Code of By-Laws

ALPHA PHI OMEGA INTERNATIONAL (PHILIPPINES)

INCORPORATED

APO-HOLLYWOOD ALUMNI



CODE OF BY-LAWS



PREAMBLE


We, the members of Alpha Phi Omega Hollywood Alumni (APO-Hollywood) of Alpha Phi Omega International (Philippines) Incorporated, Service Fraternity and Sorority, established for the purpose of assembling alumni members in the fellowship of the principles of the Scouting movement as embodied in its Scout Oath and Law, to develop Leadership, to promote Friendship and provide Service to Humanity and to further the freedom that is our national, educational, and intellectual heritage, do adopt these Articles of Association.



Article I

NAME, PURPOSE AND DOMICILE


Section 1. Name. – This Alumni Association shall be known as the Alpha Phi Omega International (Philippines) Incorporated, Hollywood Alumni.


Section 2. Purposes.


  1. To develop leadership, promote friendship and render service to the university/college and faculty, to the community and the nation as law abiding citizens as guided by the principles of the Scouting movement.


  1. To locate, assemble, maintain contact and maintain a registry of Alpha Phi Omega International (Philippines) Inc. Hollywood Alumni Association members.


  1. To maintain among the members continued interest in the ideals and programs of Alpha Phi Omega.


  1. To foster participation of the alumni in the affairs of Alpha Phi Omega Hollywood Alumni Chapter; and the programs of the office of the Vice- President for Alumni Affairs of Alpha Phi Omega, Philippines (APO Phils).


  1. To support APO Philippines, specifically collegiate chapters located in the vicinity of the territorial limits of the domicile of the alumni association as defined herein; in its program of service to the college, communities and youth of all nations.


  1. To provide members with opportunities for professional contact and social exchange.


Section 3. Domicile. – The principal office of the alumni association, to be referred as the APO-Hollywood Alumni Office, shall be the residence of the incumbent president located in Los Angeles County, California, USA.



Article II

MEMBERSHIP


Section 1. Open Membership. Membership in this alumni association shall be open to alumni members. Membership in this alumni association shall be granted only upon the approval of the applicant by this alumni, and after the applicant has fulfilled the membership requirements by the National Council (Philippines), and this alumni association.



Section 2. Advisory Membership. – This Alumni Association may confer Advisory Membership to any Alumni Association member; approved by the General Membership to serve in its Advisory Committee.


Section 3. Honorary Membership. – This Alumni Association may confer Honorary Membership upon persons who have contributed significantly to the ideals and purposes of Alpha Phi Omega Hollywood, provided, however that such membership shall be subject to the procedures defined by the IRR for Honorary Membership as defined in APO Phils’ New Code of By Laws.


Section 4. Status. –


  1. Membership in Good Standing. A member in good standing shall refer to a member falling under any membership category who has paid the membership dues and other assessments; actively participated in the activities of the alumni association; and has not been suspended by the Alumni Association.


  1. Delinquent Members. Delinquent membership shall refer to a member who has not paid his membership dues and other assessments and/or who has otherwise been suspended by the alumni association.



Section 5. Rights.


  1. Members in good standing shall be entitled to attend or participate in the affairs and activities of the alumni association to attend and participate in the proceedings of the General assembly; to vote and be voted on; and to all the rights and privileges as may be presently or hereafter be available to members;


  1. Members in good standing must pay financial obligations as outlined in Article VI, Section 1.



  1. Delinquent members shall have no rights and privileges in the alumni association.


  1. Members in the advisory council shall have all the rights and privileges of a member in good standing except those of voting or holding office in the alumni association other than the Chair of the Advisory Committee.


  1. Honorary Members: This alumni may confer honorary membership upon persons who have contributed significantly to the ideals and purposes of Alpha Phi Omega. Honorary members shall have the rights and privileges as defined under Article I Sec. 4(a), except that of voting or holding office. The approval of a vote of at least three-fourths (3/4) of this alumni shall be required for the conferring of honorary membership.


SECTION 6. Duties and Responsibilities. – It shall be the duty and responsibility of every member:

  1. to uphold the ideals, purposes and principles of the alumni association;

  2. to participate actively in its local, regional, national and international activities;

  3. to pay all dues, assessments and fees authorized by the APO Phils’ Code of By - Laws or by the General Assembly

  4. to comply with and obey the directives, rules and regulations of the alumni association;

  5. to promote and protect the name and image thereof; and to maintain loyalty thereto.

  6. to elect officers of the alumni association.




SECTION 7. Censure, Reprimand and Removal. The alumni shall follow all policies regarding membership suspension set by the National Bylaws, Standard alumni Articles of Association. In order for a member to be suspended, reprimanded or removed, a grievance against a member must first be brought before the grievance board. Any officer/member may be censured, reprimanded or removed for gross dereliction of duty or conduct detrimental to the association. Such action may be initiated when the Board receives a formal, specific and written charge(s) against a member or officer. If determined by majority vote of the Board that the charges are sufficient, the member or officer charged shall be advised of the charge(s) in writing. The charged member or officer shall then have the right to submit a written defense and/or appear with or without counsel before a meeting of the Board. All members will be notified of the meeting at least 30 days in advance in the manner specified in Article II, Section 8(d). The Board shall make its decision promptly as to any action needed concerning the complaint and shall notify the charged member/officer in writing. Such actions include censure, reprimand or removal.




SECTION 8. MEETINGS.


  1. General Membership Meetings of this Alumni Association shall meet every third (3rd) Saturday of each month.


  1. The parliamentary authority of the Alumni shall be the latest edition of Robert’s Rules of Order; however, there shall be no proxy or absentee votes. Except for the Article V of Robert’s Rules of Order, this Alumni shall not suspend Robert’s Rules of Order.


  1. Special Meetings of this Alumni Association shall be called by the President or by the Chairman of The Board of Directors or two (2) members of the board in writing; specifically called for its purposes and functions.


  1. Board of Directors Meeting of this Alumni Association shall meet one (1) week before the said General Membership Meeting.


  1. Notice of Meetings. The PRO shall deliver written notice of the date, time and place of all meetings of the membership. Said notice shall be delivered at least 30 days prior to the date of a regular meeting, and at least 15 days prior to the date of a special meeting.


  1. Quorum. A quorum shall be set as a simple majority of the voting members present (50% plus 1). If a quorum shall not be present at any meeting of the general membership, a majority of the members present may adjourn the meeting without further notice.


  1. Voting. Each member shall be entitled to one vote of each matter submitted to the General Membership. The act of the majority of the members present at any meeting at which there is a quorum shall be the act of the members except in the following cases, where a two thirds vote of the entire membership required:


    1. amendments to the By-Laws;

    2. actions under Article II, Section 7 of these By laws;

    3. dissolution of the association;

    4. election of officers.


Article III

ALUMNI ASSOCIATION OFFICERS


Section 1. Elective Officers.
The Elective Officers of the Alumni Association who are to serve as members of the Executive Committee of the Alumni Association are as follows:


    1. President

    2. Vice- President for Internal Affairs;

    3. Vice- President for External Affairs;

    4. Secretary;

    5. Treasurer;

    6. Auditor;

    7. Press Relation Officer (Publication Officer, Historian)

    8. Sergeant -at- Arms (at least two); and

    9. Fellowship Chairman.



Section 2. Appointive Officers and Committees.

The Executive committee may create such offices and/or Committees as it may deem necessary for the proper and efficient operation, administration and functioning of the alumni Association, the same to be filed by the appointment by the President.



Section 3. Ex-Officio Member.


The chairman of the Advisory Committee shall be the Ex-Officio member of the Executive committee.


Section 4. Board of Directors.


The Board of Directors shall have the following members:

  1. Past President of the Alumni Association in Ex-Officio capacity.

  2. Five (5) Board of Directors of which among themselves will vote for the Chairman of Board and Secretary of the Board within (1) one week of the election.


Section 5. Election and Term of Office.


Officers shall be elected biennially at the November General Membership Meeting. The elected Officers, BOD and Appointive Officers shall serve for two years. It shall commence on the 1st day of January and ending the 31st of December.


Section 6. Eligibility Requirement.


Any member of the Alumni Association in good standing may hold office in any capacity. (Executive & BOD)



Section 7. Vacancies

  1. Vacancies in the elective offices shall be filled by the President with the concurrence of the majority of the Executive committee and shall hold office for the unexpired term of his/her predecessor and until his/her successor has been duly elected and qualified.

  2. Vacancies in the board of directors offices shall be filled by a member in good standing nominated by the Chairman of the Board of Director with the approval of the general membership and shall hold office for the unexpired term of his/her predecessor and until his/her successor has been duly elected and qualified.



Article IV

ALUMNI ASSOCIATION OFFICERS’ DUTIES AND RESPONSIBILITIES


Section 1. President. - The President shall have the following duties and responsibilities:


  1. To act as presiding officer at all regular and special Alumni Association Meetings and at meetings of the Executive Committee and to serve as a member of the Advisory Committee.

  2. To coordinate the functions of all Alumni Association officers and committees.

  3. To appoint the committees responsible in carrying out programs of the alumni association.

  4. To serve as an ex-officio member of all committees.

  5. To ensure that the Alumni Association is operated in conformity with the policies set forth in the National Articles of Incorporation, National Code of By-Laws, these standard Alumni Association Code of By-Laws; the rules and regulations and policies or both the National and Legislative councils and of the educational institutions within its area of operation wherein a Collegiate Chapter is located;

  6. To ensure that there is proper communication within the Alumni Association, with the local Sectional Office, the Regional Administrative Office and with the National Administrative Office of APO Phils.; and with other Alumni Associations; and

  7. To exercise and perform such other powers and duties incidental to his/her office.


Section 2. Vice President for Internal Affairs. - The Vice President for Internal Affairs shall have the following duties and Responsibilities.


  1. To perform all duties consistent with the office;

  2. To serve as the Chairman of the Membership Committee;


To act as Presiding Officer -- in the absence of the President -- at all regular and special Alumni Association Meetings and at meetings of the Executive Committee and to serve as a member of the Advisory Committee; and

  1. To ensure the constant flow of new members and membership retention of the alumni, and maintain among the membership the understanding of the need for continued recruitment of new membership.



  1. To maintain a healthy and active membership, encourage members’ interaction and strengthen among brothers and potential members.


  1. To maintain an active membership roster and membership records as necessary.


  1. To exercise and perform such other powers and duties which is incidental to his/her office or by this Alumni Association.


Section 3. Vice- President for External Affairs. - The Vice President for External Affairs shall have the following duties and responsibilities:


  1. To perform all duties consistent with the office;


  1. To serve as the Chairman of Projects Committee;


  1. To act as presiding officer -- in the absence of the President and Vice President for Internal Affairs -- at all Regular and Special Alumni association Meetings and at meetings of the Executive Committee and to serve as a member of the Advisory Committee;


  1. To be responsible for the recommendation, coordination, staffing, and final written evaluations of all service projects.


  1. To act as liaison officer with the APO Philippines National Administrative Office, National Officers, the local Sectional Office, the Regional Administrative Office, Officers and Members, and other Alumni Association; and


  1. To exercise and to perform such other powers and duties incidental to his/her office as may be assigned to him/her by this Alumni Association.


Section 4. Secretary. – The Secretary shall have the following duties and responsibilities:

  1. To perform all duties consistent with the office;


  1. To keep strict and accurate record of Alumni Associations meetings and meeting of the Executive Committees;


  1. To secure the minutes of the meetings of the regular and special committees of the Alumni, enter them into the minutes book, and post a copy in our e-groups within one week of each meeting.


  1. To issue an Alumni Association Directory annually;


  1. To serve as Secretary of all standing committees; and


  1. To exercise and perform such other powers and duties incidental to his/her office as maybe assigned to him/her by this Alumni Association


Section 5. Treasurer. - The treasurer shall have the following duties and responsibilities:


  1. To perform all duties consistent with the office;


  1. To keep true and accurate accounts of all financial transactions of the alumni association;

  2. To deposit funds in the Alumni Association’s bank account with the President and Treasurer as signatories;


  1. To operate on a budget approved by the Alumni Association;


  1. To coordinate with and send correspondence to, pertaining to fees, dues, assessment with the Regional Administrative Office through the Regional Treasurer, with the APO Phils National Administrative Office through the National Executive Director, and with other alumni associations through their respective treasurer;


  1. To have the financial books of the Association properly audited and a financial statement or report be submitted at the close of his/her term;


  1. To submit monthly financial statement at the monthly GMM; and


  1. To be responsible for the collection of all Alumni dues and the maintenance of all records thereof


  1. To exercise and perform such other powers and duties incidental to his/her office or as maybe assigned to him/her by this Alumni Association.


Section 6. Auditor. - The Auditor shall have the following duties and responsibilities:


  1. To perform all duties consistent with the office;


  1. To examine and verify accounts of the Alumni Association;


  1. To present and audit of the Alumni Association’s books to the Board;


  1. To exercise and perform such other powers and duties incidental to his/her office as maybe assigned to him/her by this Alumni Association






Section 7. Press Relations Officer / Historian. - The Press Relations Officer shall have the following duties and responsibilities:


  1. To chronicle the activities of the Alumni Association;


  1. To coordinate with and send correspondence to, pertaining to Alumni Association activities, to other concerned APO organizational units;


  1. To maintain a scrapbook containing the above chronicle and pictures of the Alumni activities.


  1. To be responsible for the promotion and preservation of all Alumni traditions.


  1. To keep records of our heritage history.



Section 8 Sergeant at Arms. – The Sergeant at Arms shall have the following duties and responsibilities:


  1. To perform all duties consistent with the office;



  1. To ensure that the bylaws are applied and enforced regarding any actions or events related to this Alumni, and serve as specialist regarding bylaws information.


  1. To perform such disciplinary and parliamentary procedures are as deemed necessary by the President.


  1. To maintain a record of those members who have voting rights and ensure that this rights is exercised properly.


  1. To maintain an accurate and updated printed record of all changes to the bylaws. This record shall include the originally proposed amendment, any subsequent amendments in relation to the proposed amendment, who proposed the amendment, and the date on which it was approved by the Memberships.





Section 9. Board of Directors – The Board of Directors shall be the policy making authority of the Alumni. The powers and duties are as follows:


  1. To enforce the Code of By-laws, Directives, Rules and Regulations of the Alumni Association.


  1. To implement the programs, policies and guidelines as may be set forth by the General Membership.


  1. To define the functions and jurisdictions of all constitutional and committees under its jurisdiction.


  1. To administer and control the funds of the Alumni in accordance with the programs, policies and guidelines as may be set forth by the General membership.


  1. To approve any special appropriations, requested by the President or any other committee chair or agency of the alumni specifying the purpose for which it is intended and upon the availability of funds.


  1. To approve the transfer of appropriations duly permitted by the General Membership.



Article V


COMMISSION ON ELECTIONS


The Commission on Election shall consist of three (3) bonafide regular members of the Alumni Association. They shall have the following duties:


  1. To exercise general supervision and control over all elections and/or electoral exercises conducted within the Alumni.


  1. To pass upon the qualifications of all candidates and to announce and publish the official lists of candidates before the election.

  2. To decide, after due notice and hearing conducted on the basis of written protest, any complaint to disqualify any candidate or voter who violates the rules and regulations of the Commission. The decision in such cases shall be promulgated within 3 days from the termination of the hearing period;


  1. To promulgate rules and regulations to govern the conduct of elections.


  1. The decision of all the members of the Commission on all electoral matters may be brought for review by the Electoral Tribunal. However, an appeal to the Electoral Tribunal shall not prevent the decision of the Commission from becoming immediately executory.


  1. The Commission shall submit to the Board of Directors at the latter’s regular meeting immediately following any electoral exercise a report on the manner by which such elections was conducted, as well as the results thereof.


COUNCIL OF ELDERS:


There shall be created a Council of Elders composed of the Advisory Commission three (3), and the immediate past President, who shall automatically serve as Chair and the other past presidents who shall act as members thereof. The Council of Elders shall be charged with the function of providing the necessary advice and opinions when specifically so requested by the Board of Directors, on ways and means to fully assist the members thereof in the performance of their duties and functions.

Article VI


Fees, Dues and Assessments


Section 1. A member of this Alumni Association shall be required to pay an initial fee of $100 USD and spousal member fee $50. Renewal fee of $50 USD shall be assessed thereafter. An affirmative vote of three-fourths (3/4) majority of the Active members present at a regular meeting where quorum prevails shall be needed to change these fees. All of these fees are final and non refundable.


  1. Active member dues shall be paid in full by April General Membership meeting. If a member is unable to pay in full at this time, the first installment of twenty five ($25) dollars shall be paid at this time, setting the member up on a four (4) payment plan. All payment plans must be paid in full by no later than the third (3rd) Saturday of April. It is the responsibility of the individual member to set specific frequency of payments.


Article VII


PARLIAMENTARY PROCEDURE


The most recent edition of Robert’s Rule of Order is the parliamentary authority for the Alumni Association.




Article VIII

Adoption of other Rules, Regulations, Policies


This Alumni Association may adopt by- laws, rules and regulations not in conflict with the National Articles of Incorporation, National Code of By - Laws and this Standard Alumni Association Code of By – Laws.



Article IX


Amendment or Revisions


Section 1. Any Amendment to, or revisions of, this Article of Association maybe proposed by a member in good standing on or before the Alumni Association annual General Assembly held every five (5) years of Chapter Anniversary Celebration.


Section 2. Any amendment to, or revision of this Article of Association hereof shall be valid when ratified by two-thirds (2/3) vote of the entire membership, at any regular or special meeting of the association. Notice of any proposed amendments shall be given to each member of the alumni association by mail at least 30 days prior to the meeting.


Section 3. Announcement of two (2) consecutive general meetings at which a quorum is present the prospective changes to these bylaws. Open discussion shall follow each proposed amendment. Following the discussion at the second meeting, the vote shall occur.


Section 3. These By-Laws shall not be waived nor suspended at any time for this purpose.



Article X


Effectivity


These Articles of Association shall take effect upon its ratification by the majority of the votes cast in a plebiscite held among Alumni Association members attending the meeting specifically called for the purpose.

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