Alpha Phi Omega Philippines, Inc.
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Article VII
CONSTITUTIONAL COMMISSIONS
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D. THE COMMISSION ON WAYS AND MEANS
SECTION 13. Nature. - There shall be created a Commission on Ways and Means charged with the duty of recommending measures to the Board of Directors for adequately financing the organization, its programs and policies.
SECTION 14. Powers and duties. - The Commission on Ways and Means shall do and perform the following specific duties and powers:
(a) To devise ways and means to develop sources of funds needed for the programs and projects of the organization, and to oversee and coordinate fund-raising programs and activities; and,
(b) To prepare, propose and submit to the President, after consultations with the other officers and constitutional bodies and commissions, the budget of the organization for the next two (2) years.
E. COMMISSION ON AUDIT
SECTION 15. Additional Qualification of Members. - The Chair and a majority of the members must be certified public accountants.
SECTION 16. Powers and duties. - The Commission on Audit shall perform the following duties and functions, and exercise the following powers and authority:
(a) To examine, audit, and settle all accounts pertaining to the revenue and receipts of, and the expenditures or uses of funds and property, owned or held in trust by, or pertaining to, the organization, or any of its subdivisions, agencies and instrumentalities, and on a post audit basis, the agencies and commissions created under the Code of By-Laws;
(b) To be the custodian of the general accounts of the organization and preserve the vouchers and other supporting papers pertaining thereto for such periods as may be provided by the General Assembly;
(c) To define the scope of its audit and examination, establish the techniques and methods required therefor, and promulgate accounting and auditing rules and regulations, including those for the prevention and disallowance of irregular, unnecessary, excessive, extravagant, or unconscionable expenditures, or uses of the organization's funds and properties; and,
(d) To submit to the President and Chair of the Board of Directors an annual report, the second at least thirty (30) days before the convening of the General Assembly, covering the financial condition and operations of the organization, its subdivisions, instrumentalities and agencies subject to its audit, and recommend measures necessary to improve its effectiveness and efficiency. These reports shall be made available for examination and photocopying by any member in the National Office during working hours and duly posted in the official website of the organization.
F. THE COMMISSION ON SCOUTING
SECTION 17. Policy. - The Alpha Phi Omega International (Philippines), Inc. maintains its commitment to the principles of the Scouting Movement as the source of its ideals and principles.
SECTION 18. Functions. - The chief and primary function of the Commission shall be to act as the liaison office of the organization with the Scouting Movement, and towards this end, shall do and perform the following duties and functions:
(a) To formulate, institute and implement a continuing program for the purpose of establishing close coordination with and participation in the activities and programs of the Scouting Movement;
(b) To monitor, supervise and coordinate the activities of the Administrative Regions for the purpose of insuring that all service programs and policies of the General Assembly and the Board of Directors, insofar as these pertain to the activities and programs of the Scouting Movement, are fully and efficiently implemented; and,
(c) To coordinate youth-oriented service activities and, for that purpose, to act as the liaison with other organizations having similar objectives and principles, especially those organizations involved in the Scouting Movement.
G. THE COMMISSION ON INTERNATIONAL RELATIONS
SECTION 19. Policy.- The Alpha Phi Omega International (Philippines), Inc. recognizes the significance of promoting the principles, ideals and purposes of Alpha Phi Omega throughout the world. It therefore adopts as part of the Code of By-Laws, not contrary to existing laws of the Philippines, any agreement or undertaking that may be entered into by the President and the Commission on International Relations with any national organization of Alpha Phi Omega based from without the Philippines.
SECTION 20. Purpose. - The Commission shall strengthen the existing relationships with other Alpha Phi Omega national organizations and promote the establishment of Alpha Phi Omega on a worldwide scale.
SECTION 21. Charter. - The Board of Directors shall promulgate a charter for the Commission for its governance and administration.
H. COUNCIL OF ELDERS
SECTION 22. Composition. - There shall be created a Council of Elders composed of the President Emeritus and the Immediate Past President, who shall automatically serve as Chair and Vice-Chair, respectively, and the other past Presidents and one appointee each of the Regional Directors of known probity and integrity, who shall act as members thereof.
SECTION 23. Duties and Functions. - The Council of Elders shall be charged with the function of providing the necessary advice and opinions, when specifically so requested by the Board of Directors, on ways and means to fully assist the members thereof in the performance of their duties and functions.
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SECTION 1. Fees and Assessments. - The General Assembly shall have the exclusive and sole authority to establish fees and assessments on collegiate chapters, alumni associations and petitioning groups, members and pledges: Provided, however, that the organizational unit shall have the authority to impose any additional amounts thereon. As far as practicable, the rates of fees and assessments shall be progressive and uniform. The rates fixed by the General Assembly shall be published in a newsletter of general circulation and in the official Web Site of the organization, and hard copies thereof sent by registered mail to the chapters and associations within a period of ten (10) days from the date of its promulgation.
SECTION 2. Authorized Fees and Assessments. Manner of Collection. - The Executive Director, or his duly authorized representative, shall have the authority to collect, under such guidelines as may be promulgated by the General Assembly or the Board of Directors, the following fees and assessments:
(a) Application Fees. There shall be a non-refundable application fee to be collected from all applicants for membership by the chapter where the applicant applies for membership, which amount shall be forwarded to the Regional Director concerned within a period of ten (10) days from its collection.
(b) Training Fees. There shall be a Training Fee to be paid by each new member, collected by the chapter and forwarded to the Regional Collegiate Director within a period of ten (10) days from its collection, while those of Associate members shall be paid directly to the Regional Director concerned.
(c) Provisional Membership Fees. There shall be a non-refundable Provisional Membership Fee chargeable from each new member of a petitioning collegiate group which shall be paid directly to the Regional Collegiate Director. Upon approval of its charter, the Provisional Membership fee shall be considered as the Training Fee.
(d) Annual Membership Fees. There shall be an annual membership fee assessed on all members of the organization, except Life members, which shall be paid to the chapter or association concerned, which, in turn, shall forward the same to the Regional Director within a period of ten (10) days from receipt thereof. Honorary and associate members shall pay their annual dues directly to the Regional Director having jurisdiction over their domicile.
(e) Charter Fees. There shall be a collegiate chapter or alumni association charter fee to be paid by the petitioning group at the time the petition is submitted for approval in accordance with the procedure hereinbelow set forth.
(f) Annual Collegiate Chapter Dues. There shall be annual chapter dues which shall be remitted to the Regional Director on or before the 30th day of June of each year.
(g) Annual Alumni Association Dues. There shall be annual alumni association dues to be paid by each alumni association. The fees shall be remitted to the Regional Director on or before the 30th day of June of each year.
(h) General Assembly Fee. There shall be a General Assembly fee, the amount of which shall be determined by the Board of Directors, to finance the sessions of the General Assembly.
SECTION 3. Disposition of Fees. -
(a) All amounts collected by the Regional Director shall be remitted in full to the Executive Director within a period of thirty (30) days from its collection, either by hand or by depositing the same in the account opened and maintained for that purpose in a reputable banking institution. The Executive Director shall, thereafter, submit monthly reports to the Board of Directors on the amounts remitted by the Regional Directors.
(b) Within thirty (30) days from submission of the monthly report, the Executive Director shall deliver to the Regional Director, by hand or by electronic transfer, the allocation for the Administrative Region in the amount equivalent to fifty percent (50%) of the amounts collected for that particular period.
(c) The funds retained shall be equally divided into three (3) separate accounts:
[1] The General Account, where most of the miscellaneous expenses will be drawn, specifically all administrative expenses;
[2] The Trust Account for operational expenses in accordance with the Appropriations Resolution approved and passed by the General Assembly: Provided, however, that any expenditure not covered by the Appropriations Resolution, and certified as necessary by the Executive Director and the Chair of the Commission on Audit, shall first be approved by the Chair of the Board of Directors before any amounts could be withdrawn therefrom.
[3] The Benevolence Fund from whence financial assistance and donations to natural and juridical persons may be drawn in accordance with the criteria to be formulated by the Board of Directors and approved by the General Assembly.
(d) Donations from natural and juridical persons shall be expended in accordance with the stated purposes of the donor: Provided, however, that when no specific purpose has been stated, the donation shall be equally divided into the three (3) accounts as stated in the immediately preceding subsection.
(e) Only numbered official receipts emanating from the Executive Director shall be issued for all moneys and funds received at all levels of the organization.
SECTION 4. Fiscal Year. - The fiscal year shall commence on the 1st day of July and end on the 30th day of June of the succeeding year.
SECTION 5. Bank Deposits. -
(a) The remittances of the Regional Directors of their aforementioned collections shall be deposited, in accordance with the foregoing procedure, by the Executive Director in the name of the Alpha Phi Omega International (Philippines), Incorporated, as such funds may come into his hands in such depository banks as may be designated by the Board of Directors. Withdrawals therefrom may be made only by checks or other written instruments signed and issued by the President with the counter signature of the Executive Director.
(b) Funds and monies collected, contributed or donated for specific projects shall be deposited by the Executive Director in separate bank accounts in trust for the project or undertaking to which the said funds or monies have been specifically allocated. Withdrawals therefrom may be made only by checks or other written instruments signed or issued by the Vice-President in charge and countersigned by the Executive Director.
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