bona fide gift from the paying patron.

A Bona Fide gift is defined as a ticket that has been paid for by the patron and is purchased under the Committee member's name.
Violation of this policy will result in disciplinary action by the Executive Board.

SUB-COMMITTEES

If an event will contain mini-events within the event itself (such as the June Event), The event chair has the option of assigning sub-committees for the purpose of efficiency, structure and expediency.

A sub-committee is subject to the same policies and procedures as the Event Committee.

A chairperson may be appointed at the discretion of the Event Committee Chair and will answer to the Event Committee Chair.

The Event Committee Chair answers to the Executive Board.

A budget is approved and given to the Event Committee chair by the Executive Board.

The Event Chair is responsible for allocating and distributing the event budget within each sub-committee.


REIMBURSEMENTS

All reimbursements should have the original receipt (hard copy); otherwise, there will be no reimbursements.

No blank check may be issued and all checks must have two signatures
Any venue deposit must have either the contract or retainer's fee agreement or
application form.

A proposed budget shall be provided by the event chairman.
Deadline for reimbursement is 30 days after any event.