Constitution and By-Laws of the
Calamba Association Northeast USA, Inc.
We, the Calambeños, do
solemnly affirm, that we will support and defend the constitution of Calamba
Association and pledge allegiance to the same, to promote the general welfare
and advancement of all Filipinos, to stand vigilant against injustice and
slander to our people, to promote harmony and better understanding between all
races, to preserve Filipino history, pride, culture, values and tradition, to
help the cause of charities the association deems worthwhile, to do all these
under the laws of the United States and the Philippines with dedication, faith
and love, so help us God ordain and promulgate the following constitution.
ARTICLE I
Name, Seal and Color
The name of this organization shall be Calamba Association
Northeast USA, Inc, hereinafter referred to as the Calamba Association,
CANEUSA, or the Association. The seal
of the Association shall consist of two concentric circles with the outer
circle bearing the name of the Association and the year of its founding, and
the inner circle displaying a picture of the Calamba Town Plaza Banga. The color of the Association shall be maroon to depict the clay color of the clay pot that for the
legend that gave our town its’ name.
ARTICLE II
Nature and Objectives
Section 1: NATURE
- The Association shall be organized as a
non-stock, non-profit organization. It may undertake revenue-raising
activities to fund its projects, provided that no part of its net income
shall inure to the benefit of a private person or entity. In case of
dissolution of the Association, its properties shall not be distributed to
its members but shall be donated to similar organization/s or to the
Government of the Republic of the Philippines.
- Of the
total fund of the Association, at least seventy percent (70%) thereof
shall be used for its projects and purposes consistent with the objectives
for which the Association was formed, and that not more than thirty
percent (30%) of the Association funds shall be used to defray its
administrative expenses.
Section 2: OBJECTIVES
The Calamba Association
shall be organized and operated primarily for the preservation and
strengthening of Filipino values, culture, customs and traditions in addition,
it shall also be for a charitable, community, social and educational purpose,
and as such, the purposes of the Association shall be:
- For
the advancement of Filipinos in America as a whole and to
promote the fact that Filipinos are second to none.
- Establish,
set and strengthen Filipino values, customs and tradition and to set an
example for our children here in America
- To
have our own little hometown here in America, to establish camaraderie
among former town mates and offer help in whatever form to our members who
are in need in the most discreet manner. Though there is no place like
home, we will try to get close to it as possible.
- Any
worthwhile projects or charity in the United States or Philippines.
- Keep
members apprised of the news from Calamba, Laguna. To offer help in any field
or manner the association may deem proper to our town and town mates. This may be in information dissemination
or actual charitable concrete help through projects the association may
undertake.
ARTICLE II
Office
The principal office of the Association shall be located at 163 Mineral Spring Avenue, Passaic Park, NJ.
Branch offices may be established in such other places as the Board of
Directors may, from time to time, fix.
ARTICLE III
Membership
- Every person, who was born in Calamba,
Laguna, Philippines and/or had lived, worked, went to school in Calamba,
Laguna, Philippines for at least 6 months, and lives in the northeastern
region of the United States is an automatic member and shall be called a
natural member.
- Every person who is a child of, or
married to those members mentioned in article iii, section 1 of this
constitution is a member by affinity shall be called an implicit member.
- Every person who loves Calamba or its’
people and desires to advance the goals of the association shall be explicit
members.
The following shall be the types of members of the Association:
- Regular members: Every person
who meets the criteria as stated in article iii, sections 1, 2 and 3
above.
- Honorary members: Any person, who has shown special
interest in Calamba and the Association, may be nominated to become
honorary members by any regular member in good standing of the Association
and may be elected as such by a majority vote of the Board of Directors.
- Suspension/Expulsion:
- Any member
may be suspended or expelled for non-fulfillment of duties as a member,
failure to execute the goals or violate any of the articles of the
association’s constitution, or for conduct contrary to the objectives or
otherwise detrimental to the interests of the Association and/or as determined
by the Supreme Council.
- No member
shall be expelled, suspended, or otherwise penalized without due process.
The Board of Directors shall make decision on the imposition of
penalties. The final decision rests with the Supreme Council who can make
summary decision, if it so desires.
- Expulsion or
suspension from membership requires that the subject may not attend any
of the functions or meetings of the association for a period of 2 years
or less
ARTICLE III (a)
Rights of Members
All members who shall pay the annual fees are members in good standing.
Every member in good standing shall have the following rights:
- To attend the regular and special
meetings of the general membership of the Association.
- To propose amendments and resolutions
and to vote on those presented at the meetings above mentioned.
- To inspect the records and
books of accounts of the Association at least once a year, up to maximum
of three times a year at the convenient time determined by the Treasurer
and auditor.
- To receive, upon payment of
the proper fees, publications of the Association.
ARTICLE IV
Fees
The following shall be the fees of the members of the Association:
- Annual fee: Every
member shall pay an annual fee of $10.00. For family membership, the
annual fee is $20.00
- Life membership fee: Members who
pay the amount of $100.00 are entitled to life membership. For Families,
lifetime membership fee is $200.00.
The Board of
Directions may amend such fees on a yearly basis but not more frequent.
ARTICLE V
Governing Body
- The Governing
Body of the Association shall be its Board of Directors.
- The Board of
Directors shall establish policies and enunciate programs calculated to
fulfill the objectives of the Association, which shall then be delegated
to the Chief Executive Officer for execution/fulfillment.
- The Board
shall have the duty to ensure proper nomilection
of an Association’s President, who is the Chief Executive, every other
year during regularly scheduled Summer Annual Fiesta Reunion Picnic. If nomilection fails to elect a President, the Board
shall have the power and option to elect amongst themselves or from the
general membership, a President by acclamation.
- The Board
shall have the power to appoint one Auditor from the permanent members of
the Board who shall be the primary Auditor for the association and shall
assists the Assistant Auditor appointed by the President.
- The Board
shall have the power to appoint one Treasurer from the permanent members
of the Board who shall be the primary Treasurer for the association and
shall assists the Assistant Treasurer appointed by the President.
- The Board
shall have the power to fill vacancies in its membership due to death,
resignation, permanent incapacity, expulsion, suspension, or employment in
or immigration to a different region or foreign country.
- The Board of
Directors may create such bodies and offices and authorize the
establishment of chapters of the Association, as it may deem proper and
necessary.
- A member of
the Advisory Group of the association who normally must not be a permanent
member of the Board of Directors shall chair the Board. The chair will be
selected by a majority vote of the Board of Directors. The term for the
chair shall be three years.
- A permanent
member of the Board of Directors may run for the chairmanship of the Board
if there is no one running or who would consider taking the position from
the Advisory Group.
- Membership to
the Board of Directors is permanent unless otherwise disqualified as
indicated in this constitution. Original
charter members of the Board of the Directors are the permanent members. Additional
members of the Board of Directors may be added to no more than the maximum
two a year, up to a maximum of additional twenty-four as the total number
of members of the Board. A three-quarters
vote of the Board of Directors is needed to be qualified. A probationary
period of one year is afforded the new members of the Board of Directors
and will automatically expire unless otherwise voted upon by
three-quarters majority of Board of Directors for permanency within sixty
days prior to expiration of probationary period. A maximum term of
sponsored members shall be no more than non-renewable four years inclusive
of the temporary term.
- A member who
had attended a minimum of eight (8) consecutive meetings shall be eligible
to be a member of the board of directors and may then be nominated by a
member of the board for membership.
- The Board may
publish Policies Rules, Regulations and Instructions to govern such other
details and procedures that the association may undertake, but must not
contradict this constitution.
- It shall hold
meetings at least once every quarter or more often as it may prescribe a
as guide. The meetings shall be presided using the Roberts’ Rule of
Order. Most of the decisions of the
Board shall be carried by majority of the vote except when and as provided
for by this constitution, a higher ratio is required.
- A simple
majority of the members in good standing shall constitute a quorum.
Provided that to take action on the minutes of a previous meeting the
presence of six (6) members who were present at that meeting shall
suffice.
- A member who
has been absent from two (2) consecutive regular meetings shall not be
counted among the total number of board members to be used as basis for
determining the quorum if still absent at the immediately succeeding
meeting(s).
- A member who
has been absent from six (6) consecutive regular meetings shall lose its
membership from the Board of Directors with the exception of the original
charter members.
- A member who
is abroad during a regular or special meeting shall not be counted among
the total number of board members to be used as basis for determining the
presence of a quorum.
ARTICLE VI
Supreme Council
The Supreme Council shall be composed of the former presidents, and
former chairmen of the board of the association. Membership is automatic. The term of office
is permanent for the founders and 6 years for others. They shall not have the
power to legislate, enact or execute any resolution except as otherwise
specifically stated herewith.. The Supreme Council
shall have the power as an advisory group on matters submitted to them by the
executive officers or by the board of directors or both. A deadlock in their vote within the executive
officers or board of directors is not necessary for matters to be submitted to
the Supreme Council. However, the
Supreme Council has the final option to either hear or not hear the petition. Petition to be heard by the Supreme Council
must be submitted in writing in a simple letter format. Their decision however
shall be binding and final. They shall not have the power to override any
resolution, rule or regulation that had not been submitted to them for
resolution. The Supreme Council shall act
as the Awards Council for the association.
A simple majority vote among them would constitute a decision.
ARTICLE VII
Duties of the President
The President shall have the following functions and duties:
- He shall be the Chief Executive Officer
of the Association, and as such shall have active executive management of
the operations of the Association, subject, however, to approval of the
Board of Directors
- He may publish and enact resolutions,
procedures, policies, rules and regulations, subject to the laws of the United States,
in order to further the goals of the association. He shall do this in writing.
- He may submit any resolution, decision,
to the Board of Directors or to the Executive Officers at his option for a
vote to utilize their combined knowledge, but final decision rests with
his office.
- He shall have the support and
assistance of the executive officers.
- He shall act as the principal official
spokesperson of the Association.
- He shall have the power to sign
contracts for the Association or assign verbally anyone to sign contracts
for the Association to an amount not exceeding one single yearly
membership fee multiplied by the number of families who are members for
fund raising events like the Christmas Dinner-Dance Parties and the like.
- On contracts exceeding the amount
listed in article vii, section 5, he must have the majority vote of the
executive officers.
- He shall have the power to appropriate
the total budget of the association towards its projects or expenses at
his discretion, less the amount of money that was turned over to him by
the previous president as was ascertained by the association’s treasurer
and auditor during the turnover-audit.
- He shall have the power to exercise
executive matters and make decisions thereof but may, at his option, elect
to submit to the executive officers for their vote and the majority vote
thereof shall then be followed, however, subject to the approval of the
Board of Directors.
- He shall be personally liable to any
amount over and above the association’s available funds for any contract
he had signed for the association if and when the association
dissolves. However, if funds could
be raised, the association prior to the dissolution shall carry the
burden.
- The Board of Directors may not veto any
action of the president unless by a three quarters vote of all (not just
quorum) of the Board of Directors elects to reverse him. This action is
only necessary when the amount of dollar/decision would have reached an
amount exceeding one yearly family membership fee multiplied by the total
number of households as listed in the most current membership directory
maintained by the association’s secretary.
- Ensure compliance of all members and
officers with this constitution and that all goals and mission of the association
are adhered to.
- He shall have the power to call
meetings of the Board of Directors, Executive Officers, and of the general
membership of the Association and shall preside over such meetings.
- As with any organization and good
decorum, he shall give verbal reports to the general membership, first
immediately upon assuming office outlining his plan for his term, during
the interim year to give a state of the association address, and during
the end of his term to give his valedictory address to enumerate what had
been accomplished. He shall give these reports during the annual Christmas
Dinner-Dance party.
- He shall, in general, perform all
duties inherent to the Office of the President and the Board of Directors,
from time to time, may assign such other duties to him.
- The President shall appoint, within 60
days of his/her election, the other Executive Officers who shall assist
him/her in the performance of his/her duties, obligations and
responsibilities, which is composed of one Executive-Vice President, one
Vice-President for Internal Affairs, a Vice-President for External
Affairs, a Vice President for Operations, a Vice-President for
Communications, a Secretary, an Assistant Secretary, One Assistant
Treasurer, one to four Public Relations Officer(s), one to four Business
Manager(s), one Assistant Auditor, one to four Sergeant-at-Arms and such
other officers as may be provided by the By-Laws of the Association.
- The President at his option, submit to
an election the selection of his/her executive officers to the general
membership the same time he/she is selected.
- The President shall have the power to
replace any seat in the executive officers rank other than his own and
those appointed by the Board of Directors, subject to the approval of the
majority of the Board of Directors.
- The President as well as all other
officers shall hold office for a term of two years. The total attendees in
the in the picnic shall be deemed a sufficient quorum and the results of
the election thereof be deemed official.
Unless otherwise suggested, the election could be held by
acclamation or nomilection. If otherwise
suggested or objected to, a secret balloting must be used. There will be
no recourse to hold election by acclamation or nomilection
if opposition to the former had already been raised. With the exception of
honorary and explicit members, any member of the association, duly paid
his/her dues can be nomilelected as president of
the association. The president’s term may only be held for one term and
may only be extended for additional 1 year if necessary. The president, however, may run for
presidency again during the regularly scheduled election after one regular
term being out of office.
ARTICLE VIII
Duties of the Vice Presidents
- The Executive
Vice-President shall perform the duties of the president in the event
of the President’s absence. He shall assist the president in all matters
of executive function. He shall be
the point of contact of all other vice-presidents and executive officers.
- The Vice-President
for Internal Affairs shall perform the duties of the President in the
case of the absence of the President and the Executive Vice-President.
He/She shall be responsible in all matters pertaining to the internal
affairs of the association such as Newsletters, Souvenir Journals and the
like.
- The Vice-President
for External Affairs shall perform the duties of the President in the
case of the absence of the President, the Executive Vice-President and the
Vice-President for Internal Affairs.
He/She shall be responsible for all matters pertaining to the
external affairs of the association such as Press-Releases by the PRO,
Newsletters, Web site, Souvenir Journals, invitation of guests,
affiliations and coordination with outside organizations and the like.
- The Vice-President
for Operations shall perform the duties of the President in the case
of the absence of the President, the Executive Vice-President, the
Vice-President for Internal Affairs and the Vice-President for External
Affairs. He/She shall be
responsible for all matters pertaining to the operations of the
association such as creation of committees and the like.
- The Vice-President
for Communications shall perform the duties of the President in the
case of the absence of the President, the Executive Vice-President, the Vice-President for Internal Affairs, the
Vice-President for External Affairs and the Vice President for Operations.
He/She shall be responsible for all matters pertaining to the
communications of the association.
He/She shall assist the Vice-President for Internal and External
Affairs in matters of Communications.
In case of permanent incapacity or vacancy due to death, resignation, or
expulsion, the same order of succession shall be followed.
In the case of simultaneous incapacity of the President, the First,
Second, and Third Vice-Presidents, the Board of Directors shall elect from
among themselves a President who shall hold office
only for the unserved portion of the term of his
predecessors.
ARTICLE VIII (a)
Duties of the Secretary
The Secretary shall keep the records of all proceedings of the meetings
of the Board of Directors, the Executive Committee, Executive Officers, Calamba Association Awards Council and of the general
membership of the Association. He shall discharge all other functions inherent
to the position of the Secretary.
The minutes, records and other documents of the Association may be open
for inspection during office hours by bonafide
members in good standing upon five (5) days prior notice.
ARTICLE VIII (b)
Duties of the Assistant Secretary
The Assistant Secretary shall assist the Secretary in the performance of
the above functions. In the event of the absence of the Secretary, the
Assistant Secretary shall assume the duties of the Secretary.
ARTICLE IX
Duties of the Treasurer
The Treasurer shall deposit in a reputable bank within a reasonable
period after receipt all monies and properties of the Association. He shall
collect all dues, regular or special, and all donations to the Association and
shall disburse funds in accordance with the By-Laws.
He shall submit a complete statement of accounts in writing at the
annual meeting of the Association, during regular or special meetings and
immediately after the annual Christmas Dinner-Dance at the meeting of all
executive officers, chapter mayors and Board of Directors and discharge such
other functions inherent to the position of the Treasurer.
ARTICLE X (a)
Duties of the Assistant Treasurer
The Assistant Treasurer shall assist the Treasurer in the performance of
the above functions. In the event of the absence of the Treasurer, the
Assistant Treasurer shall assume the duties of the Treasurer. The primary
Treasurer shall be a permanent member of the Board of Directors, while the Assistant
Treasurer may be from the General membership.
ARTICLE X (b)
Duties of the Auditor(s)
The Auditor(s) shall perform the duties inherent to the
duties of that of an Auditor. He/She shall perform auditing functions at least
twice yearly, one prior to Annual Christmas Dinner-Dance Party and one
immediately after not exceeding 45 days, ensuring all expenditures are accurate
and in accordance with the goals, missions and regulations as provided for
within this constitution and by laws. He/She shall perform auditing functions
also when requested by the majority of the executive officers, or of the Board
of Directors of by the Chairman of the Board of Directions, by the President or
by the Treasurer or when after a major fund-raising event of project. The Primary Auditor must be a permanent member
of the Board of Directors while the Assistant Auditor may be from the General
Membership. His/her report and findings shall be submitted to the Executive
Committee in writing and at the option of the Chairman of the Board will be
published at least once a year at the association’s newsletter.
ARTICLE XI
Public Relations Officer
The Public Relations Officer shall have the following functions:
- He shall assist the Vice-President of
External Affairs in preparing all statements, news stories/articles for all
press releases on all activities, projects of the CANEUSA;
- He shall take charge of giving the
press releases to all media outlets for information/publicity purposes;
- He shall arrange for any and/or all
press conferences for TV and radio coverage of any and/or all major,
significant events, activities of the CANEUSA.
- He shall coordinate with all media
outlets on matters relating to the CANEUSA and its activities.
ARTICLE XII
Advisory Body
The Advisory Body of the Calamba Association shall be all past presidents
of the Association, the distinguished Calambeños and other persons who may be
designated by Resolution of the Board of Directors.
ARTICLE XIII
Chapters/Mayors
Chapters of the Association may be organized in different
places of the northeast region of the United States. Such chapters shall
have be headed by a Mayor who will the representative in meetings of the
association and shall be the primary point of contact for all members within
that specific region and will be responsible for the expansion and obtaining
new members within his/her district.
Acknowledged regions shall be published yearly in the associations
Annual Christmas Dinner-Dance Party Souvenir Journal. Additionally the same types of members as
provided in Article IV, a and b, of these By-Laws may
be organized as such. Once recognized by the Board of Directors, such chapters
may use the name "Calamba Association Northeast USA, Inc. provided that
the specific place and/or office wherein a particular chapter is organized is stated after said name. Mayors may submit resolutions and
suggestions to the Board of Directors or to the President for consideration and
may, at the President option, include the Mayors for
voting.
ARTICLE XIII (a)
Terms of Office
The Chairman of the Board’s term of office is three years and is elected/selected by the Board of Directors. The Board of
Directors term of office is permanent and composed primarily of originators
and/or founding members of the association and those specified in Article
V. The Executive Officers terms of
office is two years and are appointed to the seat with the exception of the
Chief Executive Officer, which is elected by the general membership. The Chapters/Mayors term office is four years
and is an appointed office by the Board of Directors.
ARTICLE XIII (b)
Membership Meetings
SECTION 1. The members of the Association shall hold a
general meeting at least once a year during the annual Calamba Association
Summer Fiesta and Reunion.
SECTION 2. A special meeting may be called upon the
written petition of at least fifty (50) members in good standing or upon a
Resolution of the Board of Directors.
ARTICLE XIV
Budget
The Executive Officers must devise a responsible budget that
must include money allocation for Projects, petty cash and necessary operating
expenses for office supplies, public relation activities, humanitarian,
charitable, membership fees, publications, communications and other expenses.
ARTICLE XV
Projects
The association shall undertake at least one major project
per year towards achieving the goals or mission of the association. It is recognized however, that some projects
may require one or two years to complete.
This constitution recommends that projects that enhance, strengthen and
enrich the goals of the mission of the association be pursued.
ARTICLE XVI
Events
Three-quarters of the Executive Officers vote and Three
Quarters vote of the Board of Directors are required in order to cancel the
following events.
- Annual
Christmas Dinner-Dance Ball during either the first or second week of
December.
- Annual
Summer Fiesta/Reunion
- Philippine
Independence Parade in Passaic, NJ.
A majority vote of the Executive Officers is required to
cancel the following events:
- Valentine’s
party
- Spring
trip to Atlantic city
- Autumn
trip to Atlantic city
- Philippine
Independence Parade participation at Jersey
City, NJ
.
ARTICLE XVI
Amendments
Every proposal to amend this Constitution shall be submitted in writing
during the annual regular meeting of the Association, when upon receiving the
affirmative vote of three-quarters plus one of the all the executive officers
and board of directors, it shall become part of the Constitution.
To change this Constitution however, requires three quarters plus one
vote of the whole association’s population to ratify and implement a new
Constitution. Votes may be done by mail but all votes must be in writing. It shall be a secret ballot known only to
Board of Directors and the Supreme Council.
In witness
whereof, witness our hand and seal as we the founders and framers, do hereby implement
and ratify this constitution:
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