BUENAVISTA ELEMENTARY SCHOOL

ALUMNI ASSOCIATION (BESAA)

Constitution and By-Laws

PREAMBLE: We, the graduates and former students of Buenavista Elementary School, in order to
pursue our common goal to contribute to the improvement, transformation and advancement of our Alma
Mater, hereby form and establish the Buenavista Elementary School Alumni Association (BESAA). We
hereby agree to be governed by the following by-laws of the association:
Article I – Name and Location
The association shall be officially known as the Buenavista Elementary School Alumni Association or
BESAA. The association shall maintain its official address in Buenavista, Manicani Guiuan, Eastern
Samar, Philippines.
Article II- Purpose
The association shall have the following primary purposes:
A. Provide a means of contact and communication among graduates and former students of the
Buenavista Elementary School.
B. Propose, develop, finance and implement projects that would elevate the Buenavista Elementary
School as a model to other grade schools in the area.
C. Coordinate with the school teachers to determine what projects and school needs can be provided
by the association.
D. Extend assistance that would provide tools that would help teachers become more effective
educators.
E. Act as advocate for the improvement of the Buenavista Elementary Schools, its facilities,
teaching tools and student materials.
Article III – Membership
A. Any person of legal age who attended the Buenavista Elementary School regardless of whether or
not that person actually graduated from the school can become an Alumni Member of the
association.
B. Graduates and transferees from Buenavista Elementary School who are still in High School can
become Student Member of the association.
C. In order to be considered an active member both Alumni Member and Student Member shall pay
a one-time membership fee of Ten Philippine Pesos (P10.00) and attend at least one general
meeting of the association at least in the last three years.
Article IV- Officers
A. Election of Officers- The association, during its annual meeting, shall elect the following officers:

1. President
2. Executive Vice President
3. Assistant Executive Vice President

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 4. Regional Vice Presidents:
a. Regional Vice President for the Samar provinces
b. Regional Vice President for the Visayas (except the Samar provinces)
c. Regional Vice President for Mindanao
d. Regional Vice President for Metro Manila
e. Regional Vice President for Luzon (except Metro Manila)
5. External Vice Presidents:
a. External Vice President for North & South America (including the Caribbean)
b. External Vice President for Australia & New Zealand (including neighboring
countries)
c. External Vice President for Asia (excluding the Philippines)
d. External Vice President for the Middle East (including Turkey)
e. External Vice President for Western & Eastern Europe (including Russia)
6. Secretary
7. Assistant Secretary
8. Treasurer
9. Assistant Treasurer
10. Auditor
11. Assistant Auditor P
12. Press Relation Office
13. Enforcement Officer
14. Board of Directors

B. Qualification and Duties of Officers-

1. President:
a. Qualifications: Any active Alumni Member of the association can run as President of
the association.
b. Duties:
1) Represent the association as may be necessary.
2) Preside over meetings and other functions of the association.
3) Fill vacancies in consultation with the other officers.
4) Perform other duties necessary to effectively run the association.

2. Executive Vice President:

a. Qualifications: In addition to being an active Alumni Member, the Executive Vice
President must be a resident of the Philippines at the time of his/her election.
b. Duties:
1) Run the day to day operation of the association in accordance the by-laws and the
instructions from the President.
2) Perform the duties of the President in his absence or incapacity.
3) Perform other duties that maybe assigned by the President or the Board of
Directors.

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3. Assistant Executive Vice President
a. Qualification: In addition to being an active Alumni Member, the Assistant Executive
Vice President must be resident of Barangay Buenavista at the time of his/her
election.
b. Duties:
1) Assist the Executive Vice President in the day to day operation of the association.
2) Take over the duties of the Executive Vice President in his absence or incapacity.
3) Perform other duties as needed.

4. Regional Vice Presidents

a. Qualification: In addition to being an active Alumni Member, a Regional Vice
President must be resident of the region he/she will represent.
b. Duties:
1) Represents members residing in his/her region.
2) Contact and recruit alumni residing in his/her region.
3) Represent the association in any fund-raising and other projects involving his/her
region.
4) Perform other duties as needed.

5. External Vice President

a. Qualifications: Must be an active member of the association at the time of his/her
election. He/she is NOT required to be a resident of the international region he/she
will represent. If he/or, however, does not reside in the region, he/she must attest that
he is in contact with relatives and/or friends who reside in the region.
b. Duties:
1) Represents members residing in his/her region.
2) Contact and recruit alumni residing in his/her region.
3) Represent the association in any fund-raising and other projects involving his/her
region.
4) Perform other duties as needed.

6. Secretary
a. Qualifications: In addition to being active, the Secretary must be resident of Samar or
the Metro Manila Metro regions at the time of his/her elections.
b. Duties:
1) Take and keep accurate minutes of all meetings.
2) Maintain all official documents and records of the association.
3) Assist the President and/or the Executive Vice president in representing the
association in any legal of other functions involving the records of the
association.
4) Perform other duties as needed.

7. Assistant Secretary
a. Qualifications: In addition to being active member, the Assistant Secretary must be
resident of Barangay Buenavista at the time of his/her election.
b. Duties:
1) Assist the Secretary in the performance of his/her duty.

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 2) Contact and recruit alumni residing in his/her region.
3) Performs the duties of the Secretary in his/her absence or incapacity.
4) Performs other duties as needed.

8. Treasurer
a. Qualifications: In addition to being active Alumni Member, the Treasurer must be a
resident of Samar or the Metro Manila region at the time of his/her election.
b. Duties:
1) Collect and deposit all receipts and funds in accordance with established
procedures.
2) Disburse funds as authorized by the President or his assignee in accordance with
established procedures.
3) Keep accurate records of all the financial transactions of the association.
4) Coordinate with the Auditor the completion of the annual audit of the financial
records of the association.
5) Perform other duties as needed.

9. Assistant Treasurer
a. Qualifications: In addition to being active Alumni Member, the Assistant Treasurer
must be resident of Barangay Buenavista at the time of his/her election.
b. Duties:
1) Assist the Treasurer in the performance of his/her duty.
2) Performs the duties of the Treasurer in his/her absence or incapacity.
3) Performs other duties as needed.

10. Auditor
a. Qualifications- Any active Alumni Member, may run to become Auditor. If he/she is
not a resident of the Samar or Metro Manila regions, he/she must attest that he/she
will be able to conduct an annual review of the association’s records.
b. Duties:
1) Conduct, in coordination with the Treasurer, an audit of the financial records of
the association. The financial review should attest that all funds received by the
association are duly deposited and accounted for and all disbursement are
properly authorized and accounted for.
2) Report to the President and the Executive Vice President his audit findings.
3) Alert the President of any irregular transactions he may come across during his
review of the association financial records.

11. Assistant Auditor

a. Qualifications- Any active Alumni Member, may run to become Assistant Auditor.
If he is not a resident of the Samar or Metro Manila regions, he must also attest that
he/she will be able to assist the Auditor and/or take over the conduct an annual
review of the association’s records, if necessary.
b. Duties:
1) Assist the Auditor in the performance of his/her duty.
2) Perform the duties of the Auditor in his/her absence or incapacity.
3) Perform other duties as needed.

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 12. Press Relation Officers
a. Qualifications – Any active Alumni Member may run for Press Relations Officer.
b. Duties:
1) Set up means to disseminate and publicize activities of the association to its
members and the public and any entity that may be able to provide and extend
support the activities of the association.
2) Act as liaison with the various media organizations.
3) Appoint Assistant Press Relation Officers to assist him/her in the various regions.
4) Perform other duties as needed

13. Enforcement Officer

a. Qualifications – In addition to being an active member, the Enforcement Officer must
also be a resident of Metro Manila or the Samar region.
b. Duties:
1) Ensure that all meetings of the association are conducted in a safe venue without
interruption from outsiders.
2) Ensure order during all meetings.
3) Execute and implement security instructions from the President, the Executive
Vice President or from local authorities.
4) Perform other duties as needed.

14. Board of Directors:

a. Composition – The Board of Directors shall be composed of Eleven (11) members as
follows:
1) The President, the Executive Vice President, the Secretary and the Treasurer shall
automatically become member of the Board of Directors.
2) Four members must be Alumni Members who are not officers of the organization.
3) One member who may be an Alumni Member or a Student Member.
4) Two outside members who are related to an Alumni Member or Student Member.
b. Duties:
1) Develop and approve long term and strategic plans for the organization.
2) Approve any fundraising plans and projects held and conducted in behalf of the
organization.
3) Approve any disbursements in excess of One Thousand Philippine Pesos
(P1, 000.00).
c. The Board of Directors must approve all long-term and strategic plans at a regularly
held and/or scheduled meeting. Fundraising plans, projects or disbursement may be
approved at a regularly held and/or scheduled meeting or through the approval of the
majority of the board by text, email or Facebook private messages that can be
authenticated and recorded by the Secretary.

C. Terms of office:
Officers shall be elected for the term of two years. They shall serve their positions until a new set
of officers are elected. The President, in consultation with the other officers, will appoint officers
to fill vacancies. Officers appointed to fill vacancies shall serve the remaining terms of the
officers they are replacing.

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 D. Temporary Provision:
The requirement for active membership is suspended for the election of the initial sets of
association officers.

Article V – Receipts and Donations

A. All funds, including donations, received, raised or obtained in behalf of the association shall be
promptly remitted to the Treasurer for immediate deposit to the association’s bank account.
B. All material donations shall be reported to the Treasurer who will determine its reasonable value
and accordingly record the same in the financial records of the association.
C. The Secretary will coordinate with the Treasurer and the member who solicited and/or received
the donation to collect information regarding the donation including the amount and/or value of
the donation, the identification of donor, the date and intent of the donation and any other
pertinent information. Donation from a donor who does not wish to be identified shall be
recorded as “Anonymous Donation.”
D. The Treasurer shall report all donations at the next meeting of the association. The report shall be
entered as part of the minutes of the meeting.
Article VI – Disbursements
A. The Treasurer, along with the President and the Executive Vice President, shall establish and
maintain a deposit and disbursement account at a national bank that will allow access to the
account in Guiuan, Eastern Samar and in other major cities in the Philippines.
1. Such account shall allow the issuance of checks for authorized association disbursement.
2. The association shall maintain the required minimum bank balance to ensure that the account
remains active.
3. The account should have as authorized signatories: the President, the Executive Vice
President, the Treasurer and the Assistant Treasurer. Two signatories shall be required for
any check issued.

B. The Treasurer shall maintain a Petty Cash Fund account in the amount of One Thousand Pesos
(P1,000.00) for the day-to-day needs of the association. All withdrawals from the fund shall be
accompanied with appropriate receipt and signature that shall be available to the Auditor for his
annual review. Any request for Petty Cash Fund replenishment shall be accompanied by receipts
of previous disbursements.
Article VII – Meetings
A. General Meeting – a general meeting to be attended by all members of the association shall be
held during the month of June. The meeting shall include a report and review of the association
activities by the President and an annual financial report by the Treasurer. The election of
officers shall be held every other year during the general meeting. Members who are not present
during the general meeting may be represented by duly appointed proxy. A majority of the
members who have been duly notified shall constitute a quorum of the general meeting.
B. Regular Meeting – The Board of Directors shall meet every six (6) months to discuss, review and
approve major activities and disbursements. Members of the Board who are unable to be
physically present during the meeting may participate by phone, text, video or Facebook
conference or other means that can be authenticated and recorded by the Secretary. A majority of
the members of the Board of Directors shall constitute a quorum.

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 C. Special Meetings – The President may call and schedule a special meeting when necessary.
Special meetings may be held in person, by phone, by video, by text, via Facebook and other
means that can be authenticated and recorded by the Secretary. A majority of the members or
officers shall constitute a forum.
Article VIII – Committees
A. Standing Committees shall include a Membership Committee and a Fundraising Committee.
Additional committees may be formed by the President with the approval of the Board of
Directors.
B. Special Committees may be formed by the President as needed.
Article IX – Suspension and Expulsion
A. The Executive Vice President with the concurrence of the President may suspend any member for
misrepresenting and/or misappropriating the name of the association. He may, similarly, expel
members for the aforementioned mention offenses with the approval of the Board of Directors.
B. The Board of Directors may suspend and/or expel any officers for abuse of power including
misappropriation of funds and misrepresentation and misuse of the name of the association.
Article X – Amendments and Ratification
A. This Constitution and By-Laws may be ratified by the majority of the members attending the
organizational meeting of the association.
B. Amendments to the Constitution and By-Laws may be introduced, deliberated and approved by
two thirds (2/3) of the members attending the annual meeting.