PCS Constitution 2008

8/14/2019 PCS Constitution 2008

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CONSTITUTION

OF THE

UNITED NATIONS STAFF RECREATION COUNCIL

PHILIPPINE CULTURAL SOCIETY

October 2008


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TABLE OF CONTENTS

Page

I. PURPOSE. 3

II. MEMBERSHIP. 3

III. EXECUTIVE COMMITTEE 4

IV. OFFICERS 5

V. MEETINGS.. 8

VI. ELECTIONS. 9

VII. PROPERTY AND FUNDS. 10

VIII. RATIFICATION.. 10

IX. AMENDENT OF CONSTITUTION 10

X. BY-LAWS. 11

XI. DISSOLUTION 11

XII. POLICY GUIDELINES REGARDING PARTICIPATIONIN AND COMMUNICATION OF EVENTS OUTSIDETHE UNITED NATIONS .. 12


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CONSTITUTIONOF THE

UNITED NATIONS STAFF RECREATION COUNCILPHILIPPINE CULTURAL SOCIETY

WHEREAS, it is in the interest of the United Nations, its staff membersand the United Nations community that there be groups formed for the purposeof recreation, including sports, social and cultural activities;

WHEREAS FURTHER, there should be formed an organization for thepurpose of stimulating interest in Philippine arts, culture and sports;

NOW THEREFORE, there is established an organization to be known asthe UNSRC PHILIPPINE CULTURAL SOCIETY, hereinafter referred to as

Society.

Article I

Purpose

The purpose of the Society shall be:

(a) To stimulate and promote interest in Philippine arts, cultureand sports among United Nations staff members and their

families, retired staff members, delegation members,members of the Press accredited to the United Nations,persons under contractual status with the United Nations,and members of Organizations with United Nationsaccredited NGO status and their families;

(b) To promote interest in the ideals and achievements of theUnited Nations through its activities and contacts with thegeneral public.

Article II

Membership

1. Membership to the Society shall include only those currentandformer staff members of the United Nations and its agencies andaffiliated organizations, members of permanent missions,


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delegations, the press corps and other groups connected with theUnited Nations, as well as members of their families.

2. Upon payment of the annual membership dues, persons eligible formembership shall become members in good standing for the

current calendaryear (1 January to 31 December).

3. The annual dues is set at $10.00. Only members in good standingshall enjoy the privileges of membership. Members paying in thelast quarter of the calendar year, shall be considered paid till theend of the following year.

4. A member who, in the view of the Executive Committee acts in amanner prejudicial to the interests of the Society shall be so notifiedin writing. Should the member fail to resolve the matter

satisfactorily, he or she may be suspended from the Society by atwo-thirds majority of the members present and voting at a SpecialMeeting convened in accordance with Article V. In an urgent case,the Executive Committee may, at its discretion, immediatelysuspend a member pending consideration of the matter at a SpecialMeeting, to be convened within one month.

Article II I

Executive Committee

1. The Executive Committee shall be composed of the duly electedofficers of the Society.

2. The Executive Committee shall hold regular meetings, of which atleast one weeks notice shall be given to each of its members. Aquorum for any meeting shall be four members of the ExecutiveCommittee and all decisions on behalf of the Society shall be takenby a simple majority of the members present and voting.

3. The Executive Committee shall be empowered to conduct anyofficial negotiations, which it may deem necessary in relation toany club activity.

4. The Executive Committee shall be empowered to authorize grants,donations, and/or expenditures on behalf of the Society.


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5. The Executive Committee shall appoint all sub-committees. TheExecutive Committee may constitute ad-hoc committees, as it maydeem necessary.

6. Should a vacancy among the officers arise, the ExecutiveCommittee may, at its discretion, appoint an acting officer for theterm of the vacancy or until elections are held.

7. If, in the view of the Executive Committee, an officer is notperforming his or her duties in a satisfactory manner, the mattershall immediately be brought to the attention of the officer inquestion. Should he or she fail to resolve the matter, the ExecutiveCommittee shall relieve the officer of his or her duties pendingconsideration of the matter at a special meeting, at which the officermay be removed from office for the remaining term by a two-thirds

majority of the members present and voting.

8. The Society shall be represented at meetings of the United NationsStaff Recreation Council by the President or another officerdesignated by the President.

Article IV

Officers

The officers of the Society shall be a President, a First Vice-President, a Second Vice-President, a Treasurer, an Assistant Treasurer, aSecretary, an Assistant Secretary, a Public Relations Officer and anAssistant Public Relations Officer. The President, Vice-President,Secretary, Treasurer and Public Relations Officer shall be active UnitedNations staff members, while the other officers shall be either active orretired staff members. The officers shall be elected at the annual meetingof the Society for a term of two years and shall be eligible for re-election.

1. The President, as the Chief Administrator of the Society shall:(a) Ensure observance of the Constitution;(b) Preside at all meetings of the Society and serve as the official

spokesperson of the Society;(c) Be one of the officers who may co-sign checks of the Society;(d) Present at the annual meeting of the Society in December

each year, a report on the organization and activities of theSociety and of the Executive Committee.


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2. The First Vice-President (Internal Affairs) shall:(a) In the event of the absence or inability of the President to

exercise his/her functions, act as President of the Society,

with all the rights and duties of that office;(b) Be one of the officers who may co-sign checks of the Society.(c) Assist the President in the operation of the Society within the

United Nations.

3. The Second Vice-President (Ext ernal A ffairs), shall:(a) In the event of the absence or inability of the First Vice

President to exercise his/her functions, act as First Vice

President of the Society, with all the rights and duties of thatoffice;

(b) Be one of the officers who may co-sign checks of the Society.(c) Assist the President in liaising with the Philippine Consulate

and with Filipino communities outside the United Nations.

4. The Treasurer shall:(a) Have the care and custody of all monies and securities

belonging to the Society(b) Deposit in the bank all funds received by the Society;(c) Have the care and custody of all bank records and check

books of the Society;(d) Be one of the officers who may co-sign checks of the Society;(e) Keep records of all monies received and disbursed by the

Society;(f) Submit the Societys books and records for audit to the

United Nations Office of Investigations Oversight Service inJanuary of each year;

(g) Present to the annual meeting of the Society each year afinancial statement showing the income and expenditures ofthe fiscal year ending 31 December and the status of thefunds at that date, duly audited by the United Nations Officeof Investigations Oversight Service;

(h) Receive and disburse monies held in trust by the Society.


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5. The Assistant Treasurer shall:(a) Assist the Treasurer in the performance of the functions of

that office;(b) In the event of the absence or inability of the Treasurer to

exercise his functions, act as Treasurer and shall exercisesuch other functions as may be assigned by the ExecutiveCommittee;

(c) Notify the bank and other parties concerned of any changeof officers or status of the Society;

(d) Be one of the officers who may co-sign checks of the Society.6. The Secretary shall:

(a) Prepares the Agenda and the Minutes of the Meeting of theExecutive Committee;

(b) Be the official custodian of all records and correspondence ofthe Society;

(c) Attend to all correspondence of the Society;(d) Prepare the annual activities report;(e) Notify the bank and other parties concerned of any change

of officers or status of the Society;(f) Be one of the officers who may co-sign checks of the Society.

7. The Assistant Secretary shall:(a) assist the Secretary in the performance of the functions of

that office;(b) In the event of the absence or inability of the Secretary to

exercise his functions, act as Secretary and shall exercisesuch other functions as may be assigned by the ExecutiveCommittee;

(c) In the event of the absence of the Secretary, he should be atleast be present at the meeting of the Ex-Com on behalf ofthe Secretary.

8. The Public Relations Officer shall:(a) Maintain the albums and files of photos, letters and press

clippings relating to the Societys concerns and activities;(b) Prepare and reproduce publicity materials.


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9. The Assistant Public Relations Officer shall:(a) Assist the Public Relations Officer in the performance of

his/her duties;

(b) In the event of the absence or inability of the Public RelationsOfficer to exercise his/her functions, act as Public RelationsOfficer of the Society, with all the rights and duties of thatoffice.

Article V

Meetings of the Society

1. The Society shall hold an annual meeting during the month ofDecembereach year for the purpose of:

(a) Considering the reports of the Executive Committee;(b) Considering other matters pertaining to the Society.

2. Elections of the officers of the Executive Committee shall be heldevery 2 years, during the annual meeting in the year it falls due.

3. All members of the Society shall receive two weeks before themeeting:

(a) A provisional agenda;(b) A report of the President on the activities of the Society;(c) A report of the Treasurer on the financial affairs of the

Society;(d) A slate of candidates presented by the Nominating

Committee during the annual meeting that elections forofficers of the Executive Committee are also to be held;

(e) A list of members in good standing.4. A quorum for any regular or special meeting of the Society shall be

one-third of its membership. All decisions shall be taken by asimple majority of the members present and voting, except in thecases mentioned in Articles V, Paragraph 4, VII and VIII below. Inthe absence of a quorum, the President may within 30 daysconvene another meeting, giving at least one weeks notice. At thatmeeting, which shall have the same agenda, no quorum shall berequired.


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5. Any expenditure exceeding the Societys yearly income shallrequire the approval by vote of one-half plus one of its total activemembership, either at a regular meeting of the Society, or throughmail ballot.

6. If one-third of the members of the Society petition the President tocall a special meeting, such meeting shall be called within threeweeks of receipt of the written petition. At least two weeks noticeof a meeting shall be given to each member of the Society.

7. Regular and special meetings of the Society may be called by theExecutive Committee. At least two weeks notice of a meeting shallbe given to each member of the Society.

Article VI

Elections

1. At least one month prior to the Annual Meeting in the year thatelections must be held, the Executive Committee shall appoint aNominating Committee of three persons, who shall present to theAnnual Meeting names of candidates they recommend for electionas officers for the following year.

2.

The Nominating Committee shall invite nominations from themembership for election to the Executive Committee. Eachcandidate must indicate a willingness to serve. The names of thecandidates shall be communicated in writing to the membership atleast two weeks prior to the Annual Meeting. Additionalnominations may be made from the floor at the Annual Meeting.

3. At the Annual Meeting, the President shall appoint three pollingofficers, who shall not be eligible as candidates for election. Thepolling officers shall tally and certify the results of the election bysigning the relevant form by the end of the meeting.

4. Only members in good standing may vote.5. Absentee ballots for the election of officers may be accepted if they

are presented to a member of the Nominating Committee prior tothe Annual Meeting in a sealed envelope bearing the name andsignature of the absentee member. Such absentee ballots shall be


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opened by the polling officers at the time of voting. Absenteeballots may include candidates who are subsequently nominatedfrom the floor.

6. Voting shall be by written ballot. In each case, the candidate whoreceives a majority of the votes cast shall be elected. Except for theannouncement of the successful candidates, the ballotsof theelection shall remain secret andbe kept in a sealed envelope by thePolling Committee until the following election.

7. In case of a tie for a position, votes will again be cast by thosepresent for that position.

Article VII

Property and Funds

1. The Society shall maintain accounts with such banks as may bedesignated by the Executive Committee. The signatures of at leasttwo officers, one of whom must be the Treasurer or AssistantTreasurer, shall be required on all checks issued.

2. All articles acquired by the Society shall remain the Societysproperty. List of such properties shall be maintained by theExecutive Committee.

Article VIII

Ratification of Constitution

This Constitution shall be ratified by a vote of two-third of themembers of Society, either at a regular meeting of the Society, or throughmail ballot.

Article IX

Amendment of Constitution

This Constitution may be amended by a vote of two-thirds of themembers of the Society, either at a regular meeting of the Society, orthrough mail ballot, provided that the text of the proposed amendmenthas been given at least two weeks before the meeting to all members of theSociety.


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Article X

By-Laws

The Executive Committee is authorized to make and, from time totime revise and amends, such rules and regulations, which are notconsistent with the Constitution, as may be deemed proper for theconduct of the meetings, business and affairs of the Society and of itscommittees.

Article XI

Dissolution

In the event of dissolution of the Society, any assets not disposed ofshall become the property of the United Nations Staff Recreation Council.

Article XII

Policy Guidelines regarding participation in and communication of events outside

the United Nations

The Society may inform its members of events and programmes

outside the United Nations which promote Philippine arts and culture, aswell as of religious events. UNSRC PCS may not sponsor events outsidethe United Nations. Furthermore, flyers for performances of a commercialnature may not be distributed to its members.

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Documents

PCS Constitution 2008