CONSTITUTION AND BYLAWS
OF THE SALO-CHIYAM CLAN
PREAMBLE
We, the SALO-CHIYAM CLAN ASSOCIATION, of Kapangan, Benguet seeking the Divine Guidance in order to establish a clan that shall embody ideals, assist in our great task and responsibility to protect the interest of all members to provide mutual help and understanding, to inculcate civic consciousness among ourselves and foster love, unity, and peace of our country, do hereby ordain and promulgate this constitution and bylaws.
CONSTITUTION
ARTICLE IName, Nature, Domicile and Objectives
SECTION 1: The name of the association shall be SALO-CHIYAM CLAN ASSOCIATION (hereinafter referred to as the “SCCA”).
SECTION 2: The clan shall be a non sectarian, non political but cultural and is socio-civic in nature. It shall exist solely for the purpose of helping the community and for the benefits of its members. It shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the Association shall inure to the benefit of any member or individual.
SECTION 3: The permanent address of this association shall be at Taba-ao, Kapangan, Benguet.
SECTION 4: The objectives of the Association shall be:
(a) To safeguard and promote peace, morals and the general welfare of the clan,
develop its members as effective leaders, self-reliant and accelerate equal and free participation in socio-economic development;
(b)Improve members capacity to engage entrepreneurial undertaking and cooperative endeavors;
(c)Promote harmonious relationship among its officers and members;
(d)Serve as an instrument to carry out programs and projects of the association;
(e)Help assist the community people to preserve the natural resources and promote social, agricultural, tourism and environmental development.
(f)Help preserve the good cultural practices and protect the ancestral lands and properties of the clan.
BYLAWS
ARTICLE IMembership
SECTION 1: Eligibility. Membership is open to all children born to the Salo-Chiyam families, clans.
SECTION 2: Membership Dues.
(a) A regular membership fee shall be P100.00 pesos.
(b) Yearly dues of each member shall be P10.00 pesos.
SECTION 3: Membership. All applications for membership must be in writing on the specified form(s), which shall provide that the applicant agrees to abide by the Constitution and Bylaws of the association. The application shall state the name and address of the applicant and it shall carry the endorsement of his/her clan. Accompanying the application, the prospective member shall submit dues payment for the current year.
All applications are to be filed with the Membership Chairperson following its receipt.
SECTION 4: Termination of Membership. Membership shall be lifetime.
(a)Lapsing. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid 60 days after the 1st day of the fiscal year; however, the Board may grant an additional 30 days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any Club meeting whose dues are unpaid as of the date of that meeting.
(b)Expulsion. A membership may be terminated by expulsion as provided in Article VII of these Bylaws.
SECTION 5: Rights of Members. The clan member shall have the rights to:
(a)be respected by his fellow members;
(b)be informed of the plans and activities concerning the association;
(c)avail of the existing benefits of the association;
(d)amend the constitution and by laws;
(e)participate in the electoral process as provided for the guidelines;
(f)not to be stripped by his membership without due process;
(g) not to be compelled to maintain his membership in the association if his will or means does not permit him to do so and
(h)Be heard and express ones self.
SECTION 6: Duties and Responsibilities of Members. A member shall have the following duties and responsibilities:
(a) To obey and comply with the rules and policies that may be promulgated by the officers from time to time:
(b) To attend all meetings that maybe called by the President of majority of the officers.
ARTICLE II
Meetings and Voting
SECTION 1: Clan Meetings. Meetings of the Clan shall be held every quarter; at such hour and place as may be designated by the Board. Written notice of each such meeting shall be mailed by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 20% of members in good standing with voting privileges.
SECTION 2: Special Clan Meetings. Special meetings may be called by the President, or by a majority vote of the members of the Board, who are present and voting at any regular or special meeting of the Board; and shall be called by the Secretary upon receipt of a petition. Said petition shall be signed by five members of the Clan who are in good standing and have voting privileges. Such special meetings shall be held at such place, date and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be mailed by the Secretary at least five (5) days and not more than 15 days prior to the date of the meeting, and said notice shall state the purpose of the meeting, and no other Clan business may be transacted thereat. The quorum for such a meeting shall be 20% of the members in good standing with voting privileges.
SECTION 3: Board Meetings. Meetings of the Board of Directors (hereinafter referred to as the “Board”) shall be held every other month; at such hour and place as may be designated by the Board. The first meeting of the Board shall be held immediately following the annual meeting. Written notice of each such meeting shall be mailed by the Secretary at least five (5) days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the Board.
SECTION 4: Special Board Meetings. Special meetings of the Board may be called by the President; and shall be called by the Secretary upon receipt of a written request signed by at least three (3) members of the Board. Such special meetings shall be held at such place, date and hour as may be designated by the person authorized herein to call such meeting. Written notice of such meeting shall be mailed by the Secretary at least five (5) days and not more than 10 days prior to the date of the meeting. Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. The quorum for such a meeting shall be a majority of the Board.
SECTION 5: Voting. Each member in good standing, whose dues are paid for the current year, shall be entitled to one vote at any meeting of the Clan at which he/she is present. Proxy voting will not be permitted at any Club meeting or election.
ARTICLE III
Structure
SECTION 1: The Salo-Chiyam Clan shall be governed by the General Assembly and Clan Officers.
SECTION 2: The General Assembly shall:
(a)be composed of the regular members entitled to vote and is the highest governing body of the clan;
(b)formulate, revise and approve general policies, budget and program of action of the clan. The members of the clan association shall adopt and may from time to time revise such Bylaws as may be required to carry out these objectives.
ARTICLE IV
Directors and Officers
SECTION 1: Board of Directors. The Board shall be comprised of the officers and three (5) other persons, all of whom shall be members in good standing and all of whom shall be elected for a two year term as provided in Article IV and shall serve until their successors are elected. General management of the Clan’s affairs shall be entrusted to the Board.
SECTION 2: Officers. The Clan’s officers, consisting of the President, Vice President, Secretary, Assistant Secretary and Treasurer, Auditor, Public Information Officer and (4) Business Managers shall serve in their respective capacities both with regard to the Clan and its meetings and the Board and its meetings.
(a) President. The President shall preside at all meetings of the Clan and of the Board, and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these Bylaws.
(b) Vice President. The Vice President shall have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity.
(c) Secretary. The Secretary shall keep a record of all meetings of the Clan and of the Board and of all matters of which a record shall be ordered by the Clan; have charge of the correspondence; notify members of meetings; notify new members of their election to membership; notify officers and directors of their election to office; keep a roll of the members of the Clan with their addresses; and carry out such other duties as are prescribed in these Bylaws. The Secretary may ask that a membership chairperson be appointed to handle the membership tasks as so deemed by the Board.
(d) Treasurer. The Treasurer shall collect and receive all moneys due or belonging to the Clan; pay any fixed obligations of the Clan, such as insurance, when due, without any Clan or official approval; and pay, upon presentation, all invoices or bills which have been previously authorized by the Board. All other payments of Clan funds shall be made only after approval of the Board at a regular or special meeting. Moneys shall be deposited in a bank designated by the Board, in the name of the Clan. The books shall at all times be open to inspection by the Board and a report shall be given at every meeting on the condition of the Clan’s finances and every item of receipt or payment not before reported; and at the annual meeting an accounting shall be rendered of all moneys received and expended during the previous fiscal year. The Treasurer shall be bonded in such amount, as the Board shall determine.
The offices of Secretary and Treasurer may be held by the same person, in which case the Board shall be comprised of ( ) persons.
(e) Auditor. Shall have the power to inspect, examine and audit transaction, financial or
otherwise the association itself and shall submit reports to the association once a year. The auditor shall attest to the correction of the treasurer’s report during the association’s regular or special meetings and shall perform such other duties or functions as maybe assigned to him by the association.
(c)Press Relations Officer. Shall be in charge of all publications, press or radio releases
regarding the activities of the association. Shall act as liaison officer to the association and shall perform such other functions or duties as maybe assigned to him by the association.
(d)(4) Business Managers. Shall help manage all activities such as the purchases of the
clan and safeguard all properties of the association during programs or activities. They shall also take charge of the clan’s security matters.
SECTION 3: Vacancies. Any vacancies occurring on the Board or among the offices during the year shall be filled until the next annual election by a majority vote of all the then members of the Board, at its first regular meeting following the creation of such vacancy, or at a special board meeting called for that purpose; except that a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice President shall be filled by the Board of Directors.
SECTION 4: Term of Office. Each Officer and Board of Director shall serve a term of two (2) years and may serve any number of consecutive terms.
ARTICLE V
Clan Year, Annual Meeting and Elections
SECTION 1: Clan Year. The Clan’s fiscal year shall begin on the 1st day of January and end on the 31st day of December.
The Clan’s official year shall begin immediately at the conclusion of the annual meeting and shall continue through to the next annual meeting.
SECTION 2: Annual Meeting/General Assembly. The annual meeting shall be held in the month of December, at which election results for offices and directors for the ensuing year shall be announced (following the election, nomination and ballots provided in Sections 3 and 4 of this Article). They shall take office immediately upon the conclusion of the meeting and each retiring officer shall turn over to the successor in office all properties and records relating to that office within 30 days after the election.
SECTION 3: Elections. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The three (5) nominated candidates for other positions on the Board who receive the greatest number of votes for such positions shall be declared elected.
SECTION 4: Nominations. No person may be a candidate in a Clan election who has not been nominated. During the month of August, the Board shall select a Nominating Committee consisting of three (3) members and two alternates, not more than one of whom may be a member of the Board. The Secretary shall immediately notify the committeemen and alternates of their selection. The Board shall name a chairman for the committee and it shall be such person’s duty to call a committee meeting, which shall be held on or before September 15th.
(a) The committee shall nominate one candidate for each office and positions on the Board and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.
(b) Upon receipt of the Nominating Committee’s report, the Secretary shall, at least two weeks before the October meeting, notify each member in writing of the candidates so nominated.
(c) Additional nominations may be made at the October meeting by any member in attendance, provided that the person so nominated does not decline when their name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, the proponent shall present to the Secretary a written statement from the proposed candidate signifying willingness to be a candidate. No person may be a candidate for more than one position.
(d) Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
SECTION 5: Salaries. The Board of Directors or Clan Council may prescribe by resolution such salaries for officers, committees, clan employees, or members of the Council as it deems advisable from such funds as may be available. Provided any changes in the rates of per diem for attending Council or committee meetings shall not be effective until one (1) year from the date of such action.
ARTICLE VI
Committees
SECTION 1: The Board may each year appoint standing committees to advance the work of the Clan in such matters as sanctioned programs, activities, trophies, annual prizes, membership, internet web pages, educational materials and other fields which may well be served by committees. Such committees shall always be subject to the final authority of the Board. Special committees may also be appointed by the Board to aid it on particular projects.
SECTION 2: Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointee; and the Board may appoint successors to those persons whose services have been terminated.
ARTICLE VII
Removal of an Officer from Office
SECTION 1: The grounds for removal from office shall be gross violation of Article 1, Section 2, or failure to discharge the duties of his/her office.
SECTION 2: In order for an officer to be removed, a petition requesting a removal and stating the reasons, signed by five (5) members in good standing must be presented to the Secretary. The Secretary must inform the membership, in writing, of the petition along with the date, location and time of the meeting at which a vote will take place. The officer may then be removed by a 2/3rds vote of the members present at the designated meeting. This can in no way reflect on his/her individual membership, or any other position within the Clan.
ARTICLE VIII
Discipline
SECTION 1: Suspension. Any member who is suspended from the privileges of the Clan automatically shall be suspended from the privileges of this Clan for a period.
SECTION 2: Miscellaneous. Any member of the Clan, who by the commission or omission of any act or acts, which discredits or tends to discredit, or otherwise injures the Clan or purposes of which it was formed, shall be subject to discipline.
SECTION 3: Charges. Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Clan. Written charges with specifications must be filed in duplicate with the Secretary, together with a deposit of (P0.00) which shall be forfeited if such charges are not sustained by the Board following a hearing. The Secretary shall promptly send a copy of the charges to each member of the Board or present them at a Board meeting, and the Board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Clan. If the Board considers that the charges do not allege conduct which would be prejudicial to the best interest of the Clan, it may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges, it shall fix a date for a hearing by the Board not less than three (3) weeks or more than 10 weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by registered mail, together with a notice of the hearing and an assurance that the defendant may personally appear in his/her own defense and bring witnesses if he/she wishes.
SECTION 4: Board Hearing. The Board shall have complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and defendant, the Board may, by a majority vote of those present, reprimand or suspend the defendant from all privileges of the Clan for not more than six (6) months from the date of the hearing. And, if it deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant’s right to appear before his/her fellow members at the ensuing Clan meeting, which considers the Board’s recommendation. Immediately after the Board has reached a decision, its finding shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the Board’s decision and penalty, if any.
SECTION 5: Expulsion. Expulsion of a member from the Clan may be accomplished only at a meeting of the Clan following a Board hearing and upon the Board’s recommendation as provided in Section 3 of this Article. Such proceedings may occur at a regular or special meeting of the Clan to be held within 90 days but not earlier than 30 days after the date of the Board’s recommendation of expulsion. The defendant shall have the privilege of appearing in his/her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s finding and recommendation, and shall invite the defendant, if present, to speak in his/her own behalf if he/she wishes. The eligible members shall then vote by secret ballot on the proposed expulsion. A 2/3rds vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand.
ARTICLE IX
Funds
SECTION 1: Source of Funds. The club may derive its funds from any or all of the following sources;
(a)Membership fees, dues and penalties;
(b)Loans and borrowings including deposits;
(c)Subsidies, grants, legacies, aids, donations and such other assistance from any local or foreign institution, public or private;
(d)Retentions from the proceeds of services/goods procured by members and
(e)Other sources of funds as may be authorized by law.
SECTION 2: No funds shall be disbursed, invested or deposited without prior authority by at least two-thirds (2/3) vote of all the Officers and Board of Directors.
SECTION 3: Savings. A Pass Book covered with account number PN SP-102 was opened at TACU MPCI, Taba-ao, Kapangan in the name of Salo-Chiyam Clan Association.
ARTICLE X
Amendments
SECTION 1: Amendments to the Constitution and Bylaws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by 20% of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the Board by the Secretary for a vote within three (3) months of the date when the petition was received by the Secretary.
SECTION 2: The Constitution and Bylaws may be amended by a 2/3rds secret vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two (2) weeks prior to the date of the meeting.
ARTICLE XI
Order of Business
SECTION 1: At meetings of the Clan, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
(1)Call to Order by the Chairman
(2)Roll Call
(3)Invocation
(4)Reading of Minutes of Last Meeting
(5)Report of President
(6)Report of Secretary
(7)Report of Treasurer
(8)Reports of Committees
(9)Election Results of Officers and Board (at annual meeting)
(10) Unfinished Business
(11) New Business
(12) Other Matters and
(13) Adjournment
SECTION 2: At reunion programs of the clan, the order of programme shall be as follows:
(1)Registration per sub clan (9) Intermission
(2)Opening Prayer (10) Announcement
(3)Clan, Sub clan Singing (11) Cultural dance, Parlor games
(4)Welcome Remarks by Host sub clan
(5)Intermission
(6)Report of the Clan Officers, Board
(7)Presentation of sub clans
(8)Lunch
ARTICLE XII
Parliamentary Authority
The rules contained in the current edition of “21st Century Robert’s Rules of Order” shall govern the Clan in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any other special rules of order the Clan may adopt.
SIGNED IN THEPRESENCE OF:
_____________________________
Signature over printed name
We, the undersigned constituting a majority of the officers and members of the Salo-Chiyam Clan do hereby certify that the foregoing is the Constitution and bylaws of the said clan.
The other clans CBL are of the same pattern as this.
Authored by Ruben C. Salve.