CONSTITUTION AND BY-LAWS OF THE U.P. LIBRARY SCIENCE ALUMNI ASSOCIATION
Name, Seal, Color and Office
SECTION 1. The name of this Association shall be the University of the Philippines Library Science Alumni Association.
SECTION 2. The seal of the Association Shall be a yellow book with a torch enclosed in a circle. The circle represents the world being lighted by the torch which symbolizes wisdom, tolerance and open mindedness, with the date of founding 1950 June 15.
SECTION 3. The color of the Association shall be lemon yellow.
SECTION 4. The office of the Association shall be located at the U.P. Institute of Library Science or such other place as the Executive Board may, from time to time, fix.
SECTION 1. The Association shall have the following objectives:
A. To encourage among its members the spirit of fellowship, camaraderie, and cooperation;
B. To uphold the dignity and the professional ethics of librarianship;
C. To promote and support a continuing program of library education;
D. To inculcate in the minds and hearts of the members the high ideals of integrity and public service.
SECTION 2. The Association shall be non-political and non-stock.
Membership and Dues
SECTION 1. Membership in the Association shall be open to graduates of library science or any degree who has a major or minor in library science from University of the Philippines.
SECTION 2. The following shall be the types of members in the Association:
A. Regular members shall each pay an annual due of P300.00; and,
B. Life members shall each pay the amount of P1000.00, and;
C. Honorary members are those who leave distinguished themselves in the field of librarianship. They may be nominated by any regular member of good bonding in the Association and may be elected as such by a majority vote of the Executive Board. They shall be exempt from paying any dues but have the privilege to attend the general meetings, conferences, and seminars sponsored by the Association.
SECTION 3. All bonafide members of the Association shall have the right to attend the general meetings, participate in the discussions, propose resolutions and amendments to the constitution and by-laws of the Association, and to vote and be nominated for any position.
SECTION 4. All elected officers of the Executive Board are automatically granted lifetime membership to the association, as a privilege to the service they rendered to the Association.
The Executive Board
SECTION 1. The Executive Board shall be the governing body of the UPLSAA. It shall be composed of nine members of the Executive Board shall hold office for a term of one year and until their successors shall have been duly elected and qualified.
SECTION 1. The Association shall have the following officers:
b. Vice-President and President Elect
e. Press Relation Officer
SECTION 2. The Board shall have Secretary to be appointed by the President with the approval of the Board, The Secretary should be a bonafide member of the Association.
Duties of Officers
SECTION 1. The President shall have the following functions and duties:
a. To act as the executive officer of the Association, and shall actively manage the operations of the Association, subject, however, to the control of the Executive Board;
b. To act as the official spokesman of the Association;
c. To preside over all meetings of the Executive Board as well as of the general membership of the Association;
d. To call meetings of the Executive Board and of the general membership of the Association;
e. To render an annual report to the members of the Association on the activities and status of the association;
f. To serve as ex-officio member of the Executive Board but shall not have the right to vote;
g. To perform all duties incidents to the Office and such other duties as, from time to time. May be assigned by the Executive Board.
SECTION 2. The Vice-President and President Elect shall assume the duties of the President in case of the latter absence, temporary or permanent vacancy in the office of the President arising from death, resignation, expulsion, or any other cause. He shall perform all duties incident to the office and such other duties as, from time to time, may be assigned by the President and or/ the Board. He shall automatically serve as President for the next succeeding full term.
SECTION 3. The Secretary shall attend all the meetings of the Board and keep all records of the proceedings thereof; notify the members of the Board of the date and place of meeting; and to perform such other functions and duties that may be assigned to him by the President and / or the Executive Board.
SECTION 4. The Treasurer shall collect, receive, record deposit and disburse the funds of the Association, provided, however, that no disbursement shall be made except over his signature, countersigned by the President. He shall submit financial statements during the meetings of the Executive Board as well as annual statement of income and expenditures at the general meeting of the functions inherent to his position.
SECTION 5. The Auditor shall, from time to time, audit the books of Accounts of the Association.
SECTION 6. In cases of resignation, removal or permanent incapacity of both the President and the Vice-President and President-elect, the Board shall elect an Acting President from among the three other members who are not holding any position to serve the unexpired term of the resigned or incapacitated officers.
SECTION 1. The President, with the approval of the Board, shall appoint the Chairmen and members of the following standing committees which shall each consist of at least three members:
a. Committee on Membership whose chairman shall be the Vice-President and President and President-elect. It shall be the main duty of this Committee to recruit new members, update and maintain the roll of membership of the Association.
b. Committee on Finance whose Chairman shall be the Treasurer. It shall be the duty of this Committee to seek ways and means of raising funds for the Association.
c. Committee on Conference and Kindred Activities whose Chairman shall be appointed by the President with the duty of this committee to make plans for conferences of the members of the Association, the program of activities of the Homecoming and General meeting of the Association, and other undertakings aimed at advancing the cause and interest of the members and of the Association itself.
d. Committee on Publications whose Chairman shall be the Press Relations Officer. It shall be the duty of his Committee to publicize the activities of the Association that would be of interest to members; to draw plans for the publication of an official organ and to coordinate with the Institute of Library Science of the University of the Philippines in the publication of the Journal of Philippine Librarianship.
e. Committee on Nomination and Election whose duty is to draw a list of nominees for election to the succeeding Executive Board.
SECTION 2. The President, with the concurrence of the Board, may appoint other Committees as may be deemed necessary from time to time.
SECTION 1. Not later than three months before the annual meeting of the Association, the Committee on Nomination and Election shall submit to the Executive Board the names of at least 15 members of good standing as its nominees for membership in the incoming Executive Board.
The final list of nominees as approved by the Board shall be printed in sufficient number of copies by the Committee which shall subsequently mail to members of the Association each an official ballot, a copy of the list of the candidates, and a brief bio-data of each candidate.
The Committee, in its accompanying letters to the members, shall instruct them to choose seven (7) from the listed candidate and write their names on the ballot. The Committee shall provide the prospective voters with self-addressed stamped envelopes.
The Committee on Nomination and Election shall serve as a Board to canvass the votes at least three weeks before the annual meeting of the Association, The Chairman of the Board of Canvassers shall duly notify the 7 candidates who garnered the 7 highest number of votes as having been elected to the incoming Executive Board.
Fifteen days before the general homecoming and business meeting of the Association, the newly elected members of the Executive Board shall meet to elect from among themselves the Vice-President and President-elect, the Treasurer, the Auditor, the Press Relation Officer. The other three shall serve as regular members of the Executive Board. The election of the officers of the in-coming Board shall be presided by the incumbent President.
The members of the Executive Board shall serve for a term of one year from the date of their election and until their successors shall have been duly elected and qualified.
SECTION 1. Annual Meetings. The Association shall hold an annual meeting on a date prior to the General Commencement Exercises of the University of the Philippines, the precise date and place of the meeting to be fixed by the Executive Board. The meeting shall feature the induction into the office of the in-coming officers and the new members of the Association.
SECTION 2. Meetings of the Executive Board. Meetings of the Executive Board shall be held monthly, the time, the date, and the place to be decided on by the Board itself.
SECTION 3. Special Meetings. The President, with the approval of the Executive Board, may call a special meeting of the Association for any urgent reason.
SECTION 4. Quorum. In either an annual or special meeting of the Association, any number of the members present, and in the meetings of the Executive Board, five members present, shall constitute a quorum.
SECTION 5. All meetings shall be conducted according to the Robert’s Rule of Order.
SECTION 1. Amendments may be proposed by the Executive Board or by at least twenty five (25) voting members of the Association submitted in writing to the Executive Board.
SECTION 2. Amendments to the Constitution and By-laws shall be ratified by two-thirds (2/3) affirmative vote of those members present at a general meeting of the Association and shall take effect immediately.