Constitution and By-Laws
Article I - Name and Domicile
Section 1
There is hereby organized a Medical
and Health Librarians Association of the Philippines, a non-stock and
non-profit organization. It is herein after reffered to as "MAHLAP"
Section 2
The domicile and office of MAHLAP
shall be housed at Room 301, Philippine Librarians Association, Inc. Office,
National Library of the Philippines, T.M. Kalaw, Manila
Article II - Objectives
Section 1
The objectives of the Medical and
Health Librarians of the Philippines shall be to:
a. encourage
and promote the collection, organization, and dissemination of medical/health
information and library service;
b. encourage
and cultivate library cooperation, local and regional;
c. enhance
the professional welfare of its members;
d. uphold
the dignity and ethics of the medical and health librarianship
Article III - Membership
Section 1
Membership in this association
shall consist of the following:
1. Regular
a. A
person who has a college degree in Library Science and works or who has worked
in a medical or health related library;
b. A
person who is a candidate for library science degree and/or with at least 24
units of Library Science and works in a medical or health related library
2. Associate
A person who is a degree holder in
any field other than Library Science and works in a medical or health related
library. He/she may be appointed to committee work up to chairmanship thereof,
but cannot elect nor elected into office
3. Honorary
Any individual who has made outstanding
contributions to the advancement of the medical and or health related
librarianship
4. Institutinal
Shall include firms, agencies
institutions and organizations maintaining medical and health related libraries
with atleast 500 titles of books, monographs and rgularly subscribing to at
least 15 titles of professional and scientific journals and maintaining regulas
library hours and with a qualified librarian. Designated representative of an
institutional member shall have all the rights and priveleges of a regular
member except the right to vote and be elected into office
Article IV - Board of Directors
Section 1
There shall be a Board of Directors
composed of nine members to govern its affairs. It shall determine policies and
take such actions as it considers necessary to carry out the objectives of the
Association.
Section 2
The Board of Directors shall elect
among themselves the following officers of the Association: the President, Vice-President
and President-elect, Treasurer, Auditor and Public Relations Officer. The
Secretary shall be appointed by the President with the concurrence of the
Board.
Section 3
The Board of Directors shall be
elected from among the regular members of the association and serve for a term
of one year or until their successors shall have been elected and assumed their
duties.
Section 4
The Board of Directors shall hold
regular monthly meeting at a time and place designated by the majority of the
Board. It may also hold special meeting upon the call of the President or upon
a written request by any three members of the Board.
A majority of the Board members present in a meeting shall continue a quorum.
Section 5
When not in conflict with these
By-laws, the Robert's Rule of Order (latest edition) shall govern all
deliberations
Section 6
In the event that a vacancy occurs
in the board the candidate garnering the next highest number of votes in the
last annual election shall serve the unexpires portion of the term.
Article V - Officers
Section 1
a. The
President shall preside all meetings of the Board as well as the general
meeting of the Association
b. The
President shall see to it that all resolutions of members of the Association as
well as that of the Board of Directors are carried out into effect.
c. The
President shall countersign all checks signed by the Treasurer all disbursement
of funds of the Association.
d. The
President shall submit an accomplishment report at the end of his term as
President.
e. The
President upon expiration of his term shall serve as an ex-officio member of
the Board of Directors
Section 2
The Vice-President and
President-elect shall exercise the powers and perform the function and duties
of the President during the absence or inability of the latter to act or shall
perform such other duties as may be assigned to him by the President.
Section 3
a. The
Secretary shall keep and maintain all records and other documents of the
Association
b. The
Secretary shall take minutes and prepare agenda and resolutions at all meetings
of the members and of the Board of Directors.
c. The
Secretary shall notify by mail or telephone all members of the Association and
the Board of Directors of all meetings of the Association and the Board,
respectively.
d. The
Secretary shall perform such other duties as may be required by the Securities
and Exchange Commission
Section 4
a. The
Treasurer shall be the financial officer of the Association.
b. The
Treasurer shall disburse all funds of the Association and sign all checks.
However, no disbursements of the funds shall be made without countersignature
of the President.
c. The
Treasurer shall collect from all members all membership and subcription dues
and receive all contributions from whatever sources and accounts payable to the
Association and the same be deposited to the accounts (savings/current) of the
Association.
d. The
Treasurer shall make a bi-monthly report of the finances of the Association and
such other reports that the Board may require of him.
e. The
Treasurer shall perform such other functions as maybe required by the
Securities and Exchange Commission.
Section 5
a. The
Auditor shall audit and examine the receipts of all finances and disbursements
of funds of the Association, and shall see to it the disbursements and properly
carried out in accordance with these By-laws, the resolutions of the Board of
Directors and the members of the Association.
b. The
Auditor shall make an annual report to the Board of Directors and to the
members of the Association regarding the financial conditions of the
Association and such other reports that the Board of Directors may require of
him.
Section 6
The Public Relations Officer (PRO)
shall take charge of all the preparation and publication of press releases of
the Association and such other related activities as may be requested by the
President or the Boeard of Directors to enhance the prestige and growth of the
Association.
Article VI - Committees
Section 1
The Board of Directors shall
establish and maintain standing committees such as:
a. Election
Committee - This committee shall accept nominations and present the candidates
to the Board of Directors. It shall also supervise the election durig the
Annual Business Meeting.
b. Membership
Committee - This committee shall screen all applications for Membership to be
recommended to the Board of Directors for approval and encourage other
librarians of medical/or health related libraries to become members and see to
it that the members pay their dues annually.
c. Publication
Committee - This committee shall take charge of the publications of the
Association.
d. Conference
Committee - This committee shall take charge of planning, preparing and
carrying out conventions, seminars, conferences, workshops and the like of the
Association.
e. Sunshine
Committee - This committee shall take care of sending birthdays, congratulatory
and other important messages.
Section 2
Members of committee shall be
atleast three but no more than five, including the chairman, thereof, defending
on the size of the membership.
Section 3
Members shall serve or chair in
not more than two committees.
Section 4
The President with the approval of
the Board of Directors may designate any member of the Board as Chairman of
each committee. Committee chairman shall appoint their members.
Section 5
Ad-hoc committee shall be created
as needed and shall submit a report upin completion of their work. The board
shall define their respective powera, prerogatives, functions, duties and
responsibilities.
Section 6
Each committee shall submit to the
Board of Directors a written annual report of its activities which shall
contain recommendations considered necessary or advisable during the meeting of
the Association.
Section 7
Funds for committee expenses shall
be authorized by the Board of Directors through an annual allotment or upon
submission of an estimated bubget by each committee.
Article VII - Nominations and Elections
Section 1
The Committee on Election shall
present each year candidates whom the committee may deem qualified. The names
of the candidates and their written acceptance shall be presented to the Board
of Directors before the end of September.
Section 2
a. Election
shall be held in the first week of November and shall be by secret ballot
b. The
nine (9) candidates receiving the highest number of votes shall be declared and
certified elected by the members of the Committee on Elections during the
Annual meeting
c. In
the event of tie in the ninth place the members of the board shall break the
tie by secret balloting during the announcement of winners.
Section 3
Any candidate desiring to contest
an election shall, within two days after the announcement of the results of the
election, file with the President a written protest setting forth the ground
therefore, upon receipts of the petition, the President shall forthwith call a
special meeting of the outgoing Board of Directors to consider and hear the
protest, with due notice to the contending parties. The decision of the Board
of Directors shall be forwarded to the President for adjudication.
Article VIII - Publications
Section 1
The Association shall put out a
newsletter quarterly and a publication of an accasional paper, as needed.
Section 2
The Editorial Board, the members
of which, shall be appointed by the President, with the concurrence of the
Board of Directors, shall oversee the publications of the Newsletter and other
publications.
Article IX - Dues and Fines
Section 1
Pregular members shall pay an
annual due of P100.00 at the beginning of the Association year.
Section 2
Associate members shall pay an
annual due of P50.00 at the beginning of the Association year.
Section 3
Institutional members shall pay an
annual due of P200.00 at the beginning of the Association year.
Section 4
Membership shall cease when dues
are 3 years in arrears. Reinstatement is possible only upon payment of the past
dues and current year, truly receipted and acknowledge.
Article X - Fiscal Matters
Section 1
The Association year shall begin
on January 1st and end on December 31st of the same year.
Section 2
The Board of Directors shall see
to it that all books of account are closed that they are kept and maintained in
accordance with standard accounting practices and financial statements to be
rendered and shall see to it that proper audit, both internal and external, of
all accounts are made. An external audit of all funds, accounts, receipts and
disbursements of the Association shall be made without delay after the end of
the Association year.
Article XI - Seal and Color
Section 1
The seal of the Association shall
consist of the four (4) triagles symbolizing the team objectives of the association,
going upward meaning the searching is searching and looking for the good of the
members and organization itself.
The green circle symbolizes the persons evolving
in the organization. The background will be white, letters will be green and
the logo will be in aqua blue.
Artivle - XII - Amendments
Section 1
This constitution may be ammended
by two third vote of the entire voting membership.
Section 2
Amendments may be proposed by the
Board of Directors or by at least 15 voting members of the Association.
Proposals originating from the Board of Directors shall be approved by
two-thirds vote of the Board before submission to the members. Proposals originating
by petition shall be submitted in writing to the Board of Directors and shall
be presented to the members with recommendations of the Board.
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