Consular Club

List of Executive

Lê Chi Tam (USA)

President

Tasanee Powcharoen (Thailand)

Vice President

The Consular Club of Ho Chi Minh City, founded in 1994, is a non-profit organization comprised of persons from all countries represented by a Consular mission in Ho Chi Minh City. The Club is non-political and its members meet on a regular basis with the principal objective of making a contribution towards improving the quality of life of disadvantaged groups mainly

in southern Viet Nam.The main fundraising activity is an annual Charity Bazaar typically held in November. The funds raised are thereafter distributed according to the agreed guidelines.

MEMBERSHIP

The Consular Club is made up of representatives from the Consular and Honorary Consular missions in Ho Chi Minh City. The members include spouses of the Consuls-General, trade representatives, Consulate staff and members of the respective country’s community, both of the latter member groups being designated by the Consuls-General.  Each country is permitted to send more than one representative, up to a maximum of three.  There is no fixed term for membership. The Club may agree to change the membership charge when it is deemed necessary. The Club also reserves the right to exclude a member from the group for inappropriate behaviour.

ADMINISTRATION

• The Club’s year runs from April ~ March.

• The Club generally meets once a month, usually mid-month, and considers applications for funds at its March meeting. Due to the extended summer vacation, generally based on the international schools’ year, the Club tends not to meet in July and January. Any member reserves the right to send a deputy to any meeting he/she cannot attend her/himself. All motions proposed at meetings should be seconded and then carried by majority vote based on one vote per country. All voting, particularly for projects, must be in person.
• The executive members of the committee include a President, Vice -President, Secretary, Deputy-Secretary and Treasurer. The Treasurer and two co-signees are empowered by the Club to run a bank account on the Club’s behalf. The term for any of the executive positions is one year, subject to reelection. 
• The President is responsible for ensuring that the Club carries out its fundamental charitable purpose and operates within its guidelines. The President chairs the monthly meeting. The President shall also ensure that as many countries as possible are represented in the Club by inviting newcomers to join the group.
• The Vice-President is responsible for deputising for the President as necessary and will automatically assume the role of President if the Club is unable to elect someone for whatever reason.
• The Secretary, in consultation with the President, should prepare an agenda and notify all members at least one week in advance of the monthly meeting of the details of the venue. The Secretary is responsible for taking minutes at each meeting and distributing them accordingly. These minutes, including the Treasurer’s report, are to be corrected and approved at the following meeting. The Secretary is also responsible for recording and updating contact details for Club members.
• The Treasurer is responsible for receiving individual membership dues which at present are US$15 per country following the April AGM. He or she is also responsible for disbursing funds to members for projects voted on and agreed by the group. The Treasurer is also responsible for presenting the Club with a report at each monthly meeting.
• An Annual General Meeting (AGM) should be held in April of each year. Members must be notified of this meeting at least two weeks in advance. At this meeting executive members shall be elected or the former executive may be re-elected. The annual membership fee should also be agreed and the Treasurer should present a financial report. Should an executive member leave their post in the course of the year then an election must take place at the meeting immediately following their resignation.
• For all meetings held by the Club there must be a quorum of members in attendance. A quorum shall consist ofeight members or 50% of the members, whichever is less.

PROJECTS

• Projects may be considered on an ad hoc basis throughout the year but the majority of the available funds should be allocated at the March meeting following the reconciliation of proceeds from the Bazaar.

• All requests should be received in writing either by e mail or by hand at least one week prior to the monthly meeting for consideration by the members.

• It is the preference of the Club that the member proposing the project be present at the meeting to present the project and answer any related questions. Where the member is not available to attend the meeting they should designate a representative or request another member of the Club to present the project on their behalf. Projects which are not supported in person at the meetings will not be considered.

• Applications for projects should be made using the criteria set out below:

a) Any member of the Consular Club may propose a charity project for consideration by the members. Cases benefiting solely an individual will not be considered.

b) Types of projects, which will be considered, include:

• Medical assistance to improve the quality of life of the sick,poor, handicapped and other disadvantaged groups. 
• Basic Needs: food, shelter and clothing. (Examples include support to orphanages, homes for the elderly and victims of natural disasters, provision of potable water, etc.
• Education including funding for school fees, books, materials, teachers, scholarships, training programs, etc.

c) Groups supported by the Consular Club should be (in order of priority):

• Preferably non-governmental organizations.
• Comprised of volunteers.
• Have little or no access to other funds or fund raising channels.
• Consist of both volunteers and paid personnel
• Consist of paid personnel.

d) Other criteria for groups /projects supported by the Consular Club:

• Groups or organizations receiving support must demonstrate accountability and transparency including providing receipts and evidence that money was spent as intended.
• The application must specify exactly who will benefit from the project.
• Where possible, donations should be given in kind.
• Funding for any one project is limited to ten percent of total funds available.
• Procedure for Project Funding Applications:
• 1. The Consular Club's charitable program application form (see attached) should be completed and all available information appended. Members should receive all project funding applications by e mail or by hand at least one week prior to the monthly meeting for consideration by the members and to provide an overview of the projects proposed.
  2. Consideration of new projects will begin at the annual March meeting.  Projects will be considered after the March meeting only if funds are still available. It is the preference of the group that the member proposing the project be present at the meeting to present the project and answer any related questions. Where the member is not available to attend the meeting they should designate a representative or request another member of the group to present the project on their behalf. Projects, which are not supported in person at the meetings, will not be considered.
  3. When members require more information, a sub-committee may be formed to consider further a particular project/group including visiting the organization or project site. Any expenses incurred in the course of this will be at the members’ own expense. The sub-committee will thereafter report its findings and recommendations to the group to seek a decision. In these cases, funds may be tentatively allocated as a ‘pending’ category until the group is satisfied that the project meets the necessary criteria.

e) Voting

• Projects will be voted on at the March meeting and at subsequent meetings when projects have a ‘pending’ status, or if funds are available for additional projects after March. When one country has more than one representative in the Club only one vote per country will be allowed.
• Projects must receive a majority vote in order to be approved and all voters must be present. 

• This can be achieved via the quorum present as well as any additional votes received by the President in writing prior to the meeting from members unable to attend the meeting.