Section 1. Annual meetings of the members shall be held during the annual scientific conference of the society, which is held on the third week of April every year at the University of the Philippines, Los Baños.
Section 2. Special Meetings – special meetings of the members shall be called by the president of the society. During such meetings, the president shall render his report to the members regarding the activities of the society. Special meetings may be called as the need thereof arises, by the board of directors or the president or upon petition of 1/3 of the general membership.
Section 3. Notices – notices of the date, time, and place of annul and special meetings of the members shall be given either personally or by special delivery mail, at least one week before the date for such meeting. In urgent cases, the notice may be communicated at least two days before the meeting personally or by telephone, or by telegram, if contact is not possible. The notice of every special meeting shall state briefly the purpose of the meeting. No other business shall be considered at such meeting, except with the consent of all members present thereat.
Section 4. Waiver of Notice – notice of meeting may be waived verbally by any member attending it.
Section 5. Quorum – a quorum for any meeting of the members shall consist of a majority of the members attending the annual scientific conference and a majority of such quorum may decide on any question that may arise during the meeting, except those matter where the society constitution requires the affirmative vote of greater proportion.
Section 6. Order of business – the order of business at the annual meeting of the members shall be as follows:
- Proof of service of the required notice of meeting, except when such notice is waived by the members constituting a quorum;
- Proof of the presence of a quorum;
- Reading and approval of the minutes of the previous annual meeting, except when such reading is dispensed with by a majority vote of those present;
- Unfinished business;
- Report of the president;
- Election of directors for the ensuing year;
- Other matters;
The order of business at any meeting may be changed by a vote of majority of the members present.
Section 1. Board of Directors – the corporate powers of the society shall be exercised, its business conducted and its properly controlled by the board of directors.
Section 2. Qualifications – only bona fide members of the society shall be eligible for election to the board of directors.
Section 3. The Board of Directors shall hold office for three (3) years.
Section 4. Disqualification of directors or officers – no member convicted by final judgment of an offense punishable by imprisonment for a period exceeding six (6) years, or a violation of this date, committed within five (5) years prior to the date of his election or appointment, shall qualify as a board member or officer.
Section 1. Officers – the officers of the society shall be a President, a Vice-President, a Secretary, a Treasurer, an Auditor, and a Public Relations Officer. They shall be elected by the board of directors from among themselves. The board may combine compatible offices in a single person.
Section 2. Term of Office of Officers – the President, Vice-President, PRO, and Auditor shall hold office for one (1) year while the Secretary and Treasurer for three (3) years.
Functions and Powers of Officers
Section 1. President – the President shall be the chief executive officer of the society. He shall execute all resolutions and/or decisions of the board of directors. He shall be charged with directing and overseeing the activities of the society. He shall appoint and have control over all employees of the society, review, and approve expense vouchers. Together with the secretary of the society, he shall present to the board of directors and the members an annual budget and, from time to time as may be necessary, supplemental budgets. He shall submit to the board 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 society for the fiscal year under his term.
Section 2. Vice-President – the Vice-President, if qualifies, 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 directors.
Section 3. Secretary – the Secretary shall give all the notices required by these by-laws and keep the minutes of all meetings of the members and of the board of directors and of all meetings of the committees. In a book kept for the purpose. He shall keep the seal of the society and affix such seal to any paper or instrument requiring the same. He shall have the custody of the correspondence files and all other papers that are to be kept by the treasurer. He shall maintain the members’ register, have charge of the bulletin in board at the principal office of the society. He shall also perform all such other duties and work as the board of directors may from time to time assign to him.
Section 4. Treasurer – the Treasurer shall have charge of the funds, receipts and disbursements of the society. He shall keep all moneys and other valuables of the society in such bank or banks as the board of directors may designate. He shall keep and have charge of the book of accounts which shall be opened to inspection by any member of the board of directors, whenever required, an account of financial condition of the society and of all transactions made by him as treasurer. He shall also perform such other duties and functions as may be assigned to him from time to time by the board of directors. He shall post a bond in such amount as may be fixed by the board of directors.
Section 5. Auditor – the Auditor shall examine financial records and audit money. He shall examine financial records and audit money. He shall also perform other functions as may be provided for by the board of directors.
Section 6. Public Relations Officer (PRO) – the Public Relations Officer shall take charge of the society’s newsletter and press releases.
Section 1. Qualifications for Membership – the board shall determine the qualifications of an applicant for membership.
Section 2. Rights of Members – a member shall have the following rights:
- To exercise the rights to vote on all matters relating to the affairs of the society;
- To be eligible to any elective or appointive office of the society;
- To participate in all deliberations/meetings of the society;
- To avail of the facilities of the society;
- To examine all the records or books of the society during business hours.
Section 3. Duties and Responsibilities of the Members – a member shall have the following duties and responsibilities:
- To comply with by-laws, rules, and regulations that may be promulgated by the society from time to time;
- To attend all meetings that may be called by the board of directors;
- To pay membership dues and other assessments of the society.
Suspension, Expulsion, and Termination of Membership
Section 1. Suspension, expulsion, and termination of membership shall be in accordance with the rules and regulations of the society. Any member of the society may file charges against a member by filing written complaints with the secretary of the society. The board of directors shall call a special meeting of the members to consider the charges. The affirmative vote of 1/3 of all the members of the society shall be necessary to suspend a member; provided, that where the penalty is expulsion, the affirmative vote of 2/3 of all the members shall be necessary to expel a member.
Section 1. Funds – the funds of the society shall be derived from membership fees, annual dues, and special assessments of members, gifts, donations, or benefits and registration fees to annual scientific meetings.
Section 2. Fees and Dues – every member of the society shall, in addition to the membership fee pay dues and/or assessments that may be imposed by the society from time to time.
Section 3. Disbursement – withdrawal from the funds of the society, whether by check or any other instruments shall be signed by the treasurer and countersigned by the president. If necessary, the board of directors may designate other signatories.
Section 4. Fiscal year – the fiscal year of the society shall be from May 1st to April 30th of each year.
Section 1. Form – the corporate seal of the society shall be in such form and design as may be determined by the board.