Terms of Reference of the Interim Executive Committee, Ugnayang Bayan

FINAL VERSION. Approved by the General Assembly on March 16, 2006
Subject: Terms of Reference of the Interim Executive Committee, Ugnayang Bayan.
___________________________________________________________________________________________
This captures the Terms of Reference of the Interim Executive Committee of the
Ugnayang Bayan over the interim period of six (6) months ending Sept 21, 2006.
Background:
The following moves have been agreed by the FilCom General Assembly on Feb 16, 2006:
· For the Steering Committee to:
a) Change its status from informal to a formal umbrella.
b) Change its name to Ugnayang Bayan (Steering Committee of the Filipino
Community), and develop a formal statute.
c) Adopt two main annual events: lead and coordinate the celebration of Philippines
Independence Day and Christmas Party.
· Nine (9) members from the General Assembly were nominated to form the Interim
Executive Committee who will be responsible for the implementation of (a) to (c) above.
They are:
Interim Exec.Com E-Mail Address Mobile Phone#
1) Tess Baarde baarde.ta@pg.com 079-349-6824
2) Dennis De Guzman deguzmand@gmail.com 078-616-7451
3) Shiela Droze sdroze@uncc.ch 079-279-6902
4) Rudy Guacena bb163ge@yahoo.com 079-819-7789
5) Charly Hernandez hagibis@gmail.com 078-878-4545
6) Harry Lacsamana harry.lacsamana@wipo.int 078-755-4929
7) Nena Marco nmarco@iom.int 078-892-4029
8) Philip Panlilio philipnr2005@gmail.com 078-788-9269
9) Joseph Sycip sycip@sunrise.ch 078-659-8259
· The Interim Executive Committee has been requested to draft their Terms of Reference
for transparency and clarity of their mission and tenure for the implementation of (a) to (c)
above, to which this document is hereby now prepared.
Interim Executive Committee – Terms of Reference.
Mission
The Interim Executive Committee is a group of 9 members from the FilCom/Ugnayang Bayan
General Assembly who has been nominated to carry out the following mission and key
deliverables, over an interim period.
Mission Key Deliverables
a) To pave the formalization of the Ugnayang
Bayan as a formal umbrella organization of the
various Filipino organizations/groups (in the
cantons of Geneva and Vaud).
_ Membership enrollment (listing) from various Filipino
organizations/groups/individuals behind Ugnayang
Bayan as a formal umbrella organization.
_ Election of Ugnayang Bayan governing body (as per
the approved Statutes) on Sept 21, 2006.
b) To ensure the development and ratification of
the formal statutes of the Ugnayang Bayan.
_ Formal statutes of the Ugnayang Bayan duly
developed and ratified by the General Assembly on
August 17, 2006.
c) To lead and coordinate the ff. Filipino events:
* Celebration of the Philippine Independence
Day in Geneva.
* Pilipino Class.
* Usapang Pambata and Birthing Lupang
Hinirang b.
_ Successful implementation of the Philippine
Independence Day Celebration on June 10/11, 2006
_ Kick-Off the Pilipino class by May 2006.
_ Successful staging of the ”Birthing Lupang Hinirang”
and Usapang Pambata events.
b “Usapang Pambata” –is an educational initiative for children which brings knowledge and appreciation of Filipino
values and culture. ”Birthing Lupang Hinirang” is a presentation given by lecturer Mila D. Aguilar, which
introduces the Philippines to the Filipino, building love of country in the Filipino, and encouraging innovation,
enterprise and transformation.
FINAL VERSION. Approved by the General Assembly on March 16, 2006
Subject: Terms of Reference of the Interim Executive Committee, Ugnayang Bayan.
___________________________________________________________________________________________
Duration.
The Interim Executive Committee will lead the Ugnayang Bayan over an interim period of six
(6) months, i.e. March 16-Sept 21, 2006.
Meeting Dates with the General Assembly.
Over the interim period, the Interim Executive Committee will call for a monthly meeting with
the General Assembly every 3rd Thursday of the month as follows, for the following
milestone activities:
March 16 1. Proposal & Approval of Terms of Reference of the Interim Executive Committee
2. Establish 2 working groups; for the Statutes & Phil. Indep. Day Celebration
April 20 1. Present complete draft of the Statutes.
2. Proposal & Approval of:
· Phil. Indep. Day Plan & mechanics
· Launch of the Pilipino Class
· Plans for Usapang Pambata & Birthing of Lupang Hinirang
May 18 1. 1st Review of Statutes
2. Review Progress/Status of:
· Phil. Indep. Day Plan & mechanics
· Launch of the Pilipino Class
· Plans for Usapang Pambata & Birthing of Lupang Hinirang
June 15 1. 2nd Review of Statutes.
2. Open/Start candidacy for Ugnayang Bayan governing body.
July 20 1. Final Review of Statutes
2. Close candidacy
3. Evaluation/Assessment of:
· Phil. Indep. Day Plan & mechanics
· Launch of the Pilipino Class
· Plans for Usapang Pambata & Birthing of Lupang Hinirang
Aug 17 1. Formal Ratification of Statutes
2. Final Candidacy campaign
Sept 21 1. Election of Ugnayang Bayan governing body.
2. Dissolution of the Interim Executive Committee

Structure.
The Interim Executive Committee is
composed of:
a) Four (4) traditional officer roles: And currently filled by
· Chairman…………………………._ Tess Baarde

· Vice Chairman……………………_ Joseph Sycip

· Secretary…………………………._ Rudy Guacena

· Treasurer …………………………_ Harry Lacsamana

b) Five (5) Project Coordinators, for:
· Ugnayang Bayan Statutes …….._ Philip Panlilio

· Philippines Independence Day…_ Dennis De Guzman & Sheila Droze

· Pilipino Class…………………….._ Charly Hernandez

· Usapang Pambata/ Birthing of
Lupang Hinirang……………­ ­­­­--Nena Marco

:
Roles & Responsibilities.
Interim Executive Committee
1) Actively meets the various Filipino organizations/groups/individuals, to promote
the vision of Ugnayang Bayan, and solicit their membership support.
2) Promotes a climate of openness, sharing, camaraderie and community building,
among the Filipinos via good communication, on-going publicity efforts, and other
means.
FINAL VERSION. Approved by the General Assembly on March 16, 2006
Subject: Terms of Reference of the Interim Executive Committee, Ugnayang Bayan.
___________________________________________________________________________________________
3) Leads the consolidation of a comprehensive listing and description of the various
Filipino organizations/groups.
4) Leads the coordination of the calendar of activities of the various Filipino
organizations/groups to maximize support and collaboration, and to
avoid/minimize conflicting events.
5) Leverages creative/mass approaches (e.g. website) to disseminate broadly and
effectively relevant information/updates/progress to the Filipino community.
6) Invites/Involves all Filipino individuals/organizations/groups to participate actively
in key projects of the Ugnayang Bayan over the interim period (e.g., Statutes,
Phil.Independence Day Celebration, Pilipino Class, etc).
7) Free to hold its meetings wherever and whenever it wishes. A meeting may be
summoned at the request of any of its 9 members.
8) May establish sub-committees for special tasks and projects.
9) Consults and partners with the Philippine Mission Consulate on projects which
promote the welfare of the Filipinos.
Chairman
1) Convenes the Interim Executive Committee
and General Assembly.
2) Presides over the Interim Executive
Committee and General Assembly meetings.
3) Takes particular care of the quality of
relationships among the members of the
Interim Executive Committee.
4) Oversees all the project coordinators
Vice Chairman
1) Supports the Chairman in his/her
responsibilities.
2) Presides over the Interim Executive
Committee and General Assembly meetings
in the absence of the Chairman.
Secretary
1) Captures and communicates all minutes of
the meetings, and key agreements.
2) Coordinates the collection and databasing of
a comprehensive list of the various Filipino
organizations/groups.
3) Takes the lead to disseminate the coordinated
Calendar of Activities of the Filipino
Community.
4) Revives the Ugnayang Bayan newsletter and
website.
Treasurer
1) Accounts for all the collection, financial bookkeeping
and accounting of Ugnayang Bayan
funds.
2) Handles all disbursement of Ugnayang
Bayan funds, subject to two signatories
coming from the Chairman and Treasurer.
3) Leads all financial solicitation initiatives of the
Ugnayang Bayan.
4) Regulates all fundraising activities led by the
Ugnayang Bayan.
Project Coordinators
1) Liaise with the various Filipino
organizations/groups on their respective
projects with the aim to identify/gather
their needs and suggestions, uncover
need gaps, and solicit support and
participation.
2) Recommend plan and mechanics behind
their project lead, taking into
consideration the feedback collected
from the various groups.
3) Communicate and implement agreed
plans/recommendations.
Norms of Conduct of the Interim
Executive Committee Members.
_ Practice mutual interdependency and
trust
_ Show respect and transparency of
intentions
_ Shows punctuality in meetings and
communications.
_ Prompt in delivery of commitments.
_ Active communication and Information
sharing in between monthly meeting via
various means of communication.
Means of Communication.
_ Emails, SMS messaging, face-to-face
meetings, tele/web/video-conferencing.
…/end.