PROPOSED GUIDELINES FOR THE ERJHS GENERAL ASSEMBLY AND ELECTION OF THE BOARD OF TRUSTEES BACKGROUND/RATIONALE February 25, 2012 will mark the 60th foundation anniversary of the E. Rodriguez Jr. High School. A group of concerned ERJHS alumni has put forward a proposal to celebrate this milestone year through a Grand Alumni Homecoming that will attempt to gather the 46 batches of ERJHS graduates. The proposal of celebrating the milestone year of ERJHS was unanimously approved by the 38 graduate-attendees which represent 11 batches during the first meeting on June 25, 2011 and in a subsequent meeting on July 23, 2011 attended 85 graduates representing 23 batches. During those meetings, the group also agreed to elect the Board of Trustees that will shepherd the over-all management of the celebration and set the election date on August 20, 2011. The elected officers will also constitute the ERJHS Alumni Association and work for the legalization of the Association and will have a two year term of office, or as the elected Board may decide. An election committee was constituted through popular voting during the assembly. The Election Committee was tasked to manage the electoral process on August 20 and develop the election guidelines. These guidelines, therefore, will define the rules and the process by which the new set of officers for the Grand Alumni Homecoming and the ERJHS Alumni Association will be selected. GUIDELINES ON THE ELECTORAL PROCESS The election shall be done through a General Assembly to be attended by graduates of at least 15 batches of ERJHS (1956 to 2010) to complete the required number of the Board of Trustees. The following election guidelines shall be adopted during the General Assembly: 1.0 REQUIREMENTS FOR THE GENERAL ASSEMBLY: The General Assembly shall be attended by bonafide graduates/alumni of ERJHS from 1956 to 2010. The general assembly shall elect the 15-man Board of Trustees required to form an Alumni Association. The general assembly shall also determine the executive positions to be elected from among the Board of Trustees. 2.0 PROCESS OF NOMINATING CANDIDATES 2.1 Anybody from the General Assembly can nominate and can be nominated for the positions except for the members of the Election Committee whose names are annexed to these guidelines. More specifically, the personal presence of those nominated is required for him/her to personally accept or decline the nomination. 2.2 Once the nomination is closed, each candidate shall be given an opportunity to address the General Assembly within the 5 minutes time allotment. He/She can use this as a venue to present a platform, pledge commitment and call for support. 2.3 Those to be nominated should possess the following qualifications: 2.3.1 Must be an alumnus of good standing 2.3.2 Must have good moral character 2.3.3 Must be committed and has the capacity to share his/her time in all alumni activities 3.0 PROCESS AND RULES OF ELECTION 3.1 Under the supervision and management of the Election Committee, the election shall be done through secret balloting. 3.2 Only official and authenticated ballots shall be utilized and honoured during the election. Votes casted using any unofficial and unauthenticated ballots will be considered void. 3.4 Each voter can only vote once. 3.5 Filled out ballots shall be deposited in official ballot boxes. 3.6 Voting precincts shall close at exactly one hour after the election has begun. 4.0 CANVASSING OF VOTES 4.1 The canvassing of votes shall be done by the Election Committee with utmost transparency and therefore shall be witnessed by interested parties. 4.2 The opening of ballot box shall be led by the Chairperson of the Election Committee after which the official counting and tallying of votes shall commence. Only the members of the Election Committee are allowed to read out the votes casted. Unofficial and unauthenticated ballots shall automatically be considered void and shall not be read and counted. 4.3 Official tally sheets shall be provided and used for the purpose. 4.4 Once all the votes has been counted, the Election Committee shall rank the candidates based on the number of votes – highest to lowest – to determine the winning candidates that will compose the Board of Trustees. 4.5 If in case two or more nominees of the same batch made it to the top 15, only the nominee with the highest number of vote shall be proclaimed as the winning candidate. 4.6 In case of a tie in the last slot, the Toss Coin system shall be used. 4.8 After the Election Committee has authenticated the tally sheet, the Chairperson of the Election Committee shall proclaim to the general assembly the winning candidates that will compose the Board of Trustees. 5.0 ON FILING PROTESTS 5.1 Only protest/s submitted to the election committee prior to the proclamation of winning candidates will be entertained immediately. 5.2 In the event that a protest/s is submitted prior to the proclamation, the chairperson will convene the election committee to discuss the merit/s of the case. If found meritorious, the election committee will hold a closed door meeting with the protestant/s together with his/her witness/witnesses and material evidence as needed. 5.3 Any protest/s after the proclamation of winners should be submitted to the Election Committee in writing, within one week after the election together with the corresponding evidences. 6.0 MEETING OF THE BOARD OF TRUSTEES AND ELECTION OF EXECUTIVE OFFICERS 6.1 Immediately after the proclamation, the Election Committee shall convene a meeting of the proclaimed Board of Trustees to elect from among themselves the executive officers as determined by the General Assembly. 6.2 The Election Committee shall supervise the election process which will be done through secret balloting and will follow the Process and Rules of Election and the Canvassing of Votes under Items 3.0 and 4.0 of these guidelines. 6.3 The Election Committee shall within three working days publish the results of the election in the official Facebook and Email account of ERJHS. 7.0 PROVISIONS ON RECALL PROCEEDINGS FOR ERRING OFFICIAL 7.1 Due process shall be applied should a petition for recall on erring official be filed. 7.2 Grounds for recall: 1) Any act inimical to the interest of the Alumni Association 2) Loss of confidence by members of the Alumni Association 3) Habitual and unexplained absences during regular and special meetings 4) Dereliction of duties and responsibilities 5) Self aggrandizement 6) Final conviction for any criminal act 7.2.1 Any alumnus who attended the General Assembly and participated in the election of the Board of Trustees can file a petition for a recall proceedings against any erring official/s of the Alumni Association. 7.3 For the recall proceedings petition to be valid, the petition should be signed by at least ten percent (10%) of the alumni who participated in the election. 7.4 Upon validation/verification of the authenticity of the signatures, the Election Committee shall endorse the case to the Board of Trustees for appropriate action. 7.5 The President of the Alumni Association shall convene the Board of Trustees and discuss the merits of the recall proceedings petition. If the subject of the petition is the President, the Vice President shall be the one to convene the Board of Trustees. 7. 6 The conduct of the recall election can be done either through a General Assembly or through consensus of the Board of Trustees or other means that the Board of Trustees may deem appropriate.
Posted on: Wed, 03 Sep 2014 10:30:16 +0000
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