Alpha Phi Omega Philippines, Inc.
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Article IX
EXECUTIVE COUNCIL
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SECTION 1. Nature. - The Executive Council shall be the implementing agency of the General Assembly and the Board of Directors.
SECTION 2. Composition of Executive Council. -
(a) The elective members shall be the President, the Executive Vice-President, and the Vice-Presidents for the Alumni, Fraternity and Sorority, and the Regional Directors.
(b) The appointed members, in an advisory capacity, are the Executive Director and the Immediate Past President.
SECTION 3. General Qualifications of Officers. -
(a) Officers shall be members in good standing for at least one (1) year prior to their election or appointment and should not have been a member of any other constitutional office at least one (1) year before the elections.
(b) No elective officer shall hold at the same time any appointive office except as otherwise provided by the Code of By-Laws or existing rules or regulations.
SECTION 4. Election. -
(a) The Electoral College of the General Assembly shall elect officers by secret ballot, under the supervision of the Commission on Elections, and each member thereof shall cast one vote for a candidate of each particular elective position to be voted on, except for the Vice-Presidents for the Fraternity, Sorority and Alumni, all of whom shall be elected by the collegiate fraternity, collegiate sorority, and alumni members, respectively, and the Regional Directors and their deputies who are to be elected by the electorate of their respective Administrative Regions prior to the convening of the General Assembly. The candidate for each position having the most number of votes shall be proclaimed as elected for that position by the Commission on Elections immediately after the counting of votes.
(b) All candidates for any elective office shall file with the Commission on Elections at least one (1) month before the convening of the Electoral College their certificates of candidacy specifying therein the positions they are running for and such other information and data which may be required by the Code of By-Laws and the rules promulgated by the Commission on Elections. Thereafter, no candidate shall be allowed to run for a position other than that which has been stated in his certification and the filing of any such subsequent certification shall be construed as a withdrawal to run for any other position.
(c) The Commission on Elections, upon summary determination of the qualifications of each candidate, shall send to all Regional Directors and Section Chairs copies of the certificates of all candidates, except those for elective positions in the Administrative Region, not later than fifteen (15) days from the date of convening of the Electoral College.
SECTION 5. Oath and Term of Office. - Elective officers shall perform the functions of their office only after they have taken their oath before the Chair of the Board of Directors and shall serve for a term of two (2) years on the first day of the month following their election, and until their successors shall have been duly elected and qualified.
SECTION 6. Meetings; Quorum. - The meetings of the Executive Council shall be conducted at the National Office and a majority of all the elected members thereof shall constitute a quorum to do business.
SECTION 7. Duties and Responsibilities of Elective Officers. - Apart from exercising powers and performing duties and responsibilities as may be delegated and/or assigned to them by the General Assembly and the Board of Directors, the elective officers shall do and perform the following duties and responsibilities, and exercise such authority as may be necessary and incidental thereto:
(a) President. The President shall be the Chief Executive Officer responsible and/or accountable for all the actions of the Executive Council and, in the performance of such function, shall control and supervise the functions of each officer. In particular:
[1] To serve as the Chair of the Executive Council and to preside over all meetings thereof;
[2] To enforce the Code of By-Laws and all resolutions of the General Assembly and the Board of Directors;
[3] To create subcommittees, and appoint the members thereof, for specific purposes upon recommendation of the members of the Executive Council, as duly confirmed by the Chair of the Board of Directors, to assist in the performance of its work;
[4] To appoint such officers, chairs and members of any committee as are specially designated for Presidential appointment;
[5] To exercise general supervision over the affairs and property of the organization and over its officers and employees;
[6] To sign or countersign all certificates, contracts, and other instruments authorized by the Board of Directors; and,
[8] To submit a Report to the General Assembly and the Board of Directors, during its meetings, of the activities of the Executive Council insofar as the implementation of the programs and policies are concerned, the financial position of the organization, the appropriations necessary for the succeeding two years and such other matters as may be of singular interest to the organization.
(b) Executive Vice-President. The Executive Vice-President shall be the Chief Operating Officer and, in the performance of such office, shall have the following particular powers and functions:
[1] To act as the Presiding Officer of the meetings of the Executive Council and Chief Executive Officer during the absence or temporary incapacity of the President and to act as such Presiding Officer and President, in a permanent capacity, in case of removal, permanent incapacity or resignation of the President;
[2] To supervise and coordinate the works and activities of all instrumentalities created by and/or under the control and supervision of the Board of Directors;
[3] To supervise the work of all officers, except the President, for the purpose of insuring that all activities are geared towards the implementation of all programs and policies of the General Assembly and the Board of Directors;
[4] To supervise and control the work of the office and professional staff;
[5] To be the custodian of the Seal and Coat of Arms of the organization and, for that purpose, shall have plenary authority to do and perform any and all acts proper and necessary to insure their integrity; and,
[6] To act as the internal and external relations officer and, towards that end, through all available resources, means and methods possible, work for the opening of channels of communications between and among Officers, Administrative Regions, Sections, Chapters and Associations, through the continuing improvement of printed publications and other traditional and/or electronic means of communications, and with media organizations for the promotion of events and service projects.
(c) Vice-President for the Alumni. In general, the Vice-President for the Alumni, who shall be an alumni member, shall establish and coordinate the implementation of the programs and policies of the General Assembly and the Board of Directors as these concern the alumni members and/or associations, and, in particular:
[1] To preside over the meetings of the Executive Council and act as the Chief Executive Officer during the absence or temporary incapacity of both the President and Executive Vice-President;
[2] To supervise and coordinate the works and activities of the alumni associations, in conjunction with the Regional Directors, including the establishment of new alumni associations, with the power to recommend the revival or revocation of alumni associations and the imposition of administrative sanctions against alumni members violating the Code of By-Laws and the rules of the organization;
[3] To formulate and recommend policies, guidelines, rules and regulations and procedures regarding alumni matters; and,
[4] To promote, coordinate and conduct, with the Regional Directors, dialogues, conferences, short courses, seminars and workshops on matters pertaining to the alumni.
(d) The Vice-President for the Fraternity. In general, the Vice-President for the Fraternity, who shall be a collegiate fraternity member, shall establish and coordinate the implementation of the programs and policies of the General Assembly insofar as fraternity collegiate chapters and members are concerned, and, in particular:
[1] To supervise and coordinate the works and activities of the fraternity chapters, in conjunction with the Regional Directors, including the establishment of new chapters with the power to recommend the revival or revocation thereof and the imposition of administrative sanctions against fraternity collegiate members violating the Code of By-Laws;
[2] To formulate and recommend policies, guidelines, rules and regulations and procedures regarding fraternity matters;
[3] To promote, coordinate and conduct, with the Regional Collegiate Directors, dialogues, conferences, short courses, seminars and workshops on matters pertaining to the fraternity chapters;
[4] To enforce the policies and programs of the General Assembly and the Board of Directors regarding the recruitment and training of new members of the fraternity chapters; and,
[5] To formulate and recommend policies, guidelines rules and regulations, and procedures regarding fraternity matters.
(e) Vice-President for the Sorority. The Vice-President for the Sorority, who shall be a collegiate sorority member, shall have the same general and specific duties and functions as the Vice-President for the Fraternity insofar as the sorority collegiate chapters and members are concerned.
(f) Regional Director. In general, to act as the Chief Executive Officer of the Administrative Region and, in particular:
[1] To appoint the members of committees attached to the Regional Directorate;
[2] To attend all regular and special meetings of the Executive Council, either personally or through a duly authorized representative;
[3] To enforce the Code of By-Laws and all policies, directives, rules and regulations and procedures of the General Assembly and the Board of Directors;
[4] To implement and supervise all the projects and activities set by the General Assembly, the Board of Directors and the Regional Conferences;
[5] To conduct monthly meetings of the Regional Directorate;
[6] To submit to the Executive Council and the Board of Directors an annual report of the activities during his administration within thirty (30) days counted from the last day of the fiscal year and to the Regional Conference a biennial report of all activities undertaken by his administration for the past two (2) years and proposals for programs and projects to be performed for the next two (2) years; and,
[7] To submit monthly financial reports of all fees and assessments received from any source to the Executive Director.
(g) Deputy Regional Director. In general, to act as the Chief Operating Officer of the Administrative Region and to do and perform such other duties and functions as may be assigned by the Regional Director and/or the Regional Conference, and, in particular:
[1] To preside over the Regional Conference, and other meetings and assemblies of the Administrative Region; and,
[2] To do and perform the enumeration of the duties of the Executive Vice-President on the Administrative Regional level and such other duties and functions as the Regional Director may from time to time assign to him.
SECTION 8. Rules on Succession. -
(a) Any elective officer may resign by submitting a letter to the Board of Directors. Vacancies occurring among currently elected officers shall be filled by the Board of Directors: Provided, however, that any member selected to fill a vacancy shall meet the eligibility requirements prescribed in the Code of By-Laws; and, Provided, finally, that the appointee shall serve only the unexpired portion of his predecessor.
(b) In case of the resignation or permanent incapacity or death of the President, the Executive Vice-President shall assume such position and shall serve as such only for the unexpired portion of his predecessor. In the event that both the President and Executive Vice-President have resigned and/or permanently incapacitated to hold their offices, the remaining Vice-Presidents shall choose among themselves who shall occupy the position of President and Executive Vice-President. The Vice-Presidencies vacated shall then be filled by appointment of the Board of Directors.
(c) Vacancies in the position of Regional Director shall be automatically filled by the Deputy Regional Director unless otherwise provided by the Code of By-Laws.
SECTION 9. Appointive Officer. - The President shall appoint, with the concurrence of the Board of Directors, the Executive Director who shall serve for a term of three (3) years, with reappointment, and shall be paid remuneration in such amounts as may be fixed by the Board of Directors, upon the recommendation of the Executive Council. The Board of Directors may, upon the recommendation of the Executive Council, create such other offices, with corresponding remunerations if so desired, as may be necessary to assist the Executive Director in the performance of his duties and functions: Provided, however, that the General Assembly shall issue a confirmatory resolution thereof during its regular sessions; and, Provided, finally, that, in the event that no confirmatory resolution has been issued, the said office or offices shall be dissolved.
SECTION 10. Duties and Responsibilities of the Executive Director. - In addition to performing duties and responsibilities as may be delegated and/or assigned to him by the President, the Executive Director shall do and perform the following duties and responsibilities, and exercise such authority as may be necessary and incidental thereto:
(a) To be responsible for the efficient operation and administration of the National Office and, for this purpose:
[1] In coordination with the Commission on Ways and Means, to formulate programs and policies for the raising of funds to adequately finance the organization, to oversee and coordinate fund-raising programs and activities, and to prepare, propose and submit to the General Assembly, through the President, after consultations with the other officers and constitutional bodies and commissions, the budget for the next two (2) years;
[2] To countersign all checks of the organization after the same has been prepared by the Executive Director and to insure that all supporting documents are attached thereto;
[3] To be the custodian of all funds and properties, under the direct supervision of the President;
[4] To issue notices and collect dues payable and delinquent or other accounts;
[5] To keep the books of account of the organization;
[6] To disburse and dispose of the funds in accordance with the provisions of the Code of By-Laws;
[7] To post a bond in such sum and with such surety or sureties as may be approved by the Board;
[8] To submit to the Board of Directors, the Commission on Elections and to the Executive
Council, the list of basic organizational units and members in good standing as of sixty (60) days prior to the date of the General Assembly, which report may be consolidated with the Report of the Executive Director relating to such matter;
[9] To submit an audited financial report to the Board within sixty (60) days after the end of his term of office or whenever he ceases to act as such officer;
[10] To answer all inquiries and correspondence from the members and other persons, firms and entities pursuant to the authority given by the Board;
[11] To give notices of all meetings to the members of the Board of Directors and the Executive Council and to keep a faithful and permanent record of the minutes of such meetings; and,
[12] To submit to the Securities and Exchange Commission the list of new members of the Board of Directors, and immediately report to the said agency the replacement of any director who has ceased to perform his duties and functions for whatever cause.
(b) To be the custodian of all the records and the Seal of the organization under the direct supervision and control of the Executive Vice-President and, for such purposes:
[1] To submit the list of the basic units and the roster of members including their addresses and signatures, reports and other correspondence required by the Code of By-Laws;
[2] To affix his signature and the Official Seal of the organization on all official communications, correspondences, certificates and plaques emanating from the National Organization;
[3] To submit to the Commission on Elections and to the Board of Directors, the list of members and organizational units that have not been expelled or dissolved nor suspended as of sixty (60) days prior to the date of the General Assembly;
[4] To submit to the Commission on Elections and to the Board of Directors the list of delegates to any forthcoming General Assembly through whatever means of confirmable communication to insure receipt thereof by the said officers at least thirty (30) days prior to the date of the General Assembly;
[5] To act as the historian and be responsible for the compilation and collation of all documentation regarding and pertaining to the activities of the organization with authority to institute such programs and policies which would insure the compilation and collation of all such documentation on the regional and sectional level;
[6] To supervise and insure the quarterly publication of the Torch and Trefoil which shall contain inter alia all policies and programs instituted by the Board of Directors in the implementation of the programs and policies of the General Assembly as well as the financial status of the organization as of the date of publication; and,
[7] To recommend such actions as may be taken by the Board of Directors against any person who unlawfully violate the integrity of the Seal and the official symbols and emblems of the organization.
SECTION 11. Accountability of Officers. - All officers serve under the pleasure of, and are accountable to, the membership, and must serve them with utmost fidelity, responsibility, integrity, loyalty and efficiency. Faithlessness to the trust reposed on them and/or negligence in the performance thereof shall render them liable to removal from office under the following procedures:
(a) Impeachment. All elective officers and the appointive officers of the Adjudicatory Councils and Commissions may be removed from office on impeachment for, and conviction of, gross misconduct and dishonesty, malfeasance or misfeasance in office or culpable violation of the Code of By-Laws. All other officers may be removed from office in accordance with the procedure established by the Code of By-Laws, but not by impeachment.
[1] Any member in good standing may file a complaint for removal for cause;
[2] Upon receipt thereof, the Supreme Adjudicatory Council shall conduct proceedings in accordance with the procedure as set forth in the Code of By-Laws and such rules as it may promulgate;
[3] The Supreme Adjudicatory Council, after hearing and considering all the evidence submitted
by the parties, shall render judgment either for the dismissal of the complaint or for impeachment;
[4] In case of impeachment, the matter shall be automatically referred to the General Assembly, if in session, and, if not, to the Board of Directors. In the meantime, the impeached officer shall be suspended from office and his duties and functions shall be performed by the officer next in the line of succession, if any, or by any person designated by the Board of Directors to replace him during the pendency of the case.
[5] The General Assembly, in case a special session is held, or the Board of Directors, shall, after hearing the charges and evidence against the impeached officer, either exonerate or remove him from office. The judgment of removal shall require a simple plurality vote of the General Assembly and at least the two-thirds vote of all the members of the Board of Directors, as the case may be.
(b) Recall. In addition to the foregoing, any Regional Director and Deputy Regional Director may be removed even without cause as follows:
[1] At least one-fourth of all members in good standing in the Administrative Region may file a petition with the Regional Commission on Elections for the recall of the Regional Director;
[2] Upon filing of the petition, the Regional Commission on Elections shall confirm the authenticity of the signatures appended to the petition through whatever means and methods available and in accordance with its rules;
[3] Upon confirmation that at least one-fourth of all the members in good standing have signed the petition, the Regional Commission on Elections shall direct the convening of the Regional Conference for the sole purpose of conducting the recall elections. The Commission shall then accept the certificates of candidacy of any interested member, provided that the incumbent Regional Director, in the event of his failure to submit the required certificate of candidacy, shall be automatically a candidate in the recall elections;
[4] After notice duly sent and received by all members in good standing, the Chair, or any member, of the Regional Commission on Elections, shall conduct and supervise the elections during the said Regional Conference and, after counting the votes cast therein, shall proclaim the candidate having the most number of votes, provided, however, that in case of tie, the incumbent shall be deemed as reinstated to his position as Regional Director.
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