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UP Alumni Association of Australia – NSW Chapter

1 week ago

CALL FOR NOMINATIONS TERM 2022-2024

As outgoing President of the University of the Philippines Alumni Association of Australia – NSW (UPAAA-NSW), it is with great joy that I announce this call for nominations for 2022-2024. The time has come to seek leaders for the incoming term who will continue to assist the University of the Philippines in the fulfillment of its mission as an academic institution, assist in the development and welfare of the UP alumni in Australia and the Philippines, and foster social and cultural development and interaction between the Association and the Australian community.

The past 2 years of my term have seen us ride upon waves and waves of challenges from the Coronavirus situation, nonetheless I can confidently assure you that the Association is in a VERY, VERY sound financial position, with a membership base that is vibrant, growing, and lit, and a team that is proactive and responsive to the call of the times. This is where we’re at and this is how we envision the Association to continue.

Nominations for the positions listed below will be accepted from 11 SEPTEMBER 2021 until 23 OCTOBER 2021. The term for each of these positions will begin at the Annual General Meeting in 2022 (Exact date TBA, but no later than 31 March 2022).

Summary of Important Dates:
11 September 2021-Nomination period opens
23 October 2021-Nomination period closes
28 October 2021- Announcement of official
nominees
26 November 2021- Absentee voting forms
and proxy forms must be received by the
Returning Officer
28 November 2021-Election and Christmas
Party

NOMINATION FORM, MEMBERSHIP APPLICATION FORM AND PROXY FORM will be sent upon email request to election.upaaansw@gmail.com

Sincerely,

Tiffi Ramos
President

GUIDELINES FOR THE NOMINATION & ELECTION OF OFFICERS FOR THE TERM 2022-2024

I. NOMINATIONS
A. The following elective positions are now open for nominations:

1. President
2. External Vice President
3. Internal Vice President
4. Secretary
5. Treasurer
6. Auditor

B. Nomination Process
1. Nominations are to be made only by members of good standing (i.e. membership fees paid to date). Note: To renew your membership, please submit your Membership Form and payment on or before the deadline for nominations.
2. All nominations must have the signed consent of the nominee.
3. Nominations can be made by sending the completed nomination form to the Secretary (Alice Bergonia) by email: election.upaaansw@gmail.com
4. The deadline for nominations is on 23 October 2021.
5. The official nominees will be announced on 28 October 2021.
6. The election will be held during the Christmas party on 28 November 2021 (details to be announced).

C. Criteria for Nomination
1. As per our Constitution & By-Laws:
a. All nominees for President, External Vice President and Internal Vice President must be regular members of good standing.
Note: Regular members (including regular lifetime members) are persons who have completed a degree, certificate, diploma or have been awarded an honorary title by UP. Membership fees paid to date.
b. All nominees for Secretary, Treasurer and Internal Auditor should be any member of good standing (i.e. regular, associate or lifetime member). Note: Membership fees paid to date.

2. Duties of Officers – As per Part III of our Constitution & By-Laws, for your reference:

Clause 4. Duties of the President
1. To act as executive officer of the Association
2. To call and preside over all meetings
3. To act as official spokesperson of the Association
4. To report on the Association’s activities and financial standing once a year to all members
5. To check and sign the Treasurer’s report
6. Together with the Treasurer, to sign cheques and authorise financial transactions for the Association
7. To perform all other duties related to the position of President

Clause 5. Duties of the External Vice President
1. To assist the President
2. To assume the duties of the President in his/her absence
3. To coordinate with the Media and act as the Press Relations Officer of the Association, in consultation with the President
4. To manage the print and digital media of the Association including the preparation of the newsletter and press releases, under the direction of the President
5. To perform other related duties as requested by the President.

Clause 6. Duties of the Internal Vice President
1. To assist the President and the External Vice President
2. To take charge of the Membership Committee
3. To perform other related duties as requested by the President.

Clause 7. Duties of the Secretary
1. To prepare, distribute, keep the minutes of meetings and maintain all other records of the Association
2. To ensure that the minutes of proceedings at all meetings are signed by the Secretary, attested by the President or the chairperson of the meeting, and noted by the Public Officer. The signature of the minutes may be transmitted by electronic means.
3. To establish and maintain, in coordination with the Membership Committee, a register of members of the Association.
4. To perform other related duties as requested by the President.

Clause 8. Duties of the Treasurer
1. To ensure:
(a) That all money due to the Association is collected and received and that all
payments authorised by the Association are made, and
(b) That correct books and accounts are kept showing the financial affairs of the Association, including full details of all receipts and expenditures connected with the activities of the Association
(c) All financial records are kept for up to 5 years
2. To collect all fees from members and prospective members and issue receipts of
payment as soon as practicable
3. To submit financial reports annually and whenever requested by the President and/or
Executive Committee
4. Together with the President, to sign cheques and authorise all financial transactions for the Association
5. To perform other related duties as requested by the President

Clause 9. Duties of the Internal Auditor
1. To conduct audit of financial transactions and reports of the Association
2. To conduct quality assurances on activities and projects of the Association
3. To provide audit reports and quality control reports
4. To perform other related duties as requested by the President

II. ELECTIONS
1. The election of officers will be held on 28 November 2021, coinciding with the Christmas party.
2. All officers shall be elected by a majority vote by members of good standing.
3. A member is entitled to one vote only.
4. A member may appoint one proxy on his/her behalf.
Appointment of Proxies, as per Part IV, Clause 10 of our Constitution & By-Laws:
a. Each member shall be entitled to appoint another member as proxy by notice no later than 24 hours before the time of the election in respect of the proxy appointed.
b. The notice appointing the proxy shall be in the form set out as provided.
c. Appropriate proxy forms should be filled out and received as per item (a) above.
d. Proxies and the people they represent must all be members of good standing,
i.e. membership fees paid to date.
e. There shall be a maximum number of two proxies that an individual member can carry in an election.
*Note: Proxy forms will be distributed after the closure of nominations.
5. Sufficiency of nominations – as per our amended Constitution (Part III, Clause 3):

Section 3. If insufficient nominations are received to fill all vacancies on the Executive Committee, the candidates nominated are taken to be elected and further nominations are to be received at the Annual General Meeting.

Section 4. If insufficient further nominations are received, any vacant elected positions remaining on the Executive Committee are taken to be casual vacancies.

Section 5. If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to be elected.

Section 6. If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.

6. How to Vote
a. Voting will be done by ballot.
b. Official ballots will be distributed on election day.
c. Absentee Voting
a. A member who is unable to attend the election day nor appoint a proxy should contact the Returning Officer (Cresmar Yparraguirre) at least two weeks prior to election day so a ballot can be sent to him/her.

 Email: election.upaaansw@gmail.com
 Mobile: 0449 228 514

b. Completed absentee voting ballots can be posted or emailed and must be received by 26 November 2021:

 Email (preferred): election.upaaansw@gmail.com
 Postal address: Provided upon request

c. These ballots will be opened and counted on election day.

For enquiries, please contact: Cresmar Yparraguirre, Returning Officer (contact details as above)

Please check our website upaaa-nsw.org for any updates. … See MoreSee Less