MITCHAM FILIPINO-BRITISH ASSOCIATION
Mitcham, Surrey UK

ARTICLE 1: NAME

The association shall be known henceforth as the Mitcham Filipino-British Association (hereinafter called “MFBA or Mitcham Pinoy or Association”).

ARTICLE 2: MISSION

The mission of MFBA is to promote unity among Filipinos in Mitcham and to preserve tradition and culture of the Philippines whilst remaining to adopt British way of life.

ARTICLE 3: MEMBERSHIP

3.1 Membership is free and shall be open, irrespective of sex, sexual orientation, race, nationality, or political, religious or other opinion to:

3.1.1 Individuals aged eighteen years and over;

3.1.2 Who live within the area of Mitcham, who shall be known as Full members; The attendees agreed that membership is individual thus not limited to married members only. Unmarried partners of Filipino British members should be allowed to full membership. 

3.1.3 Who live outside the area of Mitcham, who shall be known as Associate members, and who may attend and have the right to vote at General Meetings of the Association; The attendees agreed the above that Associate members may attend meetings but proposed and unanimously agreed that Associate members should not have a vote at general meetings especially on the election of MFBA officers. 

3.1.4 Individuals aged under eighteen years, whether living within or outside the area of Mitcham, who shall be known as Junior members and who may be admitted to membership subject to such conditions as the General Committee may decide. They shall have the power to elect two of their number to represent them, without the right to vote, at meetings of the General Committee. Any Junior members may also attend General Meetings as observers but shall not have the right to vote;

3.1.5 Associations and organisations, whether corporate or unincorporated, (and including branches of national or international organisations) which operate solely or in part within the Mitcham area are voluntary and wish to support the objects of the Association, which shall be known as Affiliated Groups.

3.2 Election of Members: Members shall be elected upon verification of ownership of property in the UK, or upon verification of renting or leasing of property in the UK.

3.3 Termination of Membership: Membership in the Association is automatically terminated to any member who is no longer eligible for membership. The attendees proposed that Full members who have left the Mitcham area will be made Associate members instead thus may still attend meetings but will no longer have the right to vote in general meetings specifically the election of Executive Board.

3.4 Transfer of Membership: Membership in this Association is not transferable.

ARTICLE 4: EXECUTIVE BOARD

4.1 Membership and General Powers: Its Executive Board shall manage the business of the Association.

4.2 Regular Meetings: A regular meeting of the Executive Board shall be held every first Saturday of the month for the purpose of electing officers, establishing a time and place for regular meetings and for the conducting of any other business of the Association. The immediate past president of the Association shall preside at the first meeting of the Executive Board meeting until such time as a succeeding president is elected and duly installed.

4.3 Special Meetings: Special meetings of the Executive Board may be called by or at the request of the President or any three Executive Officers submitted in writing to the Executive Secretary. Due notice of such a meeting shall be given to each Executive Officers prior to the date thereof together with the purpose for the meeting.

4.4 Attendance: Any member of the Executive Board who absents himself/herself from four consecutive meetings without valid cause in the opinion of the Executive Officers may have his office declared vacant by vote of majority of all members of the Executive Board.

4.5 Vacancies: Any vacancy occurring, for any reason, in the Executive Board may be filled by the affirmative vote of a majority of the remaining Executive Officers.

4.6 Compensation: Executive Officers as such shall not receive compensation for their services, except reimbursement for actual expenses incurred on behalf of the Association and approved by an affirmative vote of a majority vote of Executive Officers present at a meeting.

4.7 Membership Attendance: Any member in good standing of the Association shall be permitted to attend any regular meeting of the Board of Directors.

ARTICLE 5:  EXECUTIVE OFFICERS

5.1 Officers: Officers shall consist of a President, Vice President (External), Vice President (Internal), Secretary, Asst-Secretary, Treasurer, Asst-Treasurer, PRO’s (4), Business Managers (4), Auditors (2) and Consultants (4).

5.2 Election: Officers of the Association shall be elected by ballot at the annual meeting of the Association. All officers must be members of the Executive Board. Vacancies may be filled at any meeting of the Board.

5.3 Term: The term of office shall be for one year.

5.4 A vacancy in any elected office shall be filled by a majority vote of the Executive Officers.

5.5 A vacancy in an elected office shall be created by four consecutive, unexcused absences of any elected officer.

ARTICLE 6: DUTIES OF THE EXECUTIVE OFFICERS

6.1 The President shall direct and supervise the activities of the Executive Board. He/She shall preside at all meetings of the Board and the general membership meetings. He/She shall be advisory to all committees and shall be responsible for coordinating the actions of those committees. He/She shall cast a vote only in case of a tie.

6.2 The Vice President (External Affairs) shall perform the duties of the President, in his/her absence. The Vice President (External Affairs) shall also assist the President in coordinating the work of the committees, or other special duties as requested by the President. He/She may vote on any Executive Board, except when acting as chair. He/She shall be focused on introducing our organisation to the regional community in an attempt to establish community allies and partnership.

6.3 The Vice President (Internal Affairs) shall perform the duties of the President, in his/her absence with the coordination and discretion of the Vice President for External Affairs. He/She shall also assist the President in coordinating the work of the committees, or other special duties as requested by the President. He/She may vote on any Executive Board, except when acting as chair. He/She shall be responsible in introducing the organisation to the Filipino community in the United Kingdom. He/She shall be focused on selling the vision of the Association, setting the organization up and strengthening it administratively. In the event that one of the Executive Officers is unable to fulfill their duties, and that officer's assistant is unavailable, the Vice President for Internal Affairs is responsible for that office until the vacancy is filled.

6.4 The Secretary shall maintain the records of the Association and be responsible for a membership file and all papers and documents pertinent to the Association. The Secretary shall provide copies of all minutes of the Executive Board and General membership meetings, retain a copy of said minutes and any other pertinent correspondence for the association files.

6.5 The Assistant Secretary shall perform the duties of the Secretary, in his/her absence. The Assistant Secretary shall also assist the Secretary in coordinating the work of the committees, or other special duties as requested by the Secretary.

6.6 The Treasurer shall maintain the financial records and be accountable for the funds of the association. He/She may vote on any Executive Board matter, except when acting as chair.

6.7 The Assistant Treasurer shall perform the duties of the Treasurer, in his/her absence. The Assistant Treasurer shall also assist the Treasurer in coordinating the work of the committees, or other special duties as requested by the Treasurer.

6.8 The Auditor shall audit all bills approved for payment by the Officers and/or Committees before warrants are issued. It must be confirmed that charges are legitimate and that there are adequate funds to cover the payments in the proper departmental budgets. The law requires the auditor to examine the association treasurer’s books each month to check for accuracy.

6.9 The Public Relation Officer (PRO) shall focus on promoting the organization externally via publicity and community relations. He/she is charged with preparing a comprehensive communications program that will keep both members and non-members aware of the benefits and opportunities offered through MFBA membership.

6.10 The Business Manager’s duties and responsibilities include assessments of marketing opportunities and target markets, intelligence gathering on customers and competitors, generating leads for possible sales, follow-up sales activity, formal proposal writing and business model design. Business development involves evaluating a business and then realizing its full potential, using such tools as marketing, sales, and customer service and information management.

6.11 The Consultant will be responsible for timely and efficient project success with the proposed activities within the scope of his/her sphere of duties. He/She will be responsible for particularly the preparation and implementation of training and research programs in his/her sphere of duties, maintaining the necessary coordination for the trainers and also supporting the implementation of other related collaborative activities deemed necessary.

ARTICLE 7: COMMITTEES

7.1 General Committee. The General Committee shall have power to enter into contracts for the purposes of the Association on behalf of the members and may exercise on behalf of the Association any or all of the powers enumerated in Article 6 hereof.

7.2 Membership Committee. The Membership Committee shall consist of at least four members appointed or elected by the Executive Officers each year. It shall be the duty of the Membership Committee to advise the Executive Board on policy regarding all aspects of membership, to implement formal policies regarding membership as directed by the Executive Board, to actively solicit new members, and to actively encourage renewal of membership.

7.3 Finance Committee. The Finance Committee shall consist of four members who shall be appointed or elected by the Executive Board each year. The Treasurer shall serve on the Committee as an ex officio member without vote. It shall be the duty of the Finance Committee to present an annual budget, review the annual financial statement of the association.

7.4 Other Committees. Other committees not having and exercising the authority of the Executive Board in the management of the association may be appointed in such manner as may be designated by a resolution adopted by a majority of the Executive Officers present at a meeting at which a quorum is present.

7.5 Term of Office. Each member of a committee shall continue as such until the term of office, as designated by the Executive Board, expires and until his/her successor is appointed, unless the committee shall be sooner terminated, or unless such member be removed from such committee, or unless such member shall cease to qualify as a member thereof, or unless otherwise provided by these Bylaws.

7.6 Chairperson. One member of each committee shall be appointed chairperson by the person or persons authorized to appoint the member thereof, unless otherwise provided by these Bylaws.

7.7 Vacancies. Vacancies in the membership of any committee may be filled by appointments made in the same manner as provided in the case of the original appointments.

7.8 Quorum. Unless otherwise provided in the resolution of the Executive Board designating a committee, a majority of the whole committee shall constitute a quorum and the act of a majority of the members present at a meeting at which a quorum is present shall be the act of the committee.

7.9 Rules. Each committee may adopt rules for its own government not inconsistent with these Bylaws or with rules adopted by the Executive Board.

ARTICLE 8: CHEQUES, DEPOSITS and FUNDS

8.1 Cheques, Drafts, etc.: All cheques, drafts, or orders for payment of money, notes or other evidences of indebtedness issued in the name of the Association, shall be signed by the President and/or the Treasurer or the Secretary.

8.2 Deposits: All funds of the Association shall be deposited from time to time to the credit of the Association in such banks, trust companies or other depositories as the Executive Board may select.

8.3 Gifts: The Executive Board may accept on behalf of the Association any contribution, gift, bequest or devise for the general purpose or for any special purpose of the Association.

ARTICLE 9: AMENDMENTS

The Bylaws may be repealed or amended or new Bylaws may be adopted by a majority vote at any general membership meeting. Notice of the meeting and of the proposed Bylaws changes shall be forwarded to all members at least thirty (30) days, prior to any meeting at which time any action is to be taken on the proposed changes.

This is to certify that the foregoing Bylaws was amended, pursuant to Article 9, of the MFBA Bylaws adopted on 07 February 2010 during the MFBA membership meeting held at Mr Jess Magdaong’s residence, 08 Grove Road, Mitcham, Surrey CR4 1SA.

Signed
Signatory
Mitcham Filipino-British Association