Governance & Compliance

Last Updated: March 1, 2026

1. Records Retention & Destruction Policy
Purpose: To ensure the Filipino-American Association of the Tri-Cities (the “Association”) maintains necessary records for legal compliance and destroys them once they are no longer required. 

  • Permanent Records: Articles of Incorporation, Bylaws, Board Minutes, IRS Determination Letter (Form 1023), and annual financial audits.
  • 7-Year Records: Accounts payable ledgers, bank statements, expired contracts, and tax returns (Form 990).
  • 3-Year Records: General correspondence and volunteer applications.
  • Destruction: Confidential records will be disposed of via secure shredding once their retention period expires. No records will be destroyed if a legal investigation or audit is pending. 

2. Executive Compensation Policy
Purpose: To ensure that any compensation paid to officers or key employees is reasonable and not excessive. 

  • Review Process: The Board of Directors shall annually review and approve the compensation (if any) of the Executive Director and other key officers.
  • Comparability Data: The Board will rely on external data from similar-sized nonprofits in Washington state to determine “reasonable” market rates.
  • Documentation: All compensation decisions, including the data used and the final vote, will be recorded in the official Board minutes. 

3. Public Inspection of Documents Policy
Purpose: To meet IRS Public Inspection Requirements for 501(c)(3) entities.

  • Available Documents: The Association makes its last three years of IRS Form 990, its original application for exemption (Form 1023), and its IRS Determination Letter available for public inspection.
  • Access: These documents can be reviewed during normal business hours at our principal office or requested in writing. Donor names and addresses on Schedule B are removed for public inspection to protect privacy. 

4. Nondiscrimination Statement
Purpose: To affirm our commitment to an inclusive and welcoming environment.

  • Policy: Fil-Am of Tri-Cities does not discriminate on the basis of race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, or military status in any of its activities or operations, including hiring, volunteer selection, vendor partnerships, and the provision of services. 

5. Contact Us
If you have any questions about our governance or compliance policies, please email us at: tricitiesfilam@gmail.com