CONSTITUTION & BYLAWS

Constitution of the Filipino-American Club of Tucson 

Preamble 

Whereas, the Filipino-American community in Tucson is founded upon principles that recognize the omnipotence of God and the rule of law, and 

Whereas, we the members of the Filipino-American community in Tucson, desire to promote the Filipino cultural heritage and promote social, economic, educational and charitable goals. 

We, therefore, hereby declare that we have voluntarily formed a non-profit club/organization, known as Filipino-American Sampaguita Club of Tucson (FASCOT). 

Article I – Objectives 

  1. To promote awareness and understanding of the Filipino culture and traditions. 
  1. To establish a cultural center to house our educational, charitable and social functions. 
  1. To partner with community organizations in various projects which benefit the greater Tucson. 

Article II – Governance 

FASCOT is a non-profit, non-political, non-sectarian organization incorporated in the state of Arizona.  An Executive Board comprised of President, President Elect, First Vice-President, Second Vice-President, Secretary, Treasurer, Assistant Secretary and Assistant Treasurer shall govern it.  The president shall be the Chairman and shall appoint regular members to the Executive Board. There shall be an Advisory Council composed of previous Presidents of the Club, which shall serve to give unsolicited advice to the President on a confidential basis. 

Article III – Membership 

Any individual who wishes to become a member shall abide by and uphold the Constitution and Bylaws of the Club.  There shall be two categories of membership: 1) Regular membership 2) Honorary membership.  Regular members are those who are at least 18 years of age, have paid their current dues in full.  Honorary members are those who by virtue of their exceptional community distinction and services have been granted membership to the Club by the Executive Board. 

Approved by 2004 FASCOT BOARD, MAY 22, 2004 

Approved by FASCOT Membership: September 18, 2004 

Ratified by 2004 FASCOT Board: September 18, 2004 

Filipino-American Sampaguita Club of Tucson 

Constitution 

Page 2 of 2 

Article IV – Amendments 

Proposed amendments to the Constitution shall be submitted in writing to the Executive Board.  All proposed amendments to the Constitution and By-laws shall be approved by two-thirds (2/3) vote of the Executive Board before presenting them to the general membership for ratification.  The Board must present the proposed amendment for approval or disapproval to the general membership at the next regular meeting of the Club.  At least thirty (30) days written notice must be given to all regular members of the Club.  Said notice shall contain the original material of the Constitution to be amended and the proposed amendment.  A two-thirds (2/3) vote of those regular members present at the next general meeting shall be required to amend the constitution.  

Article V – Meetings 

There shall be at least two general meetings each year.  The President shall have the power to call additional meetings as he/she deems necessary.  All members shall be notified in writing at least 30 days in advance of all meetings.  All meetings shall be conducted according to the Robert’s Rule of Order.  Meetings shall be open to all regular members.      

Article VI – Reservation of Powers 

All powers not specifically granted by the Constitution to the President, to elected or appointed officials, shall rest with the regular members of this Club. 

Article VIII – Ratification 

The Constitution shall be in effect when approved by two-thirds (2/3) of the regular membership present at a general meeting of the club. 

Approved by 2004 FASCOT Board: May 22, 2004 

Approved by FASCOT Membership: September 12, 2004 

Ratified by 2004 FASCOT Board: September 18, 2004 

By-Laws of Filipino-American Sampaguita Club of Tucson, Inc. 

Article I – Address 

The home of the President or Vice-President (whichever is convenient) shall be deemed the site from which the Club operates. 

Article II – Election of Officers 

The elected and appointed officers shall serve a term of a maximum of two calendar years.  No officer shall be elected or serve more than two consecutive terms for the same office.  Any regular member is eligible to become an officer. 

  1.  Nomination of Officers – with the exception of the President, nomination shall be made by the regular members at a general meeting to be held on the second Sunday of October each year.  All nominees must agree to accept the nomination in person or by letter of acceptance at the nomination meeting. 
  1. Election of Officers – with the exception of the President, election shall be held on the second Saturday of November of each year.   
  1. Voting Rights – Only regular members are eligible to vote or hold an elected office in the Club.  Honorary members are not eligible for either of these privileges. 

All Proxy Votes shall be submitted in writing on an official form, which shall be available from the Club’s Treasurer.  All proxy votes received on or before the scheduled meeting shall be official. 

  1.  Vacancy in Office – The President Elect shall automatically succeed the President at the end of his/her term.  The succession of office shall be as follows: First Vice-President, Second Vice-President, Secretary, Treasurer, Assistant Treasurer.  In the event of a vacancy in any office, the President shall appoint an interim officer from among the general membership to fill the vacated office. 

Article III – Duties of Officers 

The President is the Chief Executive Officer of the Club and Chairman of the Executive Board.  The President shall have the power to create Ad Hoc Committees, as he/she deems necessary. 

Approved by 2004 FASCOT Board: May 22, 2004 

Approved by FASCOT Membership: September 18, 2004 

Ratified by 2004 FASCOT Board: September 18, 2004 

Filipino-American Sampaguita Club of Tucson  

By-Laws 

Page 2 of 5 

The President – Elect shall act in full cooperation with the President in administering the affairs of the Club.  In the absence of the President, the First Vice-President becomes the Chief Executive Officer of the Organization. 

The Treasurer shall collect and record membership dues as well as all funds receivable and expendable by the Club.  The Treasurer is to advise the executive board of the club’s financial standing prior to any board’s commitment and/or approval to spend the club’s money in accordance to Article IV – Finances.  The accounts and financial records of the Treasurer are open at all times for review by the regular membership.  A financial report shall be made quarterly to the Executive Board with a copy to the Finance Oversight Committee (see Article V, Committees).  The Treasurer shall act in full cooperation with the Finance Oversight Committee to complete and accomplish the development of such report.  The Assistant Treasurer shall act in cooperation with the Treasurer. 

The Secretary shall record and report the minutes of each meeting, inform the membership of regular and special meetings, act as the official custodian of the Club records.  The Assistant Secretary shall act in cooperation with the Secretary. The maintenance of membership roster, status of membership dues, and chairmanship of the membership committee shall be delegated to the Assistant Secretary. Officers of the Club within a given term, who have signature authority on the finances of the club may not be related by marriage or blood. 

Article IV – Finances 

A.  All Accounts shall be made in the name of the Filipino-American Sampaguita Club of Tucson (FASCOT).  The financial institution where FASCOT funds are deposited/invested must be informed and provided a board approved resolution that outlines this Article (Article IV-Finances) as reference policy to abide by in disbursing FASCOT funds.  A FASCOT account may not be closed, nor funds transferred, nor new account opened under FASCOT unless approved by the full Executive Board; a board approved resolution must be provided to the Financial Institution to support such board decision.  The President and the Treasurer shall be the authorized signatories of the account.  The First Vice-President, Assistant Treasurer and one Board Advisor designated by the Executive Board may not have signature authority but shall be included in the list of authorized individuals to access financial information with the Financial Institution where FASCOT funds are deposited. 

  1. Disbursement must be made only by check, signed by either the President or the Treasurer of the Club for transactions up to one thousand dollars ($1,000) or less.  All other transactions exceeding one thousand dollars (1,000) must be signed by both the President and the Treasurer.  Expenditures over and above three thousand dollars ($3,000) must first be approved by two-thirds (2/3) of those board members present at the Executive Board meeting. 
  1. All checks receipts must be deposited with notation of source. 

Approved by 2004 FASCOT Board: May 22. 2004    

Approved by FASCOT Membership: September 18, 2000 

Ratified by 2004 FASCOT Board: September 18, 2004 

Filipino-American Sampaguita Club of Tucson  

By-Laws 

Page 3 of 5 

  1.  All cash receipts may not be disbursed as cash and must first be deposited to the account with source notated in the account. 

2)  Reimbursements exceeding ten dollars ($10) must have proof of purchase (i.e. receipts, invoices, etc.) that validates the expense incurred. 

B. Cultural Center Fund.  The Club shall keep a special account known as the “Sampaguita Cultural Fund”.  Each successive administration is obligated to responsibly enhance the fund by allocating no less than 20% of the net income of the club during the preceding year.  Funds may only be invested in NCUA or FDIC insured accounts; interest income derived from the Fund should be rolled-back into the Fund.  No amount shall be withdrawn from the Fund except for the exclusive purpose related to the acquisition, construction. or maintenance of the Sampaguita Cultural Center. 

C. Contributions to Charity and Scholarships.  The Club shall donate and/or extend monetary contributions and donations to charity, scholarships and other non-profit organization only if there is at least $2,000 in net cash available as operating funds for the incoming board.  Distributions of funds will be determined by the Executive Board and approved by two-thirds (2/3) of those board members present at the executive board meeting. 

Mandatory contributions to charitable organizations for services rendered to FASCOT are an exception to this rule, but such cost must be built into the related event’s budget to ensure that these are recovered from the revenue generated. 

Article V – Committees 

At the beginning of the term, the President and the Executive Board shall prepare and vote on the planned events for the year in which each of the planned events will have ad hoc/working committees to support the event’s activities.  The planned events for the year must at a minimum include two (2) community service events that promote and assist the well-being of mankind, two (2) fundraisers that promote the Philippine culture, tradition and heritage.  The President and the Executive Board shall appoint a committee chairperson(s) who in turn may select their respective committee members.  Each event committee must develop a budget to be approved by the board before any expenditure for the planned event is undertaken.  Any event that are anticipated not to break-even or generate revenue for the club must be cancelled, except for community service events. 

Standing Committee shall be: 

A. Membership Committee 

The membership committee will be chaired by the Assistant Secretary and shall develop and implement an outreach plan to increase current membership and retain membership of the existing members.  The membership of this committee shall be the discretion of the Assistant Secretary.  The membership  

Approved by 2004 FASCOT Board: May 22, 2004 

Approved by FASCOT Membership: September 18, 2004 

Ratified by 2004 RASCOT Board: September 18, 2004 

committee shall seek and encourage the retention of current, registration of previous, and enlistment of prospective members to the Club. 

B.  Election Committee 

The election committee shall organize and supervise election proceedings, count ballots, and announce election results.  The election committee shall be under the complete jurisdiction of the Advisory Council.  The President shall appoint the Chairperson of the Election Committee from the Advisory Council and four other members of the Committee who shall not be eligible to run for an elected office. 

The members of the committee shall serve a term of one calendar year and shall not serve for more than two consecutive terms.  The decision of the Election Committee regarding the conduct and the result of the election shall be final. 

C. Financial Oversight Committee 

At the beginning of each term, the Advisory Council shall appoint three (3) Advisory Councils and one non-officer Member) individuals to sit as a member of the Financial Oversight Committee.  Each member shall serve a staggered two-year term and will provide oversight and require a quarterly reporting of the club’s finances from the Treasurer that has been approved by the Executive Board.  Financial report prepared by the Treasurer shall be published in the quarterly publication of the newsletter highlighting revenue and expenses per event to date. 

One month prior to the expiration of the term of offices, the Financial Oversight Committee shall appoint an independent auditor to audit the accounts of the Club.  Upon receipt of the auditor’s certified report, the Financial Oversight Committee will endorse finances, inventory of club’s assets and files to the incoming board at the initial general membership meeting (Acquaintance Party) at which point the financial status of the club shall be reported to the members. 

D. Strategic Planning Committee 

The strategic planning committee will at least have five members, each having a staggered three-year term, and shall be appointed by the Executive Board in cooperation with the Advisory Council for the purpose of: 

1) evaluating and re-aligning the club’s mission statement and long- term goals to ensure that it is reflective and responsive to current community challenges and opportunities; 

2) developing and implementing an action plan to accomplish stated mission and goals; 

3) pursuing grants, subsidies and /or leveraging existing funds (e.g. acquisition of a Filipino cultural  

center) to establish new, support and expand existing community programs and projects. 

The Strategic Planning session ma be conducted every three years to serve its purpose. 

Approved by 2004 FASCOT Board: May 22, 2004 

Approved by FASCOT Membership: September 18, 2004 

Ratified by 2004 FASCOT Board: September 18m 2004 

Filipino-American Sampaguita Club of Tucson  

By-Laws 

Page 5 of 5 

Article VI – Membership Dues 

Annual dues shall be determined and specified by the Executive Board.  Annual dues must be paid in full every calendar year which begins January through December of each year. 

Article VII – Impeachment 

To initiate impeachment proceedings a petition specifying conditions of malfeasance in office must be signed by the majority of the regular membership.  The petition shall be submitted to the Election Committee for action.  The Election Committee shall inform the affected parties in writing of the charges at least thirty (30) days before a hearing is held.  A vote by secret ballot shall be conducted by the regular membership after the hearing is held at a special meeting.  Three-fourths (3/4) approval f the petition shall be considered necessary for impeachment. 

Article VIII – Ratification 

The By-Laws shall be in effect when approved by two-thirds (2/3) of the regular membership present at a general meeting of the club. 

Approved by 2004 FASCOT Board: May 22, 2004 

Approved by FASCOT Membership: September 18, 2004 

Ratified by 2004 FASCOT Board:  September 18, 2004 

May 22, 2004 

2004 FASCOT BOARD 

FINANCIAL DIRECTIVES AND RESOLUTION 

We, the Filipino-American Sampaguita Club of Tucson (FASCOT) 2004 Board of Directors, do hereby resolve and direct Hughes Federal Credit Union, the financial institution wherein FASCOT finances are deposited, to abide and ensure that the following board approved directives and resolutions are adhered to as applicable, in the disbursement and management of FASCOT funds. 

  1. All accounts shall be made in the name of the Filipino-American Sampaguita Club of Tucson (FASCOT). 
  1. A FASCOT account may not be closed, nor funds transferred, nor new accounts opened under FASCOT unless approved by 2/3 of the full Executive Board through a board approved resolution, provided to the Financial Institution to support such board decision. 
  1. The President and the Treasurer shall be the authorized signatories of the account. 
  1. The 1st Vice-President, Assistant Treasurer and one Board Advisor designated by the Executive Board may not have the authority but shall be included in the list of authorized individuals to access financial information with the Financial Institution where FASCOT funds are deposited. 
  1. Disbursements: 
  • Must be made only by check (except when handling petty cash) signed by 

either the President or the Treasurer of the Club for transactions up to one-thousand dollars ($1,000) or less 

  • All other transactions exceeding one thousand dollars ($1,000) must be signed by both the President and the Treasurer 
  • All checks receipts must be deposited to the account with notation of source 
  1.  Expenditures over and above three thousand dollars ($3,000) must first be approved by two-thirds (2/3) of those board members present at the executive board meeting. 

B. Cultural Center Fund:  The Club shall keep a special account known as the “Sampaguita Cultural Fund”.  Each successive administration is obligated to responsibly enhance the fund by allocating no less than 20% of the net income of the club during the preceding year.  Funds may only be invested to NCUA or FDIC insured accounts, interest income derived from the Fund should be rolled back into the Fund.  No amount shall be withdrawn from the Fund except for the exclusive purpose related to acquisition, construction, or maintenance of the Sampaguita Club Cultural Center. 

  1.  Contributions to Charity and Scholarship.  The club shall donate and/or extend monetary contributions and donations to charity, scholarships and other non-profit organization only if there is at least $2,000 in net cash available as operating funds for the incoming board.  Distributions of funds will be determined by the Executive Board and approved by two-thirds (2/3) of those board members present at the executive board meeting.   

The above directives and resolution will be effective as of the signature date below, until such time that a revised directives and resolution, that is approved, duly signed and dated by 2/3 of the current full Executive Board members of FASCOT is submitted t Hughes federal Credit Union. 

SIGNED 

_________________________________ 

Imelda Cuyugan, President 

_________________________________ 

Mark Schroeder, President Elect 2005 

_________________________________ 

Marylou Natividad, 1st Vice-President 

_________________________________ 

Stephen Meyer, 2nd Vice-President 

We, the 2004 FASCOT Board hereby affix our signatures this 18th day of September 2004 as our agreement to ratify the amendments proposed and approved by the FASCOT Members at a General Membership meeting held on September 18, 2004 

EXECUTIVE BOARD: 

_________________________________ 

Imelda V. Cuyugan, President 

__________________________________ 

Mark Schroeder, President–Elect 2005 

__________________________________ 

Marylou Natividad, First Vice-President 

__________________________________ 

Stephen Meyer, Second Vice-President 

_________________________________ 

Fe Wiese, Treasurer 

_________________________________ 

Gloria Rasmussen, Assistant Treasurer 

_________________________________ 

Inez Cox, Secretary 

_________________________________ 

Shoney, Trajano, Assistant Secretary 

BOARD OF DIRECTORS 

_________________________________ 

Joe Dando 

_________________________________ 

Chris O’Hara 

________________________________ 

Tom Trajano 

________________________________ 

Dennis Maduli 

________________________________ 

Doug Wiggins 

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