FILIPINO AMERICAN ASSOCIATION OF BAY COUNTY, INC (FIL-AM)

BY-LAWS

Article I Membership

Section. 1. Eligibility:

A) Membership is open to all Filipino Americans, their families, and all other individuals willing to help in pursuing and attaining the Fil-Am goals and objectives of serving our community.

B) Individuals from the community at-large may be nominated as "Honorary Members" by the Executive Committee and voted on approval by members at a general member meeting.

C) Membership dues are assessed in January and payable by the end of March. Dues for those joining after that time will be pro-rated.

D) A member in good standing is a member whose dues are paid.

Section 2. Duties:

A) Support the Constitution and By-Laws; represent the Fil-Am with commitment and pride.

B) Prompt payment of membership dues

C) Attendance at General and Special meetings, support of Fil-Am activities.

D) Perform the duties of any elected or appointed office.

E) Direct questions about the operation of the Fil-Am or decisions of the Board of Directors or Executive Committee to the President.

Section 3. Rights and Privileges:

A) Run for office and vote during the election of officers, vote for the amendment and or ratification of the Fil-Am Constitution and By-Laws.

B) Vote on any resolution placed on the floor at General and Special Membership meetings.

C) Make a written request for a special meeting to the President concerning an issue of paramount importance to the Fil-Am.

D) Privilege of membership (voting, holding office, etc.) is not provided to "Honorary Members" nor are membership dues assessed however, honorary members are encouraged to attend meetings and events.

Article II

Duties and Responsibilities of the Board of Directors

Section 1. The Board of Directors shall be responsible to:

A) Initiate planning, establish objectives, oversee financial matters and adopt goals and program proposals (long term 2-year plan) for the Fil-Am.

B) Serve as final authority for resolution of issues that arise.

C) Support the President, Executive Committee, and other Committee Chairmen of the Fil-Am and its activities.

Article III

Duties and Responsibilities of the Executive Committee

Section 1. The Executive Committee will exercise the overall, day-to-day operations of the Fil-Am. The Executive Committee shall attempt to resolve issues prior to forwarding them to the Board of Directors. The Executive Committee is responsible for implementing and overseeing the fulfillment of the objectives of the Fil-Am. Upon majority vote of the Executive Committee, the President has responsibility to carry out the terms of the decision.

Section 2. President:

A) Act as the Chairman of the Board of Directors and preside at all General and Special membership meetings. In the case of a tie, the President will cast the deciding vote.

B) Represent the Fil-Am at any official functions.

C) Authenticate all acts, orders, reports, proceedings, notices, memoranda and announcements of the Fil-Am.

D) All expenditures will be supported by receipts/documentation

E) Appoint committees as necessary to carry out the objectives and functions of the Fil-Am

F) Will annually update the Fil-Am's information (on-line) via "Sunbiz.org" for The State of Florida Division of Corporations?

Section 3. Vice-President:

A) Assist the President in the performance of their duties, as may be required.

B) Perform the duties of the President in their absence.

C) Function as ex-officio member of all committees.

D) Serve as Director of Membership Development.

Section 4. Secretary:

A) Keep and update the administration records of the Fil-Am

B) Keep an updated roster of all members to include address, telephone number and other pertinent information.

C) Work with the treasurer to notify those members delinquent in dues.

D) Prepare minutes of meetings for the Executive Committee, membership meetings, and Board of director meetings and send to all board of directors for approval.

Section 5. Treasurer:

A) Keep all receipts and expenditures of the Fil-Am and update its financial account.

B) Receive and account for all funds accruing to the Fil-Am to include the petty cash fund.

C) Make approved disbursements in amount above petty cash of $500 limits.

D) Prepare and submit a written report monthly to include all receipts and expenditures incurred during the reported period. Present the written report to the Executive Committee and the Board of Directors at their next scheduled meeting, and be made available to all members at the next monthly membership meeting.

E) Maintain all records for a period of not less than 5 years

F) Establish and maintain a separate account for a fund maintaining a balance to meet known (storage, accountant, maintenance, printing, miscellaneous fees, sponsorship etc.) annual obligations.

G) Per Article IX, Section 2 of the Constitution, prepare an annual report in January for the prior year.

Section 7. Assistant Treasurer: (If appointed)

A) Assist the Treasurer as needed.

B) In absence of the Treasurer, perform all duties of the Treasurer.

Section 8. Auditor:

A) Review and examine the financial record bi-annually April 1" and August 1 a written report to the Board of Directors.

B) Submit a written audit report anytime the Board of Directors requests, in writing, such a report. Report to be submitted at the next general meeting.

C) Make and maintain an inventory of all assets of the Association, a report of these assets will be made to the Executive Committee and Board of Directors Bi-annually in January and July.

Article IV

Duties and Responsibilities of the Appointed Officers

Section 1, Public Relations Officer (External):

A) Project a good image of the Fil-Am to the community.

B) Release to the news media information on planned activities within the community

Section 2, Public Relations Officer (Internal):

A) Serve as focal point for internal information flow, meeting notifications, status of members (in hospital, sick, death of family members, etc.).

Section 3, Facilitator/Parliamentarian:

A) Promote safety, security and order in all meetings and functions of the Fil Am of Bay County.

B) Responsible for advising the President on parliamentary matters during the conduct of Fil-Am of Bay County meetings. Robert's Rules of Order will be used as the guide for parliamentary rulings.

C) Will be knowledgeable of the Fil-Am By-Laws and advise the President of its requirements.

They will notify the President of any breach of proper parliamentary procedure or failure to comply with the contents of the By-Laws at meetings.

Section 4, Committee Chairpersons:

A) Perform duties as assigned by the President.

B) Will report to the President and the Executive Committee on the status of their committee's actions, activities.

C) Will not obligate funds without approval of the President.

D) Will make written financial reports to the Treasurer at the conclusion of the event they chair, and in no case later than 2 weeks after the date of the event.

Article V Term of Office

Section 1. Elected Officers:

A) The term of office for all elected officials is two (2) years.

B) Elected Officers may hold only one office at a time, except as provided for in Section 3.

Section 2. Appointed Officers:

A) The term of office for all appointed officers and/or special advisors shall not exceed the term of office of the appointing President. May only hold one office at a time.

Section 3. Temporary Appointment:

merican A) The President may appoint any officer, board member, or Fil-Am member in good standing to fill a temporary long-term vacancy on the Executive Committee for a period of not more than 90 consecutive calendar days.

Article VI Financial

Section Checking Savings Account:

B) The checking account will be in the name of "FILIPINO-AMERICAN ASSOCIATON OF BAY COUNTY, INC."

Section 2. Disbursement of Funds:

A) Receipts will support all cash disbursements. Where a receipt cannot be obtained, a member must present a signed statement explaining why no receipt was obtained. All receipts over 30 to days cannot be refunded and will remain as association funds.

B) All members of the executive committee, except the Auditor, shall be named on signature cards of the checking account and may sign a check. The Treasurer or Assistant Treasurer shall be one of the signers of any check, except if the check is for either Treasurer, then the check must be signed by two other members of the Executive Committee. Treasurer, t

C) All expenditures exceeding 5300 shall require a vote and approval of the membership.

Section 3. Membership Dues:

A) Annual Dues of Fil-Am will be determined by the Executive Committee, and approved by the Membership.

B) Any exemption from membership dues payment shall be approved by the Fil-Am Executive Committee and the Board of Directors. All exemptions will specify an expiration date.

Section 4, Funds received collected:

A) The Treasurer shall provide a receipt for all money collected by or on behalf of the Fil-Am. All money shall be deposited into the Fil-Am account.

Article VII

Miscellaneous

Section 1. Elections:

A) Nominations are made in February to the Secretary for formulation of a ballot. A slate of candidates will be posted for the membership prior to the election. Nominees may only run for one office.

B) Ballots will be distributed and collected by two (2) members at large who are appointed by the President. These people will accomplish counting. The Secretary will record and announce the results.

C) Elections to office will be decided by a simple majority of the vote in the month of March. In case of a tie a second ballot will be taken immediately, Only the candidates involved in the tie will be placed on the second ballot,

D) Newly elected Officers take office in April and assume their duties, positions, and titles the day of the Installation/Inauguration upon receiving and reciting their Oath of Office.

Section 2. Funerals/Hardship:

A) Upon notification of the death of a member in good standing, or immediate family member (Husband, Wife, Mother, Father, Siblings), the PRO (Internal) shall notify the members and if time permits shall inform them of the time and location of the funeral so that they may pay their respect.

B) When notice of the death of the member in good standing, or a member of their immediate family, is received, the President may forward to the family of the deceased a message of condolence and a donation of $100.00 as well as pass the hat for voluntary donations on behalf of the Fil-Am members.

Section 4, Resignation:

A) Any holder of elected office may resign by submitting a letter to the President or the Secretary of the Fil-Am.

Section 5, Vacancy of Position:

A) Whenever a vacancy occurs in an elective office (other than the Presidency) the President, with the concurrence of the majority of the Board of Directors, shall fill the vacated office by appointment for the remainder of the term.

B) Should the office of the President become vacant, the office will be assumed by the Vice- President who will recommend a candidate for Vice-President for a vote of the Board of Directors.

Section 6, Standing Committees:

A) The Executive Committee may establish "Standing Committees to perform specific functions.

Section 7. Enactment: These By-Laws become effective immediately upon their adoption by two-thirds majority vote of the members of the Fil-Am present at a meeting duly called for the purpose, and when and if so, adopted shall supersede all previous By-Laws and amendments thereto, which are hereby annulled.

CERTIFICATION

This is to certify that the above By-Laws of the Filipino American Association of Bay County, Inc. was formally adopted by a majority vote of the general membership on August 20, 2023, and has been adopted by the 2024-2026 executive committee (signed below) as of May induction ceremony.

On: May 04, 2024

Hall Bryan Holland

 (President)



Cindy Daniels (

Vice President)

Cheng Newsom

 (Secretary)

Judith Carty

 (Treasurer)