GJC Tech Club Contitution and By Laws
Constitution and By-Laws
of
GJC Tech Club
PREAMBLE
We, the bona fide members of the Tech Club, imploring the aid of the Almighty God, surely aware of our rights, duties and responsibilities, establish an organization whose purposes are: to serve as education venue in issues regarding IT, to protect and preserve student’s solidarity, promote nationalism through technology advancement and to embody the ideas of the organization in promoting academic excellence.
Article I
Name, Vision, Mission, Motto and Logo
SECTION I
Name- This organization shall be known as the GJC Tech Club.
SECTION II
Vision- Tech club envisions itself as a successful bridge for students to be an active, involved, and responsible individuals to their career and environment.
Mission- Helping the youth shape the future of GJC.
Motto- “GJC Towards Globalization”
SECTION III
Logo
Article II
Aims and Objectives
SECTION I
The organization shall develop a harmonious relationship and unity among the members through conferences, seminars, trainings, review, tutorial and other activities which deal with creating a close inter-school environment.
SECTION II
It shall encourage the establishment of a community whereby students commit themselves to serious work and study.
SECTION III
It shall uphold to the pursuit of knowledge designed to develop in the students’ awareness of competence and responsibility of Information Technology.
SECTION IV
It shall promote discipline aimed to inculcate upon the mind of any computer related issues.
SECTION V
It shall cultivate members who have sense of responsibility towards the organization.
Article III
Membership
SECTION I
The organization upholds that every student of GJC (High School or College level) shall be granted membership.
SECTION II
It shall consider enlistment as a student expresses agreement to fulfill all requirements and regulation and to serve, as well as to abide by the objectives thereof.
SECTION III
A membership fee of 20 php for new members and 10 php for renewal of membership is required as duly determined by official consensus.
NOTE: SECTION III is for further deliberations and approval.
SECTION IV
Each new member is required to have the organizations’ identification card.
SECTION V
Members should renew their membership annually.
SECTION VI
Membership fee must be given at the start of the school year.
SECTION VII
Memberships are revocable due to the following circumstances
a.) Failure to renew membership
b.) Upon committing derogatory actions that contradict the aims and objectives of the organization.
SECTION VIII
Students applying for membership shall not undergo psychological, physical or any form of hazing.
Article IV
Duties of the Members
SECTION I
Members are expected to follow the rules and regulations set by the organization in order to maintain harmonious relationship with one another.
SECTION II
Members should actively participate in whatever projects and social involvement the organization may have.
SECTION III
Members are free to suggest motions to their respective representatives that are for the welfare of the organization.
SECTION IV
Each member must respect the opinions of its fellow member and must practice tolerance with regard to differences in religious, political and cultural beliefs.
Article V
Core Group
SECTION I
The representatives and the members of Executive Board will compose the Core Group of GJC Tech Club.
Article VI
Provision of the Core Group
SECTION I
The Core Group should strive to become good models by setting meritorious examples.
SECTION II
The Core Group shall encourage members to volunteer service in proposed activities.
SECTION III
The Core Group shall implement activities that advance welfare of the members.
SECTION IV
The Core Group is responsible in completing their material inventories and financial reports before the end of their terms of office to facilitate proper turn-over.
SECTION V
Any member of the Core Group who is absent during the meeting will be given proper disciplinary action pre-agreed by the officers.
Article VII
Representative
SECTION I
At most three officers of the student body in a class that is a member of GJC Tech Club are called representatives. These officers will be appointed by or voted by the majority of the class.
SECTION II
If any among the three representatives will be elected as one of the GJC Tech Club Executive Board, another representative will be appointed by or voted by the class.
Article VIII
Duties of the Representatives
SECTION I
Representatives are responsible for proper dissemination of specific information concerning the members from the class they represented.
SECTION II
Representatives can act as the spokesperson of members from their respective class.
SECTION III
Any representative may pass resolutions to the Secretary for officers’ evaluation and, if it has enough merits, it will be presented to the body.
Article IX
Executive Board
SECTION I
The Executive Board shall be comprised of the following:
a. President
b. Internal Vice President (IVP)
c. External Vice President (EVP)
d. Secretary
e. Assistant Secretary
f. Treasurer
g. Auditor
h. (2) Business Manager
i. Public Information Officer (PIO)
SECTION II
The members of the Executive Board must be bona fide members of the organization. He/she must have maintained good moral character and must not have any derogatory record within or outside the school premises.
SECTION III
Term of Executive Board shall be as follows:
a.) The Executive Board shall serve the organization for a period of one school year beginning June until May of the following year
b.) Any member of the Executive Board shall not be elected in the same office for three (3) consecutive terms.
SECTION IV
Resignation of Elected officer
Any member of Executive Board who will resign from his/her position must submit to the President a resignation letter stating the reason for resigning the post. In the event that the resignee is the President, the resignation letter shall be addressed to the moderator.
SECTION V
Vacancy
If vacancy arises in any position on the Executive Board, the members of the Core Group shall elect a replacement among themselves. The elected individual shall serve for the remainder of the term.
Article X
Duties, Responsibilities and Powers of the Executive Board
SECTION I
President
a. The President shall be the Chief Executive Officers of GJC Tech Club.
i. He/she shall lead and supervise the organization.
ii. He/ she has the power to call and adjourn a meeting.
iii. He/she has the power to assign officers to perform other duties/responsibilities aside from his/her duties defined hereof.
iv. He/she shall represent the organization in any official meetings called by any recognized organization.
b. The President with the approval of the Core Group may create other additional committees.
c. He/ she shall sign all payments and contracts with the treasurer.
d. Together with the EVP, the President shall supervise the application and inclusion to the organization of other GJC Tech Club members.
e. Head of the Commission on Appointments
SECTION II
Internal Vice President
a. The Internal Vice President, or IVP, shall be the official representative within the club.
b. He/she shall perform such other duties authorized by the president
c. He/she shall oversee the operations of the Student Development and Election Committee
d. He/she shall be the Chief Executive Officer in the absence of the President.
SECTION III
External Vice President
a. The External Vice President, or EVP, shall be the official representative outside the club.
b. He/she shall perform such other duties authorized by the president.
c. He/ she also process application of applying GJC TECH CLUB representation.
d. He/she shall make sure that all necessary documents are passed and documented properly.
e. He/she shall oversee the operations of the External Affairs Committee
SECTION IV
Secretary
a. The Secretary shall keep all the records and oversee the membership registration of the organization.
b. The Secretary is responsible for the documentation of the request letters, official communications and attendance.
c. The Secretary shall take down the minutes of special and Core Group meeting.
d. He/she shall oversee the operations of the Secretariat Committee together with the Assistant Secretary.
SECTION V
Assistant Secretary
a. The Assistant Secretary shall assist the Secretary.
b. In the absence of the Secretary, the Assistant Secretary shall take his/her place.
c. He/she shall oversee the operations of the Secretariat Committee together with the Secretary.
SECTION VI
Treasurer
a. He/she shall collect all dues, assess and receive all the money from the members of the Club through one of the Representatives of each class.
b. He/she shall prepare a budget and make payments in accordance with the budget, as approved by the President
c. He/she shall keep and maintain a full and accurate accounting of all funds at all times
d. He/she shall publish an updated financial statement when requested by the President
e. He/she shall deposit the money in the bank under the name of the Club
f. He/she shall conduct withdrawal with the consent of the President
g. He/she shall be one of the signatories of the financial account together with the President
h. He/she shall perform such other duties authorized by the President
i. He/she shall oversee the operations of the Marketing and Finance Committee together with the Auditor and the Business Manager.
SECTION VII
Auditor
a. He/she shall make an examination of all the financial statements prepared by treasurer to test and vouch for its accuracy.
b. He/she shall be one of the signatories of financial statements released by the treasurer.
c. He/she shall perform such other duties authorized by the President
d. He/she shall oversee the operations of the Marketing and Finance Committee together with the Treasurer and the Business Manager.
SECTION VIII
Business Manager
a. He/she shall make take charge of all business transactions of the organization.
b. He/she shall oversee the operations of the Marketing and Finance Committee together with the treasurer and the Auditor.
SECTION IX
Public Information Officer
a. He/she shall handle all communication of meetings and activities of the Executive Board and the Core Group
b. He/she shall handle all communication of meetings and activities of the Club to its members
c. He/she shall maintain and update the Club’s electronic messaging board, or any other medium used by the Club
d. He/she shall perform other duties authorized by the President
e. He/she shall oversee the operations of the Promotions and Publications Committee
Article XI
Commissions
SECTION I Standing Commissions
The club shall have two (2) standing commissions, namely: the Commission on Appointments and the Commission on Good Governance.
SECTION II Composition
a. The Commission on Appointments shall be composed of the President, the IVP, and the EVP. The President shall be the Chairperson of the Commission.
b. The Commission of Good Governance shall be composed of one (1) Representative per Year level. This representative is one (1) of the three duly authorized Representatives of the year level. The Commission on Appointments shall select the Chairperson for the Commission on Good Governance.
Article XII
Duties and Power of the Commissions
SECTION I Commission on Appointments
The Commission on Appointments shall -
a. Search for and appoint the most qualified Representative to head the different Committees and the Commission on Good Governance
b. Propose a clear criteria in the selection of its appointees
SECTION II Commission on Good Governance
The Commission on Good Governance shall -
a. Oversee and ensure that all Core Group members are responsible with their respective duties and obligations
b. Impose disciplinary actions as agreed by the body
Article XIII
Committees
SECTION I Standing Committees
The club shall have seven (6) standing committees, namely: Election, External Affairs, Marketing and Finance, Promotions and Publications, Secretariat, and Student Development.
SECTION II Composition
a. Each Representative shall be a member of a committee.
b. Each Committee shall have a reasonable number of members as deemed appropriate by the Commission on Appointments
c. Each committee shall have a chairperson appointed by the Commission on Appointments
SECTION III Other Committees
The President may create, from time to time, any such other committees as may be necessary to advance the interests of the Club.
Article XIV
Duties and Powers of the Committees
SECTION I Election Committee
The Election Committee shall -
a. Formulate the election rules that are subject to the approval of the Executive Board before implementation
b. Be responsible for whatever preparations that may be required for the nomination and election of the Executive Board
SECTION II External Affairs Committee
The External Affairs Committee shall -
a. Develop linkages for and in behalf of the organization, together with the President and the EVP
b. Represent the organization in its dealing or contracts with external entities, agencies, and offices
SECTION III Marketing and Finance Committee
The Marketing and Finance Committee shall -
a. Devise various ways and means to solicit donations, grants, and contributions from various entities and individuals to support the activities and resource requirements of the Club
b. Be in charge of implementing the budget, together with the Treasurer and Auditor
c. Assist the treasurer in the preparation of financial statements
SECTION IV Promotions and Publications Committee
The Promotions and Publications Committee shall -
a. Publish all pertinent information, documents, memoranda, and similar papers which may be of use in the attainment of the objectives of the Club; and may be of interest to its members
b. Promote the activities of the Club through different mediums deemed appropriate
SECTION V. Secretariat Committee
The Secretariat Committee shall -
a. Assist the Secretary in the handling of all documents
b. Prepare the member databank and update the IVP when necessary
c. Prepare the alumni databank and update the EVP when necessary
d. Be the official registration team for all activities of the Club
e. Be the official documenting team for all activities of the Club
SECTION VI Student Development Committee
The Student Development Committee shall -
a. Formulate and propose new programs for the Club to the Executive Board
b. Undertake continuing programs, seminars, workshops & conferences for the growth of IT students
Article XV
Meeting
SECTION I Annual Meeting and Induction of Officers
The General Annual Meeting and Induction of Officers shall be held on the week after the election, unless otherwise directed by the Core Group.
SECTION II Special Meeting
Special meetings of the entire membership shall be called, if necessary, by the President.
SECTION III Core Group Meetings
The regular core group meetings shall be held twice a month, on the first and third Friday of the Month, except for holidays. Emergency meetings may be called as necessary.
SECTION IV Notice of Meeting
Notice of the date, time, and place of Annual and other meetings of the members or of the Core Group shall be given personally, by electronic mail, or by text message at least one week before the date set for the meeting. In urgent cases, the notice may be communicated at least two days before the meeting — personally or by telephone, by electronic mail, or by text message when direct contact is not possible.
Section V Quorum
Fifty percent plus one (50%+1) of the total number of Core Group members represents a quorum during the election. If this percentage shall not be attained, the election will be moved a week after the scheduled day.
Section VI VOTING
Each class of the Core Group present during the meeting is entitled to one vote. Decision making shall be determined by a simple majority of votes cast. In case of a tie, the Executive Board members shall break the tie.
Article XVI
Election of the Executive Board
SECTION I Manner of Election
a. The Executive Board shall be elected by the Core Group
b. The election shall be supervised by the Election Committee
c. Filing of candidacy shall be on the third week of June
d. The election for the Executive Board shall be held a month after the filing of candidacy or on the first week of July
SECTION II Qualification
Only members of the Core Group are allowed to run for a position in the Executive Board. He/She should have good standing and is of good moral character. The Election Committee shall judge whether a candidate is deemed eligible to run or not.
SECTION III Voting
Each class of the Core Group present during the election is entitled to one (1) vote. Election of office shall be determined by a simple majority of votes cast. In case of a tie, the Executive Board members shall break the tie.
SECTION IV Nominations
Nomination/s shall be made a week before the election. Once a Representative has been nominated for the office, he/she is considered a candidate for that position and shall submit the necessary documents to the Election Committee. Nomination/s shall be made among the members of the Core Group if in case/s that there will be vacancy/vacancies in any of the positions of the Executive Board during the filing of candidacy.
Section V Quorum
Fifty percent plus one (50%+1) of the total number of Core Group members represents a quorum during the election. If this percentage shall not be attained, the election will be moved a week after the scheduled day.
Article XV
Article of Impeachment
SECTION I.
The Articles of Impeachment are applicable to all elected officers
SECTION II
A formal letter of complaint stating the offence(s) committed and duly signed by the complainant should be filed to the Secretary.
SECTION III
An impeachment committee will be formed after deliberation of a complaint for impeachment and confirmation through voting by fifty percent plus one (50 % plus one) of the elected officers.
SECTION IV
Complaints that merit deliberation are instance of:
a.) Criminal offences,
b.) Graft and corruption,
c.) Gross misconduct that can lead to the degradation of the office held or the name of the organization, and
d.) Incapacity of an officer to render service as stated in Article VIII & X: Power, Duties and Responsibilities of Officers.
SECTION V
The impeachment committee will be composed of moderator(s) and members of the Executive Board unaffected by the formal complaint.
SECTION VI
The impeachment proceedings:
a.) Citing of complaint,
b.) Dialogue between complainant and officer in question,
c.) Examination of the concerned officer by the moderator(s) and two representatives from the officers,
d.) Privilege speech from the concerned officer, and
e.) The casting of votes for impeachment by the officers including the officer in question.
Article XVI
Accounting Period and Books of Accounts
SECTION I Accounting Period
The accounting period of the Club shall commence on July 1 of a given year and end on June 30 of the succeeding calendar year.
SECTION II Inspection of Accounts
The books, accounts, and records of the Club shall be open to inspection by any member of the Core Group upon request to the President.
ARTICLE XVIII
Amendments
SECTION I
The articles and provisions as hereby stated in this organizational Constitution and By Laws can only be revised or amended by the compliance of the following:
a. Fifty percent plus one (50% plus one) of the members of Core group in a Core Group Meeting verify the need of an amendment and/or revision through ballot casting.
b. Fifty percent plus one (50% plus one) of the members in a special meeting ratify revisions and amendments.
The Constitution and By Laws of the GJC TECH CLUB is approved by the members of the Core Group pending for ratification of the members this
_____ of ________________ 200_.
Attested by:
Andrew Philip N. Moris
Computer Teacher/Gerona Junior College
IT Manager and IT Business Developer/ACEcom Systems, Inc.
Approved by: Noted by:
Mrs. Maria Zita P. Guerrero Mr. Antonio Perez
Principal Director
Gerona Junior College Gerona Junior College