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| Subject: |
RE: SMSSAFF Chapter
Articles of Association and Chapter Formation Guidelines |
| Date: |
9/18/2005 11:30:50 AM Eastern
Standard Time |
| From: |
abeya@erols.com |
|
|
|
Thank you, Manong Max.
You're not going to fall
flat on your face. You will be lying on your back basking on what a
successful reunion/meeting it would be! (:=)).
I have some suggestions
that you might want to consider during your 25 Sep meeting to
discuss about our annual meeting.
1. Cost. Consider
charging attendees some kind of a fee to cover cost. It's cheaper if
you use church/school halls. Of course, it's more costly if we held
it at a hotel conference rooms.
2. Food. If it's done at
church/school conference rooms, you'll need to get someone to cater.
Your members will be busy tending to food serving, etc. and might
miss some of our meetings. You can do potluck but then again,
there's a lot of labor involved. If done at a hotel, that's one less
worry. You'll just have to let the hotel know the estimated number
of attendees, work with them in coming up with meal entries and let
them worry about food. You'll need to include the cost of this in
your registration fee.
3. Agenda. This will be
work in progress. As we get closer, hopefully, we'll have a final
agenda.
4. Souvenir Program.
Manang Inez mentioned that we should call this annual SMSSAFF (as
required by our by laws) "Saint Mary's School Alumni and Friends
Annual Reunion". In conjunction to this annual reunion, we will also
have our annual SMSSAFF meeting. We can use this to raise funds by
coming up with a souvenir program and get people and business owners
to advertise.
5. Golf Tournament. In
case anyone is interested to make this an annaul fund raising event.
Some might want to come in on Thursday afternoon. On Friday, they
play the the SMSSAFF Annual Golf Tournament (We might want to name
this tournament to honor someone or something - SMS Open, Frank Longid's
Open, Sagada Golf Tournament, etc.). Assign someone to promote and
coordinate this.
6. Entertainment/Tour.
Some of us will be going to L.A. for the first time. It would be
nice to visit Disneyland. You don't necessarily have to coordinate
this but provide us some pamphlets or suggestions on what to visit.
Based on inputs from the
email, it seems there are more who prefer the last weekend of June.
You can start looking for church/school conference rooms or hotels.
My experience is that hotels are very accommmodating. They'll wine
and dine you. They'll give you free lunch as they try to get your
business.
I favor the hotel
setting. Out of towners can all check in at the same hotel, the
venue is there, host organization doesn't have to worry about
transporting attendees from/to venue. It's less hassle for the host
org.
Kedeng di.
Edwin
Hello All,
Thank you for your answers. That would certainly help.
As for the West Coast as site for the 2006 meeting, we will
discuss
this in our Sept 25 meeting. This will be a first for everyone
and we would
request help on things to plan for...so if we do host the
gathering, we will
not fall flat on our face.
God's Peace!
Max
|
| Subject: |
Re: SMSSAFF Chapter
Articles of Association and Chapter Formation Guidelines |
| Date: |
9/17/2005 9:38:54 PM Eastern
Standard Time |
| From: |
esuyoinwhittier@gmail.com |
|
|
|
Hello All,
Thank you for your answers. That would certainly help.
As for the West Coast as site for the 2006 meeting, we will discuss
this in our Sept 25 meeting. This will be a first for everyone and
we would
request help on things to plan for...so if we do host the gathering,
we will
not fall flat on our face.
God's Peace!
Max
On 9/17/05,
Edwin Abeya <abeya@erols.com>
wrote:
To the officers and Board of Trustees
of the SMSAFF (I'm also sending this email to Manong Max)
If there are no objections by
Wednesday next week, Chapters may open their accounts using
the SMSSAFF Tax ID Number. So Hilda, by Thursday, basta maid
men object, please obtain the necessary info from Manang
Inez and open an account there.
Thank you. Edwin
I have no problem for chapters using the SMSSAFF Tax ID
number for opening their accounts from the very start.
While it is true that we have to consolidate all the
financial reports for tax filing, it should not be that
much of a problem since the chapters' financials
will only be their own expenses and as Max mentioned the
sum will be negligible. The difficulty will be if the
Chapters will not submit their year end financials on
time for tax filing (I would suggest by the end of
January of the next year) but this should still not be a
reason for
Chapters not to use the SMSSAFF Tax ID.
I second Edwin's recommendation, so go for it.
Inez
In a message dated 09/16/2005 11:16:41 PM Eastern
Standard Time,
abeya@erols.com writes:
As to opening
your account there, this is the one that is really a
stickler - to use SMSSAFF Tax ID number or to apply
for one. My understanding from Mia and Mng Inez is
that it would be very hard to be getting all the
financial reports (needed by IRS) from all the
chapters if chapters were to use the same SMSSAFF
Tax ID. But if that's not really an issue, then I
would recommend using our SMSSAFF Tax ID to open an
account.
Have a good
weekend everyone.
Edwin
|
| Subject: |
Re: SMSSAFF, SMSSAFF
Chapters or SMS Alumni and Friends Chapters |
| Date: |
9/11/2005 2:41:37 AM Eastern Standard
Time |
| From: |
esuyoinwhittier@gmail.com |
|
|
|
| Sent from the Internet
(Details) |
|
Dear Raymond,
Thank you for providing us the basic
document which we can use as our guideline in the operation of this
Chapter. I will ask the membership what they think about adopting
it.
Max
On 9/10/05,
RAYMOND ALIPIT <glo_rayalleluia@yahoo.com>
wrote:
Dear Manong Max,
I have read all your suggested guidelines and they all looked
great. They are in line with the SMSSAFF By-Laws and Articles
of Incorporation. We are in the right track and that's what
matters most.
If I may suggest to include the word "locate" in your number one
guideline, to wit:
1. The purpose of a chapter is to locate and to
communicate......
Here is also a sample of the Standard Chapter Articles of
Association using your future name the "West Coast" as
example. President Lambert and Chairman Edwin, I will share
this with you too:
ST. MARY'S SCHOOL, SAGADA ALUMNI AND FRIENDS ASSOCIATION
Standard Chapter Articles of Association
PREAMBLE
We, the members of
the_____West Coast ____ Chapter of the St. Mary's School, Sagada Alumni
and Friends Foundation, chartered in the ___State of
California, U.S.A.(U.S.A/Canada/Americas/Europe/Asia/Australia/Africa/Middle
East); and established for the sole purpose of assembling St.
Mary's Alumni and Friends in the spirit of Christian
stewardship, fellowship and service as embodied in Article I of
the Association By-Laws, do adopt these Standard Chapter
Articles of Association.
ARTICLE I. NAME
The name of this organization is the
________________________________ Chapter of the St. Mary's
School, Sagada Alumni and Friends Foundation.
ARTICLE II. PURPOSE AND POLICY
This Chapter shall be conducted as a Christian charitable
organization under the policies, principles, and provisions set
forth in the SMSSAFF Articles of Incorporation, Association
By-Laws, and these Standard Chapter Articles of Association of
SMSSAFF.
ARTICLE III. MEMBERSHIP
Section 1. OPEN MEMBERSHIP. Membership in this chapter of
the St. Mary's School, Sagada Alumni and Friends Foundation
shall be open to all alumni of St. Mary's School, Sagada and to
all friends who embrace the purposes of this organization.
Membership in this chapter shall be granted only upon approval
of the applicant by this chapter and after the applicant has
fulfilled the membership requirements prescribed by the SMSSAFF
and by this chapter.
ARTICLE IV. OFFICERS
This chapter shall elect a President, one or more Vice
Presidents, a treasurer, and other such officers as the chapter
deems necessary. Such officers shall be elected at least
annually.
ARTICLE V. EXECUTIVE COMMITTEE
This chapter shall have an Executive Committee. The
Executive Committee shall meet between chapter meetings as
deemed necessary by the chapter. Membership shall consist of the
Chapter President, all Vice Presidents, the Treasurer, Chairman
of the Advisory Committee and other members elected by the
chapter.
ARTICLE VI. ADVISORS
This chapter shall have an Advisory Committeeconsisting of
one or more chaplains and church elders and other advisors which
it deems necessary. One of the advisors shall be elected by the
chapter as the Chairman of the Advisory Committee and shall
serve on the chapter's Executive Committee. Advisors shall have
all privileges of chapter membership except those of voting and
holding chapter office.
ARTICLE VII. MEETINGS
There shall be a minimum of one chapter meeting each
month. The type of meeting shall be determined by the chapter.
ARTICLE VIII. SUSPENSION
This chapter shall have the authority to suspend members for
just cause and after due deliberation. Upon the suspension of a
member, the chapter may, at its discretion, petition the SMSSAFF
Board of Directors for a letter of suspension to be affixed to
the alumnus or friend's membership record.
ARTICLE IX. REGISTRATION OF ALUMNI AND FRIENDS
The officers of this chapter shall cause applications
for membership and the required SMSSAFF fees to be mailed to the
New Jersey SMSSAFF Central Office. In addition, the officers of
this chapter shall submit its membership list at the beginning
of the calendar year.
ARTICLE X. MEMBERSHIP RECORDS
This chapter shall maintain a permanent record of all of its
members beginning with the charter members.
ARTICLE X1. PERMANENT MAILING ADDRESS
This chapter shall maintain a post office or other permanent
chapter mailing address.
ARTICLE X11. CHAPTER DUES
This chapter may establish reasonable chapter dues and other
assessments, in addition to those established by the SMSSAF
Foundation.
ARTICLE XIII. AUTHORITY OF CHAPTERS
This chapter may adopt by-laws, rules, or regulations not in
conflict with the SMSSAFF Articles of Incorporation, the SMSSAFF
Association By-Laws, the SMSSAFF Standard Articles of
Association, these Standard Chapter Articles of Association, or
the rules, regulations, or policies of St. Mary's School, Sagada.
ARTICLE XIV. AMENDMENTS
The General SMSSAFF convention shall have the sole
power to amend these Standard Chapter Articles of
Association. The procedure for amendment shall be same as that
prescribed for amending the SMSSAFF Articles of Incorporation
and the SMSSAFF Association By-Laws.
CERTIFICATION
This is to certify that
_____________________________________ Chapter of the St. Mary's
School, Sagada Alumni and Friends Foundation, chartered on the
State of __( U.S.A, CANADA, UK, EUROPE, ASIA, AUSTRALIA, ETC)
acknowledges receipt of the Standard Chapter Articles of
Association and understands these are part of the SMSSAFF
By-Laws and that the chapter is required to abide by them and
certifies its willingness to do so, subject to amendments
adopted at subsequent General
SMSSAFF Conventions.
Dated this ______________ day of the month of ________________ ,
20__.
_____________________________
Chapter President
_____________________________
Vice President/Secretary
_____________________________
Chairman, Advisory Committee
Regards and
Happy disecting,
Raymond Alipit
Class 60
- - - - - - - - - - - -
|
Subject: |
Re: SMSSAFF, SMSSAFF Chapters or
SMS Alumni and Friends Chapters |
|
Date: |
9/6/2005
2:27:36 AM Eastern Standard Time |
|
|
From: |
esuyoinwhittier@gmail.com |
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Ed,
I suggest the submission of
copies of Chapter Treasurer's Reports and copies of minutes
of meetings be submitted to the SMSSAFF President at New
Jersey as a basis of review and audit by the New Jersey Main
Office of the Chapter whenever deemed necessary.
Membership should also be
provided the Main Office so that communications can be
continued, should the Main Office decide to suspend or close
the Chapter for reasons discussed and approved by the BOT of
SMSSAFF.
This is all I could think of
which will cover the basic safeguards needed for any Chapter
which loses its way.
Max
On 9/5/05,
Edwin Abeya <abeya@erols.com>
wrote:
Thank
you Manong Max. I've read your email regarding the
SMSAFF formation and compared it to the input I
consolidated from the discussion. What we missed
is the purpose of a chapter. I've included your
input at number 1 in the guideline.
Folks,
please review below and let me know
if it comprehensive enough as a guideline for a
SMSSAFF chapter formation. I'm working on Manong
Raymond Alipit's Implementation Procedure.
Enjoy
your labor day.
Edwin
Guidelines in SMSSAFF Chapter
Formation
1. The
purpose of a chapter is to communicate to alumni and
friends on the challenge that faced and is still facing
SMS Sagada and to encourage ACTIVE response to this
challenge in time to save SMS from permanent closure or
from ceasing to be the school where the seeds of
Chrisitian Faith is planted. (From Manong Max)
2. That we
welcome friends and alumni of St. Mary's High School
residing in the USA to come up with their
own chapter. Those located outside the USA should
consult with the laws of their adopted country
regarding SMSSAFF Chapter formation. (From email
discussion)
3. That chapters are
subordinate to the parent organization SMSSAFF based in
New Jersey. (From email discussion)
4. That our preference is
that chapters in the USA send their funds targeted for
SMSSI projects or other projects authorized by the Board
directly to treasurer of SMSSAFF. (from email
discussion)
5. That USA chapters should
not open their own SMSSAFF bank account. At their
discretion, they may open their own local account to be
used for their own operations. (from email discussion)
6. That chapters outside the
USA send their funds directly to St. Mary's High School
or, if they so desire, send their donations via SMSSAFF.
(from email discussion)
7. That chapters may elect
their own set of officers. (from email discussion)
- - - - - -
|
Subject: |
Re:
SMSSAFF Chapter Articles of Association and
Chapter Formation Guidelines |
|
Date: |
9/16/2005 8:25:46 AM
Eastern Standard Time |
|
From: |
 Igorot44 |
|
|
Folks,
Sorry for this late reply on the concerns of manong
Max re: past actions and future plans of the St.
Mary's Alumni and Friends, West Coast Group. My
responses are in italicized letters or in colored
blue.
In a message dated 9/14/2005 1:04:52 PM Eastern
Standard Time, esuyoinwhittier@gmail.com writes:
Brothers and Friends,
While we are still deciding the procedures of
Chapter formation
and the concepts of Chapter By-laws, where does
this leave the
California group or alumni and friends...do we
continue to act
and behave like a chapter or as plain members of
the SMSSAFF
New Jersey?
Manong Max, my personal
view is that the California SMS alumni and friends
group has already been approved in principle as an
SMSSAFF Chapter. So please continue to act and
behave as an SMSSAFF Chapter.
During the June 18 SMSAFF
meeting in Sierra Mia, we [the meeting attendees]
requested manang Mary Zabala to convey SMSSAFF's
desire for the West Coast SMS Alumni and Friends
chapter to become an SMSSAFF Chapter and for them to
please consider becoming such. I followed that up
later through emails and I recall that I
received email responses from Nestor and Hilda that
your group wanted to be treated as an SMSSAFF
Chapter and so we have been treating you as such, at
least as far as I am concerned.
What we are currently
doing is try to craft or tailor suitable SMSSAFF
Chapter clothings in the form of the Chapter
Articles of Association and Chapter Guidelines so as
to attain some semblance of order in SMSSAF Chapter
Formation as well as protect SMSSAFF's tax-exempt
status. It may take a little while to refine this
and have it approved by the BOT. But for all intents
and purposes I believe you are already and SMSSAFF
Chapter as I still have to see any serious
objections against the SMS Alumni and Friends West
Coast Chapter becoming an SMSSAFF, West
Coast Chapter.
The fastest way I could
think of towards coming out with a written document
indicating that the SMS Alumni and Friends West
Coast Chapter is an approved SMSSAFF West Coast
Chapter is for the West Coast Chapter to come up
with a letter of application wherein concerned
SMSSAFF officials can indicate or sign-in their
approval. A sample of such letter may be seen in "Sample
SMSSAFF Chapter Application Letter"
[please click on the hyperlink to access] in the
SMSSAFF website. I have also pasted the letter below
this email for your convenience.
Meanwhile, you may also
want to adopt the draft
Chapter Articles
of Association
a copy of which is uploaded
in the website. We can refine this Chapter Articles
of Association as we move along, but I think it has
enough guidelines for now. You are the pioneers in
this particular kind of undertaking - i. e. SMSSAFF
Chapter Formation and I am sure the entire SMS world
is endebted for your group's efforts. In true
pioneering spirit let us work with what we have
improving along the way but lets keep on trucking.
We have to know since all actions we did or
planning to do
are not sanctioned or authorized by the SMSSAFF.
Should we
stop until everything is clarified?
As I tried to
articulate above, please continue with what you are
planning to help SMS attain its mission and vision.
I see no problem having the SMSSAFF BOT [three of
which come from the West Coast Chapter - Hilda
Aquino, Max Batong, and Nestor Yodong] authorizing
such plans or actions. I am sure that you have read
the SMSSAFF Articles of Association and Bylaws, the
draft Chapter Formation Guidelines as well as the
SMSSI Five Year Development Plan. As such I am
confident that your group's actions and plans have
and will at least not be in contradictions with
the essence of these documents.
Manong Max you are one of
the Founders of SMSSAFF. I am sure manang Inez
appraised you fully of what we were trying to
undertake and that you were convinced about what we
were trying to accomplish as you graciously
accepted being the Auditor of SMSSAFF. So, if you
will recall, even if we still did not have
IRS approval regarding our application as a public
charity foundation, we continued to plan and rally
donor support to SMSS using the 5-Year Development
as our road map. I hope and pray that WE [when I
saw WE I include the West Coast Chapter] be patient
with each other and not allow beaureucratic
obstacles, real or imagined, derail our efforts
to help sustain the operations of our beloved alma
mater.
Moreover, they say that
the best laid plans of mice and men will always have
some deficiencies. What more in the case of SMSSAFF
which is in its early formative months. We are still
groping which directions to take; most of our
committees are not yet functional as we have yet to
convince people to volunteer their services towards
the attainment of the objectives of these
committees; and we have yet to reach out to other
SMS alumni and friends worldwide. Meanwhile SMS is
in dire needs of our support. I am afraid we will
not be able to accomplish much if we allow ourselves
to get bogged down by some perceived bureacratic
procedures, real or imagined.
I hope and pray that we
walk the talk of your beautiful preaching below .
I would like to call your attention to the focus
and singleminded
dedication of the late Frank I. Longid, knowing
his prostate cancer
is too advanced and that his death is eminent,
took time to talk
to the alumni reunion...and his mission THAT DAY
was saving
SMS....the school which gave him the FAITH that
turned the
fear of life's end into Hope and Love....a faith
we all wish for the
coming generation of SMS students(as also
written by the late
Bishop Harris in his letter to the alumni
reunion).
This is the same dedication which guides all of
you in this
act of brotherhood connecting all past, current
and future students
of St. Mary's School....this is the same
relationship of care
started by the Stauntons and Binsteds.
Hopefully, this concern
for each other will be carried on through the
continued mission
of St. Mary's School.
It looks like I keep violating what Father
Vergara said in his
homily in the EAM conference in San
Diego...Share the Word
of God, and as a last resort Preach.
Anyway, God's Peace to all of us.
Max
09/14/05
Amen, God's Peace be unto all
of us.
Lambert
- - - - - - -
- - - -
Sample
Chapter Formation Application Letter
[You are free to reformat or amend as
you please.]
Date:
______________
TO: The Members of the Board of
Trustees
SMSS Alumni and Friends
Foundation [SMSSAFF]
760 George St., Teaneck, NJ
07666
THRU:
The Chairman of the Board of Trustees,
SMSSAFF
The President, SMSSAFF
RE: SMSSAFF Chapter Application
In consonance
with the provisions of Section 2, Article III of
the SMSSAFF Bylaws allowing SMSSAFF chapter
formation within or without the State of New Jersey
as the Board of Trustees may from time to time
determine or the activities of the Association may
require, we alumni and friends of St. Mary’s
School, Sagada residing in [provide name of state
or states or region]
__________________________________________, hereby
apply to become a Chapter of SMSSAFF.
We shall
endeavor to abide by the provisions of the SMSSAFF
Articles of Association and Bylaws and whatever
Chapter Formation Guidelines which the Board of
Trustees may formulate and amend from time to time.
Attached is
our Chapter Articles of Association for your
perusal, comments and/or recommendations.
For and in
behalf of [state name of your chapter]
____________________________
___________________________________
President,
. . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . .
Recommendations / Action Taken
[ Spaces below are to filled by the SMSSAFF
President and the BOT Chair ]
By the SMSSAFF
President:
_______________________________________________
By the
Chairman of the Board of Trustees, SMSSAFF:
___________________________
________________________________________________________________________
By the BOT as
a collegial body [to be filled in by the BOT Chair]:
_____________________________________________
- - - - - - - - - - -
|
Subject: |
Re: SMSSAFF Chapter Articles of
Association and Chapter
Formation Guidelines |
|
Date: |
9/12/2005
9:26:26 PM Eastern Standard Time |
|
From: |
Igorot44 |
|
|
|
Folks,
In the proposed guidelines for SMSSAFF Chapter
Formation as well as in the proposed SMSSAFF
Chapter Articles of Association, I recommend
that we stick with what is set forth in the
SMSSAFF Bylaws and Articles of Association as
regards defining the purpose and membership
qualification for SMSSAFF Chapters Formation.
These have already been approved by the IRS and
I think they already capture the essence of what
was beautifully expressed by manong Max and
Raymond as regards the purpose of an SMSSAFF
Chapter and the definition of a chapter member.
I maybe paranoid but I would like to avoid as
much as possible another extended exchange of
communications with IRS.
My initiat draft proposals for Chapter Articles
of Association and Guidelines Summary have been
incorporated in the Alumni Page of the SMSSAFF
website for your perusal, comments, corrections
and/or recommendations. Please click on the
following hyperlinks to read:
I have also attached the contents of the above
hereunder for those who have difficulties
accessing the web pages.
Sorry for my delayed response on the
above-mentioned subject matters
Lambert
- - - - -
SMSS ALUMNI AND FRIENDS
FOUNDATION
Chapter Articles of Association
PREAMBLE
We, alumni
and friends of St. Mary's School Sagada, Mt.
Province residing in the [Example - West
Coast United States; or in the States of Ohio,
Michigan, Illinois, Kentucky; or in Ontario,
Canada] _________, desiring to organize
ourselves as a Chapter of SMSS Alumni and
Friends Foundation [SMSSAFF], so as to be more
effective in helping SMSSAFF promote and/or
realize the purposes for which it was created,
do hereby adopt and declare our adherence to the
hereunder SMSSAFF CHAPTER Articles of
Association.
ARTICLE I. NAME. The name of this CHAPTER shall
be [Example -Ontario Canada Chapter, SMSS
Alumni and Friends Foundation]_________________.
ARTICLE II. PURPOSE AND POLICY. The primary and
specific purpose of this CHAPTER shall be as set
forth in Sections 1 and 2 of Article 1 of the
SMSSAFF by-laws and is hereby restated as
follows:
-
SECTION 1. PRIMARY PURPOSE. The primary
purpose of this CHAPTER organization is
exclusively educational, religious,
charitable, scientific or literary within
the meaning of Section 501 (c) (3) of the
United States Internal Revenue Code of 1986
or such other provisions of State or Federal
law as may from time to time be applicable.
-
SECTION 2. SPECIFIC PURPOSES. The specific
purposes of this CHAPTER are as set forth in
the SMSSAFF Articles of Association to wit:
1. To solicit and receive support for
charitable, educational, scientific,
research and other projects/programs
undertaken by or in cooperation with St.
Mary's School, Sagada, Mountain Province,
Philippines.
2. To sponsor, develop, promote and
encourage public participation in charitable
public services and programs towards
sustaining operation of St. Mary's School
and other non-profit schools/organizations
in Northern Philippines committed to
bringing quality education to cultural
minorities and/or tribal communities in
Northern Philippines.
3. To carry out such other acts and to
undertake such other activities as may be
necessary, appropriate or desirable in
furtherance or in connection with the
conduct, promotion or attainment of the
foregoing purposes, provided that none of
such activities shall be undertaken which
would cause SMSSAFF to lose its status as an
organization described in Section 501 (c)
(3) of the Code, or as an organizations
contributions to which are deductible under
Section 170 (c) (2) of the Code.
ARTICLE
III. MEMBERSHIP. Membership powers and
qualification shall be as set forth in ARTICLE
IV of the SMSSAFF By-laws.
ARTICLE IV. OFFICERS. This chapter shall elect
a President, one or more Vice Presidents, a
treasurer, and other such officers as the
chapter deems necessary. Such officers shall be
elected at least annually.
ARTICLE V. EXECUTIVE COMMITTEE. This chapter
shall have an Executive Committee. The Executive
Committee shall meet between chapter meetings as
deemed necessary by the chapter. Membership
shall consist of the Chapter President, all Vice
Presidents, the Treasurer, Chairman of the
Advisory Committee and other members elected by
the chapter.
ARTICLE VI. ADVISORS. This chapter shall have an
Advisory Committee consisting of one or more
chaplains and church elders and other advisors
which it deems necessary. One of the advisors
shall be elected by the chapter as the Chairman
of the Advisory Committee and shall serve on the
chapter's Executive Committee. Advisors shall
have all privileges of chapter membership except
those of voting and holding chapter office.
ARTICLE VII. MEETINGS. There shall be a minimum
of one chapter meeting each month. The type of
meeting shall be determined by the chapter.
ARTICLE VIII. SUSPENSION. This chapter shall
have the authority to suspend members for just
cause and after due deliberation. Upon the
suspension of a member, the chapter may, at its
discretion, petition the SMSSAFF Board of
Directors for a letter of suspension to be
affixed to the alumnus or friend's membership
record. [I
recommend that we delete the foregoing sentence.
To me this would tend to scare alumni and
friends from joining an SMSSAFF Chapter. Let us
try to make joining an SMSSAFF Chapter
stress-free as possible.]
ARTICLE IX. REGISTRATION OF ALUMNI AND FRIENDS.
The officers of this chapter shall cause
applications for membership and the required
SMSSAFF fees to be mailed to the New Jersey
SMSSAFF Central Office. In addition, the
officers of this chapter shall submit its
membership list at the beginning of the calendar
year.
ARTICLE X. MEMBERSHIP RECORDS. This chapter
shall maintain a permanent record of all of its
members beginning with the charter members.
ARTICLE X1. PERMANENT MAILING ADDRESS. This
chapter shall maintain a post office or other
permanent chapter mailing address.
ARTICLE X11. CHAPTER DUES. This chapter may
establish reasonable chapter dues and other
assessments, in addition to those established by
SMSSAF.
ARTICLE XIII. AMENDMENTS. The General SMSSAFF
convention shall have the sole power to amend
these Chapter Articles of Association. The
procedure for amendment shall be same as that
prescribed for amending the SMSSAFF Articles of
Association and the SMSSAFF By-Laws.
CERTIFICATION
This is to certify that the general membership
_________________________________ Chapter have
been fully appraised of the provisions of the
SMSSAFF Chapter Articles of Association as well
as SMSSAFF's commitments as a public charity
foundation under Section 501 (c) (3) of the
United States Internal Revenue Code.
Dated this ______________ day of the month of
________________ , 20__.
_____________________________
Chapter President
_____________________________
Vice President/Secretary
_____________________________
Chairman, Advisory Committee
- - - - - - -
In a message dated 9/5/2005 8:37:41 AM Eastern
Standard Time, abeya@erols.com writes:
Guidelines in SMSSAFF Chapter
Formation
1.
The purpose of a chapter is to communicate to
alumni and friends on the challenge that faced
and is still facing SMS Sagada and to encourage
ACTIVE response to this challenge in time to
save SMS from permanent closure or from ceasing
to be the school where the seeds of Chrisitian
Faith is planted. (From Manong Max) -
[I suggest that we stick
with the provisions of the SMSSAFF bylaws and
articles of association. These have been already
been approved by the IRS and I think already
embodies what has
been expressed by manong Max on "Purpose of
Chapter". LBS]
2. That
we welcome friends and alumni of St. Mary's High
School residing in the USA to come up with their
own chapter. Those located outside the USA
should consult with the laws of their adopted
country regarding SMSSAFF Chapter formation. (From
email discussion) -
[Same thing here. I suggest that we stick with
what is set forth in the SMSSAFF bylaws and
articles of associatiion as regards the
definition of Chapter membership and powers.
LBS]
3.
That chapters are subordinate to the parent
organization SMSSAFF based in New Jersey. (From
email discussion)
4. That
our preference is that chapters in the USA send
their funds targeted for SMSSI projects or other
projects authorized by the Board directly to
treasurer of SMSSAFF.
(from email discussion)
5.
That USA chapters should not open their own
SMSSAFF bank account. At their discretion, they
may open their own local account to be used for
their own operations. (from
email discussion)
6. That
chapters outside the USA send their funds
directly to St. Mary's High School or, if they
so desire, send their donations via SMSSAFF. (from
email discussion)
7. That
chapters may elect their own set of officers. (from
email discussion)
Hi Folks,
This is a late
contribution to the discussions about the
formation or chapters or is it a licensing
of branches or chapters?
These are all
intended to avoid legal problems and
possibly the withdrawal of our Tax Exemption
and/or the disallowance of charitable
contribution deduction for individual donors
or both.
These concerns
were brought about by the formation of the
West Coast Chapter of SMSSAFF... which does
not intend to be independent of the control
and management of the SMSSAFF New Jersey
Main Office. In short, all collections of
funds for SMSSI requests will be coursed
through SMSSAFF New Jersey Main Office
Treasurer-Inez Saley.She will then bundle our
collections with collections from other
chapters/branches and deposit and disburse
them as directed by the BOT of SMSSAFF.
As mentioned in
other communications, the only fund that
will be left with the Chapter will be the
annual membership dues which is intended for
inter-member communications expenses, such
as mailings for periodic meetings,
membership drives and promotion of
activities requested by SMSSAFF New Jersey.
The purpose of
the chapter is to communicate to alumni and
friends in this area of the
country information on the challenge that
faced and is still facing SMS Sagada and to
encourage ACTIVE response to this challenge
in time to save SMS from permanent closure
or from ceasing to be the school where the
seeds of Chrisitian Faith is planted.
These should be
enough for the safety and security of fund
raising activities and of course if funds
are not being forwarded within a reasonable
time after funds have been collected...a
follow-up with the officers of the Chapter
is in order...to avoid delay in the issue of
receipts from the Treasurer.
Now, let's all
get in touch with our friends by whatever
means we can avail ourselves so that a
united effort will brought to bear on this
SMS problem.
The original
founders and officers of SMSSAFF have
started the commendable effort fro which
SMSSI has acknowledged their tremendous
response....let's spread the word.
Max
On 7/30/05,
Igorot44@aol.com <
Igorot44@aol.com> wrote:
Folks,
Raymond, you really should
have been a member of the
SMSSAFF BOT. I really
appreciate your inputs in
your proposed amendment to
the SMSSAFF By-laws re
SMSSAFF Chapters. It needs
serious study by the SMSSAFF
BOT since it is crucial to
expanding the SMSSAFF reach
in North America and perhaps
all corners of the globe
where a congregation of SMS
Alumni and Friends are
found. The more Alumni
Chapters there are, the more
people are involved in
generating support for our
beloved alma mater. Edwin
Abeya, the Chairman of the
BOT, I am sure, will come up
with a modus operandi by
which your proposals will be
addressed - perhaps through
a membership committee as
you have suggested. I myself
will study the proposals and
hopefully come up with
specific inputs as soon as I
can.
Lambert
President Lambert, Thanks for
enlightening us on this matter.
All you have mentioned are
things of concern. It is a must
for every chapter formed that
they should abide by the rules
lest we all fall into trouble.
This I think is the exciting
part of it. Either we or the
chapter conforms then we will
all be swell, if
not, then the business thinks we
should not be here in the first
place. But, let's lay down the
rules and procedures of
chapter formation. I have
jotted down
the following we can either
simplify or expand for purposes
of our brainstorming for the
good of St. Mary's. Chairman
Edwin, I appreciate your
thoughts.
Let us invite others to
brainstorm the following and as
you said we will build the
strong foundation of our HOME:
ARTICLE 00-CHAPTERS
SECTION 1. LOCATIONS OF
CHAPTERS. Chapters may be
established in any State or
States in North America, South
America, Europe, Southeast Asia,
Middle East, Far East or in any
region in the world where an
adequate number of St. Mary's
School Alumni and friends
reside.
SECTION 2. CHARTERS. A
charter may be granted only on a
formal petition of fifteen or
more alumni and friends of
St. Mary's School, all of whom
shall have satisfied the
membership requirements. The
petition shall be addressed to
the President of SMSSAF and
forwarded to the Chairman of the
Board of Trustees.
SECTION 3. PETITIONING
GROUPS. A petitioning group
shall submit to the SMSSAFF
Board of Trustees all
information required of it by
the SMSSAFF
Membership Committee. A summary
of this petition information
shall be submitted to all active
chapters in every State, States
or Region and to SMSSI Board of
Directors.
SECTION 4. ISSUANCE OF
CHARTERS. Charters shall be
issued by the President of
SMSSAF after the approval of the
SMSSAFF Membership Committee and
an affirmative vote of
two-thirds of the members of the
Board of Trustees. Voting shall
be based upon criteria
stipulated by the Membership
Committee. A written explanation
of the reasons for denial must
be submitted to the Board of
Trustees within 14 days.
Upon receipt of such
justification a summary must be
forwarded to the petitioning
group. Any petitioning group
denied a charter may then
resubmit a petition.
SECTION 5. PRESENTATION
OF CHARTERS. Charters shall be
presented officially with a
certificate bearing the seal of
St. Mary's School by the SMSSAFF
President, by a member of the
Board of Trustees or by a
representative designated by the
SMSSAFF President.
SECTION 6. SUSPENSION AND
REVOCATION OF CHARTERS.
Charters may be suspended for
just cause between SMSSAFF
Annual Conventions only after an
affirmative vote of two-thirds
of the Board of Trustees.
Charters may be revoked only
after two-thirds vote of active
chapters registered at an Annual
Convention.
SECTION 7. ANNUAL CHARTER
REVIEW. Each chapter shall
renew its charter not later than
six weeks from the beginning of
the academic year of St. Mary's
School, according to program
review procedures established by
the SMSSAFF Board of Trustees.
SECTION 8. INACTIVE
CHAPTERS. A Chapter shall be
considered inactive when it
fails to remain in good standing
for two(2) consecutive years.
The charter of an inactive
chapter shall be declared null
and void by the SMSSAFF
President. Rechartering
precedure shall consist of
fulfilling all the requirements
for a new chapter.
SECTION 9. CHAPTERS IN
GOOD STANDING. A chapter in
good standing is one which has
met its financial obligations to
the SMSSAF Foundation, and which
has not been declared inactive
or suspended, or had its
charter revoked, or has not
otherwise been deemed in
violation of SMSSAFF policies
and By-Laws; or of the rules,
regulations, or policies of St.
Mary's School, Sagada.
SECTION 10. STANDARD
SMSSAFF ARTICLES OF
Association. Each chapter shall
be required to adopt the
Standard SMSSAFF Articles of
Association and shall so certify
by a statement bearing the
signature of the
Chapter President, one other
chapter officer and the Chairman
of the Advisory Committee. A
signed copy of the certification
shall be filed with the SMSSAFF
office.
SECTION 11. MEMBERSHIP
RECORDS. The SMSSAFF office
shall keep permanent records of
St. Mary's School alumni and
friends. Chapters shall
maintain a permanent record of
their members.
SECTION 12. CHAPTER
PERMANENT MAILING ADDRESS. Each
chapter shall maintain a post
office box or other
permanent chapter mailing
address.
SECTION 13. CHAPTER
DUES. Chapters may establish
reasonable chapter membership
dues and assessments, in
addition to those established by
the SMSSAF Foundation.
SECTION 14. AUTHORITY OF
CHAPTERS. Any chapter may adopt
by-laws, rules or regulations
not in conflict with the SMSSAFF
Articles of Incorporation, the
SMSSAFF By-Laws, the Standard
SMSSAFF Articles of
Association, or the rules,
regulations, or policies of St.
Mary's School, Sagada.
SECTION 15. FINANCE AND
PROPERTY. Chapter officers
shall cause an annual return on
form ___ to be made to the
Revenue Service in the District
on
which the chapter is located.
Upon the dissolution of a
chapter a written report of any
money or property on hand shall
be filed by its officers with
St. Mary's School Board of
Directors and a copy with the
SMSSAFF Presi | |
