CONSTITUTION AND BY-LAWS

Subject: CONSTITUTION AND BY-LAWS Sun Dec 13, 2009 12:52 am

CONSTITUTION AND BY-LAWS

Of

Xi Kappa Sigma

INTERNATIONAL UNIVERSITY AND COLLEGIATE SERVICE

FRATERNITY AND SORORITY

PREAMBLE

We, the sovereign members of Xi Kappa Sigma, imploring the aid of our Almighty God, in order to serve our people and strong republic, as partners of our government in nation building, to promote the interest of the organization and the general welfare of its members, and to preserve our individual honor, dignity, integrity and solidarity, do hereby promulgate, adopt and ordain this Constitution and By-Laws.

Article I

(NAME)

Section 1. The official name of the organization shall be Xi Kappa Sigma International University and Collegiate Service Fraternity and Sorority

Section 2. It shall adopt the three (3) Greek Letters ξΚΣ as its official symbolic letter name.

Article II

(PRINCIPAL ADDRESS)

Section 1. The permanent principal address of the organization shall be in the City of Marawi, Lanao del Sur, Mindanao, Philippines, where the organization was founded and where the general headquarter shall be situated.

Section 2. The government address of the organization shall be in the capital city of the provincial address of the incumbent National President.

Section 3. The office of the Commission on Register of Eligible, the Commission on Election, the Protocol and Luminary Commission, the Central Planning and Special Projects Development Commission and the Committee on Merits and Awards shall be in the General Headquarter of the organization in the City of Marawi, Lanao del Sur, Mindanao, Philippines.

Section 4. Other headquarters and offices shall be opened anywhere where appropriate, locally and internationally.

Article III

(NATURE)

Section 1. The organization shall be a non-stock and non-sectarian in character, and shall exist solely for purposes of benevolent character.

Section 2. There is no discrimination within the ranks and files of the organization, and no member shall be addressed by his/her tribe, race, and professional title in any meeting or ceremony of the organization. A member shall be addressed by his/her position in the organization or by the title “Brod” or “Bro”.

Article IV

(AIMS AND OBJECTIVES)

Section1. The primary objective of the organization shall be to maintain and keep alive the spirit of brotherhood among the members and inspire them to respect the teachings of the fraternity and sorority.

Section 2. The organization shall endeavor to promote and protect the personal interest, social welfare and well-being of its members and their families.

Section 3. The officials of the organization shall encourage greater and wider cooperation among the members and shall, by all means, preserve and protect the interest and integrity of the fraternity and sorority.

Section 4. The organization shall encourage academic and carrier development among its members, and shall promote programs for efficiency upgrading in their individual disciplines so that they can proficiently participate in nation building and governance either or both as civil and military personnel.

Secition5. It shall support government policies on maintenance of peace and order by postering closer and harmonious relationship among its members, regardless of tribal, racial or religious affiliation, and shall endeavor to further establish good relations and cooperation with other individuals, organizations, private and government agencies, and such other group or groups that are willing to establish friendship and cooperation with the organization and its members.

Article V

(MEMBERSHIP)

Section1. The organization is open for membership to all law abiding individuals with interest in the activities and programs of the organization and are willing to help promote its aims and objectives.

Section 2. There shall be no classification of membership. An individual may become a member of this organization upon filling up of an application form (to be approved by the concerned officers of the organization) and upon successfully passing all the prescribed pre-membership requirements.

Section 3. Application and acceptance of new members shall be processed thru colleges and universities where chapters of the organization are already established and existing.

Section 4. Honorary membership may be given to a distinguished individual of outstanding good moral character and social standing, and with meritorious record of civil or military achievement, provided, however that such individual had expressed his/her interest in joining the organization and endorsed by at least five (5) alumni members. Provided, further, that a clearance from the Commissioner of the Commission on Register of Eligible had been sought. Acceptance of honorary members shall be during annual conventions and anniversary celebrations. An honorary member may become a regular alumni member after actively participating in the affairs of the organization for successive five (5) years.

Section 5. Every active chapter is mandated by this constitution and by-laws to regularly recruit new members every year and must see to it that a minimum of five (5) pledges survive before the closing of the school year.

Section 6. Every Provincial Council is responsible for the issuance of permits to recruit new members and opening of new chapters in every college or university under its jurisdiction.

Section 7. The Commission on Register of Eligible shall follow up the recruitment of new members in every chapter and shall see to it that their records are submitted for updating of the national directory, issuance of certificate of membership and identification cards.

Section 8. A bonafide member of the organization, who is in good standing, shall enjoy the following rights and privileges:

1. To attend, participate and cast vote during any meeting, convention or assembly called or organized by the officers and members.

2. To vote and be voted during elections provided that existing rules and regulations are satisfied.

3. To participate in any activity of the organization especially during initiation of neophytes.

4. To be afforded appropriate assistance for the promotion and protection of his/her interest and the welfare of his/her family members.

5. To appeal for and be extended appropriate assistance during emergency situations.

6. To request for the opening of any or all records and books of accounts of the organization.

7. To wear, display and keep fraternity pins, seals, insignias, symbols and members identification cards.

8. To receive benefits from the organized social welfare programs and economic ventures owned and controlled by the members of the organization.

Article VI

(INSIGNIAS)

Section 1. Membership Identification Cards

1. Upon receipt of payment for membership (in the amount of not less than Philippine Currency One Hundred Fifty Pesos (P150.00), an identification card shall be given to a member after his/her admission to the organization, which shall be prepared and issued by the Commission on Register of Eligible upon request by his/her Grand Archon thru proper channel.

2. The identification card shall contain the seal of the organization, the right to enjoy the prevailing lawful rights and privileges of regular members and other credentials which contain passwords among members.

3. The identification card shall bear the signature of the National President, the Secretary General, the Grand Archon and the member.

Section 2. Certificate of Membership

1. A certificate of membership shall be given to a member along with his/her ID upon confirmation of his/her membership by the Commissioner, Commission on Register of Eligible.

Section 3. Fraternity Banner

1. There shall be an official banner of the organization that bears the insignias of the organization which shall be symbolic to the ideals and aspirations of the members.

2. Every Chapter, Provincial Council and Regional Council shall have a banner of its own with inscription of the name of the respective chapter or council.

Article VII

(PRINCIPLES OF ACTION)

Section 1. The organization shall have the following principles of action

1. To encourage leadership trainings, efficient services and excellent scholastic standing.

2. To encourage attainment of high academic achievements.

3. To promote social and economic welfare for the members, their families and their communities.

4. To ensure the manifestation of the kernels of friendship, unity and cooperation.

5. To encourage virtues, humanitarianism and solidarity.

Article VIII

(ORGANIZATIONAL STRUCTURE

AND DUTIES OF OFFICIALS)

Section 1. The General Assembly

1. The General Assembly is the union of all the members of the organization where sovereignty resides. It exercises the following sovereign powers and authorities:

a. Elect or impeach any or all officials of the organization.

b. Elect representatives to constitute an assembly for the purpose of amendment, repeal and revocation of any part of or the whole of the constitution and by-laws of the organization thru constitutional convention and ratifies the same.

c. Select competent alumni members to fill-up vacancies in the National Advisory Council whenever the membership is reduced to less than five or whenever the constituency becomes odd numbers.

d. Approve annual budget and special projects endorsed for assembly approval and such other fraternity matters requiring the general assembly’s consent and approval.

e. Exercise such other powers and authorities so required by situation.

Section 2. The General Assembly maintains three (3) branches of its government such as the National Council of Guardians (NCG), the National Advisory Council (NAC) and the National Executive Council (NEC).

I. THE NATIONAL COUNCIL OF GUARDIANS

1. The National Council of Guardians (NCG) shall be composed of the active Founders, the National Coordinator and the Regional Coordinators of NCR, Northern Luzon, Southern Tagalog, the CARAGA Region, the Davao Region, Southern Mindanao, Northern Mindanao, Eastern Visayas, Western Visayas, who hold appointments from the Interim Executive Committee or who will be selected later by the members of the NCG.

2. The term of office of the members of the National Council of Guardians shall be perpetual.

3. The members of the National Council of Guardians shall be inviolable and can only cease as a member by death or permanent disability.

4. The National Council of Guardians shall have no executive, judicial and legislative powers but shall, however, be a shadow arm of the General Assembly that vigilantly supervises all the affairs of the organization.

5. It shall inhibit the powers of the General Assembly, whenever necessary, by calling an emergency national convention, extraordinary assembly or special national summit of all the officers or selected few from among them to address any matter of national emergency concern in case any or all of the following situations take place:

a. If the term of office of the National Executive Council Officials expire and the National President refuses or failed to convene a national convention, for the purpose of election of new set of National Executive Council Officials, within the immediate sixty (60) calendar days before the last day of office of the National President.

b. If the National President or any of his/her staff members needs to be impeached, in accordance with the law, and the National Advisory Council is embattled by division and failed to decide.

c. If the role of the National Advisory Council is ignored by the National Executive Council or vice versa and resulted to serious opposition and either or both councils needed a revamp.

d. If there is an exercise of an unconstitutional extra-executive or judicial power by either or both the National Executive Council and the National Advisory Council and needs a veto power to blockade the execution of such unconstitutional exercise of extra-executive or judicial power.

e. If the national security and integrity of the organization is threatened by internal disorder leading to disintegration and the likes.

II. THE NATIONAL ADVISORY COUNCIL

1. The National Advisory Council shall be constituted by all the living founders, generation fathers, ex-National Presidents and distinguished alumni members who are elected by the General Assembly in accordance with sub-paragraph (c), paragraph (1), Section 1, and Article VIII.

2. It shall have no executive power but shall exercise supervision of all the activities of the National Executive Council and shall be the guidance counselor of the NEC officials.

3. It shall assist the NEC in the review and evaluation of proposed budget, special project feasibility studies, preparation of standard operating procedures, implementing rules and regulations, national and foreign policies and recommend the same for approval by the General Assembly.

4. It shall exercise such other advisory functions as may be mandated, from time to time, by the General Assembly and the constitution and by-laws of the organization.

III. THE NATIONAL EXECUTIVE COUNCIL

1. The National Executive Council shall be the executive arm of the General Assembly. It shall be composed of the following officials.

a. National President

b. Secretary General

c. Internal Vice President

d. External Vice President

e. Treasurer General

f. Auditor General

g. Auxiliary Commissions and Committees

1.1 National President

a. The National President shall be elected from among the competent and qualified senior alumni members in the region hosting the national convention and shall have a two (2) years term of office.

b. The National President shall be the Chief Executive Officer of the organization and shall be responsible for the implementation and supervision of all the national and international programs and activities of the fraternity and sorority. He/She shall determine the guidelines of national and international policies.

c. He/she shall have the command and supervision of all the officials and members of the organization and shall have the power to suspend or terminate insubordinate and incompetent officials and replace them with qualified and competent individuals not later than fifteen (15) days after the effectivity of their termination. The replacing officials shall assume the offices of their predecessors as officers-in-charge and shall continue to serve for the uncompleted term of office of their predecessors.

d. He/she shall preside in all the meetings of the National Executive Council and may recommend certain measure(s) for consideration by the council members as he/she may deem necessary and proper.

e. He/she may represent the organization in any forum, private or government, local or international, and shall have the authority to contract and sign for and on behalf of the organization, whenever he/she may deem necessary and proper, provided, always, that prior to conclusion and signing of contracts, such contract or contracts must have been reviewed and evaluated by the National Advisory Council. Provided, further that such contract signed by the National President shall be considered valid and binding if ratified by the General Assembly.

f. He/she shall have the power to organize or create sub-committees which shall help him/her further the aims and objectives of the organization.

g. He/she shall, anytime, issue executive orders, directives and letters of instructions to ensure the proper implementation of national and international programs and activities.

h. He/she shall perform such other duties and responsibilities incumbent upon him/her as Chief Executive Officer of the organization.

1.2 Secretary General

a. The Secretary General shall be elected from among the competent and qualified active senior alumni members of the organization in the region where the National President shall be elected and have a two (2) years term of office.

b. He/she shall be the executive right hand of the National President and shall be responsible in the proclamation and dissemination and follow up of the implementation and proper observance of all executive orders, letters of instructions, directives, circulars and memoranda from the office of the National President.

c. He/she shall coordinate all national, regional and provincial council officials and standing committees’ officers and see to it that all on-going programs and activities are implemented in accordance with the plans and guidelines prescribed.

d. He/she shall serve as the President’s chief of staff, who shall manage the operation and maintenance of the office of the National President.

e. He/she shall be the chief of the secretariat during national conventions, summits and meetings of the General Assembly.

f. He/she shall perform such other duties and responsibilities incumbent upon him/her and such other assignments the National President may, from time to time, assign him/her to do.

1.3 Internal Vice President

a. The Internal Vice President shall be the assistant of the National President in the domestic administration of the internal affairs of the organization.

b. He/she shall automatically assume the office of the National President, by rule of succession, in case of vacancy due to death, permanent disability, resignation, and impeachment, and upon confirmation by the National Advisory Council, and shall continue to serve as Acting President for the remaining term of office of the out-going President.

c. He/she shall perform such other normal functions incumbent upon him/her as Vice President and such other duties and responsibilities the President may, from time to time, assign him/her to do.

1.4 External Vice President

a. The External Vice President shall be the assistant of the National President in the administration of the external affairs of the organization.

b. He/she shall assume the office of the President as officer-in-charge whenever designated by the President. He/she may assume as Acting President, for the remaining unserved term of office of the National President pursuant to the provisions of sub-paragraph (b), paragraph 1.3 above, if the Internal Vice

President refuses to assume as Acting President, and endorsed by the National Advisory Council to assume as Acting President or if the National President and Internal Vice President are disqualified in accordance with law.

c. He/she shall perform such other functions incumbent upon him/her as External Vice President and such other duties and responsibilities the President may, from time to time, assign him/her to do.

1.5 Treasurer General

a. The Treasurer General shall be in-charge of the funds, receipts and disbursements of the organization.

b. He/she shall prepare and submit to the President annual financial statements of accounts of the organization and such other related financial activities required to abreast the President of the financial condition of the organization.

c. He/she shall deposit all money and valuables of the organization in the authorized depository bank or banks of the organizations.

d. He/she shall keep correct books of accounts of all the financial transactions of the organization.

e. He/she shall perform such other duties and responsibilities incumbent upon him/her and such other functions the President, may from time to time, ask him/her to do.

1.6 Auditor General

a. The Auditor General shall be in-charge in overseeing the in-flow and out-flow of all money and other accountable properties of the organization. He/She shall check and audit the books of accounts of the organization in accordance

with established rules and procedures of accounting and auditing, and shall render a report of the result of his/her audit to the President for necessary and appropriate actions.

b. He/she shall perform such other duties and responsibilities incumbent upon him/her as Auditor General and such other functions the President may, from time to time, require him/her to do.

2. Auxiliary Commission and Committees

a. Commission on Register of Eligible (COMRELIG)

(2) The COMRELIG is a special commission under the office of the National President which shall be administered by a Chairman, Vice Chairman and at least two (2) members who shall be appointed by the National President from among the qualified and most competent active senior alumni members with permanent appointments.

(3) The COMRELIG shall have a permanent office in the National General Headquarter to be situated either within the Mindanao State University main campus or within the perimeters of the City of Marawi, Lanao del Sur, Philippines.

(4) The COMRELIG shall be tasked with the following functions:

3.1 It shall keep custody of the national directory of members; compiled files of members’ bio data; top secret file of PWs; compiled files of membership certificates; compiled files of certificate of recognition of chapters; compiled list of merits and awards; minutes of national conventions, summits and conference and other national documentary and classified files.

3.2 It shall be in-charge in the processing, updating, preparation, compilation, reproduction and issuance of the following:

(a) National Identification Card

(b) Membership Certificate

(c) Certificate of Recognition of Chapters

(d) National Directory of Members

(e) Who is who in Xi Kappa Sigma

(f) Book of Merits and Awards

3.3 It shall issue administrative orders, memoranda and circulars to all officers and members concerned, whenever necessary, for the purpose of regulating and overseeing strict compliance of existing rules and regulations prescribed for the proper discharge of the functions of the commission.

3.4 It shall discharge such other functions, the National Executive Council or the National Advisory Council shall, from time to time, prescribe for the commission.

b. Commission on Elections (COMELEC)

(1) The Commission on Elections (COMELEC) is a special commission under the office of the National President which shall be administered by a Chairman, Vice Chairman and at least two (2) regular staff members, Regional and Provincial Comelec Supervisors, who shall be appointed by the National President from among the active senior alumni members and with a tenure of office of five (5) years.

(2) The COMELEC shall be responsible in holding the election of National Executive Council Officials during national conventions or special assemblies or summits, whichever is called for that purpose. It shall also call for regular and special election of officials of the regional and provincial councils and chapters.

(3) It shall be responsible in the preparation and implementation of policies and guidelines and its implementing rules and regulations governing election activities including, among others, the following:

Filing of Candidacy

Campaign Activities

Exercise of the right of suffrage during elections

Canvassing

Proclamation of Winners

(4) It shall exercise such other functions incumbent upon the commission and such other activities the National President may request to be undertaken.

c. Protocol and Luminary Commission (PLC)

(1) The Protocol and Luminary Commission (PLC) is a special legislative and judicial arm of the National Executive Council administered by a Chairman, a Vice Chairman for Legislative Affairs, a Vice Chairman for

Judicial Affairs, Regional and Provincial Luminary Council Chairmen, who shall be appointed by the National President from among the qualified and competent alumni members with a permanent tenure of office.

(2) The PLC, as a legislative agency of the organization, shall exercise the following functions:

2.1 Draft standard operating procedures (SOP) and ordinances and such other matters requiring legislation measures for review and endorsement by the National President for approval and ratification by the General Assembly during national conventions or national referendum.

2.2 Oversee the implementation, observance and practice of SOPs, IRRs and ordinances by members of the organization.

2.3 Undertake such other legislative functions the National Executive Council may require to perform.

(3) The PLC, as a judicial agency of the organization, shall exercise the following functions:

3.1 Investigation and prosecution of administrative and personal offenses and other punishable cases committed by officers and members.

3.2 It shall recommend for dismissal of complains or recommend for juridical actions such as prescribing penalties, suspensions or expulsion of convicted officers and members.

3.3 It shall exercise other judicial functions incumbent upon it and such other functions the National Executive Council may require it to perform.

d. Central Planning and Special Projects Development Commission (CPSPDC)

(1) The Central Planning and Special Projects Development Commission is a special commission under the office of the National President administered by a Chairman, a Vice Chairman and two (2) members who are appointed by the President from among the qualified and most competent active senior alumni members with permanent tenure of office.

(2) It is in-charge of planning and development of special projects that promote the aims and objectives of the organization.

(3) It may contact and establish fraternal relations with other individuals, organizations and government agencies that are willing to assist the organization in the successful establishment of special projects owned and controlled by the organization.

(4) It shall have the authority to conduct an investigation of all special projects of the organization whenever necessary and shall provide recommendations for the amelioration and success of such projects.

(5) It shall exercise such other functions incumbent upon it and other activities the National President may advise.

e. Committee on Merits and Awards

(1) The Committee on Merits and Award (CMA) is a special committee under the Office of the National President administered by a Chairman, a Vice Chairman and seven (7) members. The CMA officials and members shall be automatically composed by the nine (9) regional coordinators of the nine (9) regions mentioned in Sub-paragraph 1, Paragraph I, Section 2 of Article VIII.

(2) The CMA shall formulate rules and regulations that shall serve as guidelines in the determination of merits and awards to be awarded to distinguished outstanding officers and members of the organization.

(3) The rules and regulations prepared by the CMA shall, before adoption and implementation, be reviewed by the National Advisory Council which shall then recommend for revision or outright endorsement for approval by the National President as part of the national guidelines and standard operating procedures of the organization.

(4) The Regional Coordinators, in coordination with the local officials, shall be responsible in the selection of outstanding officers and members to be awarded with merits and wards.

(5) The budget requirements involved in the preparation of the merits and awards shall be determined by the CMA and approved with appropriations by the National Executive Council.

(6) Merits and awards shall be announced and distributed during national conventions.

D.LOCAL OFFICIALS

1. The local officials shall be categorized into the following:

a. Regional Officials

b. Provincial Officials

c. Chapter Officials

1.1 The Regional Council Officials:

The Regional Council Officials shall be composed of the following:

(a) Regional Chairman

(b) Assistant Regional Chairman

(c) Regional Secretary

(d) Regional Treasurer

(e) Regional Auditor

(f) Regional Luminary Council

(g) Regional NSTF Supervisor

1.1a Regional Council Chairman

(a) The Regional Council Chairman shall be the Chief Officer of the Region who represents the interests of the Provincial Council and Chapter Officers and members under his/her region.

(b) He/she shall preside over the meetings of the Regional Council Officials and exercise control and supervision over all Provincial Council and Chapter officers and members.

(c) He/she may recommend to the President any official and member under his/her jurisdiction for suspension, dismissal and impeachment, provided that such recommendation had been subjected to the ruling and decision of the Regional Luminary Council.

(d) He/she may also recommend for approval of appointment of officials in his/her region whenever necessary and proper.

(e) He/she may recommend to the President for approval of plans and program of activities necessary in the realization of the aims and objectives of the organization in his/her region.

(f) He/she shall perform such other duties and responsibilities incumbent upon him/her as Regional Chairman and such other functions the President may, from time to time, require him/her to do.

1.1b Assistant Regional Council Chairman:

(a) The Assistant Regional Council Chairman shall assist the Regional Chairman in the performance of his/her duties and responsibilities as Chief Official of the region.

(b) He/she shall act as officer in-charge in the absence of the Regional Chairman and shall continue to act as such until the latter assume his/her office. In case of vacancy due to death, permanent disability, resignation or impeachment, he/she shall automatically assume the office of the Regional Chairman as Acting Chairman, by rule of succession, and shall remain in office until the end of the unused term of office only.

(c) He/she shall perform other functions incumbent upon him/her and such other duties and responsibilities the Regional Chairman may, from time to time, direct him/her to do.

1.1c Regional Secretary

(a) The Regional Secretary shall be Executive Secretary of the Regional Council Chairman and, as such, shall be responsible in the performance of the following:

(a.1) Echo to all the officers and members of the different Provincial Councils and Chapters under his/her regional jurisdiction all executive orders, letters of instructions, directives, circulars and memoranda from the office of the Regional Council Chairman and all proclamations from the office of the Secretary General affecting their region.

(a.2) He/she shall act as the Regional Council Chairman’s Chief of Staff who shall be responsible in the operation and maintenance of the Regional Council headquarters.

(a.3) He/she shall be the Chief of the Secretariat during regional convention and special assemblies and regional council meetings.

(a.4) He/she shall keep the records and minutes of all the meetings of the Regional Council officials, regional conventions, special assemblies and the likes.

(a.5) He/ she shall perform such other functions incumbent upon him/her as Regional Secretary and other duties and responsibilities the Regional Council Chairman assigns him/her to do.

1.1d Regional Treasurer

(a) The Regional Treasurer shall be in-charge of the funds, receipts and disbursements of the Regional Council.

(b) He/she shall perform such other functions incumbent upon him/her as Regional Treasurer and such other duties and responsibilities the regional Chairman may, from time to time, require him/her to do.

1.1e Regional Auditor

(a) The Regional Auditor shall be the internal auditor of the region he/she is elected and as such shall be responsible in checking all financial transactions of the region in accordance with standard accounting and auditing rules and procedures.

(b) As Regional Auditor, he/she shall be responsible in auditing the records of the Regional Council appertaining to all financial activities of the National Social Trust Fund in his/her region. He/she shall prepare regular quarterly audited reports of all the regional NSTF collections, remittances and disbursements for review and consideration for inclusion in the centralized audited bi-annual and annual audited reports of the Treasurer General.

(c) He/she shall perform such other functions incumbent upon him/her as Regional Auditor and such other duties and responsibilities the Regional Chairman may require him/her to do.

1.1f Regional Luminary Council

(a) Regional Luminary Council (RLC) shall be composed of Regional Luminary Counselor, Assistant Regional Luminary Counselor and three (members) who shall be appointed by the National President upon recommendation by the National Protocol and Luminary Commission and shall have permanent tenure of offices unless revoked by the most competent authority in accordance with law.

(b) The RLC shall exercise judicial functions as defined in sub-paragraph 3.1, 3.2, and 3.3, sub-paragraph 3, sub-paragraph (c) (NEC) above, on a regional level authority.

(c) It shall exercise such other duties and functions as may be enjoined by the Protocol and Luminary Commission.

1.1g Regional NSTF Supervisor

(a) The NSTF Regional Supervisor shall supervise the prompt, actual and proper observance of the implementing rules and regulations of the National Social Trust Fund by all officers and members under his/her regional jurisdiction,

(b) He/she shall require all Provincial NSTF Supervisors, under his/her region, to regularly submit a monthly report of collections and remittances of members’ contributions to the NSTF and shall prepare his/her own summary report of the NSTF regional activities and submit the same to the CEO of the NSTF with a copy furnished to the office of the National President thru the office of the Treasurer General.

1.2 The Provincial Council Officials:

The Provincial Council Officials shall be composed of the following:

(a) Provincial Chairman

(b) Assistant Provincial Chairman

(c) Provincial Secretary

(d) Provincial Treasurer

(e) Provincial Auditor

(f) Provincial Luminary Council

(g) Provincial Screening Committee

1.2a Provincial Chairman

(a) The Provincial Chairman shall be the Chief Executive Officer of the Provincial Council and, as such, shall be responsible in the supervision of all the Provincial Council activities.

(b) He/she shall preside over the meetings of the Provincial Council officers as well as the congregational meetings of all the officers and members of the various chapters under his/her provincial jurisdiction.

(c) He/she shall exercise full control and supervision of all the officers and members of the Provincial Council and the various chapters under his/her jurisdiction and from, time to time, evaluate the performance of all the officers and members in his/her province. He may commend for merit recognition and, on the contrary, may also recommend any officer or member for suspension, impeachment and expulsion from the organization whenever necessary and proper subject to the ruling and decision of the Provincial Luminary Council.

(d) He/she shall represent the interest of all the members of his/her provincial domain during regional assembly meetings and, if necessary, during national conventions.

(e) He/she may recommend for approval by higher authorities of the organization any special project that serves the interest of the officers and members of his/her province.

(f) He/she shall perform such other functions incumbent upon him/her as Provincial Chairman and such other duties and responsibilities the higher authorities of the organization may enjoin him/her to do.

1.2b Assistant Provincial Chairman

(a) The Assistant Provincial Chairman shall assist the Provincial Chairman in the normal performance of his/her duties and responsibilities.

(b) He/she shall assume the office of the Provincial Chairman as officer in charge in the absence of the Provincial Chairman. He/she may automatically assume as acting Provincial Chairman, by rule of succession, in case of vacancy of the position due to death, permanent disability, resignation or impeachment and shall continue to serve for the remaining unused term of office of the out-going Provincial Chairman.

(c) He/she shall perform such other functions incumbent upon him/her as Assistant Provincial Chairman and such other duties and responsibilities the Provincial Chairman may enjoin him/her to do.

1.2c Provincial Secretary

(a) As Provincial Secretary he/she shall perform the normal duties and responsibilities of a secretary as outlined in sub-paragraph a.1, a.2, a.3, a.4 and a.5, sub-paragraph (a), sub-paragraph 1.1c (LOCAL OFFICIALS) above on a provincial level function.

1.2d Provincial Treasurer

(a) The Provincial Treasurer shall be in-charge of the funds, receipts and disbursements of the Provincial Council.

(b) He/she shall monitor and supervise the regular collection of monthly NSTF contributions from members under his/her provincial jurisdiction and sees to it that all collected contributions are properly and regularly remitted by all chapters Grand Chamberlains. He/she shall prepare a detailed report of the names of contributors, the amount contributed by each contributor, and such other necessary information required by the NSTF, and shall submit the same, along with the individual Grand Chamberlain’s official reports, to the Regional Chairman thru the Regional Treasurer for inclusion in the NSTF regional regular monthly reports.

(c) He/she shall keep separate records and books of accounts of all the NSTF financial transaction distinguished from the normal provincial financial records and books of accounts.

(d) He/she shall perform such other functions incumbent upon him/her as Provincial Treasurer and such other duties and responsibilities enjoined upon him/her by higher authorities.

1.2e Provincial Auditor

(a) The Provincial Auditor shall perform his/her normal duties and responsibilities as outlined in sub-paragraph (a), (b) & (c), sub-paragraph 1.1e, sub-paragraph 1.1 (LOCAL OFFICIALS) above on a provincial level functions.

1.2f Provincial Luminary Council

(a) The Provincial Luminary Council shall be the lower level judicial organ of the organization which shall be composed of a Provincial Luminary Counselor, Assistant Provincial Luminary Counselor and two (2) members who shall be appointed by the Regional Council Chairman upon recommendation by the Regional Luminary Council with permanent tenure, unless his/her appointment is revoked in accordance with law.

(b) It shall exercise judicial functions as defined in sub-paragraph 3.1, 3.2 and 3.3, sub-paragraph (3), sub-paragraph (c) (NEC) above on a provincial level authority.

(c) It shall exercise such other duties and functions as be enjoined by the Protocol and Luminary Commission.

1.2g Provincial Screening Committee (PSC)

(a) The Provincial Screening Committee shall be composed of a Chairman, Vice Chairman and five (5) members who shall be elected from among the qualified and competent active alumni members and shall enjoy two (2) years term of office.

(b) The PSC shall be responsible in the proper screening of new applicant for membership to the organization and sees to it that no new applicant shall be qualified and confirmed full-pledge member unless he/she satisfactorily complete the following requirements:

i. Completes at least one month proficiency upgrading seminar in order to mould him/her as true xians or xianees.

ii. Completes at least one hundred fifty (150) hours of actual service to all members of the sponsoring chapter in order to develop close relationship with the other bros in the organization.

iii. Files his/her application for membership in the National Social Trust Fund and have paid in advance at least one (1) month contribution.

iv. Passes, with certificate of completion, physical trainings as well as psychological examinations prescribed by the master or lady initiator of the recruiting chapter.

(c) The PSC shall have the sole power and authority to grant permission, to all chapters under its provincial jurisdiction, to recruit new members. Under no special circumstance shall a new chapter be opened anywhere in the province unless the consent and approval of the PSC officers and members is formally sought by petition.

1.2h NSTF Provincial Supervisor

(a) The NSTF Provincial Supervisor shall supervise the regular collection and remittance of NASTF members’ monthly contributions being collected by the various chapters within the provincial jurisdiction.

(b) He/She shall receive from Grand Archons/Grand Chamberlains all working papers relative to the NSTF monthly collections from the grassroots members and refer the same to the Provincial Treasurer and Auditor review and audit.

(c) He/She shall check the audited working papers, get a copy for his/her file, and forward the same to the Provincial Chairman for his/her final endorsement.

1.3 Chapter Officials:

The Chapter Officials, who shall be elected from the active members of the chapter with one (1) year term of office, shall be composed of the following:

(d) Grand Archon

(e) Deputy Grand Archon

(f) Grand Chancellor

(g) Grand Chamberlain

(h) Auditor

(i) Master Initiator/Lady Initiator

(j) Muse

1.3a Grand Archon

(a) The Grand Archon shall be the Executive Officer of the chapter who shall have a direct control and supervision of all the officers and members of his/her chapter.

(b) He/she determines the grassroots guidelines and policies of the organization, provided, always that, those policies are cognizant with national policies and guidelines and supports the implementation of national programs and serves as a vehicle in the realization of the aims and objectives of the organization.

(c) He/she shall preside over the meetings of the officers and members of his/her chapter, and may recommend, for consideration, plans and programs of activities that promote the common interest and well-being of all the members of the chapter.

(d) He/She is directly responsible in the affairs of every officer and member of his/her chapter, and in the interest of the organization, may impose disciplinary measures which, if abused, may recommend the abusers for appropriate actions by the Provincial Luminary Council.

(e) He/she shall strictly supervise the proper implementation of the implementing rules and regulations (IRR) of the National Social Trust Fund (NSTF) and makes sure that every member cooperates accordingly. Likewise, he/she must make sure that every member enjoys every minute of benefit from the various benefits provided or to be provided by the NSTF at any appropriate time and chance of availability.

(f) He/she shall perform such other functions incumbent upon him/her as Grand Archon and such other duties and responsibilities the higher authorities may, from time to time, require him/her to do.

1.3b Deputy Grand Archon

(a) The Deputy Grand Archon shall assist the Grand Archon in the normal performance of his/her duties and responsibilities.

(b) He/she shall act as officer-in-charge in the office of the Grand Archon until the latter assumes his/her office. In the event of vacancy due to death, permanent disability, resignation or impeachment, he/she shall automatically assume as acting Grand Archon in accordance with the rule of successions.

(c) He/she shall perform such other duties and responsibilities incumbent upon him/her or as may be required by the higher authorities of the organization.

1.3c Grand Chancellor

(a) The Grand Chancellor shall perform the actual duties and responsibilities of a secretary which, include, among others, the following:

i. Prepares and disseminates all office correspondences such as official letters, memoranda, circulars, directives, letters of instructions and the likes.

ii. Circulates notices of meetings and takes note of the minutes of such meetings, and furnishes all concerned copies of such documents whenever necessary.

iii. Keeps all records in tact in a safe place for future reference.

iv. Performs such other duties and responsibilities incumbent upon him/her and such other assignments the Grand Archon and other higher officials require him/her to do.

1.3d Grand Chamberlain

(a) The Grand Chamberlain shall have the jurisdiction over the management of all money, cash receipts and disbursements of the chapter and periodically renders to the Grand Archon an account of the financial condition of the chapter.

(b) He/she shall be responsible in the daily or monthly collection of members’ contribution to the NSTF, issues official receipts and certificates of shares, records in the chapter’s ledger such collections, and deposit his/her collection to the designated NSTF Bank.

(c) He/She shall prepare a detailed report of his/her NSTF collections and submit such report to the NSTF General Headquarter thru proper channel.

(d) He/she shall attain to and response to the requirements of the members and assist them in filing benefits claims.

(e) He/she shall perform such other duties and responsibilities incumbent upon him/her and such other assignments the Grand Archon or higher authorities may require him/her to do.

1.3e Chapter Auditor

(a) The Chapter Auditor shall be the internal auditor of the chapter and, as such, shall verify the authenticity and transparency of every financial activity of the chapter, and more particularly the financial transactions of the NSTF.

(b) He/she shall conduct an investigation of all the NSTF financial records, in accordance with standard accounting and auditing rules and procedures, and recommend for necessary and appropriate actions by higher authorities of the organization, whenever necessary and proper.

(c) He/she shall perform such other duties and responsibilities incumbent upon him/her and such other assignments the higher authorities may require him/her to do.

1.3f Master Initiator (MI) and Lady Initiator (LI)

(a) The Master and the Lady Initiators shall initiate, during initiation seasons, all necessary measures required for pre-membership pursuant to the terms and conditions prescribed in sub-paragraph 1,2,3,4,5,6 and 7 Article 7, and paragraph b and c, sub-paragraph 1.2g (PROVINCIAL COUNCIL OFFICIALS) above.

(b) The MI and LI shall each have the singular power and authority to conduct such pre-membership physical trainings without the intervention of chapter officials and members.

(c) They shall perform such other duties and responsibilities incumbent upon them and such other functions the higher authorities may require them to do.

1.3g Muse

(a) The Muse, who shall be chosen from among the female members of the chapter, shall be the symbol of love, unity and cooperation among the members of the chapter.

(c) She shall be decorated during parade and special occasions whenever necessary.

Article IX

(QUALIFICATIONS OF OFFICIALS)

Section 1. Qualifications of National, Regional and Provincial Council Officials

1. A candidate for elective national or regional or provincial council position must be an active and devoted alumni member with good standing and must have a residence of not less than ten (10) years for a national official candidate, not less than five (5) years for a regional official candidate, and not less than two (2) years for a provincial official candidate.

2. He/she must have served the organization as active, reliable and dependable officer during the last:

a) Ten (10) years of his/her membership with at least one (1) term as regional official and one (1) term as provincial official for a national official candidate;

b) Five (5) years of his/her membership with at least one (1) term as provincial official for a regional official candidate; and

c) Two (2) years of his/her membership with at least one (1) term as chapter official for a provincial official candidate.

3. He/she must have earned at least a bachelor degree with knowledge and experience in management or equivalent leadership training.

4. He/she must possess good moral character with no derogatory record and must not be less than thirty (30) years old for a national official candidate, and not less than twenty five (25) years old for a regional or provincial official candidate during the filing of his/her candidacy.

5. He/she must have filed his/her candidacy and certified as qualified candidate.

Section 2. Qualifications of Chapter Officials

1. He/she must be a regular, active and devoted member of the organization with a residence of not less than two (2) years.

2. He/she must at least be a junior college student and must have experienced a college student leadership.

3. He/she must posses a good moral character with no derogatory records.

Article X

(ELECTION OF OFFICERS)

Section 1. Election of National Executive Council Officials

1. The election of National Executive Council Officials shall be done through a national convention which shall be convened every two (2) years and to be assembled at a designated area to be determined by the Regional Council hosting the convention.

2. There shall be a sharing of national leadership by all well-organized regions (i.e. regions with complete chapter set of officers, provincial set of officers and regional set of officers) on a rotation basis and the sequence of leadership turn shall be determined by drawing of lots immediately after the ratification of this constitution and by-laws. The result of the drawing of lots shall be written in the spaces provided below and shall form as part and parcel of this constitution and by-laws:

a. ________________________ f. ________________________

b. ________________________ g. ________________________

c. ________________________ h. ________________________

d. ________________________ i. ________________________

e. ________________________ j. ________________________

Section 2. The election of regional and provincial council officials shall be simultaneously done during the election of the national council officials.

Section 3. The election of chapter officials shall be done annually which shall be held every 1st Saturday of July of every year.

Section 4. The newly elected officials shall immediately be sworn to oath of office by the respective comelec officials in accordance with the following schedule:

1. The National Executive Council Officials shall be sworn to oath of office by the COMELEC Commissioner in the presence of the National Advisory Council.

2. The Regional Executive Council Officials shall be sworn to oath of office by the Regional COMELEC, but if the National Executive Council officials are elected from the same region, then both the national, the regional and the provincial officials shall be sworn to oath of office by the COMELEC Commissioner.

3. The Provincial Executive Council Officials shall be sworn to an oath of office by the Regional COMLEC.

4. The Chapter Officials shall be sworn to an oath by the Provincial COMELEC.

Section 5. All elected officials must be confirmed by the COMELEC Commissioner.

Article XI

(FUNDS)

Section 1. The source of funds of the organization shall be the members, charitable institutions and philanthropists who are willing to support the organization in the realization of its aims and objectives.

Section 2. A National Social Trust Fund shall be organized to collect from members daily (or monthly) contributions for the social welfare and well-being of the members and their families, and to finance socio-civic and business activities of the organization.

Section 3. Duly registered business establishments shall be organized in the future by the organization for the purpose of promoting the welfare of the members and the survival of the organization.

Section 4. The organization may encourage its competent members to participate in the national political stream in a bid to explore venues for the future prosperity of the organization and its members.

Article XII

(PROCEDURE)

Section 1. Parliamentary procedures shall be observed and followed during business sessions, and meetings of the organization.

Article XIII

(QUORUM)

Section 1. The majority of all the members required to attend a meeting or assembly shall constitute a quorum.

Article XIV

(AMENDMENTS)

Section 1. Any amendment, repeal or addition to this constitution and by-laws shall be conformed by majority vote of all the delegates during a national convention organized for this purpose, or by a majority affirmative decision of all the members thru a national referendum especially called for this purpose.

Section 2. It shall be the duty and responsibility of the Commission on Election to disseminate, before the convention or referendum, the necessary pre-requisites including, among others, printed copies of the portion of the constitution and by-laws to be amended or repealed followed by the reasons why it should be amended or text of the proposed repeal, or copy of the proposed addition along with the explanation why there is a need to add such addition.

Section 3. The COMELEC Commissioner shall prepare the rules and procedures of election and disseminate the same to all the members at least two (2) months before the proposed constitutional change.

Article XV

(FINAL PROVISION)

Section 1. This constitution and by-laws shall take effect upon its ratification by the members of the organization.

R A T I F I C A T I O N

We, the undersigned officers and members hereby ratify, adopt and ordain this constitution and by-laws this _____th day of __________________________________________, _________________________, Philippines.