By-Laws

ARTICLE I
MEMBERSHIP
 
SECTION 1:  MEMBERS

 

The members of PEN shall consist of all Filipino educators at Prince George’s County in the State of Maryland who have paid the applicable membership fee.

 

SECTION 2:  TERM

 

The PEN membership year shall be from October 1 through September 30 of the following year.

 

SECTION 3:  BENEFITS

 

Membership entitles a person to a membership card, receipt of PEN publications, the right to vote in the PEN general elections, and all other benefits of PEN.

 

 

ARTICLE II

OFFICERS

 

SECTION 1:  PRESIDENT

                                                                                                                          

a. Qualifications: A member to be eligible for the office of President must have served as a voting or non-voting member on the PEN Board of Directors.

 

b. Term of Office: The President shall serve a two-year term of office and may serve up to two consecutive terms.

 

c. Responsibilities: The President shall:

1.     Serve as Chair of the Executive Committee and a voting member of the Board of Directors;

2.     Preside at all sessions of PEN and the Board of Directors meetings;

3.     Provide leadership at all affairs of PEN;

4.     Promote cooperation between PEN and other groups of similar interest and objectives;

5.     Appoint all committees and committee chairs, except those provided by motion or specified to be appointed in

      some other manner;

6.     Appoint PEN members to complete the term of vacant positions on the Board, as needed;

7.     Perform all duties as assigned by the Board of Directors;

8.     Prepare an Annual Report of activities completed for the membership at the end of each year and submit it in

      writing to the Executive Director by September;

9.     Present an Annual Report of activities completed to the General Membership during the Annual Meeting; and

10.   As Past President, serve as a consultant and a non-voting member of the Board of Directors.

 

SECTION 2:  VICE-PRESIDENT

 

a. Qualifications:  A member to be eligible for the office of Vice-President must:

1.     Have a working knowledge of PEN;

2.     Demonstrate organizational skills; and

3.     Be proficient with a computer and word processing program.

 

b. Term of Office: The Vice-President shall serve a two-year term of office and may serve up to two consecutive terms.

 

c. Responsibilities: The Vice-President shall:

1.     Assume the duties of the President in the absence of the President;

2.     Serve as a voting member on the Board of Directors;

3.     Serve as a member of the Executive Committee; and

4.     Perform other duties as requested by the President.

 

SECTION 3:  EXECUTIVE DIRECTOR

 

a. Qualifications:  A member to be eligible for the office of Executive Director must:

1.     Have a working knowledge of PEN;

2.     Demonstrate organizational skills; and

3.     Be proficient with a computer and word processing program.

 

b. Term of Office: The Executive Director is appointed by the Board for a term to be renewed annually in May upon the

invitation of the Board and the acceptance of the Executive Director.

 

c. Other considerations: The Executive Director shall be paid a yearly honorarium set by the Board of Directors, and will be

provided with necessary office equipment and supplies to use for PEN transactions during the term of office shall be provided.

 

d. Responsibilities: The Executive Director shall:

1.     Serve as an ex officio, non-voting member on the Board of Directors;

2.     Serve as a member of the Executive Committee and of the Membership Committee;

3.     Keep a file of all records and reports submitted by each committee and officer;

4.     Keep a file of all current PEN publications, all newsletters, and all general correspondence;

5.     Keep an ongoing record of PEN membership;

6.     Obtain and maintain an PEN bulk mailing permit;

7.     Coordinate all bulk mailing;

8.     Arrange for the Treasurer to be bonded to an amount equal to the anticipated funds for the fiscal year; and

9.     Assist the Treasurer in preparing the Internal Revenue Service (IRS) Report.

 

SECTION 4:  SECRETARY

 

a. Qualifications: A member to be eligible for the office of Secretary must:

1.     Have a working knowledge of PEN;

2.     Demonstrate organizational skills; and

3.     Be proficient with word processing and spreadsheet computer applications.

 

b. Term of Office: The Secretary shall serve a two-year term of office and may serve up to two consecutive terms.

 

c. Responsibilities: The Secretary shall:

1.     Serve as a voting member of the Board of Directors;

2.     Serve as a member of the Executive Committee;

3.     Serve as a member of the Membership Committee;

4.     Prepare, distribute, and maintain accurate records of all meetings an affairs;

5.     Maintain a list of the names and addresses of all members of good standing;

6.     Send/transmit all official organization correspondence;

7.     Coordinate preparation and distribution of organization flyers, handouts, and  publications; and

8.     Carry out other responsibilities as may be given by the President.

 

SECTION 5:  TREASURER

 

a. Qualifications: A member to be eligible for the office of Treasurer must:

1.     Have a working knowledge of fiscal matters and budget tracking;

2.     Demonstrate organizational skills; and

3.     Be proficient with word processing and spreadsheet computer applications.

 

b. Term of Office: The Treasurer shall serve a two-year term of office and may serve up to two consecutive terms.

 

c. Other Considerations: The Treasurer shall be bonded.

 

d. Responsibilities: The Treasurer shall:

1.     Serve as a voting member of the Board of Directors;

2.     Serve as a member of the Executive Committee;

3.     Receive and keep account of all money;

4.     Pay out money when duly authorized by the President and/or the Board of Directors;

5.     Monitor incurred expenses and expenditures;

6.     Prepare the Annual Treasurer’s Report;

7.     Prepare the Internal Revenue Services (IRS) Report;

8.     Present a proposed budget to the Board of Directors in September, and upon its approval, at the Annual Meeting; and

9.     Provide information to the Audit Committee as requested.

 

SECTION 6:  PUBLIC RELATIONS OFFICER

 

a. Qualifications: A member to be eligible for the office of Public Relations Officer must:

1.     Have a working knowledge of PEN;

2.     Demonstrate organizational skills; and

3.     Have a working knowledge of US and Philippine agencies and organizations.

 

b. Term of Office: The Public Relations Officer shall serve a two-year term of office and may serve up to two consecutive terms.

 

c. Responsibilities: The Public Relations Officer shall:

1.     Serve as a voting member of the Board of Directors;

2.     Serve as a member of the Executive Committee;

3.     Serve as a member of the Publications Committee;

4.     Inform PEN members of critical US and Philippine issues that have impact to the general membership;

5.     Build, maintain and manage the reputation of the organization through the use of all forms of media and
      communication; and
6.     Monitor publicity and communicate key messages in order to establish and maintain goodwill and understanding
      between the organization and the public.

 

SECTION 7:  HISTORIAN

 

a. Qualifications: A member to be eligible for the office Historian must:

1.     Have a working knowledge of PEN;

2.     Demonstrate organizational skills; and

3.     Have a sense and love of history.

 

b. Term of Office:  The historian shall be appointed at the time of the Annual Meeting by the Board of Directors for a one-
    year term, which may be renewed.

 

c. Responsibilities: The Historian shall:

1.     Serve as a non-voting consultant to the Board of Directors and

2.     Maintain close contact with the chairs of all PEN committees.

 

 

ARTICLE III
COMMITTEES

 

SECTION 1:  EXECUTIVE COMMITTEE

 

a. Members: The Executive Committee shall consist of five (5) voting members and the Executive Director. These members are:

1.     President

2.     Vice-President

3.     Secretary

4.     Treasurer

5.     Press Relations Officer

6.     Executive Director (non-voting)

 

b. Responsibilities:

1.     Attend to administrative duties and management of PEN;

2.     Submit to the Executive Director a copy of all correspondence; and

3.     Submit to the Treasurer in advance of the October meeting a proposed PEN budget for the upcoming year.

 

SECTION 2:  STANDING COMMITTEES

 

A.  NOMINATIONS AND ELECTIONS COMMITTEE

 

a. Members: The Nominations and Elections Committee shall consist of five (5) members:

1.     Chair, appointed by the President, to serve as a non-voting member of the Board of Directors

2.     Four (4) PEN members selected by the Board of the Directors

 

b. Responsibilities: The Nominations and Elections Committee shall:

1.     Solicit from the PEN membership the names of persons qualified for the PEN positions that are open for
      nomination;

2.     Prepare a slate for a choice election, with a ballot consisting of a goal of at least two names for each office;

3.     Present the proposed slate to the Board of Directors at the April meeting, and upon its approval, to the
      general membership; and

4.     Manage and conduct elections as stated in ARTICLE IV of the By-Laws

 

B.   AUDIT COMMITTEE

 

a. Members: The Audit Committee shall consist of three (3) persons appointed by the Board of Directors. These persons
    shall not be members of the Board of Directors.

 

b. Responsibilities: The Audit Committee shall:

1.     Examine all financial records and submit a documented statement to the Board of Directors;

2.     Make recommendations to the Board of Directors regarding budgetary procedures; and

3.     Submit a written summary report of activities completed to the Executive Director within one month after the
      Annual Meeting.

 

C.  MEMBERSHIP COMMITTEE

 

a. Members: The Membership Committee shall consist of six (6) members:

1.     Chair, appointed by the President, to serve as a non-voting member of the Board of Directors

2.     Executive Director

3.     Secretary

4.     Three (3) volunteers from the PEN membership

 

b. Responsibilities: The Membership Committee shall:

1.     Generate a system to solicit members for PEN;

2.     Use a database of PEN membership as a recruiting tool;

3.     Maintain a current database of PEN membership;

4.     Interact with the Executive Director regarding member recruitment; and

5.     Submit a written summary report of activities completed to the Executive Director within one month after the
      Annual Meeting.

 

D.  PUBLICATIONS COMMITTEE

 

a. Members: The Publications Committee shall consist of at least five (5) members:

1.     Chair, appointed by the President, to serve as a non-voting member of the Board of Directors and Newsletter
      Editor

2.     A business manager, appointed by the Chair

3.     Minimum of three (3) other editorial members, appointed by the Chair

 

b. Responsibilities: The Publications Committee shall:

1.     Make recommendations to the Board of Directors for publications;

2.     Coordinate publications of PEN news with media;

3.     Advise president on the selection and appointment of the editors of all publications;

4.     Oversee all PEN publications and do the final editing of such documents;

5.     Submit a timeline for all PEN publications;

6.     Solicit ads for the publications; and

7.     Submit to the Board plans of action, including cost estimates, for the publications scheduled the following fiscal
      year.

 

E.  PROFESSIONAL DEVELOPMENT COMMITTEE

 

a. Members: The Professional Development Committee shall consist of five (5) members:

1.     Chair, appointed by the President, to serve as a non-voting member of the Board of Directors

2.     Four (4) additional members from the general membership

 

b. Responsibilities: The Professional Development Committee shall:

1.     Design professional development activities for PEN members;

2.     Collaborate with professional development organizations;

3.     Initiate nominations for outstanding teachers/educators;

4.     Submit to the treasurer a committee budget for the following fiscal year; and

5.     Submit a written summary report of activities completed to the Executive Director within one month after the
      Annual Meeting.

 

F.  OUTREACH COMMITTEE

 

a. Members: The Outreach Committee shall consist of seven (7) members:

1.     Chair, appointed by the President, to serve as a non-voting member of the Board of Directors

2.     Press Relations Officer as ex officio member

3.     Five (5) additional members from the general membership

 

b. Responsibilities: The Outreach Committee shall:

1.     Develop a plan for the Annual Social/Cultural event;

2.     Select and recommend outreach activities for approval by the Board of Directors;

3.     Coordinate the PEN response to the approved outreach activities;

4.     Submit to the treasurer a committee budget for the following fiscal year; and

5.     Submit a written summary report of activities completed to the Executive Director within one month after
      the Annual Meeting.

 

 SECTION 3.  AD HOC COMMITTEES

 

A.  ANNUAL MEETING COMMITTEE

 

This Committee will consist of the General Chair or Co-Chairs and component committees chairpersons. The General Chair/Co-Chairs will coordinate the activities of all of the component committees created for the conference. The General Chair/Co-Chairs will have a Shadow Chair(s) who will assume the leadership of the committee in the following year.

 

PROGRAM COMPONENT OF THE ANNUAL MEETING COMMITTEE

 

a. Member: The Program Component of the Annual Meeting Committee shall consist of a minimum of five (5) members:

1.     The Chair or Co-Chairs of the Annual Meeting Committee

2.     Four (4) other persons selected by the chair

 

b. Responsibilities: The Program Component of the Annual Meeting Committee shall:

1.     Develop and manage the program for Annual Meeting;

2.     Prepare, distribute, and summarize evaluation forms; and

3.     Submit a summary report in writing to the Executive Director within one month after the Annual Meeting (This
      report shall be coordinated with the report of the General Chair/Co-Chairs).

 

LOCAL ARRANGEMENTS COMPONENT OF THE ANNUAL MEETING COMMITTEE

 

a. Members: The Local Arrangements Component of the Annual Meeting Committee shall consist of at least six (6)
    members:

1.     The Chair or Co-Chairs of the Annual Meeting Committee

2.     A minimum of four (4) other persons selected by the Chair

 

b. Responsibilities: The Local Arrangements Component of the Annual Meeting Committee shall:

1.     Make all local arrangements for the Annual Meeting;

2.     Arrange for sponsors and exhibits;

3.     Prepare specific publicity presentations for the PEN Publicity Committee to distribute; and

4.     Submit a summary report in writing to the Executive Director within one month after the Annual Meeting (This
      report shall be coordinated with the report of the Program and Registration Components.).

 

REGISTRATION COMPONENT OF THE ANNUAL MEETING COMMITTEE

 

a. Members: The Registration Component of the Annual Meeting Committee shall consist of at least six (6) members:

1.     Executive Director, Chair

2.     A minimum of five (5) additional members selected by the Chair

 

b. Responsibilities: The Registration Component of the Annual Meeting Committee shall:

1.     Handle all registration for the conference;

2.     Prepare nametags for PEN Board members, program presenters and presiders, and all registered participants;
      and
3.     Submit a summary report in writing to the Executive Director within one month after the Annual Meeting (This
      report shall be coordinated with the report of the Program and Local Arrangement Components.).

 

B.  CONSTITUTION AND BY-LAWS REVISION COMMITTEE

 

a. Members: The Constitution and By-Laws Revision Committee shall consist of at least three (3) members:

1.     The Executive Director, Chair

2.     At least two other members to be appointed by the Board of Directors

 

b. Responsibilities: The Constitution and By-Laws Revision Committee shall:

1.     Review the PEN organizational structure;

2.     Seek input to determine if changes are needed in the Constitution and By-Laws;

3.     Develop needed Constitution and By-Laws revisions; and

4.     Submit revisions to the Board of Directors and the membership, as stated in the PEN Constitution.

 

 

ARTICLE IV
ELECTIONS

 

The annual election shall be a choice election with the goal of at least two nominees for each position on the ballot. The election shall be made by ballot, in conjunction with the fall membership renewal and the Annual Meeting. Official ballots of all officers to be elected shall be provided to the general membership by August 15. Along with the ballot shall be sent a brief statement, prepared by the candidate, of the candidate’s qualifications for office.

 

Marked ballots shall be returned to the Executive Director to be held until the time of the official count. The chair of the Nominations and Elections Committee, appointed by the President, and the Executive Director shall have the joint responsibility of making the official count within ten days of the close of the election, and of reporting the results to the Board of Directors prior to the Annual Meeting. The official count is the responsibility of the Executive Director and the chair of the Nominations and Elections Committee. The Executive Director shall report the results to the Board of Directors. Should one of those named to do the counting be a candidate for office, the President shall appoint a member of the Board of Directors who is not a candidate to serve as a replacement for the count.

 

In the event of a tie for an office, a secret ballot to break the tie will be used among all of the voting members of the Board of Directors. Prior to the Annual Meeting, the members of the Nominations and Elections Committee shall have the responsibility of confidentially informing each candidate of the election results for the office for which that candidate had been nominated.

The results of the election shall be announced by the President at the Annual Meeting. All those elected in the Annual Election shall assume the duties of their respective offices immediately following the Business Meeting at the Annual Meeting.

 

 

ARTICLE V
EXPENSE REIMBURSEMENTS

 

Board of Directors and Committee members shall be reimbursed for personal expenses incurred for PEN business. These expenses may include, but not be limited to, travel, telephone, postage, and office supplies. All reimbursement requests submitted to PEN shall be accompanied by a PEN requisition form, with expense documentation. Regarding travel and lodging, the following shall be accepted:

1.     Subject to budget allocations, approved travel of one way distances greater than 50 miles by Board members or others designated by the Board of Directors, shall be reimbursed at the Maryland State rate.

2.     One night’s lodging and one meal shall be reimbursed for Board members in attendance at Board meetings if their one way travel distance exceeds 150 miles (with the exception of the Annual Meeting). The Board member should request the government rate for the lodging; the meal will be reimbursed at the state rate.

3.     Expenses of Board members and other PEN members (travel/lodging) connected with the Annual Meeting shall not be reimbursed.

4.     Expenses for a meeting where overnight lodging is required shall be reimbursed for a person who has been appointed by the Board of Directors to represent PEN at that meeting.