CONSTITUTION

OF THE

UNITED NATIONS STAFF RECREATION COUNCIL

PHILIPPINE CULTURAL SOCIETY

October 2008
 TABLE OF CONTENTS

Page

I. PURPOSE…………………………………………………………. 3

II. MEMBERSHIP………………………………………………….… 3

III. EXECUTIVE COMMITTEE…………………………………… 4

IV. OFFICERS………………………………………………………… 5

V. MEETINGS……………………………………………………….. 8

VI. ELECTIONS………………………………………………………. 9

VII. PROPERTY AND FUNDS………………………………………. 10

VIII. RATIFICATION………………………………………………….. 10

IX. AMENDENT OF CONSTITUTION…………………………… 10

X. BY-LAWS…………………………………………………………. 11

XI. DISSOLUTION…………………………………………………… 11

XII. POLICY GUIDELINES REGARDING PARTICIPATION

IN AND COMMUNICATION OF EVENTS OUTSIDE
THE UNITED NATIONS ………………..…………………… 12

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 CONSTITUTION
OF THE
UNITED NATIONS STAFF RECREATION COUNCIL
PHILIPPINE CULTURAL SOCIETY

WHEREAS, it is in the interest of the United Nations, its staff members

and the United Nations community that there be groups formed for the purpose
of recreation, including sports, social and cultural activities;

WHEREAS FURTHER, there should be formed an organization for the

purpose of stimulating interest in Philippine arts, culture and sports;

NOW THEREFORE, there is established an organization to be known as

the UNSRC PHILIPPINE CULTURAL SOCIETY, hereinafter referred to as
Society.

Article I

Purpose

The purpose of the Society shall be:

(a) To stimulate and promote interest in Philippine arts, culture

and sports among United Nations staff members and their
families, retired staff members, delegation members,
members of the Press accredited to the United Nations,
persons under contractual status with the United Nations,
and members of Organizations with United Nations
accredited NGO status and their families;

(b) To promote interest in the ideals and achievements of the

United Nations through its activities and contacts with the
general public.

Article II

Membership

1. Membership to the Society shall include only those current and

former staff members of the United Nations and its agencies and
affiliated organizations, members of permanent missions,

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 delegations, the press corps and other groups connected with the
United Nations, as well as members of their families.

2. Upon payment of the annual membership dues, persons eligible for

membership shall become “members in good standing” for the
current calendar year (1 January to 31 December).

3. The annual dues is set at $10.00. Only members in good standing

shall enjoy the privileges of membership. Members paying in the
last quarter of the calendar year, shall be considered paid till the
end of the following year.

4. A member who, in the view of the Executive Committee acts in a

manner prejudicial to the interests of the Society shall be so notified
in writing. Should the member fail to resolve the matter
satisfactorily, he or she may be suspended from the Society by a
two-thirds majority of the members present and voting at a Special
Meeting convened in accordance with Article V. In an urgent case,
the Executive Committee may, at its discretion, immediately
suspend a member pending consideration of the matter at a Special
Meeting, to be convened within one month.

Article III

Executive Committee

1. The Executive Committee shall be composed of the duly elected

officers of the Society.

2. The Executive Committee shall hold regular meetings, of which at

least one week’s notice shall be given to each of its members. A
quorum for any meeting shall be four members of the Executive
Committee and all decisions on behalf of the Society shall be taken
by a simple majority of the members present and voting.

3. The Executive Committee shall be empowered to conduct any

official negotiations, which it may deem necessary in relation to
any club activity.

4. The Executive Committee shall be empowered to authorize grants,

donations, and/or expenditures on behalf of the Society.

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5. The Executive Committee shall appoint all sub-committees. The
Executive Committee may constitute ad-hoc committees, as it may
deem necessary.

6. Should a vacancy among the officers arise, the Executive

Committee may, at its discretion, appoint an acting officer for the
term of the vacancy or until elections are held.

7. If, in the view of the Executive Committee, an officer is not

performing his or her duties in a satisfactory manner, the matter
shall immediately be brought to the attention of the officer in
question. Should he or she fail to resolve the matter, the Executive
Committee shall relieve the officer of his or her duties pending
consideration of the matter at a special meeting, at which the officer
may be removed from office for the remaining term by a two-thirds
majority of the members present and voting.

8. The Society shall be represented at meetings of the United Nations

Staff Recreation Council by the President or another officer
designated by the President.

Article IV

Officers

The officers of the Society shall be a President, a First Vice-

President, a Second Vice-President, a Treasurer, an Assistant Treasurer, a
Secretary, an Assistant Secretary, a Public Relations Officer and an
Assistant Public Relations Officer. The President, Vice-President,
Secretary, Treasurer and Public Relations Officer shall be active United
Nations staff members, while the other officers shall be either active or
retired staff members. The officers shall be elected at the annual meeting
of the Society for a term of two years and shall be eligible for re-election.

1. The President, as the Chief Administrator of the Society shall:

(a) Ensure observance of the Constitution;

(b) Preside at all meetings of the Society and serve as the official
spokesperson of the Society;
(c) Be one of the officers who may co-sign checks of the Society;
(d) Present at the annual meeting of the Society in December
each year, a report on the organization and activities of the
Society and of the Executive Committee.

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2. The First Vice-President (Internal Affairs) shall:

(a) In the event of the absence or inability of the President to

exercise his/her functions, act as President of the Society,
with all the rights and duties of that office;
(b) Be one of the officers who may co-sign checks of the Society.
(c) Assist the President in the operation of the Society within the
United Nations.

3. The Second Vice-President (External Affairs), shall:

(a) In the event of the absence or inability of the First Vice

President to exercise his/her functions, act as First Vice
President of the Society, with all the rights and duties of that
office;
(b) Be one of the officers who may co-sign checks of the Society.
(c) Assist the President in liaising with the Philippine Consulate
and with Filipino communities outside the United Nations.

4. The Treasurer shall:

(a) Have the care and custody of all monies and securities
belonging to the Society’
(b) Deposit in the bank all funds received by the Society;
(c) Have the care and custody of all bank records and check
books of the Society;
(d) Be one of the officers who may co-sign checks of the Society;
(e) Keep records of all monies received and disbursed by the
Society;
(f) Submit the Society’s books and records for audit to the
United Nations Office of Investigations Oversight Service in
January of each year;
(g) Present to the annual meeting of the Society each year a
financial statement showing the income and expenditures of
the fiscal year ending 31 December and the status of the
funds at that date, duly audited by the United Nations Office
of Investigations Oversight Service;
(h) Receive and disburse monies held in trust by the Society.

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5. The Assistant Treasurer shall:

(a) Assist the Treasurer in the performance of the functions of

that office;
(b) In the event of the absence or inability of the Treasurer to
exercise his functions, act as Treasurer and shall exercise
such other functions as may be assigned by the Executive
Committee;
(c) Notify the bank and other parties concerned of any change
of officers or status of the Society;
(d) Be one of the officers who may co-sign checks of the Society.

6. The Secretary shall:

(a) Prepares the Agenda and the Minutes of the Meeting of the
Executive Committee;
(b) Be the official custodian of all records and correspondence of
the Society;
(c) Attend to all correspondence of the Society;
(d) Prepare the annual activities report;
(e) Notify the bank and other parties concerned of any change
of officers or status of the Society;
(f) Be one of the officers who may co-sign checks of the Society.

7. The Assistant Secretary shall:

(a) assist the Secretary in the performance of the functions of

that office;
(b) In the event of the absence or inability of the Secretary to
exercise his functions, act as Secretary and shall exercise
such other functions as may be assigned by the Executive
Committee;
(c) In the event of the absence of the Secretary, he should be at
least be present at the meeting of the Ex-Com on behalf of
the Secretary.

8. The Public Relations Officer shall:

(a) Maintain the albums and files of photos, letters and press
clippings relating to the Society’s concerns and activities;
(b) Prepare and reproduce publicity materials.

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9. The Assistant Public Relations Officer shall:

(a) Assist the Public Relations Officer in the performance of

his/her duties;
(b) In the event of the absence or inability of the Public Relations
Officer to exercise his/her functions, act as Public Relations
Officer of the Society, with all the rights and duties of that
office.

Article V

Meetings of the Society

1. The Society shall hold an annual meeting during the month of

December each year for the purpose of:

(a) Considering the reports of the Executive Committee;

(b) Considering other matters pertaining to the Society.

2. Elections of the officers of the Executive Committee shall be held

every 2 years, during the annual meeting in the year it falls due.

3. All members of the Society shall receive two weeks before the
meeting:

(a) A provisional agenda;

(b) A report of the President on the activities of the Society;
(c) A report of the Treasurer on the financial affairs of the
Society;
(d) A slate of candidates presented by the Nominating
Committee during the annual meeting that elections for
officers of the Executive Committee are also to be held;
(e) A list of members in good standing.

4. A quorum for any regular or special meeting of the Society shall be

one-third of its membership. All decisions shall be taken by a
simple majority of the members present and voting, except in the
cases mentioned in Articles V, Paragraph 4, VII and VIII below. In
the absence of a quorum, the President may within 30 days
convene another meeting, giving at least one week’s notice. At that
meeting, which shall have the same agenda, no quorum shall be
required.

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5. Any expenditure exceeding the Society’s yearly income shall
require the approval by vote of one-half plus one of its total active
membership, either at a regular meeting of the Society, or through
mail ballot.

6. If one-third of the members of the Society petition the President to

call a special meeting, such meeting shall be called within three
weeks of receipt of the written petition. At least two weeks’ notice
of a meeting shall be given to each member of the Society.

7. Regular and special meetings of the Society may be called by the

Executive Committee. At least two weeks notice of a meeting shall
be given to each member of the Society.

Article VI

Elections

1. At least one month prior to the Annual Meeting in the year that
elections must be held, the Executive Committee shall appoint a
Nominating Committee of three persons, who shall present to the
Annual Meeting names of candidates they recommend for election
as officers for the following year.

2. The Nominating Committee shall invite nominations from the

membership for election to the Executive Committee. Each
candidate must indicate a willingness to serve. The names of the
candidates shall be communicated in writing to the membership at
least two weeks prior to the Annual Meeting. Additional
nominations may be made from the floor at the Annual Meeting.

3. At the Annual Meeting, the President shall appoint three polling

officers, who shall not be eligible as candidates for election. The
polling officers shall tally and certify the results of the election by
signing the relevant form by the end of the meeting.

4. Only members in good standing may vote.

5. Absentee ballots for the election of officers may be accepted if they

are presented to a member of the Nominating Committee prior to
the Annual Meeting in a sealed envelope bearing the name and
signature of the absentee member. Such absentee ballots shall be

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 opened by the polling officers at the time of voting. Absentee
ballots may include candidates who are subsequently nominated
from the floor.

6. Voting shall be by written ballot. In each case, the candidate who

receives a majority of the votes cast shall be elected. Except for the
announcement of the successful candidates, the ballots of the
election shall remain secret and be kept in a sealed envelope by the
Polling Committee until the following election.

7. In case of a tie for a position, votes will again be cast by those

present for that position.

Article VII

Property and Funds

1. The Society shall maintain accounts with such banks as may be

designated by the Executive Committee. The signatures of at least
two officers, one of whom must be the Treasurer or Assistant
Treasurer, shall be required on all checks issued.

2. All articles acquired by the Society shall remain the Society’s

property. List of such properties shall be maintained by the
Executive Committee.

Article VIII

Ratification of Constitution

This Constitution shall be ratified by a vote of two-third of the

members of Society, either at a regular meeting of the Society, or through
mail ballot.

Article IX

Amendment of Constitution

This Constitution may be amended by a vote of two-thirds of the

members of the Society, either at a regular meeting of the Society, or
through mail ballot, provided that the text of the proposed amendment
has been given at least two weeks before the meeting to all members of the
Society.

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 Article X

By-Laws

The Executive Committee is authorized to make and, from time to

time revise and amends, such rules and regulations, which are not
consistent with the Constitution, as may be deemed proper for the
conduct of the meetings, business and affairs of the Society and of its
committees.

Article XI

Dissolution

In the event of dissolution of the Society, any assets not disposed of

shall become the property of the United Nations Staff Recreation Council.

Article XII

Policy Guidelines regarding participation in and communication of events outside

the United Nations

The Society may inform its members of events and programmes

outside the United Nations which promote Philippine arts and culture, as
well as of religious events. UNSRC PCS may not sponsor events outside
the United Nations. Furthermore, flyers for performances of a commercial
nature may not be distributed to its members.

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