University of the Philippines Alumni Association of Hawaii: Newsletter Update

July 12, 2008

Newsletter Update

Aloha UPAAH members and friends,

This Summer 2008, you will note that the usual contents of our UPAAH newsletter are now in this blogsite.

The president's message should be posted shortly. Maraming salamat to Divina Robillard who keeps our "Kuwentong Alumni" going. Keep them coming. Mahalo also for the Fiesta photos.

Please feel free to request for more information via the comment link below. Feel free also to email upaahawaii@yahoo.com.

Maraming Salamat,
Carolyn Weygan-Hildebrand
PRO UPAAH 2006-2008

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CONSTITUTION AND BY-LAWS

PREAMBLE

WHEREAS, THE ALUMNI OF THE UNIVERSITY OF THE PHILIPPINES (HEREINAFTER, “UNIVERSITY”) HAVE A SPECIAL RESPONSIBILITY TO ASSIST THE UNIVERSITY IN FULFILLING ITS MISSION AS AN ACADEMIC INSTITUTION;:

WHEREAS, THE UNIVERSITY HOLDS THE DISTINCTION OF PROVIDING LEADERSHIP AND FORGING NEW DIRECTIONS IN GOVERNMENT AND SOCIAL POLICY AS REFLECTED IN THE HISTORY OF THE PHILIPPINES, THROUGH ITS STUDENTS AND ALUMNI;

WHEREAS, THE ALUMNI SEEK TO UPHOLD THIS TRADITION IN HAWAII AND TO ENCOURAGE THE EXCHANGE OF IDEAS AND FOSTER RELATIONSHIPS BETWEEN ALUMNI AND THE UNIVERSITY;

WHEREFORE, WE, MEMBERS OF THE UNIVERSITY OF THE PHILIPPINES ALUMNI ASSOCIATION OF HAWAII, INC., PROMULGATE THE FOLLOWING CONSTITUTION AND BY-LAWS.

ARTICLE I – NAME, SEAL AND COLOR

THE NAME OF THE ASSOCIATION SHALL BE THE UNIVERSITY OF THE PHILIPPINES ALUMNI ASSOCIATION OF HAWAII, INC.

THE SEAL OF THE ASSOCIATION SHALL CONSIST OF THE SEAL OF THE UNIVERSITY OF THE PHILIPPINES WITH THE NAME OF THE ASSOCIATION AT THE OUTER CIRCLE.

THE COLOR OF THE ASSOCIATION SHALL BE MAROON, GREEN AND GOLD.

ARTICLE II – OBJECTIVES

1. TO SERVE AS THE OFFICIAL CHANNEL OF ALUMNI SUPPORT TO THE UNIVERSITY IN THE STATE OF HAWAII. TO THIS END, THE ASSOCIATION SHALL GENERATE AND POOL RESOURCES TO ASSIST THE UNIVERSITY IN THE FULFILLMENT OF ITS MISSION THROUGH SCHOLARSHIPS, INFORMATION AND TECHNOLOGY TRANSFER, FACULTY AND STUDENT EXCHANGE AND OTHER SIMILAR ACTIVITIES.

2. TO ENCOURAGE PROFESSIONAL INVOLVEMENT IN THE PHILIPPINE DEVELOPMENT.

3. TO PROMOTE UNITY, FRIENDSHIP, CAMARADERIE, PROFESSIONAL DEVELOPMENT AND NETWORKING AMONG MEMBERS.

4. TO MAINTAIN TIES WITH OTHER UNIVERSITY OF THE PHILIPPINES ALUMNI GROUPS.

5. TO PROMOTE CONTEMPORARY AWARENESS AND ACTIVE INVOLVEMENT AMONG ITS MEMBERS AND OTHER RESIDENTS OF HAWAII IN MATTERS PERTAINING TO PHILIPPINE CULTURE AND DEVELOPMENT.

ARTICLE III – MEMBERSHIP

SEC. 1. ANY PERSON WHO HAS EXPRESSED INTEREST AND COMMITMENT IN ITS PURPOSE MAY, UPON PAYMENT OF DUES, BECOME A MEMBER OF THIS ASSOCIATION. THERE SHALL BE TWO CLASSES OF MEMBERS: REGULAR AND ASSOCIATE. REGULAR MEMBERS ARE U.P. ALUMNI OR FORMER U.P. STUDENTS WHO FINISHED AT LEAST SIXTY (60) CREDITS OF COURSEWORK. ASSOCIATE MEMBERS ARE THOSE WHO DO NOT QUALIFY AS REGULAR MEMBERS BUT ARE COMMITTED TO THE PURPOSES OF THE ASSOCIATION. MEMBERS SHALL PAY ANNUAL DUES AS DETERMINED BY THE BOARD.

SEC. 2. EVERY REGULAR AND ASSOCIATE MEMBER IN GOOD STANDING SHALL HAVE THE FOLLOWING RIGHTS:

1. TO ATTEND REGULAR AND SPECIAL MEETINGS OF THE GENERAL MEMBERSHIP OF THE ASSOCIATION.

2. TO NOMINATE AND ELECT MEMBERS OF THE BOARD OF DIRECTORS.

3. TO PROPOSE AMENDMENTS AND RESOLUTIONS, AND TO VOTE ON THOSE PRESENTED AT THE MEETINGS ABOVE.

4. TO INSPECT THE RECORDS AND BOOKS OF ACCOUNTS OF THE ASSOCIATION DURING REASONABLE HOURS AND WITH APPROPRIATE NOTIFICATION.

5. OTHER RIGHTS AND PRIVILEGES THAT SHALL BE DETERMINED BY THE BOARD OF DIRECTORS.

SEC. 3. AN HONORARY MEMBER IS ONE WHO HAS SHOWN SPECIAL INTEREST IN THE UNIVERSITY AND THE ASSOCIATION; HAS DISTINGUISHED HIMSELF/HERSELF THROUGH OUTSTANDING ACCOMPLISHMENTS AND CONTRIBUTION TO THE FILIPINO COMMUNITY IN HAWAII; AND WHOSE NOMINATION BY A MEMBER IN GOOD STANDING HAS BEEN ENDORSED BY THE BOARD AND/OR APPROVED BY THE GENERAL MEMBERSHIP.

SEC. 4. ONLY REGULAR MEMBERS MAY BE NOMINATED AND ELECTED INTO OFFICE.

SEC. 5. LIFETIME MEMBERSHIP SHALL BE AVAILABLE TO ALL REGULAR MEMBERS UPON A LUMP SUM PAYMENT OF MEMBERSHIP FEES EQUIVALENT TO 10 YEARS OR MORE.

ARTICLE IV – GOVERNING BODY

SEC. 1. THE GOVERNING BODY OF THE ASSOCIATION SHALL BE ITS BOARD OF DIRECTORS (“BOARD”). THE BOARD SHALL BE COMPOSED OF ELEVEN (11) MEMBERS ELECTED BY THE GENERAL MEMBERSHIP.

SEC. 2. THE BOARD SHALL:

1. SET POLICIES, PROGRAMS AND COMMITTEES OF THE ASSOCIATION IN ACCORDANCE WITH THE CONSTITUTION AND BY-LAWS;

2. HOLD QUARTERLY MEETINGS AT A TIME AND PLACE SET BY THE BOARD;

3. TO FILL IN VACANCIES IN ITS MEMBERSHIP DUE TO DEATH, RESIGNATION, PERMANENT INCAPACITY OR REMOVAL FROM OFFICE. IN THE CASE OF THE SIMULTANEOUS INCAPACITY OF THE PRESIDENT AND VICE-PRESIDENT/PRESIDENT ELECT, SHALL DESIGNATE THE SUCCESSOR WHO SHALL BE A REGULAR MEMBER IN GOOD STANDING AND WHO SHALL ASSUME THE OFFICE OF THE PRESIDENT ONLY FOR THE REMAINDER OF THE TERM OF HIS/HER PREDECESSOR.

4. NOT RECEIVE ANY COMPENSATION FOR THEIR SERVICE.

5. APPROVE THE COMPENSATION OF ALL SERVICES HIRED BY THE ASSOCIATION IN CARRYING OUT ITS BUSINESS AFFAIRS.

SEC. 3. THE TERMS OF OFFICE OF THE BOARD SHALL BE TWO YEARS.

SEC. 4. A QUORUM OF SIX (6) MEMBERS SHALL BE REQUIRED TO CONDUCT BUSINESS IN ANY BOARD METTING.

SEC. 5. ANY MEMBER OF THE BOARD MAY BE REMOVED BY IMPEACHMENT BY TWO-THIRDS VOTE OF ALL MEMBERS OF THE BOARD ON ANY OF THE FOLLOWING GROUNDS:

1. CULPABLE VIOLATIONS OF THE CONSTITUTION AND BY-LAWS OF THE ASSOCIATION;

2. NON-PERFORMANCE OF ANY DUTIES;

3. CONDUCT DETRIMENTAL TO THE ASSOCIATION.

ARTICLE V – OFFICERS

SEC. 1. THE ASSOCIATION SHALL HAVE THE FOLLOWING OFFICERS ELECTED BY THE BOARD AND ITS MEMBERS: PRESIDENT, VICE-PRESIDENT/PRESIDENT ELECT, SECRETARY, TREASURER, AUDITOR, AND PUBLIC RELATION OFFICER.

SEC. 2. THE DUTIES OF THE OFFICERS OF THE ASSOCIATION SHALL BE AS FOLLOWS:

1. THE PRESIDENT SHALL PRESIDE OVER ALL THE MEETINGS, APPOINT VARIOUS COMMITTEE CHAIRPERSONS, CALL SPECIAL MEETINGS, SIGN OFFICIAL DOCUMENTS FOR THE ASSOCIATION, DELEGATES AND ASSIGN DUTIES TO OTHER OFFICERS AND MEMBERS FOR THE DIFFERENT ACTIVITIES AND PROJECTS OF THE ASSOCIATION. HE OR SHE SHALL RENDER AN ANNUAL REPORT OF THE MEMBERSHIP REGARDING THE STATE OF THE AFFAIRS OF THE ASSOCIATION. THE PRESIDENT WILL ALSO BE THE CHAIRPERSONOF THE BOARD OF DIRECTORS.

2. THE VICE-PRESIDENT/PRESIDENT ELECT SHALL ASSUME THE DUTIES OF THE PRESIDENT IN THE ABSENCE OF THE PRESIDENT, AND PERFORM DUTIES DELEGATED TO HIM/HER BY THE PRESIDENT. THE VICE PRESIDENT/PRESIDENT-ELECT SHALL UNDERSTUDY THE POSITION OF THE PRESIDENT UNTIL HE/SHE SUCCEEDS TO THE PRESIDENCY DURING THE ENSUING YEAR.

3. THE SECRETARY SHALL KEEP THE MINUTES OF MEETINGS, HANDLE ALL OFFICIAL CORRESPONDENCE, FILE RECORDS OF THE MINUTES OF ALL MEETINGS AND ALL OTHER PERTINENT PAPERS OF THE ASSOCIATION, KEEP A COMPLETE ROSTER AND DIRECTORY OF MEMBERS, KEEP THE MEMBERS INFORMED OF RULES, REGULATIONS AND POLICIES OF THE ASSOCIATION, ATTEND TO ALL CORRESPONDENCE OF THE ASSOCIATION, PREPARE AGENDA FOR ALL APPROPRIATE NOTICES OF MEETINGS TO BE SCHEDULED.

4. THE TREASURER ASSUMES ALL TRANSACTIONS SUCH AS COLLECTION OF DUES AND PAYMENT OF BILLS, ISSUES ACCURATE PERIODIC FINANCIAL STATEMENT TO THE MEMBERSHIP AND TO THE PROPER GOVERNMENT AGENCY. HE/SHE SHALL BE THE CUSTODIAN OF ALL FUNDS AND PROPERTIES OF THE ASSOCIATION, DEPOSIT ALL MONIES, CHECKS, NOTES AND NEGOTIABLE INSTRUMENTS AND PRESENT A FINANCIAL REPORT AT EVERY GENERAL MEETING OF THE ORGANIZATION.

5. THE PUBLIC RELATIONS OFFICER SHALL BE THE LIAISON PERSON OF THE ORGANIZATION. HE/SHE SHALL BE RESPONSIBLE FOR THE ISSUANCE OF PRESS RELEASES AS DIRECTED BY THE BOARD.

6. THE AUDITOR SHALL CONDUCT ANNUALLY AN AUDIT OF THE FINANCIAL RECORDS OF THE ASSOCIATION; ATTEST, BY HIS/HER SIGNATURE , APPROVAL OF ALL FINANCIAL REPORTS OF THE TREASURER AND SHALL PERFORM SUCH OTHER FUNCTIONS AS MAY BE ASSIGNED TO HIM/HER BY THE BOARD.

SEC. 3. ALL OFFICERS SHALL HOLD OFFICE FOR A TERM OF TWO (2) YEARS AND UNTIL THEIR SUCCESSORS HAVE BEEN DULY ELECTED AND QUALIFIED.

ARTICLE VI – BOARD OF ADVISORS

SEC. 1. THE BOARD OF ADVISORS SHALL BE CREATED TO ACT AS THE ADVISORY BODY OF THE ASSOCIATION.

SEC. 2. THE BOARD OF ADVISORS SHALL BE COMPOSED OF ALL PAST ELECTED PRESIDENTS OF THE ASSOCIATION AS LONG AS THEY ARE BONAFIDE MEMBERS OF THE ASSOCIATION.

ARTICLE VII – MEETINGS

SEC. 1. THE MEMBERS OF THE ASSOCIATION SHALL MEET ANNUALLY IN A GENERAL ASSEMBLY AT A TIME AND PLACE DECIDED ON BY THE BOARD. THE BOARD MAY SCHEDULE SPECIAL MEMBERSHIP MEETINGS AS THE NEED ARISES.

SEC. 2. IN ALL GENERAL AND SPECIAL MEMBERSHIP MEETINGS OF THE ASSOCIATION, THE QUORUM SHALL CONSIST OF WHOMEVER IS PRESENT, EXCEPT IN THE CASE OF ELECTIONS AND IMPEACHMENT.

ARTICLE VIII – ELECTIONS

SEC. 1. THERE SHALL BE A GENERAL ELECTION OF MEMBERS OF THE BOARD EVERY YEAR TO BE HELD DURING THE ANNUAL GENERAL MEMBERSHIP ASSEMBLY. MEMBERS IN GOOD STANDING (THAT IS, WHO HAVE PAID THEIR ANNUAL DUES) MAY VOTE. SPECIAL ELECTIONS MAY BE HELD AT THE DISCRETION OF THE BOARD.

SEC. 2. A QUORUM OF FIFTY PERCENT (50%) OF REGISTERED MEMBERS SHALL BE REQUIRED TO HOLD GENERAL ELECTIONS. ABSENTEE VOTING BY MAIL AND/OR BY PROXY MAY BE ALLOWED AT THE DISCRETION OF THE BOARD.

ARTICLE IX – COMMITTEES

SEC. 1. THERE SHALL BE SEVEN PERMANENT COMMITTEES THAT SHALL ACT AS ADVISORY BODIES TO THE BOARD OF DIRECTORS OF THE ASSOCIATION. THE DESIGNATED CHAIRPERSON OF EACH COMMITTEE SHALL APPOINT THE MEMBERS OF HIS/HER COMMITTEE AND SHALL MAKE AN ANNUAL COMMITTEE REPORT DURING THE ANNUAL GENERAL ASSEMBLY.

SEC.2. THE PERMANENT COMMITTEES SHALL BE AS FOLLOWS:

1. THE MEMBERSHIP AND BENEFITS COMMITTEE

2. THE FINANCE COMMITTEE

3. THE FUND RAISING COMMITTEE

4. THE INFORMATION AND PUBLICATIONS COMMITTEE

5. THE PROGRAMS AND ACTIVITIES COMMITTEE

6. THE CONSTITUTION AND BY-LAWS AND ELECTIONS COMMITTEE

7. THE STUDENT AFFAIRS COMMITTEE

ARTICLE X – CONDUCT OF BUSINESS

SEC. 1. THE RULES CONTAINED IN THE ;ATEST EDITION OF ROBERT’S RULE OF ORDER SHALL GOVERN THE CONDUCT OF BUSINESS OF THE ASSOCIATION IN ALL CASES IN WHICH THEY ARE APPLICABLE AS LONG AS THESE ARE NOT INCONSISTENT WITH THE CONTITUTION AND BY-LAWS OF THE ASSOCIATION.

ARTICLE XI – DISSOLUTION OF THE ASSOCIATION

SEC. 1. IN THE EVENT THAT THE ASSOCIATION IS DISSOLVED, THE FUNDS AND ACQUIRED PROPERTIES SHALL BE DONATED TO THE CHARITABLE ORGANIZATION SELECTED BY THE BOARD OF DIRECTORS.

ARTICLE XII – VALIDITY AND SELF-REPEALING CLAUSE

SEC. 1. ANY PROVISION OF THIS CONSTITUTION AND BY-LAWS THAT CONTRAVENES OR IS IN CONFLICT WITH ANY RULE, REGULATION OR LAW OF THE STATE OF HAWAII OR FEDERAL LAWS OF THE UNITED STATES OF AMERICA SHALL BE NULL AND VOID AND IS HEREBY REPEALED.

ARTICLE XIII – AMENDMENTS

THIS CONSTITUTION AND BY-LAWS MAY BE AMENDED AT ANY GENERAL OR SPECIAL ASSEMBLY BY A SIMPLE MAJORITY VOTE OF THE MEMBERSHIP PRESENT. SUCH PROPOSAL MUST BE CONSIDERED BY A PERMANENT OR INTERIM COMMITTEE AND FORMALLY PRESENTED TO THE BOARD PRIOR TO THE GENERAL ASSEMBLY. ABSENTEE VOTING BY MAIL SHALL BE ACCEPTABLE.

THIS CONTITUTION AND BY-LAWS WAS APPROVED BY THE MEMBERS IN A GENERAL ASSEMBLY CALLED FOR THE PURPOSE AT HONOLULU, HAWAII, UNITED STATES OF AMERICA ON THE 7^TH DAY OF OCTOBER 1995 AND AMENDED ON SEPTEMBER 23, 2000, AND FURTHER AMENDED ON JUNE 22, 2008.