Amended Crop Science Society of the Philippines by laws
The annual meeting of the members shall be held during the annual scientific conference of the society, which is held not later than May 31 every year at the conference venue to be determined by the Board.
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 Trustees or the President or upon petition of 1/3 of the general membership.
Notices of the date, time, and place of annual 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.
Notice of meeting may be waived verbally by any member attending it.
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 matters where the society constitution requires the affirmative vote of greater proportion.
The order of business at the annual meeting of the members shall be as follows:
1. Proof of service of the required notice of meeting, except when such notice is waived by the members constituting a quorum;
2. Proof of the presence of a quorum;
3. 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;
4. Unfinished business;
5. Report of the President;
6. Report of the Treasurer
7. Election of Trustees for the ensuing year;
8. Other matters
The order of business at any meeting may be changed by a vote of majority of the members present.
The corporate powers of the Society shall be exercised, its business conducted and its property controlled by the Board of Trustees composed of six officers and five members.
Only bonafide members of the Society shall be eligible for election to the Board of Trustees.
The members of the Board Trustees shall hold office for a maximum of two consecutive terms at three years each. They will be entitled to re-election to the Board after one year respite from office. In case the Vice President is on the last year in office, extension of one year is provided to enable service as the next President.
No member convicted by final judgment of an offense punishable by imprisonment for a period exceeding six (6) ears, 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.
The officers of the Society shall be President, Vice- President, Secretary, Treasurer, Auditor, and Public Relations Officer. They shall be elected by the Board of Trustees from among themselves. The Board may combine compatible offices in a single person.
The President, Vice-President, PRO, and Auditor shall hold office for one year, while the Secretary and Treasurer for three years.
An elected Trustee may be removed for cause by a majority of the Board in office, not counting the member to be removed, during a regular Board meeting. The notice of the meeting must indicate that the removal of a Trustee is to be considered in that meeting. An elected Trustee may be removed for the following causes:
1. Failure to attend three consecutive Board meetings at the start of the fiscal year;
2. Failure to fulfill the duties required of Trustees, e.g., not participating in meetings of the committees to which the Trustee has been appointed to; or
3. Intentional acts or omissions that a prudent person could reasonably have foreseen would seriously damage the reputation or interests of the Society.
The nominee who received the next highest votes during the latest election in the meeting will serve the remaining term of the removed Trustee. The Board including the substitute member will conduct another election among themselves to fill the vacated Trustee’s position.
FUNCTIONS AND POWERS OF OFFICERS
He shall execute all resolutions and/or decisions of the Board of Trustees. 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 Trustees 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.
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 Trustees.
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 Trustees 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 Trustees may from time to time assign to him.
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 Trustees 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 Trustees, 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 Trustees. He shall post a bond in such amount as may be fixed by the Board of Trustees.
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 Trustees.
The PRO shall take charge of the society’s newsletter, website, and press releases.
The Board shall determine the qualifications of an applicant for membership.
A member shall have the following rights:
1. To exercise the right to vote on all matters relating to the affairs of the society;
2. To be eligible to any elective or appointive office of the society;
3. To participate in all deliberations/meetings of the society;
4. To avail of the facilities of the society;
5. To examine all the records or books of the society during business hours.
A member shall have the following duties and responsibilities:
1. To comply with the Constitution, by-laws, rules, and regulations that may be promulgated by the society from time to time;
2. To attend the Annual Convention and contribute to its success by performing tasks assigned by the Board of Trustees;
3. To pay membership dues and other assessments of the Society.
SUSPENSION, EXPULSION, AND TERMINATION OF MEMBERSHIP
Any member of the Society may file charges against a member by filing a written complaint with the Secretary of the Society. The Board of Trustees 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.
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.
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.
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 Trustees may designate other signatories.
The fiscal year of the Society shall be from June 1st to May 31st
ADOPTION OF THE BY-LAWS
VICTORIA C. LAPITAN
MARISSA V. ROMERO
ARTHUR R. BARIA
APOLONIO M. OCAMPO
DANILO P. PADUA
MA. REBECCA C. LAZA
AMBROCIO RAUL R. ALFILER
RENEELIZA JEAN A. MELGAR
DEMOCRITO B. REBONG II