The Food and Drug Administration’s (FDA)
Hispanic Employee Resource Group

ARTICLE I. NAME OF ORGANIZATION

The name of this organization is “HOLA FDA,” the Food and Drug Administration (FDA) Hispanic employee resource group. The slogan is: “Supporting FDA Latinos/Hispanics and Their Communities”.

ARTICLE II. RELATIONSHIP TO THE DEPARTMENT OF HEALTH AND HUMAN SERVICES HISPANIC EMPLOYEE ORGANIZATION

HOLA FDA is an affiliate chapter of the Department of Health and Human Services Hispanic Employee Organization (HHS-HEO), an independent non-profit organization of federal government employees.

HOLA FDA endorses the purpose and objective(s) of the HHS-HEO as stated in its Constitution of 1981: “to increase Hispanic employee’s awareness of Departmental programs and goals, to provide a forum for discussion and information exchange about issues of Hispanic concern in the Department and nationally, and to promote continuity between Hispanic and Departmental goals and activities.”

All members of HOLA FDA may also choose to be members of the HHS-HEO.

ARTICLE III. MISSION, PURPOSE AND OBJECTIVES

The HOLA FDA mission is to address the needs of Hispanics/Latinos at the FDA and the FDA’s Hispanic/Latino customers/stakeholders by:

  1. Providing a collective voice that represents Hispanic/Latinos at the FDA.
  2. Improving leadership development and career advancement opportunities for Hispanics/Latinos in the FDA through participation in agency activities, training, mentorship and advocacy.
  3. Informing FDA in regards to issues affecting Hispanic/Latino employment.
  4. Informing the FDA leadership on public health issues impacting the Hispanic/Latino community and more effective ways to reach this population.

HOLA FDA’s purpose is to accomplish its mission by serving as an independent resource, analyst, facilitator, spokesperson and advocate for the FDA’s Hispanic employees to the leadership and operational components.

HOLA FDA Objectives:

  1. Foster career development opportunities for Hispanics/Latinos in the FDA, and increase recruiting, hiring, retention and promotion.
  2. Make recommendations to FDA, its leadership and components, and its employees in an effort to identify problems and gaps in FDA’s employment policies and programs.
  3. Foment collaboration, comradeship and support among Latino employees.
  4. Sponsor workshops, forums and other scientific and/or education events in support of the FDA’s mission.
  5. Participate on FDA working groups, committees and in other relevant activities concerning Hispanic employees.
  6. Provide a forum for discussion and information exchange about issues of Hispanic concern at the FDA, the Department, and nationally.

ARTICLE IV. MEMBERSHIP

  1. Membership is open to all FDA personnel (permanent, temporary, contractors, special volunteers, fellows or interns.)
  2. Membership to HOLA FDA is not restricted on the bases of race, color, marital status, age, creed, national origin, lawful political affiliation, disability, gender, gender identity, or sexual orientation.

ARTICLE V. ORGANIZATION OF HOLA-FDA

The policies of the HOLA FDA are determined by the General Assembly and carried out by an Executive Board.

A. The Executive Board

The Executive Board consists of the President, President-Elect, Secretary, four at-large Executive Board members and the immediate Past President as an ex-officio member of the Board with voting privileges.

The Executive Board formulates short and long-term policies and plans as necessary to carry out the mission, purpose and objectives of the HOLA FDA and periodically seeks approval of such policies and plans from the general membership at general assembly meetings or through a referendum procedure.

The Executive Board proposes the organization’s policies for presentation and approval of the General Assembly. It keeps the General Assembly advised of procedures developed to implement approved policies and of the results of all activities carried out in accordance with those policies and procedures.

The Executive Board develops procedures to implement and direct General Assembly decisions and carries out program operations in accordance with those procedures.  The Executive Board also designates an HOLA FDA representative to serve as a member of the HHS-HEO Executive Board.

HOLA FDA meetings shall be conducted according to Roberts Rules of Order.

The Executive Board meets at least bimonthly. Any two members of the Executive Board may call for a special board meeting, not less than one week before the chosen date.  A quorum shall consist of five members of the Board.  Decisions should be made by majority vote of board members present.

The Executive Board shall ensure that an electronic communications system is maintained, modeled on the HHS-HEO Internet system, or its successors.

B. Standing Committees.

HOLA FDA standing committees are established by a majority vote of the Executive Board to carry out the activities of permanent HHS-HEO functions.  The President appoints the Chairpersons with a majority recommendation by the Executive Board.  The other members of the committees are selected from volunteer members, or are designated by the President without confirmation.

A nominating committee, consisting of two members of the Executive Board and two members of the General Assembly shall establish election procedures, prepare a list of candidates for elective office for presentation to the annual General Assembly, conduct fair and open elections, and certify the election results.  Nominations may also be made at the election meeting.

C. Special Committees

Special (ad hoc) committees may be established by the Executive Board to satisfy the temporary needs of the organization.

D. The General Assembly

The General Assembly, consisting of the HOLA FDA membership, is the principal governing body of HOLA FDA.  The HOLA General Assembly shall approve all policies and decisions related to the mission, purpose, and objectives of the of HOLA FDA organization.

E.  HOLA FDA representatives in other organizations

HOLA FDA members can be nominated and voted by active membership to represent HOLA FDA in internal and external organizations or working groups (e.g., HHS-HEO and FDA GLOBE).  Representatives shall share and report information from other organizations.

There are three types of meetings:

  1. Executive Board Meetings – The Executive Board shall schedule meetings in advance of general ordinary meetings. The agenda shall include topics to bring into the general meeting as well as other ongoing business or follow up on preceding resolutions. The board shall also conduct extraordinary meetings upon convocation by the president to discuss a specific business or topic.
    After the meeting, the Board Secretary should distribute the minutes of this meeting for approval and, once approved, place them in the corporate records book. The Executive Board shall meet at least six times per year.
  2. General Assembly Meetings – The General Assembly Meeting is a gathering of the General Assembly as announced by the Executive Board. The ordinary meeting includes the topics determined in the agenda by the Executive Board and any other issue or topic to be brought to the attention of the members. Any extraordinary meeting must be called by the president upon approval of the Executive Board to discuss a specific issue or issues previously added in a specific agenda. There shall be a minimum of six bi-monthly General Assembly Meetings per year to update the membership.
  3. General Assembly meetings are called not less than one week before the chosen meeting date. There shall be an annual meeting to elect officers and members of the Executive Board. Other meetings may be called by the Executive Board as necessary to deal with organization policy and administrative matters

The minimum quorum for the General Assembly meeting is fifteen percent of the total HOLA membership.  Once a quorum has been validated, motions for voting will be allowed to proceed and will require a single majority of the quorum for approval.  Members that cannot attend a General Assembly meeting in person will be allowed to issue a voting proxy to another HOLA member on their behalf.  Absentee votes (in Absentia) will also be allowed.

Committee Meetings – The Chairperson may call a meeting with prior notice to members, informing them of the time, place, date, and subject matter of the meeting.

Additional meetings may be called by the President or President-Elect, three or more members of the Executive Board or at least three regular members of HOLA FDA plus two members of the Executive Board.  A referendum or vote of the General Assembly on specific issues conducted using an electronic mail communication system shall be considered a meeting as defined above.

Members may vote in absentia through written proxy held by any attending member in good standing. Members may also vote using the electronic mail communications system to the Secretary or other designated person.

ARTICLE VI: OFFICERS AND EXECUTIVE BOARD MEMBERS

Election of Officers:

  1. Only active members of the HOLA FDA shall be nominated for office and serve as committee members.
  2. The President-Elect and Secretary of HOLA FDA shall be filled by election. To be elected, a member must submit a nomination or be nominated, and receive majority votes.
  3. All persons who have become active members of HOLA FDA at least 30 days prior to the annual election shall be eligible to vote.
  4. Nominations for officers shall be submitted no later than one week prior to the election.
  5. Elections shall be held at the first meeting of each Fiscal Year (FY).
  6. All election voting shall be made by secret ballot.
  7. A vote of no-confidence against an HOLA FDA officer may be requested by any member at any time.
  8. A vote of no-confidence shall be held at the following scheduled meeting.  A two thirds vote is required for the motion to carry, and for the person to be removed from office.

Offices, Term Lengths, and Term Limits:

  • President: 1 FY, 2 Terms
  • President-Elect: 1 FY, 2 Terms
  • Secretary1 FY, 3 Terms
  • Past-President: 1 FY, 1 Term
  • At-large Executive Board Members: 1FY, 1Term

Duties and responsibilities of the Executive Committee are defined as follows:

A.      President:

1)      Serves as principal HOLA FDA officer

2)      Chairs all HOLA FDA meetings

3)      Acts as the deciding vote in case of ties

4)      Appoints members to head HOLA FDA committees

5)      Acts as liaison for HOLA FDA with FDA’s Hispanic Employment Program Manager (HEPM) and the Office of Equal Employment Opportunity (OEEO) staff, as well as for all external communications

6)      Performs the official count for the result of all votes

7)      Presents the “State of HOLA FDA” report at the first meeting of the FY

8)      Along with the President-Elect, conducts an audit of all HOLA FDA funds and accounts at the beginning of each term in office

9)      Automatically becomes the Past-President at the end of their final term

B.      President-Elect:

1)      Serves as a primary program planner for all HOLA FDA events, including the Hispanic

Heritage Month celebration

2)      In the absence of the President, assumes the duties of the President

3)      Performs such other duties as the President may delegate

4)      Coordinates the HOLA FDA election process

5)      Along with the President, conducts an audit of all HOLA FDA funds and accounts at the beginning of the term

6)      Shall automatically become President at the end of the term

 C.      Secretary:

1)      Responsible for recording the activities of the HOLA FDA, and maintains appropriate files, mailing lists, and other necessary records

2)      Performs such duties as are herein specifically set forth, in addition to other duties as are customary to the office of Secretary, or as may be assigned by the Executive Committee

3)      Drafts all correspondence (e.g., thank you letters, solicitations, announcements) on behalf of HOLA FDA

4)      Proposes and/or helps coordinate activities to recruit new HOLA FDA members

5)      Maintains records of HOLA FDA membership

D.      Past-President:

 1)      Mentors the President and President-Elect

2)      Provides leadership continuity for HOLA FDA

3)      In the event that the President, President-Elect, or the Secretary/ is unable to attend a meeting, resumes a leadership role for HOLA FDA activities

Resignations:
1)      An officer wanting to resign from office shall submit a letter of resignation to the President or Past- President at least one week before the next HOLA FDA meeting.

2)      During a meeting when a resignation is presented, nominations shall be solicited to fill the vacated office. A new officer shall be elected no later than the following HOLA FDA meeting.

 ARTICLE VII: AMENDMENTS

The Executive Board or a group of no less than ten percent of the voting members may initiate a proposal.  Proposals to amend this Charter shall be submitted in writing to the Executive Board and to the General Assembly for vote.  At least two-thirds of the general assembly must vote to approve the proposal to amend this Charter.

ARTICLE VIII: ADOPTION

HOLA FDA active members approved this Charter on September 18, 2014.

It was ratified by Walter Harris, Chief Operating Officer  on December 12, 2014 and by  Dr. Margaret  A. Hamburg, FDA Commissioners on January 15, 2015.