| Saint Joseph’s School Alumni Association (SJSAA) SJC Campus, Tel (047) 223.5486. Fax: (047) 223.4719/5986 eMail : sjs@olongapo-subic.com Website: www.sjs.olongapo-subic.com |
CONSTITUTION AND BY-LAWS
of
PREAMBLE
We, the alumni of Saint Joseph’s School/College, in order to foster and fully realize the ideals of the institution; to stimulate and encourage the loyalty of all alumni by acquainting them fully with the progress and needs of their Alma Mater; to assist in representing the St. Joseph’s School/College, its work and its services, to the community, the Nation and the world; and to unite ourselves in closer bonds of fellowship and promote the general welfare of our members and their families, do ordain and promulgate this Constitution.
ARTICLE I - MEETINGS
Section 1. Annual Meetings – The annual meeting of the members shall be held at the principal office of the association (or any suitable location duly selected and approved by the board) in the 3rd week of March of each year. The President shall render an annual report to the members regarding the activities of the association. The election of members of the board and adoption of amendments to the by laws shall also be held during this regular annual meeting or the general assembly.
Section 2. Special Meetings – Special meetings of the members shall be called as the need thereof arises, by the Board of Trustees (BOT) or the President or upon petition of 1/3 of the general membership.
Section 3. Regular Meetings – The board shall decide from among themselves the date, time and venue of the regular monthly meeting of the
Section 4. Notices – Notices of the time and place of annual and special meeting of the members shall be given either personally or by special delivery mail, at least two (2) weeks before the date set for such meeting. Members who provided valid email address will be notified via email. Text messaging (SMS), internet (social networking, blogs, etc), and other forms of media shall be utilized to further disseminate information. The notice of every special meeting shall state briefly the purpose or purposes of the meeting.
Section 5. Quorum – A quorum for any meeting of the association shall consist of a simple majority of the active and paying members and a majority of such quorum may decide any question at the meeting, except those matters where the Corporation Code or specific stipulation in this by-laws requires the affirmative vote of a greater proportion.
Section 6. Order of Business – The order of business at the annual meeting of the members shall be as follows:
a. Proof of service of the required notice of the meeting to be presented by Secretary..
b. Proof of the presence of a quorum.
c. Secretary’s
d. Treasurer’s Report
e. Report of the President.
f. Unfinished business.
g. Adoption of amended by-laws (if applicable)
h. Election of the Trustees for the ensuing year (to be handled by Election Committee)
i. Election of Officers by and among the newly elected Trustees
j. Other matters.
Section 7. The Robert’s Rule of Order shall be the guide in running meetings of the association.
Section 8. Virtual Meeting – The use of video and/or audio conferencing as well as internet enabled live chats such as Skype, Yahoo Messenger, Google Talk and the likes are allowed means of joining the official meetings of the association.
ARTICLE II – TRUSTEES
Section 1. Board of Trustees (BOT) – The corporate powers of the association shall be exercised, its business conducted and its finances/property controlled by the Board of Trustees.
Section 2. Composition and Qualifications –
2a. The number of trustees of the association shall be fifteen (15)
2b. The trustees to be elected must be bona fide (active alumni with membership renewed and dues paid up-to-date) members of the association.
2c. Only members personally present in the general assembly can vote and be voted.
2d. Batch Fee – A batch to be represented in the board must have paid the two thousand pesos (P2,000) initial batch fee or the one thousand pesos (P1,000.00) annual batch fee which ever is applicable. A batch whose group registration exceeds 90% of their total population is automatically considered to have paid the batch fee for that particular year.
2e. Maximum Representation - Under no circumstances shall a particular batch have more than TWO (2) elected members in the Board of Trustees.
2f. Nomination Process – To give ample time to verify qualification of nominees to the Board of Trustees, the Election Committee will start receiving written nominations one week before the scheduled General Assembly/Election.
Section 3. Disqualification of Trustees or Officers – No member convicted by final judgment of an offense punishable by imprisonment for a period exceeding one (1) year, or a violation of the Corporation Code of the Philippines committed within ten (10) years prior to the date of his election or appointment, shall qualify as a trustee or officer.
Section 4. Term of Office of Trustees – The trustees shall hold offices for one year and until their successors are duly elected and qualified.
Section 5. Manner of Replacing a Trustee – If a trustee position became vacant (by death, resignation, or expulsion for failure to attend regular meetings five consecutive times without justifiable reason), the Board Of Trustees may elect a replacement who shall serve co-terminus with the Board Of Trustees.
Section 6. Ex-Officio Members of the Board - The immediate past-president shall serve as ex-officio member of the board (unless otherwise if he/she gets re-elected in the board). Likewise, the class presidents or representatives of the incoming silver(25), pearl(30), coral(35) and ruby(40) jubilarians shall serve in ex-officio capacity if their batch failed to place an elected member in the board. This is to ensure continuity of ST. JOSEPH’S SCHOOL ALUMNI ASSOCIATION (SJSAA) programs.
ARTICLE III – OFFICERS
Section 1. Officers – The officers of the association shall be a President, a Vice-President, a Secretary, an Assistant Secretary, a Treasurer, an Assistant Treasurer, an Auditor, an Assistant Auditor, and a PRO. They shall be elected by the Board of Trustees from among themselves immediately after the election of the Board Of Trustees
Section 2. Term of Office of Officers – All officers of the association shall hold office for one year and until their successors are duly elected and qualified.
2a. Maximum Term Limit – Any officer can be re-elected but no officer can be re-elected to serve more than two (2) terms consecutively in the same position.
2b. Any officer who fails to attend five consecutive meetings of the board without justifiable reason shall be subject to replacement by votation from among the members of the board. On the officer’s 3rd consecutive un-excused absence, the President will write and talk to the subject officer to determine his/her intent. The board shall expect a written explanation or a letter of resignation whichever is applicable.
Section 3. Working/Standing Committees - The Board shall create working/standing committees and appoint members thereto.
Membership Committee
Election Committee
Sports Committee
Public Relations Committee
Ethics and Privileges Committee
Scholarship Committee
The Distinguished Alumni Committee
Alumni Homecoming Executive Committee
Programs Committee
Foods Committee
Physical Arrangement Committee
Motorcade Committee
Documentation Committee
Awards Committee
Ways and Means Committee
ARTICLE IV - FUNCTIONS & POWERS OF OFFICERS
Section 1. President – The President shall be the Chief Executive Officer of the association. He shall preside in all meetings of the members of the association and the board of trustees.
He shall execute all resolutions of the Board of Trustees. He shall be charged with directing and overseeing the activities of the association. He shall submit to the Board of Trustees as soon as possible after the close of each fiscal year, and to the members of each annual meeting, a complete report of the activities and operations of the association for the fiscal year under his term.
Section 2. Vice President – The Vice-President, shall exercise all powers and perform all duties of the President during the absence or incapacity of the latter and shall perform duties that maybe assigned by the Board of Trustees.
Section 3. Secretary – The Secretary shall give all notices required by these by-laws and keep the minutes of all meetings of the members and of the Board of Trustees in a book kept for the purpose. He shall keep the seal of the association and affix such seal to any paper or instrument requiring the same. He shall have custody of the members register and the correspondence files of the association. He is responsible for annual filing of the association’s General Information Sheet at the Securities and Exchange Commission and SJSAA depository banks. He shall also perform all such other duties and work as the Board of Trustees may from time to time assign to him.
Section 4. Assistant Secretary – The Assistant Secretary shall provide all the required assistance of the Secretary in the performance of his/her duty and exercise all powers and perform all duties of the Secretary during the absence or incapacity of the latter and shall perform duties that maybe assigned by the Board of Trustees.
Section 5. Treasurer – The Treasurer shall have charge of the funds, receipts and disbursements of the association. He shall keep all moneys and other valuables of the association in such banks as the Board of Trustees may designate. He shall keep and have charge of the books of accounts. He shall give updated reports during official meetings of the association. He shall also perform such other duties and functions as may be assigned to him from time to time by the Board of Trustees. He shall post a bond in such amount as may be fixed by the Board of Trustees.
Section 6. Assistant Treasurer – The Assistant Treasurer shall provide all the required assistance of the Treasurer in the performance of his/her duty and exercise all powers and perform all duties of the Treasurer during the absence or incapacity of the latter and shall perform duties that maybe assigned by the Board of Trustees.
Section 7. Auditor – The Auditor provides assistance to the board in its oversight responsibilities relating to the integrity of the association’s financial statements, financial reporting process, and systems of internal accounting and financial controls. He/she must conduct pre-audit functions and regularly refer to the approved budget of the association. The auditor must provide an auditor’s report to the members of the association before the annual general meeting. Such report must have been reviewed and noted by an external auditor duly accredited by the Securities and Exchange Commission.
Section 8. Assistant Auditor – The Assistant Auditor shall provide all the required assistance of the Auditor in the performance of his/her duty and exercise all powers and perform all duties of the Auditor during the absence or incapacity of the latter and shall perform duties that maybe assigned by the Board of Trustees.
Section 9. Public Relations Officer (PRO) – The PRO coordinates the relationship between the association and local agencies, civic groups, schools, community groups, political entities, and governmental agencies. He/she must establish working relations with various media outfit (print, radio, television and internet). The PRO shall chair the committee on public relations which shall compose of media practitioners or public relations professionals.
ARTICLE V - MEMBERS
Section 1. Qualifications for Membership – The board shall determine the qualifications of an applicant for membership. A membership committee which shall be headed by the Secretary will be formed for this purpose.
1a. All graduates and former students of Saint Joseph College, Saint Joseph’s School, St. Joseph’s High School and the schools that preceded it are and shall be considered Alumni and members of this Association.
Section 2. Rights of Active Members – Active members shall be those who have renewed their membership and paid the corresponding annual dues as approved by the general membership. The
Membership fee is P50.00 until December 31, 2011. However, beginning January 1, 2012 the Annual Membership Dues will be P100.00 per year for regular members. Alumni registration fee for graduating students however remains at fifty pesos (P50). Members are encouraged to pay their annual dues in advance (2, 5, 10, or 15 years) at their convenience.
An active member shall have the following rights:
a. To exercise the right to vote on all matters relating to the affairs of the association;
b. To be eligible to any elective or appointive office of the association;
c. To participate in all deliberations/meetings of the association;
d. To avail of all the facilities of the association;
e. To examine all the records or books of the association during business hours.
Section 3. Duties and Responsibilities of the Members – A member shall have the following duties and responsibilities:
a. To obey and comply with the by-laws, rules and regulations that may be promulgated by the association from time to time;
b. To attend meetings of the association;
c. To pay membership dues and other assessments of the association.
Section 4. Lifetime Membership – Past SJSAA Presidents or current members who are fifty (50) years old and above can avail of the Lifetime Membership by paying in advance the ten years equivalent of the present annual membership fee. Lifetime members will be issued a special ID card for this purpose.
Section 5. Special Membership – The Board, upon recommendation of Membership Committee may bestow Associate Membership to individuals who are not graduate of St. Joseph but qualifies under the following grounds: (1) Spouse, sons and daughters of active members, provided that the son or daughter is 18 years old and above. (2) Friends of alumni who have made considerable contribution in kind or cash to the association. Provided further, that they submitted an application for membership and have paid the membership dues.
Likewise, an Honorary Membership may be bestowed to individuals who subscribe to the ideals of the association, participate in its activities and have shown exemplary accomplishments in their field of endeavor. Guest Speakers, Principal Sponsors, local leaders and members of the school faculty and administration may be admitted through this provision
Members accepted under the special membership scheme are not illegible to hold elective positions in the association nor to vote during elections.
ARTICLE VI - SUSPENSION, EXPULSION AND TERMINATION OF MEMBERSHIP
Suspension, expulsion and termination of membership, shall be in accordance with the rules and regulations of the association.
Any member of the association may file charges against a member by filing a written complaint with the Secretary of the association. The Board of Trustees shall call a special meeting to consider the charges. The affirmative vote of majority of all the trustees shall be necessary to suspend a member; Provided that where the penalty is expulsion, the affirmative vote of majority of all the members of the association shall be necessary.
ARTICLE VII - FUND
Section 1. Funds – The funds of the association shall be derived from admission fees, annual dues and special assessments of members, gift, or donations.
Section 2. Disbursements – Withdrawal from the funds of the association, whether by check of any other instrument shall be signed by the Treasurer –AND- countersigned by the President. The Vice President may sign in the absence of the President and the Assistant Treasurer may sign in the absence of the Treasurer. If necessary, the Board of Trustees may designate other signatories.
Section 3. Forced Savings – Each set of officers is only allowed to spend a maximum of ninety –five percent (95%) of income generated by them (which includes the money turned over by the previous set of officers). In other words… five percent (5%) of all money coming in shall automatically be deposited in the forced savings trust account of the association. A separate and distinct bank account shall be opened for this purpose which shall be updated at least in a quarterly basis. A three-fourths (3/4) affirmative vote of members present during a regular general assembly is required if there is intention to spend part of the money held in-trust for the forced-savings scheme.
Section 4. Fiscal Year – The Association's fiscal year shall begin on April 1st and end on March 31st.
ARTICLE VIII - CORPORATE SEAL
Section 1. Form – The corporate seal of the association shall be in such form and design as may be determined by the Board.
ARTICLE IX - AMENDMENTS AND EFFECTIVITY OF THE BY-LAWS
Section 1. Amendments – These by-laws, or any provision thereof, may be amended or repealed by a majority vote of the Trustees at any regular or special meeting duly held for the purpose and adopted by a majority vote of the members during general assembly
Section 2. Effectivity – These by-laws shall take effect immediately upon adoption during a general membership meeting. However, for purposes of practicality, some provisions thereof shall be relaxed during the conduct of 2011 General Assembly. Full implementation of which shall take effect on the succeeding activities of the association.
Adopted by the General Assembly on the 18th day of March 2011 at
Signed by members of the Board of Trustees and Certified by the SJSAA Secretary:
_____________________ _____________________
Online Link: http://olongapo-subic.com/sjs/BY-LAWS.htm
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