BY-LAWS
ARTICLE I : NAME & OBJECTIVES
SECTION 1
NAME
The name of the association shall be: AGUMAN KAPAMPANGAN - DUBAI &
NORTHERN EMIRATES, UNITED ARAB EMIRATES.
SECTION 2
OBJECTIVES
To recognize, preserve and promote the heritage of Kapampangan among
OFWs and the whole Filipino Community in the UAE.
To actively participate in the activities of the Filipino Community
under the guidance of OWWA and Philippine Embassy for the improvement of
the welfare of the members and communicate regulations that will affect
them.
To increase awareness of the laws and policies of the host country by
disseminating relevant information that will affect the members.
To execute training and seminar to help the members equip themselves
when they will decide to go back to the Philippines for good
(reintegration to local work force).
To encourage cooperation, establish camaraderie among Kapampangan and
promote the spirit of brotherhood by helping members during the time of
need (Balikatan).
ARTICLE II: OFFICE
SECTION 1
The principal office of the club shall be located in Dubai, United Arab
Emirates with business address as Post Office Box 4960, Embassy of the
Philippines, Office of the Labour Attaché, Dubai.
ARTICLE III: ORGANIZATION
SECTION 1
Organization shall be composed of Kapampangans residing or working ,
but not limited to the areas in U.A.E.
1. Dubai
2. Sharjah
3. Ajman
4. Um Al Quwainn
5. Fujairah
6. Ras Al Kaimah
ARTICLE IV: MEMBERSHIP
SECTION 1
FOUNDING MEMBERS
Kapampangans who have filled up a membership forms and have attended at
least two (2) members meeting before the formal organization and though
unanimous decision of Interim Officers.
SECTION 2
REGULAR MEMBERS
Any Filipino Kapampangan holding a valid residence or visit visa from
United Arab Emirates is eligible for regular membership in this
organization, he/she should be eighteen (18) years of age otherwise he/she
will be eligible as Associate Member as defined in section 2.
SECTION 3
ASSOCIATE MEMBERS
Any Filipino Kapampangan not otherwise qualified in Section 2 holding a
valid residence or visit visa from United Arab Emirates is eligible for
associate membership in this organization.
SECTION 4
HONORARY MEMBERS
Honorary membership may be extended to outstanding Kapampangan as
recommended by Membership Committee and unanimously approved by the
Officers.
SECTION 5
CERTIFICATE OF MEMBERSHIP
Every member shall be entitled to a certificate of membership upon
verification and approval of his/her qualifications as stated in Sections
1 and 2. And upon payment of the required dues prescribed in these by-laws
and after taking the membership pledge as provided in Section 4.
SECTION 6
MEMBERSHIP PLEDGE
Every qualified member is entitled to a certificate as per Section 3,
shall take a Membership Pledge before the elected officers of the
organization at any meeting of members, the Certificate of Membership
shall thereupon be issued to him/her.
SECTION 7
MEMBER IN GOOD STANDING
A member in good standing as of any particular date is an active member
whose membership dues are fully paid as of such date. He/She should attend
general membership meetings and participate in organization's activities.
SECTION 8
MEMBERSHIP DISPUTE
Any dispute on membership or question thereon, including issues in
organization's affiliation of members shall be resolved by the Membership
Committee subject to the confirmation of the Elected Officers.
ARTICLE V: TERMINATION AND REINSTATEMENT OF MEMBERSHIP
SECTION 1
LOSS OR SUSPENSION OF MEMBERSHIP
Membership may be revoked in case of loss in residency in the UAE or
where the members left the country for good.
SECTION 2
VOLUNTARY TERMINATION OF MEMBERSHIP
Any member may resign from membership in organization by notice in
writing submitted to the Organization's Secretary provided that such
resignation shall be effective as of the date fixed in said notice,
subject to the acceptance of the elected council which shall be given
within 15 calendar days from receipt of the said notice.
SECTION 3
FAILURE TO PAY DUES OR OTHER ACCOUNTS
Any member whose dues or other accounts remain unpaid after the
prescribed last day of payment as provided in Section 1 of Article XII
shall automatically be dropped from the active membership roster of the
organization upon the expiration of 60 calendar days from the date of
notice to that effect through registered mail or other forms of electronic
mailing system, unless payment is effected prior to the expiration of 60
calendar days period.
SECTION 4
REINSTATEMENT OF MEMBERSHIP
Only upon payment of all dues in arrears and/or obligations, shall the
executive council approve the reinstatement of members to his active
membership status.
ARTICLE VI: THE AGUMAN COUNCIL
SECTION 1
THE COUNCIL
The organization shall be governed by a council, composed of fifteen
(15) members with at least one representative of each Emirates as defined
in Section 1 of Article III.
SECTION 2
QUALIFICATION OF COUNCIL MEMBERS
The council members shall have the following qualifications:
· Must be a member in good standing as defined in Section 7 of Article
IV concerned for at least three (3) months before the election;
· Must be holder of valid residence visa issued by UAE and has shown
interest in advancement of the welfare of the organization;
· Must be of good moral character.
SECTION 3
TERM OF OFFICE OF COUNCIL MEMBERS
The council members shall have a term of one (1) Gregorian calendar
year.
SECTION 4
VACANCIES
In case of any vacancy or vacancies in the Council by reason of death,
resignation or any other cause it shall be filled automatically by the
candidate in the immediately preceding election who garnered the number of
highest votes among losing candidates and shall hold office to complete
the term of the council member who vacated his post. When the vacant
position is that of an officer, the vacancy may be filled up by the
Council by electing one from among themselves to fill up the vacancy and
complete the term of the officer who vacated the position, except in the
case of the position of the Chairman which shall be filled up by the order
of succession as follows:-
First Vice Chairman
Second Secretary
Third Treasurer
The remaining council members shall then elect among themselves to fill
up the position of Vice-Chairman which was vacated after assuming the
Chairmanship.
SECTION 5
DUTIES AND POWERS
It shall be the duty of the Council to conduct the businesses and
affairs of the organization to perform such acts as shall protect the
interests of the members.
SECTION 6
COUNCIL MEETINGS
There shall be twelve (12) regular monthly meetings. The members of the
council shall agree on a fixed time, date and venue of the meeting. During
the meeting, the activities shall be discussed and the Treasurer shall
render a report on the financial affairs of the organization. No prior
notice shall be required for a monthly regular meeting unless:
· It is held at a time, date or place different from that previously
agreed upon or fixed by the council; or
· A subject matter requiring approval by at least a majority of the
members of the council shall be taken up during the meeting. The notice,
if required, shall be either in writing, electronic mail or telephone call
and shall be served to the council members at least four (4) calendar days
prior to the date of the meeting. Failure to give such notice or deviation
therein shall not affect the validity of the regular meeting or of any
proceeding thereat, if all the council members are present at such special
meeting.
Special meeting of the council members may be called by the Chairman on
one (1) calendar day's notice to each council member personally, in
writing, electronic mail or through telephone, or at the written request
signed by eight (8) council members. Such call shall specify the time,
date, place and objective of such special meeting.
SECTION 7
QUORUM
A majority of the Council Members shall constitute a quorum for the
transaction of the business and, in the absence of a quorum, a majority
vote of the Council Members present shall be sufficient to decide any
action, except on those matters specifically requiring a difference in
majority vote as herein provided.
ARTICLE VII: THE EXECUTIVE COUNCIL
SECTION 1
ELECTED OFFICERS
The Aguman shall have a Chairman, Vice Chairman, Treasurer, Asst.
Treasurer, Secretary, Asst. Secretary, Public Relation Officer, Auditor
and seven (7) Committee Directors.
SECTION 2
CHAIRMAN
The Aguman Chairman shall exercise general supervision over the affairs
thereof. He will ensure that the By-laws as well as, resolutions,
directives and policies issued in pursuance thereof by the officers and
committees acting within their respective authorities are complied with.
He shall preside at all meetings of the Aguman as well as of the officers
thereof. He shall represent the Aguman on all occasion and in all matters
where it should be represented, including but not limited to the
attendance of official functions in the Filipino Community.
SECTION 3
VICE CHAIRMAN
The Vice-Chairman shall perform such functions as may be delegated by
the Chairman.
SECTION 4
SECRETARY
The Secretary shall keep minutes of meetings of Aguman and the Officers
thereof. He shall be responsible for giving notices required to be given
for meetings as well as for all matters concerning Aguman. He shall
perform such other duties as may be assigned by the Chairman.
SECTION 5
ASSISTANT SECRETARY
In the absence of the Secretary, he shall perform the duties assigned
as per above and assist the Secretary whenever as appropriate.
SECTION 6
TREASURER
The Treasurer shall collect all fees, dues or contributions from
members as are required by this By-Laws as may be authorized by Council
and/or members. He/She shall render monthly reports to the members
regarding receipts and disbursements and other amount under his/her
responsibility. He shall keep the cash or check in the bank under the name
of Aguman or any other name as agreed by members. He/She shall perform
such other duties as may be assigned to him by the Chairman.
SECTION 7
ASSISTANT TREASURER
In the absence of the Treasurer, he shall perform the duties assigned
as per above and shall assist the Treasurer whenever as appropriate.
SECTION 8
PUBLIC RELATION OFFICER
He shall be responsible for promoting the good image of Aguman.
SECTION 9
AUDITOR
He shall be responsible in checking the authenticity and accuracy of
financial records of Aguman and report any irregularities to the Elected
Council.
ARTICLE VIII
MEETINGS
SECTION 1
GENERAL MEMBERSHIP MEETINGS
The Aguman shall hold regular meetings in such frequency, time, date
and place as the membership may decide, provided that there must be at
least one (1) General Membership Meeting every calendar quarter. The
meetings shall include in its agenda highlights of the Aguman activities,
current projects and action plan in addition to regular Treasurer's report
on the financial affairs of Aguman and committees' report of activities.
No prior notice shall be required for the meeting if held on a regular
date, time and place previously agreed upon by the members.
SECTION 2
ANNUAL GENERAL MEMBERSHIP MEETINGS
There shall be an Annual General Membership Meeting during which the
Chairman shall render his annual report. The Annual Meeting shall be held
on the First Friday of December every year at such time and place as
indicated in the notice of meeting.
SECTION 3
SPECIAL MEETING
Special meetings of the members of Aguman may be held anytime (a) upon
call by the Chairman, or (b) pursuant to a resolution of the council, or
(c) upon written request of not less than fifteen (15) members in good
standing, setting forth the objective thereof.
SECTION 4
NOTICE
Not later than ten (10) calendar days prior to the holding of general,
annual or special meeting, written notice thereof shall be sent by
telephone, telefax, electronic mail, or mail with prepaid postage to the
last registered address of all members as at a date to be determined by
the Council, which shall not be more than forty five (15) days before the
date of such meeting.
SECTION 5
QUORUM
The physical presence of fifteen (15) members in good standing shall
constitute a quorum for purposes of a regular or special general
membership meeting.
SECTION 6
ATTENDANCE
A member shall attend a required number of regular and special meetings
of Aguman. Participation in any activity organized or sponsored by Aguman.
The number of meetings as set out by the council and upon approval of
members , a member is obliged to attend.
ARTICLE IX: ELECTIONS
SECTION 1
COMMISSION ON ELECTIONS
There shall be a Commission on Election (COMELEC) to supervise the
conduct of election of council members.
SECTION 2
MEMBERSHIP OF COMMISSION
The COMELEC shall be composed of five (5) members who shall be
appointed by the Council two (2) months before the end of their tenure for
a term of one (1) Gregorian year.
No member of COMELEC shall be a candidate for any elective office in
Aguman during his term of office.
SECTION 3
ELECTION OF MEMBERS OF THE COUNCIL
The members shall elect the council members within a period to be
determined by COMELEC, which shall not be less than sixty (60) days before
the end of tenure of current council members. All questions and conflicts
regarding manner of holding elections as well as the results thereof shall
be decided by the COMELEC.
No person shall be elected to the same position for more than two (2)
consecutive years.
SECTION 4
NOMINATING COMMITTEE
For purposes of selecting candidates for the council, a Nominating
Committee shall be created with five (5) members composed of the incumbent
Chairman and four (4) immediate past Chairmen/Vice Chairmen provided they
are not running for elections. Provided further, that if any of them is
not available, Council shall appoint replacements from among the other
past Chairmen/Vice Chairmen or any member giving due consideration to the
Committee's Emirate's representation.
SECTION 5
NOMINATING PROCEDURE
Each member shall be entitled to send nominees provided the member is
an active member. Nominating forms, prescribed by Nominating Committee,
shall be made available to the members not later than August 1 of each
year and shall be received by Nominating Committee not later than August
31 of the same year.
SECTION 6
QUALIFICATIONS
In choosing the nominees, the nominating member shall see to it that
the members he is nominating, possessed the qualifications as specified in
Section 2 of Article VI.
SECTION 7
LIST OF NOMINEES
The list of nominees finally selected as candidates for election to the
Council shall be submitted by the Nominating Committee to the COMELEC not
later than September 15 of each year or on the following business day if
this date falls on Friday, provided that, if the Nominating Committee can
not submit the list on the date specified, the COMELEC shall on the
following business day inform the Chairman who will then convene , not
later than seven (7) days thereafter, the members of the Council , to
prepare and submit to COMELEC the list of nominees for the Council.
The list of nominees shall be circularized to the members of Aguman by
the COMELEC not later than October 1. Any member in good standing who is
not included in the list of nominees above-mentioned may be nominated in
writing as candidate for election to the Council by at least ten (10)
members in good standing, provided that the nomination is received by
COMELEC not later than October 15.
The final list of nominees including those submitted by at least ten
(10) members mentioned in the preceding paragraph shall be circularized by
the COMELEC to the members not later than thirty (30) days before annual
election.
SECTION 8
MANNER OF VOTING
Voting for the election of Council shall always be by ballot and
conducted on the day of the annual general meeting of members. Every
member entitled to vote, may vote in person or if he can not be present on
the day of election, he shall, in instrument in writing signed by him
identify the nominees of his choice and appoint a proxy to officially cast
his vote.
The proxy form, which shall be signed and pre-numbered by the COMELEC,
must be received by the commission at least fifteen (15) calendar days
prior to the date of the meeting.
Each member qualified to vote shall be entitled to cast one vote for
each council seat available to be voted upon.
The candidates receiving the highest number of votes shall be declared
elected.
ARTICLE X: AGUMAN COMMITTEES
SECTION 1
STANDING COMMITTEES
There shall be six (6) Standing Committees, namely:
1. Committee on Memberships and Meetings
2. Committee on Finance
3. Committee on Sports
4. Committee on Information
5. Committee on Civic and Social Affairs
6. Committee on External Affairs
7. Ad-hoc Committee
SECTION 2
COMMITTEE COMPOSITION
A committee shall be composed of not less than five (5) nor more than
fifteen (15) members according to its functions. It shall have a Director,
a Deputy Director and a Secretary.
SECTION 3
COMMITTEE MEETINGS
Regular meetings of each committee shall be held at least once a month.
Special committee meetings may also be held. Notices of meetings should be
circulated to committee members at least one week prior to the meeting
date.
If Aguman Chairman deems it necessary, he may request the Committee
Director to call a regular or special Committee meeting. The Chairman or
Vice Chairman may attend any committee meeting.
SECTION 4
COMMITTEE REPORTS
Minutes of meetings shall be furnished to the Aguman Secretary for the
information of the members of the Elected Council. All Committees shall
submit reports of their activities to the Council not later than ten (10)
days after holding of any activity. The reports to be submitted shall
include, among others, a statement of cash receipts and disbursements that
shall be prepared by the Committee Director, certified by Aguman Treasurer
and audited by Aguman Auditor.
ARTICLE XI: FUNCTIONS OF AGUMAN COMMITTEES
SECTION 1
COMMITTEE ON MEMBERSHIP & MEETINGS
1. To update the membership status as follows:-
Acceptance and renewal of membership
Gathering data information of each member
Keeping the database of membership
2. To inform the members about the meeting through telephone,
electronic mail or any other forms communication.
3. To submit an updated membership list to all members semi-annually.
SECTION 2
COMMITTEE ON FINANCE
1. To prepare and submit the annual budget of Aguman for the approval
by the Elected Council;
2. To study ways and means of improving the financial position of
Aguman;
3. To study and recommend to the Elected Council appropriate action on
all projects affecting the movements of funds;
4. To assist the Treasurer in the collection of membership dues;
5. To recommend to the Elected Council, in coordination with the
Committee on Membership & Meetings appropriate action on members who
are delinquent in the payment of their dues;
6. To render at least quarterly report to the Elected Council on the
progress of the committee work;
7. To undertake the publication of the quarterly financial statement of
Aguman to be published to the members.
SECTION 3
COMMITTEE ON SPORTS
1. To plan all the activities of the organization for the year and
supervise the implementation thereon.
2. To submit the estimated cost of each activity prior to the
implementation to avoid any losses and due to improper financial planning.
3. To submit a complete financial report after the event and always
practice transparency in order to avoid disagreement among members.
SECTION 4
COMMITTEE ON INFORMATION
1. To provide information to all members through newsletter,
publication or any other form of communication available.
2. To disseminate government regulations coming from UAE and
Philippines on a regular basis in order to update the members on important
issues that affect them.
3. To edit all information that can be published and ensure that we
abide to the laws of the host country and the Philippines.
SECTION 5
COMMITTEE ON CIVIC & SOCIAL AFFAIRS
1. To oversee all the civic and social activities of the organization
within the areas of coverage in the UAE.
2. To coordinate with the government on civic and social functions
pertaining to the Filipino Community in Dubai and Northern Emirates.
3. To coordinate the venue for social affairs scheduled by the
organization.
4. To interact with other Filipino groups in the community.
SECTION 6
COMMITTEE ON EXTERNAL AFFAIRS
1. To coordinate all external affairs of the organization and act as
liaison in securing support outside the jurisdiction of Committee on Civic
and Social Affairs.
SECTION 7
AD-HOC COMMITTEE
ARTICLE XII: MEMBERSHIP DUES AND FEES
SECTION 1
PAYMENT OF DUES
Members shall pay their annual membership dues at amount of UAE Dirhams
twenty (AED 20.00), however, any duly approved change in the rate of
annual membership dues shall not become effective until the next
succeeding year and only after due notice shall have been given to the
membership.
ARTICLE XIII: AMENDMENTS
SECTION 1
RECOMMENDATION
The elected council shall have the sole authority to recommend
amendments to the By-Laws provided a two thirds (2/3) vote of the members
of the council present is obtained.
SECTION 2
RATIFICATION
The amendments shall be ratified by the majority members through a vote
and majority will be determined by votes cast.
