California State Polytechnic University, Pomona

Barkada

Pilipino American Student Association

(revised 03/08/01)

Preamble

PURPOSE: (General) Barkada exists for the betterment of the California State Polytechnic University, Pomona Associated Students, Inc., as a whole.

Article I

Section 1

PURPOSE: (Specific) Barkada is a group of people whose aim is to promote recognition and better understanding of the Pilipino culture at the California State Polytechnic University of Pomona Campus and the surrounding community.

We intend to achieve our aim through:

1) Promoting the Pilipino Culture through various media

2) Social interaction among members, the campus community, other educational institutions, and the community at large

3) The encouragement of achievement in academics

4) Athletic participation in the Cal Poly campus and wherever the challenge arises

5) Exchanges of ideas with people of all national backgrounds

Section 2

Barkada shall not be discriminatory in terms of national origin, religion, age, sexual orientation, gender, physical or mental ability, marital status, financial or social status.

Section 3

This organization and/or its members, when making stands on issues, recognizes and will fulfill the obligation to make clear that it/they in no way represents the official position of the California State Polytechnic University, Pomona

Section 4

Name

The official name of the organization shall be Barkada, California State Polytechnic University, Pomona

Article II

Agency Account

Article III

Section 1

MAINTENANCE

This organization, pursuant to its charter obligation, shall maintain an agency account with the ASI Business Office of the Cal Poly Foundation. This organization may elect to maintain an account in an off-campus banking facility with prior approval by the university.

USAGE

All monies of this organization shall be deposited in and disbursed from this account following procedures outlines by the ASI Business Office, the Cal Poly Foundation, or the off-campus banking facility. Should an off-campus account be opened by the officers of this organization, all required paperwork/documents must be submitted to the Office of Student Life.

Section 2

DISPERSAL OF FUNDS

Should this organization become inactive by failing to apply for charter renewal, the trust account will be held as an inactive account for two academic years. In the event this organization does not become active during the two year period any funds remaining in said account are to be used to pay any outstanding accounts due the University, University Union or Cal Poly Foundation. If there are no outstanding accounts, it is hereby declared that any funds remaining is said accounts are to be transmitted to World Vision (P.O. Box 1131, Pasadena, CA 91131-0005), an educational, charitable organization to aid this organization in carrying out its objectives. If the said organization is no longer functioning at that time, or if its original educational, charitable purposes, then the funds of this organization shall be transferred to the Associated Students, Inc., California State Polytechnic University, Pomona.

Article IV

Membership

CATEGORIES OF MEMBERSHIP/ ELIGIBILITY REQUIREMENTS:

1) Active – Cal Poly students/ Pay membership dues

2) Associate – Non Cal Poly ASI persons/ Pay membership dues

3) Alumni – Former Active members who are not current Cal Poly ASI persons/ Pay membership dues

4) Honorary – Lifetime membership awarded by the Executive Board to persons it recognizes whose presence in the club would have a great impact on the majority of our members

Section 1

SUSPENSION

Any member, who violates the constitution of the club or violates any of the rules of student conduct as stated in the California Administrative Code, Title 5, Section 41301, may be suspended, or removed from the club. A member may be suspended or removed for the above reasons following a hearing by the membership of the organization.

Article V

Officers

Section 1

CATEGORIES OFFICERS

Officers of Barkada, whether elected or appointed, must be active members of the club.  The positions which are listed, respectively, will be the Chain of Command regarding all Executive Decisions, unless otherwise stated in the position’s specific duties.  Elected positions include:  PRESIDENT, VICE-PRESIDENT, ACADEMIC CHAIR, CULTURAL CHAIR, ATHLETIC CHAIR, SOCIAL CHAIR, TREASURER, SECRETARY, ASI/MCC REPRESENTATIVE, BEC (Barkada Entertainment Company) COORDINATOR, PUBLIC RELATIONS, EXTERNAL AFFAIRS, and HISTORIAN.  The Executive Board may appoint other positions as it deems necessary.

Section 2

Duties

The duties and descriptions of elected officers is as follows (but are not limited to the following):

1)      PRESIDENT – The chief officer of the club.  The President is responsible for all executive decisions, for open communication in the entire club, for being the official spokesperson in all the matters of the club, for being chairperson of the EXECUTIVE BOARD, and for all dealings of the club.

2)      VICE-PRESIDENT – The Vice-President is responsible for assisting the President in the making of executive decisions and promoting open communication in the entire club.  The Vice-President is also responsible for following up and assisting the treasurer in fiscal matters of the club.  The Vice-President reports to the President, and the Executive Board on all matters of the club.  In the case of the President’s absence, the Vice-President would then assume all presidential responsibilities until the current President’s return.

3)      CHAIR POSITIONS – The Chair Positions of the four divisions will be responsible for four basic functions, including those stated with each position:

a)      Generating interest and ideas in their respective areas (Academics, Culture, Social, and Athletics)

b)      Planning and scheduling objectives and events

c)      Organizing and chairing committees to ensure smooth operation for specific events

d)     Execute plans

I. ACADEMIC CHAIR – Responsible for all programs held within the club that promote the members’ academic well-being.  Academic Chair is also responsible for organizing the Kuya/Ate Program, study nights, and any other activities related to the academics of the members.  He/she will also be required to serve on the committee which heads the Pilipino Graduation.

II. CULTURAL CHAIR – Responsible for planning and organizing programs which promote the teaching of Pilipino Culture and other ethnic cultures to the members.  The Cultural Chair will also be responsible for organizing all activities and exceeding all plans related with Barkada’s annual Pilipino Culture Night.

III. ATHLETIC CHAIR – Responsible for club participation in Intramural Sports held by the Associated Students, Inc. and Athletic Department of California State Polytechnic University, Pomona.  The Athletic Chair will also be responsible for organizing all activities and exceeding all plans related with Barkada’s annual Sportsfest.

IV. SOCIAL CHAIR – Responsible for the planning and organizing of all social activities for the participation of the entire club.  The Social Chair will also be responsible for planning and organizing Barkada’s annual Banquet which takes place at the conclusion of the academic year.

4)      TREASURER – Responsible for record keeping of the fiscal matters of the club.  The treasurer is the club’s authority in matters of budgeting, bookkeeping, and recommendations to the executive board on such matters.  The treasurer is responsible for maintaining all money related matters of the club as well as reports to the entire Executive Board at all meetings.  The treasurer is also responsible for the annual budget, forecasts, and for meeting all deadlines concerning funding.  The treasurer is also responsible for the records and maintenance of the inventory of all the Barkada-owned property.  The Treasurer answers directly to the Vice-President in all other matters.

5)      SECRETARY – Responsible for record keeping of all business of the club.  The secretary handles all correspondence, and is responsible for the dissemination of written communication to the Executive Board, including minutes of every meeting.

6)      ASI/MCC REPRESENTATIVE – Responsible for all matters concerning the club and its relations with the Associated Students, Inc. and the Multi-Cultural Council.  ASI/MCC Representative is responsible for reports on such activities to the Executive Board and membership.  He/she acts on behalf of the club in ASI/MCC and answers directly to the President and Executive Board.  He/she is responsible for relaying information to and from Barkada and MCC affiliated organizations.  Also, he/she is the official voice of the club in ASI voting and ASI affairs.

7)      BEC COORDINATOR – Responsible for the Barkada Entertainment Company and all dances to be performed by the company.  BEC Coordinator is also responsible for soliciting performances and providing performers at the request of the respective client.  A contract must be drawn up by the BEC Coordinator and approved by the Executive Board so that the money provided will not be forfeited.  The BEC Coordinator will make sure all the money is given to the Treasurer.  He/she is also responsible for the organization of the Pilipino Dance Class.  In regards to Barkada’s Pilipino Culture Night, the BEC Coordinator’s primary duties are to schedule dance practices where all dances that will be performed during Pilipino Culture Night will be rehearsed.

8)      PUBLIC RELATIONS – Responsible for the internal promotion of club functions through all media necessary.  He/she will also be responsible for the planning and organizing of Barkada’s representation during the Orientation Services Club Fair.  In regards to general meetings, Public Relations will also be responsible for the reservation of meeting rooms.

9)      EXTERNAL AFFAIRS – Responsible for the open communication with surrounding universities and other organizations.  He/she acts on behalf of the club in all matters outside of the community of the California State Polytechnic University, Pomona, and answers directly to the President and Executive Board.  External Affairs is responsible for reports on activities to the Executive Board and the membership.

10)  HISTORIAN – Responsible for maintaining record of all events throughout the year using photograph, video tape, written text, and any other necessary media.  These records should be used in the production of a written yearbook, video yearbook, and the periodic newsletter “An’ong Balita.”  He/She will also be responsible for the maintenance of the club’s website on the internet.

Article VI

Elections

Section 1

NOMINATIONS

To be placed on a ballot for officer election, a candidate must be an active member in good standing and also be nominated by an active member in good standing. He/She must also meet all of the eligibility requirements of an officer as stated by the University. In addition, nominees to the Vice-President and President positions must be of Sophomore standing, and has served one previous year on executive board, at the time of nomination. Nominees to any of the four Chair Positions must be of Sophomore standing only. All nominations may be accepted or declined.

Section 2

TIME OF ELECTION

Elections of new officers will be held annually, no later than three weeks before final examinations of Spring Quarter.

Section 3

PROCEDURE

Election of officers is by secret ballot. Each active member of the club will have one vote for each office. Simple majority will constitute the election of a candidate.

Section 4

ASSUMPTION OF OFFICE

Elected officers take office at the time of induction and are subject to a term of one year.

Section 5

VACANCIES

If an officer cannot perform his/her duties for any reason prior to the expiration of his/her term, the president will confer with the officer. At this time, if the officer cannot give sufficient reason for inability to perform assigned duties, the president will give the officer two weeks to turn in a letter of resignation. If said resignation is not received within two weeks, the officer will be impeached as outlined in Article VI, Section 6 of this constitution. Once the office is vacated for any reason, the office will be filled for the remainder of the term by appointment from the president, and is subject to the approval of the majority of the executive board. After approval, he/she will take the Barkada Oath and then assume the duties of the position.

Section 6

IMPEACHMENT

If and when an officer has not successfully tended to his/her duties as promised in the Barkada Oath, he/she will be impeached by simple majority. Such forms of not tending his/her duties are stated in Article V, Section 2 of which will also be reviewed by the faculty/staff advisors. At this time the officer will be permitted to plead his/her case to the Executive Board.

Article VII

Meetings

Section 1

REGULAR MEETINGS

General meetings will be held on a regular basis. Executive Board meetings will be held weekly. Meetings will be held at a scheduled hour. General meetings will follow the agenda prepared by the Executive Board. Members will conduct themselves in a professional manner at all meetings. Only persons who have been recognized by the presiding officer will have the floor to speak. All others will be expected to show the speaker common courtesy while that person has the floor. Violators of common courtesy will be asked to leave the meeting. Attendance is mandatory for Executive Board Members at all general and executive board meetings unless a valid excuse or prior notice is given.

Section 2

SPECIAL MEETINGS

A quorum must be present at all special meetings and only the business for which a special meeting is called may be transacted at the meetings. Special meetings may be called by the president with the approval of Executive Board. The Public Relations Officer is responsible for notifying the members about the special meeting.

Article VII

Quorum

Quorum is achieved at an Executive Board Meeting only when at least 50% of the Executive Board including at least two Chairs and the President, or in any case of the President’s absence, the Vice-President.  At general meetings, present active members will constitute a quorum.

Article IX

Committees

Section 1

ELIGIBILITY

At the time of assuring responsibility for a committee and during tenure in office, a committee chair must meet all the eligibility requirements as stated by the University.

Section 2

THE EXECUTIVE BOARD

The Executive Board shall consist of all the elected officers and all appointed officers, if any.

Section 3

DUTIES OF THE EXECUTIVE BOARD

The Executive Board shall act as the governing and decision making body of the club, approve Presidential appointments, establish policy and enforce the Constitution, expedite action on all matters of the club, serve as the model members of the club, and approve annual budget. Research, plans, and advisory activities will be initiated in the Executive Board. Various strategies including, but not limited to, expansion, publicity, and general direction are the responsibility of the Executive Board. Executive Board members are responsible for open communication, sensible voting, and the general image of the club.

Section 4

MEMBER ADVISORY BOARD

The Member Advisory Board consists of present members appointed by the president and approved by the Executive Board. Members may accept or decline his/her invitation into the Member Advisory Board. The Member Advisory Board attends the Executive Board meetings in which their insights on club matters are sought and considered in the Executive Board’s decision making process.

Section 5

THE CHAIRS’ COMMITTEES

Each Chair position heads a committee whose purpose is to generate, organize and carry out activities in their respective spheres (Academic, Cultural, Sports, and Social).

Section 6

BARKADA ENTERTAINMENT COMPANY

BEC is the committee created to generate, organize and carry out performances, both cultural and modern, to help the club achieve its purpose of promoting the Pilipino Culture. The BEC Coordinator is the chair of this committee. B.E.C also performs as a fundraising activity for the club.

Section 7

OTHER COMMITTEES

Any other committees will be created through the appointment of the president and approval of the Executive Board.

Section 8

COMMITTEE GUIDELINES

All committees must abide by the following guidelines in the process of achieving its purpose:

1) All meetings must be conducted with the committee chair present, and all actions of the committee must be approved by the committee chair.

2) All committees and its members are responsible for open communication, responsible and sensible voting, and the general image of the club.

3) Reports must regularly be given to the Executive Board on all committee matters so that the Executive Board remains informed on all club matters.

Section 9

EXECUTIVE BOARD AUTHORITY OVER COMMITTEES

None of the committees alluded in this article require Executive Board approval. However, the Executive Board may intervene in committee affairs if the committee is not following the guidelines as stated in Article IX, Section 8, or if it is not achieving its respective purpose.

Article X

DUES

All members, with the exception of Honorary members, present and prospective are required to make payment of dues contingent upon their membership in the club. The Executive Board will establish annual due rates. Persons who do not meet financial obligations will not have a vote in club actions nor will receive membership privileges until such time as their payment of dues is received and recorded by the Treasurer.

Article XI

Advisor

Section 1

ELIGIBILITY

Barkada shall have an advisor over 21 years of age who shall be a full-time member of the faculty, administration, or staff of the California State Polytechnic University, Pomona. The advisor may not be on leave of absence at any time during his/her term of appointment.

Section 2

SELECTION AND APPOINTMENT

After an advisor had been nominated by the organization and approved by his/her Department Head, final approval and actual appointment will be made by the Director, Office of Student Life. If the advisor is the Department Head, then the immediate supervisor would also need to approve before final appointment is made by the Director of Student Life.

Section 3

DUTIES

The advisor’s responsibilities include attendance and participation in as many organizational meetings and activities as is practical, signing all forms related to the scheduling of activities and the disbursement of funds, and the other duties outlined in Office of Student Life’s Advisor’s Guide.

Article XII

Amendment

Section 1

MEANS OF AMENDMENT

To propose an amendment to this Constitution, a person must be a member or an advisor of Barkada. The Executive Board must be informed of the proposed amendment so that it may arrange for a presentation of the proposed amendment in a general meeting. The actual vote will take place at the most immediate meeting following the presentation with at least 60% of the active members present. An amendment is approved if the affirmative votes are at least 80%.

Section 2

APPROVAL

All amendments to this charter shall be filed with Office of Student Life, submitted with Change of Amendment Form, indicating the date and method of adoption. Revisions shall be incorporated into a fully revised copy of the charter. Any amendment(s) which change(s) the purpose of the organization or substantively modify the Charter’s provisions shall be approved by the University before taking effect.

Section 3

COMPLIANCE

This charter shall not conflict with the By-Laws of the Associated Students Inc., or with the policies and regulations of the California State Polytechnic University, Pomona, the Trustees of the California State University and Colleges, or the State of California. Any stipulations applying to all chartered organizations made by the University shall be considered in these Charter Provisions or not.