CONSTITUTION AND BYLAWS
ASSOCIATION OF FILIPINO SCHOLARS IN TSUKUBA
(FAST)
PREAMBLE
We, the officers and members of the Association of Filipino
Scholars in Tsukuba, bound by the common realization of the
value and wisdom of unity and solidarity amongst ourselves,
conscious of the need to integrate our individual aspirations
towards the fulfillment of our common interests, committed
to the pursuit of promoting Filipino values, customs and traditions,
and inspired by the ideals of our own principles and faith,
do hereby promulgate this Constitution.
ARTICLE I - NAME AND NATURE OF
THE ASSOCIATION
1. The Association shall be officially known as the gAssociation
of Filipino Scholars in Tsukuba,h abbreviated as FAST,
herein referred to as the Association.
2. For purposes of correspondence, the Association shall
maintain the following official address:
THE PRESIDENT
Association of Filipino Scholars in Tsukuba (FAST)
c/o Mr. Benigno D. Tutor, Jr.
Friends International Mart/ UNINETWORK Inc.
1F Kawada Bldg.
1-5-3 Amakubo, Tsukuba-shi, Ibaraki-ken, JAPAN 305-0005
3. The Association shall maintain its independent, non-stock,
non-profit and non-political orientation.
ARTICLE II - AIMS
The Association shall pursue the following aims:
1. To provide a venue for regular exchanges and interaction
among Filipinos in general, especially among Filipino scholars
based in Ibaraki Prefecture;
2. To extend moral, financial, and/or other forms of assistance
to any member in need;
3. To foster loyalty and service to the Philippines by encouraging
its members to make their expertise available to Filipinos;
4. To promote, whenever possible, the rich Filipino heritage
and culture in various exposures; and,
5. To open channels and opportunities that could help enhance
not only state-to-state relations between the Philippines
and Japan, but also the positive exchanges between the people
of both countries.
ARTICLE III - MEMBERSHIP
1. Membership shall be open to all Filipino scholars in the
entire Ibaraki area. The definition of the word gscholarsh
shall be purposely kept unrestricted to broaden the Associationfs
membership base.
2. Membership shall be classified as follows:
(a) FULL MEMBERS-to include all students, researchers, and
trainees working and/or studying in any of the research institutes,
schools and training centers in Tsukuba Science City, respectively;
(b) AFFILIATE MEMBERS-to include all students, researchers,
and trainees working and/or studying in any of the research
institutes, schools and training centers outside Tsukuba Science
City but within the Ibaraki Prefecture;
(c) ACTIVE ALUMNI MEMBERS- to include all members who have
graduated from any of the schools, trainees who have completed
their training programs, and researchers who have completed
their expected tenures, provided that they have expressed
willingness to actively participate in the Associationfs
activities as well as comply with the requirements for membership;
and,
(d) HONORARY MEMBERS- to include spouses of full, affiliate
and active alumni members as well as all other non-scholars
who have been vouched for by any member of the Association,
complied with the requirements for membership, and received
full recognition by the body.
3. Prerequisites for membership include the applicantfs
submission of a properly filled out registration form, his
or her willingness to meet the obligations inherent in onefs
becoming a member, and payment of the membership dues. Non-scholars
who would like to be honorary members should submit a letter
of intent as well as abide by guidelines set forth by the
Association.
ARTICLE IV - ORGANIZATIONAL SET-UP
The Associationfs Executive Committee, hereinafter
referred to as the EXECOM, shall be composed of the President,
Internal Vice-president, External Vice-president, Secretary,
Treasurer, Auditor, Business Manager and Public Information
Officer. The EXECOM shall be elected from among the members
in accordance with the provisions of Article V.
The EXECOM may create ad hoc committees in aid of their designated
functions and responsibilities. They may also name advisers
from the roster of past officers and alumni members, Foreign
Service officers from Philippine diplomatic missions in Japan,
and from the Japanese professional community in Ibaraki.
Section I - Responsibilities of the President
The President shall have the following duties and responsibilities:
1. To call and preside over meetings of the Association;
2. To plan, supervise and coordinate the activities and projects
of the Association;
3. To create, whenever necessary, ad hoc committees for specific
tasks and projects;
4. To act as the official representative of the Association;
and,
5. To serve as ex-officio member of the EXECOM on the year
immediately following the expiration of his or her term as
president.
Section II - Responsibilities of the Internal Vice-President
The Internal Vice-President (IVP) shall have the following
duties and responsibilities:
1. To assume the responsibilities of the President in his/her
absence and/or incapacity;
2. To assist the President, while at the same time acting
as a check, in all matters concerning the Association that
may be considered internal in nature; and,
3. To perform other official functions that the President
may assign to him/her.
Section III - Responsibilities of the External Vice-President
The External Vice-President (EVP) shall have the following
duties and responsibilities:
1. To assume the responsibilities of the President in the
event that both the President and the Internal Vice-President
cannot perform their duties due to their absence and/or incapacity;
2. To assist the President, while at the same time acting
as a check, in all matters concerning the Association that
may be considered external in nature;
3. To act as the Associationfs official liaison officer;
and,
4. To perform other official functions that the President
may assign to him/her.
Section IV - Responsibilities of the Secretary
The Secretary shall have the following duties and responsibilities:
1. To record and file the minutes of all the meetings and
activities of the Association;
2. To maintain a profile of the Associationfs members;
3. To safeguard all the information provided by the members
in the official membership form against any possible imprudent
use;
4. To update and distribute the FAST telephone directory,
otherwise known as the FAST dial; and,
5. To perform other official functions that the President
may assign to him/her.
Section V - Responsibilities of the Treasurer
The Treasurer shall have the following duties and responsibilities:
1. To take charge of all the financial concerns of the Association;
2. To collect fees due to the Association, such as membership
fees and payment for loans;
3. To keep track of the Associationfs financial standing
and maintain records of all financial transactions;
4. To release funds, in concurrence with all the officers
of the EXECOM, or at least with the President, for specific
purposes;
5. To submit a financial report to the auditor on a monthly
basis, or whenever deemed necessary; and,
6. To perform other functions that the President may assign
to him/her.
Section VI - Responsibilities of the Auditor
The Auditor shall have the following duties and responsibilities:
1. To audit the financial report provided by the Treasurer;
2. To report on the financial status of the Association to
the members;
3. To conduct and maintain an inventory of all the Associationfs
properties; and,
4. To perform other functions that the President may assign
to him/her.
Section VII - Responsibilities of the Business Manager
The Business Manager shall have the following duties and
responsibilities:
1. To introduce and initiate fundraising activities for the
Association;
2. To assist the Treasurer in keeping track of the Associationfs
financial standing; and,
3. To perform other functions that the President may assign
to him/her.
Section VIII - Responsibilities of the Public Information
Officer
The Public Information Officer (PIO) shall have the following
duties and responsibilities:
1. To ensure that all members are regularly informed of matters
related to the Association;
2. To disseminate, in coordination with the secretary, information
related to the Associationfs forthcoming activities;
3. To act as the Editor-in-Chief of the official organ and/or
Webmaster of the Associationfs website, if any; and,
4. To perform other functions that the President may assign
to him/her.
ARTICLE V - ELECTIONS AND TENURE
1. The Annual Elections are to be conducted preferably on
the last Sunday of November or first Sunday of December, during
which time the Annual General Assembly shall also be held.
The officers, however, have the discretion to postpone the
elections to another date for reasons of lack of quorum or
any other inevitable occurrences.
2. Elections shall be done by secret balloting.
3. Fifty percent (50%) of the voting members shall constitute
a quorum for the elections.
4. All registered members are entitled to vote.
5. All registered members are entitled to run for office;
however, only full members are entitled to run for President,
Internal Vice-President, and External Vice-President.
6. The EXECOM shall be elected through a simple majority,
or if in the case of multiple candidates, through a plurality
of votes.
7. Eligibility for candidacy for the position of President
shall be open only to those who have maintained their membership
with the Association for at least six months prior to election
day.
8. While the outgoing officers shall hold office until the
last day of February, they shall remain responsible for the
Associationfs activities until the new set of officers
officially assume their seats in the first week of March of
the same year.
9. For purposes of ensuring a smooth transition, the outgoing
and incoming set of officers shall, in the interim, jointly
sit for their positions during meetings.
10. No officer shall be allowed to hold the same position
for more than two consecutive terms.
11. Members graduating and/or leaving in March of the following
year from the elections will compose the Electoral Board that
shall supervise and facilitate the polls.
ARTICLE VI - RESIGNATION AND RECALL
1. Any officer may be removed from office through a two-thirds
(2/3) vote of gno confidenceh by the members if
he or she is found undeserving of the position entrusted to
him/her.
2. Any officer reserves the right to resign at any point
within his/her term of office provided that a formal resignation
letter with an explanation is submitted to the Association
at least three weeks prior to his/her chosen date. An officer
is considered resigned only after a formal acceptance of his/her
resignation shall have been effected at a special meeting
for the purpose, in which he or she must be present.
3. A special election for the vacated position shall be held
immediately, preferably on the same day after the position
is officially vacated.
ARTICLE VII - RIGHTS OF THE MEMBERS
Every member shall have the right:
1. To be informed of all the activities of the Association;
2. To benefit from the activities of the organization;
3. To offer suggestions and criticisms; and,
4. To avail of the Emergency Fund and other resources available.
ARTICLE VIII - RESPONSIBILITIES
OF THE MEMBERS
Every member shall have the following responsibilities:
1. To actively participate, whenever possible, in the Associationfs
activities;
2. To offer services and other forms of support to the Association;
3. To respect the will of the majority in any case when the
Associationfs pursuit of a particular cause runs contrary
to his/her personal conviction;
4. To pay the membership fee and other dues set by the Association;
and,
5. To perform tasks assigned to him/her from time to time.
ARTICLE IX - MEETINGS
1. The EXECOM and other ad hoc committee officers shall meet
at least once a month, the date, time and venue of which shall
be decided by themselves on the basis of their convenience.
2. There shall be an Annual General Assembly during which
time the outgoing officers will be given the opportunity to
provide initial or full report of their accomplishments, the
election of new set of officers will be held, and the overall
status of the Association will be assessed.
3. All other meetings may be called for by the President,
the EXECOM, and/or, a simple majority of the members.
ARTICLE X - FUNDS
The Associationfs Central Funds (i.e., the total funds)
shall be divided into three components: the Emergency Fund,
Revolving Fund and the Petty Cash.
Section I-The Emergency Fund
1. The Emergency Fund shall consist of at least 50% of the
Central Funds.
2. The Emergency Fund shall be used mainly as insurance against
emergency expenses of members and their immediate relatives
while in Japan.
3. The Emergency Fund shall be subject to the Articles of
Trusteeship to be promulgated along with this Constitution.
4. There shall be at least three members in the Board of
Trustees who shall act as guardians of the Emergency Fund
in accordance with the Articles of Trusteeship.
Section II - The Revolving Fund
1. The Revolving Fund shall consist of at least 40% of the
Central Funds.
2. The Revolving Fund may be utilized for purposes that are
considered important but do not necessarily fall under any
of the circumstances that may be defined as emergency on the
basis of the provisions of the Articles of Trusteeship.
3. Any disbursement exceeding 10,000 yen from the Revolving
Fund shall be subject to approval by the EXECOM.
Section III-Petty Cash
1. The Petty Cash shall consist of 10% of the Central Funds.
2. The Petty Cash shall be in the custody of the Treasurer.
3. Disbursements from the Petty Cash shall be at the discretion
of the President and the Treasurer.
ARTICLE XI - AMENDMENTS
Amendments to this Constitution may be made upon a written
petition by the majority of all registered members and the
same shall be considered adopted if ratified in person by
at least TWO-THIRDS (2/3) of all registered members at a meeting
called for the purpose.
ARTICLE XII - ADOPTION AND EFFECTIVITY
This Constitution shall take effect immediately upon formal
ratification by TWO-THIRDS (2/3) of all the members at a general
assembly to be held on the 12th day of March, 2000 at Space
K Public Hall, Kasuga, Tsukuba Science City, Ibaraki Prefecture,
Japan.
This Constitution shall supersede the 1988 Association
of Filipino Students in Tsukuba (FAST) Guidelines.
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