📘 Manual of Operations: Binalbagan Future Builders Club Inc.

 

1. Mandate and Governance 🏛️

This section defines who calls the shots and how decisions are made.

  • Board of Trustees (BOT): Responsible for high-level policy, legal compliance, and long-term vision.

  • Executive Officers: The "doers"—President, Vice President, Secretary, Treasurer, and Auditor.

  • Organizational Chart:

  • Meetings: Define the frequency of General Assemblies (e.g., annually) and BOT meetings (e.g., monthly).

2. Administrative & Secretarial Procedures ✍️

Consistency here prevents "lost" history and legal headaches.

  • Records Management: All minutes of meetings and board resolutions must be digitized and filed physically.

  • Membership Registry: A formal list of active, inactive, and honorary members with contact details.

  • Correspondence: Standardized templates for letters to the Mayor’s office, sponsors, and community partners.

3. Financial Management & Accountability 💰

This is the most critical section for building trust with donors.

  • Fund Handling: All collections must be issued an Official Receipt (OR).

  • The "Two-Signatory" Rule: Any withdrawal from the club’s bank account should require two signatures (e.g., Treasurer and President).

  • Sinking Funds: Specific allocations for recurring projects (e.g., annual scholarships or disaster relief).

  • Disbursement: Small expenses use a Petty Cash Voucher system, while large ones require BOT approval.

4. Project Implementation & Outreach 🏗️

How the club actually "builds" the future.

  • Proposal Stage: Every project starts with a written proposal (Objectives, Budget, Timeline).

  • Liquidation: Within 7 days of project completion, the lead coordinator must submit all receipts to the Treasurer.

  • Evaluation: A brief "Post-Activity Report" to discuss what went well and what didn't.

5. Membership & Ethics 🤝

  • Recruitment: Criteria for joining (e.g., residency in Binalbagan, age bracket, or specific skills).

  • Code of Conduct: Guidelines on representing the club in public and on social media.

  • Disciplinary Action: Clear steps for handling grievances or misuse of club funds.

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