INTERNAL RULES AND GUIDELINES

INTRODUCTION

JASHS Batch 1970 has, since 1987 (as far as our research tells us), started to hold a general gathering of the batch’s alumni, culminating in a reunion, which then continued to be held yearly, and attended by the whole membership.

The incoming BOD/Officers for the years 2024-2026 have not been able to determine and confirm whether there was a Constitution and Bylaws drafted in the past. If found in place, the incoming BOD are open to be guided by these, and do any updates/revisions, as deemed necessary.

It is, however, the consensus of the incoming BOD/Officers, that there has to be at least initially, a set of Rules/Guidelines to guide them, to ensure proper record-keeping, financial integrity and accountability of the officers, and guide the officers for whatever official decisions that need to be made and known to the general membership, until such time that we are able to confirm the existence of a Constitution and Bylaws.

A maximum of three (3) months from the assumption of office of the incoming BOD will be allotted to make a final confirmation of the existence or non-existence of a Constitution and Bylaws.

Assuming none is found in existence, the incoming BOD/Officers can consider reviewing the current Internal Rules and Guidelines as drafted, considering adopting them, so as to be able to assume their duties and responsibilities the soonest.

This does not mean that adopting a formal Constitution and Bylaws will be totally disregarded. We just have to weigh the Pros and Cons of drafting a formal Constitution and Bylaws, a legal document that may have to be registered to the pertinent government authorities.

OBJECTIVES OF THE ASSOCIATION

Section 1. Overall Objectives

The Association’s main purpose is to develop and foster friendship, camaraderie, unity, cooperation and social responsibility, among the members of JASHS Batch 1970, with the major activity culminating in a yearly reunion of the general membership.

Section 2. Specific Objectives

1. Become the vehicle to promote fellowship and friendship among the batch ’70 alumni;

2. Create a data base of alumni to be able to provide information to all members, and maintain contact and communication amongst batch mates;

3. To organize projects that will be for the greater good - e.g., scholarship program, medical missions, assistance to members during calamities, lectures, seminars, etc. The BOD will decide which projects to prioritize, with details of why, how, and when;

4. Organize activities for fun and enjoyment of the members, including a yearly reunion;

5. Generate and promote fund raising activities that will support the various programs of the Association.

OFFICIAL NAME, ADDRESS AND NATURE

Section 1: This Association shall be officially known as JASHS Batch ’70 Alumni Association;

Section 2: The official email address is the email address of the current President;

Section 3: Until a formal Constitution and Bylaws are decided to be instituted, the organization will be an Association, guided only by the Internal Rules/Guidelines as approved herein.

MEMBERSHIP CLASSIFICATION

Section 1. Members – All JASHS Batch ’70 alumni.

Section 2.The President of the Association is nominated, seconded and duly elected by the General Membership Assembly held during the yearly reunion of the batch;

Section 3. The incoming President will be given the privilege of nominating his/her own officers/members of the BOD; Adviser/s; Outside (Independent) Auditor; other positions deemed necessary;

Section 4: Adviser/s – Former teachers of Batch ’70; any faculty member of JASHS (now currently known as Pampanga High School); past Presidents of the Association;

Section 5: Honorary Member/s – are graduates of JASHS/Pampanga High School, of outstanding reputation, and/or have rendered exemplary service to the school, and/or have the willingness, dedication and capacity to support the various objectives and projects of the Association, the term of office of which will be the same as the nominating Board. The current BOD has the right to retain or to add, or to revise the list of Honorary Members.

ORGANIZATION

Section 1: The Association is governed by a set of BODs who are also the Officers of the Association:

1. President;

2. Vice President;

3. Secretary;

4. Treasurer;

5. Auditor;

6. Public Relations Officer;

7. Chairperson, Ways and Means Committee;

8. Chairperson, Oversight Committee;

9. Chairperson, Membership Committee;

10. Chairperson, Program and Events Committee;

11. Outside (Independent) Auditor;

12. Advisers.

Section 2: Term of Office. The term of office of incoming officers/BODs shall be two (2) years;

Section 3: Assumption of Office. After the complete turn-over of pertinent documents and financial records by the outgoing set of officers/BODs is completed, but not later than a month after the election of the incoming President.

Section 4: Resignation. In case of resignation of an officer/BOD other than the President, the President will designate his/her choice from amongst the present officers/BODs of the Association;

Section 5: Resignation of the President. In case of resignation of the President, the concurrent Vice President will take over the post, and designate his/her VP from amongst the present officers/BODs of the Association.

RIGHTS AND PRIVILEGES OF MEMBERS

Section 1: Rights and Privileges of Members

1. To participate in the election of the President;

2. To be able to express their views on vital issues affecting the general welfare of the Association;

3. To participate in the general membership;

4. To be involved and assist the various committees of the Association;

5. To be informed of the financial conditions of the Association.

Section 2: Duties and Responsibilities of Members

1. To contribute to the objectives of the Association;

2. To uphold the Internal Rules and Guidelines and policies of the Association;

3. To attend meetings of the General Membership and participate in the various activities organized by the Association;

4. To respond to communications sent by the Association.

DUTIES AND RESPONSIBILITIES OF THE BOD/OFFICERS

Section 1. President – shall be the Association/Batch President and shall have the following duties and functions:

1. Preside over meetings of the BOD and the General Assembly, but has the right to assign one his/her BODs/officers to be the coordinator of the meetings (in effect, chairing the meeting), as and when deemed necessary;

2. Implement and enforce provisions of the Internal Rules and Guidelines, duly approved rules and regulations and adopted policies;

3. Prepare a report of the BOD’s activities during his/her term of office; and,

4. Exercise such other powers and performs duties as required.

Section 2. Vice President – shall perform all the duties and responsibilities of the President during the absence or incapacity of the latter and shall perform duties that may be assigned to him/her by the President.

Section 3. Secretary – shall prepare the records of membership, minutes of meetings and communications of the Association. He/She shall prepare the agenda for meetings upon the instruction of the President and shall send notices of all meetings and general assembly of the Association.

Section 4. Treasurer – shall receive all funds paid to the Association and shall deposit the same in the official depositories. The Treasurer shall disburse and withdraw from the depositories upon the approval of the President and shall also perform the following functions:

1. Prepare and submit a quarterly report on the finances of the Association, i.e, in July; October; January; and in February. The quarterly reports will be presented to the BOD meetings, but during the General Assembly (Reunion), present to the whole body the latest financial report for transparency purposes;

2. Issue receipts, or in the absence of official receipts, official acknowledgments, using the approved official letterhead of the Association, for money received, and handle the finances of the Association;

3. Handle disbursements of the association upon approval of the BOD to be supported by vouchers;

4. Perform such other duties and functions as may be assigned or delegated by the President.

Section 5. Auditor – shall periodically examine the financial records and audit cash of the Association, as required by the BOD. He/She shall prepare and submit an annual audit report to the President.

Section 6. Outside (Independent) Auditor – shall have the right to audit the financial report of the Treasurer and also periodically examine the financial records and audit the cash report prepared by both the Treasurer and the Auditor. Has the right and privilege to attend all BOD meetings. The Outside (Independent) Auditor, reports directly to the President.

Section 7. Public Relations Officer (PRO) – shall be responsible for all publicity and press releases, including use of social media pertaining to the Association. Any written announcements shall first be cleared with the President and/or the Vice President, prior to final release.

He/She shall serve as spokesperson of the BOD as pertains projects undertaken/to be undertaken by the Association. He/She shall perform other duties and functions as may be assigned to him/her by the President.

Section 8. Chairperson, Ways and Means Committee – he/she shall be responsible for generating funds for the Association through various fund-raising projects and activities, as well as seeking solicitations and sponsorship from private/public companies and/or individuals. The Committee shall include anyone from among the officers/BODs who will then assist the Chairperson to prepare a report after each project or activity to be submitted to the President.

Section 9. Chairperson, Membership Committee – he/she shall create and maintain records and data base of the general membership, with basic information like name, address, contact telephone number, email address, social media contacts, etc., as part of the yearly souvenir photo book of the general membership, the projects implemented during the year, etc.

If successful, and if funding for this can be raised, this souvenir photo book which may also contain other information of interest to the whole membership shall be given for free to those who will attend the general membership (Reunion) gathering, subject to availability of funds.

Section 10. Chairperson, Program and Events Committee – shall be responsible in the over-all conduct of batch programs and events from planning stage, to actual implementation that will ensure the successful holding and conclusion of the said event/s. The Committee shall include anyone from among the officers/BODs, and also volunteers from the general membership. The Chairperson will prepare a report after each project or activity, with the assistance of his/her committee members, to be submitted to the President.

Section 11: Chairperson, Oversight Committee – shall be responsible for evaluating the performance and actions of the BODs as well as the heads and members of the various committees formed/to be formed, to ensure that they adhere to the highest standards of excellence, integrity, honesty, cooperation and unity. The Committee shall be headed by the Vice President who will function as the BOD Ombudsman and shall facilitate any complaints or grievances that might be raised by any member. The Committee shall directly report its findings to the BODs.

Section 12: Advisers – shall be free to express their thoughts, views, opinions, suggestions on various matters raised during the BOD meetings. The BOD should be open to the wisdom expressed by the Advisers, although the final decision will still remain with the BODs.

SCHEDULE OF MEETINGS

Section 1. The BOD and General Members shall have a general assembly once a year, or as the need arises. The BOD shall meet at least once in a quarter. The meetings may also be conducted virtually by zoom, so that those who may not be able to attend in person will still have the opportunity not to miss the meetings;

Section 2. The Working Committees shall hold meetings as set by their respective Chairpersons or as may be called by the BOD;

Section 3. Notice of Meetings – Notices of the date, time, and venue, including agenda to be discussed shall be given directly to the Secretary at least seven (7) working days before the date set for such meeting. In urgent cases, the notice may be communicated earlier than 7 days, but not less than two (2) working days before the meeting;

Section 4. Special meetings shall be conducted as the need arises;

Section 5. Quorum – For all BOD meetings, a quorum of the BOD shall consist of a simple majority of members of the BOD, i.e., 50% plus 1;

Section 6. Replacement of a BOD – A BOD who missed three (3) consecutive meetings without prior notice to the President or Secretary shall be replaced. The BOD can decide to revise this provision as and when deemed fit;

Section 7. General Assembly meetings (Reunion) shall be held at least once a year, on the last Saturday of February of each year, at a designated place and time by the BOD.

FINANCE

Section 1. Funds – The funds of the Association shall be derived from the fund raising activities, gifts, donations, or benefits, solicitations and special contributions of the members, and will be handled mainly by the Ways and Means Committee.

Section 2. Disbursements

1. Withdrawal from the funds of the Association shall be authorized by the President and the Treasurer. Cash withdrawal over the counter, through ATM machines of the depository bank, or even ATMs of other banks, should be supported by a receipt showing the date of withdrawal, the amount, and the balance of the account. Failing to secure a receipt (e.g., some ATMs may not be able to provide receipts), the one who did the funds withdrawal should make a written, signed certification of how much was withdrawn, the date, where withdrawn, and the purpose of the withdrawal;

2. The funds withdrawn shall be used to defray the expenses of projects and activities of the Association as may be approved by the BOD;

3. No expenditure shall be made unless authorized by the President and/or the Vice President;

4. All funds shall be deposited in a bank with on-line facility (to be able to view on-line, the movement of the A/C – deposits, withdrawals) to be designated by the BOD.

Section 3. Financial Reports – A financial report shall be prepared and submitted as scheduled and taken up as one of the agenda items of the BOD meeting.

FISCAL YEAR

The Fiscal Year of the Association shall be from April 1 – March 31.

TRANSITORY PROVISIONS

Section 1. Turn-over of pertinent documents, including financial reports, shall be made not later than one month after the General Assembly (Reunion) to be held on the last Saturday of February of each year, or on March 31st, at the latest.

Section 2. The incumbent officers/BOD upon approval of these Internal Rules and Guidelines, shall assume their functions, duties and responsibilities, at the start of the Fiscal Year of the Association (April 1);

Section 3. All existing rules, guidelines, circular and other issuances not inconsistent with the current Internal Rules and Guidelines, shall remain valid, binding and effective even after the ratification of these Internal Rules and Guidelines, unless amended, revoked, or repealed by the decision of the incumbent BODs.

AMENDMENTS, REVISIONS, AND RATIFICATION

Amendments, revisions, ratification of the Internal Rules and Guidelines shall be taken up and voted upon during the General Meeting (Reunion).

EFFECTIVE DATE

The current Internal Rules and Guidelines shall take effect upon the approval of the BOD.

Ratification of these Internal Rules and Guidelines shall be made by a simple majority of the general membership attending the General Meeting (Reunion) of JASHS Batch ’74.

Approval can be in the form of a show of hands.

MISCELLANEOUS – OATH-TAKING OF THE INCOMING BOD

The outgoing President of the Alumni Association may lead the oath of the incoming President.

After the swearing-in of the new President, he/she may lead the oath-taking of his/her Board of Directors/Officers. The BOD may decide to recommend an amendment to this suggested arrangement, as and when deemed fit.

*Discussed and Approved during the First Board Meeting, JASHS Batch ’70 Alumni Association, April 27, 2024.