Constitution & By Laws

INTRODUCTORY STATEMENT

The members of the PHILIPPINE PHYTOPATHOLOGICAL SOCIETY, INC., recognizing the significance of diseases of crops and forest products, the importance of research and scientific knowledge in the integrated management, both of the annual cropping sequence with its attendant interactions with disease and insect concepts and ecological precepts, which consider the nature of constraints and complexity of the problems in crop production that should be approached in a multidisciplinary manner, to develop new effective disease management philosophies and essential components of technologies, their application arising therefrom, for high on-farm productivity, to diffuse and disseminate technical information, all aspects of knowledge and ideas relevant to plant diseases and their management among members and to the farmers, the development of an effective working relation among persons professionally engaged in plant pathology discipline, coordinate various interests and services pertinent thereto, do hereby ordain and adopt this Constitution and By-Laws.

ARTICLE I – SOCIETY NAMEARTICLE I – SOCIETY NAME

The name of the Society shall be PHILIPPINE PHYTOPATHOLOGICAL SOCIETY, INC., hereinafter, referred to as PPS.

ARTICLE II – OFFICE

The office of the Society shall be at the Crop Protection Cluster, Ocfemia Wing, Biological Science Building, University of the Philippines Los Baños, College, Laguna, Philippines.

ARTICLE III – OBJECTIVES OF THE SOCIETY

  1. The Society shall encourage and promote, through scientific investigation, the development of knowledge of disease management and its recognition as a significant discipline of activities.
  2. The Society shall encourage professionals to transcend to interdisciplinary field to develop integrated management of pests and diseases that are environmentally benign and to which pests and pathogens will not develop resistance and/or shifting in pest and pathogen status based on sound disease management and ecological precepts.
  3. The Society shall promote the application of scientific knowledge in the field of disease management.
  4. The Society shall encourage the interchange of technical information, scientific knowledge and ideas among members, dissemination of the same to the farmers and other interested persons.
  5. The Society shall develop an effective working relation among persons professionally engaged in plant pathology discipline and to coordinate various interests and services germaine to the Society.

ARTICLE IV – MEMBERSHIP

Section 1 - The Society shall consist of Charter Members, Annual Members, Life Members, Student Members, Patron and Sustaining Associates.

Section 2 - Definition of members

  1. Charter Members. The Charter Members are those who accepted the invitation of the Organization Committee on October 10, 1962, to form the Society.
  2. Annual Members. Any person interested and/or engaged in the study of plant diseases shall be eligible for membership. Application for membership must be endorsed by at least one member of the Society, screened by the Membership Committee, and forwarded to the Treasurer with such dues as prescribed in the Standing Rules. Applicants may be elected at any regular meeting of the Society.
  3. Student Members. Any person interested in the study and control of plant diseases who is a major student in plant pathology enrolled in any accredited University or College is eligible for membership. Application must be endorsed by a member of the society and student status must be certified by the major professor or appropriate department head of the educational institution. His/her membership as student member expires upon graduation. Applicants may be elected during any regular meeting of the Society. He/she automatically becomes regular member after paying corresponding dues.
  4. Life Members. Any person interested and/or engaged in the study of and control of plant diseases shall be eligible for life membership provided that he/she was a regular/annual member for at least one year and has paid the necessary fees for life membership. Application for life membership shall be endorsed by at least a member of the Society and the same shall be forwarded to the Treasurer with the required dues in accordance to the Rules of the Society. Applicants may be elected during any regular meeting of the Society. He/she shall enjoy all the privileges granted by the By Laws.
  5. Patron. Any person making payment to the Society of such amounts as may be prescribed in the Standing Rules shall be designated as a Patron. Upon election to membership, he/she shall enjoy all the privileges of an Annual Member.
  6. Sustaining Associates. Any firm making an annual contribution to the Society of such amount as prescribed in the Standing Rules shall be designated as Sustaining Associate and shall receive the official journal without charge.
Section 3 - Election of Members. Applicants whose names are endorsed by any member shall be elected members during any regular meeting of the Society.

Section 4 - Privileges. Any member of good standing is entitled to vote, publish articles in the journal of the society and receive publications.

ARTICLE V – OFFICERS OF THE BOARD OF DIRECTORS

The officers of the Board of Directors shall be the President, Vice-President, Secretary, Treasurer, Auditor, Business Manager, Press Relation Officer, four (4) Board Members and the immediate Past President as an ex-officio officer. Election to the Board of Directors shall be pursuant to the election procedures as defined elsewhere in this By Laws.

ARTICLE VI – COMPOSITION OF THE COUNCIL

The Council shall be composed of the Board of Directors, Circulation Manager of the journal, Editor-in-Chief of the journal and Division Presidents of the Society.

ARTICLES VII – POWER OF THE BOARD OF DIRECTORS

Section 1 - The government of the Society and its corporate authority as defined in this Society's Articles of Incorporation shall be vested in the Board of Directors who shall elect from among themselves the officers constituting of the President, Vice President, Secretary, Treasurer, Auditor, Business Manager and Press Relation Officer.

Section 2 - The Board of Directors shall have the power to initiate plans and programs designed to achieve the goals and the objectives of the Society and to recommend to the Council actions on important matters brought before it. The Council shall have the final decision on all matters relevant to and affecting the Society.

Section 3 - The Board of Directors shall be the legal representative of the Council and shall administer all the properties and affairs in accordance with the Articles of Incorporation and this By Laws.

Section 4 - The presence of a majority of the Board shall constitute a quorum for the transaction of business and every decision of a majority of the quorum duly assembled as a Board shall be a valid corporate act.

ARTICLE VIII – ELECTION OF OFFICERS OF THE BOARD OF DIRECTORS

Section 1 - Election of the officers of the Board of Directors shall be held during the general meeting of the Society annually on any date in May of every year as determined by the Board of Directors during the Pest Management Conference.

Section 2 - Eleven (11) Board Members shall be elected by the members by secret balloting during the general business meeting of the Society.

Section 3 -The election procedures shall be established by the Committee on Elections. Prior to the election of the members of the Board of Directors, the Committee on elections shall be created or formed by the incumbent outgoing President to supervise the elections, prepare election paraphernalia, tabulate ballots cast, and report the results thereof to the outgoing President. The Committee on Elections shall be composed of a Chairman, Vice-Chairman, and three (3) members, all of whom shall be appointed by the outgoing President of the Council during the annual meeting. The Committee on Elections may deputize such other members as may be necessary to assist in the supervision and conduct of the elections. It may likewise promulgate rules and regulations as may be necessary to assure fair and honest elections.

Section 4 -Any bonafide member of the Society may become a candidate for Board of Directors either by directly filing his Certificate of Candidacy with the Committee on Elections or upon written or oral nomination of one of the active members of the Society. The candidates who got the highest number of votes shall be declared winners.

Section 5 -The elected Board Members shall elect from among themselves the President, Vice-President, Secretary, Treasurer, Auditor, Business Manager and Press Relation Officer during the first organizational meeting of the Society.

ARTICLE IX – TENURE OF OFFICE AND SUCCESSION OF THE OFFICERS OF THE BOARD OF DIRECTORS

Section 1 - Except for the President and Vice-President, five (5) officers of the Board of Directors who obtained the highest number of votes in the election during the general assembly meeting shall have a two-year tenure of office from the first day subsequent to the election and the other 4 officers shall serve for a tenure of one year without prejudice to re-election. The term of office of all elected officers of the Board shall begin after having been duly sworn into office following their election until their successors are duly elected and qualified.

Section 2 - The Vice-President with the concurrence of all the Board of Directors shall automatically become the President-elect of the Society after the termination of the term of the incumbent President. However, should he/she declines or refuses to occupy the position of the President or has not satisfactorily fulfilled his/her duties as vice-president, an election should be held to fill up the vacancy.

Section 3 - The outgoing President shall be an ex-officio officer of the Board of Directors for one (1) year after his/her term of office.

Section 4 - The President and Vice-President shall not be eligible to immediate re-election to the same offices.

Section 5 - Succession shall take place in case an Officer of the Board resigns, retires, dies or otherwise becomes disqualified or incapacitated during his/her term of office, and the candidate who obtained the next highest number of votes in the last election shall serve in his/her place as Officer in the Board of Directors for the expired portion of the term of the predecessor or until his/her successor is duly elected and qualified. In case the vacancy cannot be filled in the abovementioned manner, a special election may be held for this purpose when so decided by a simple majority of the Board of Directors.

ARTICLE X – DUTIES AND RESPONSIBILITIES OF OFFICERS OF THE BOARD OF DIRECTORS AND/OR COUNCIL

Section 1 - The President shall be the Chief Executive of the Board of Directors and/or Council who shall provide leadership in attaining the Objectives of the Society. He/she shall call meetings of the Board and/or Council. He/she shall preside over all the meetings of the Board and/or Council. He/she shall, with the approval of the Board and/or Council promulgate procedural and house rules to govern the conduct of the Board and/or Council meetings and shall set the time, date and place of the regular monthly meetings of the Board or the Council. He/she shall implement all policies and programs promulgated by the Board and/or Council. The President shall prepare and submit to the Board of Directors an annual summary report of the activities of the PPS, Inc. in May each year. Copies of the report shall be distributed or disseminated to the general membership of the Society during the conference.

Section 2 - The Vice-President shall assist the President in all his/her functions. He/she shall discharge the duties and responsibilities of the President in case of the latter's incapacity or absence.

Section 3 - The Secretary shall channel all the necessary communications pertaining to the affairs of the Board or Council to the members. He/she shall keep the records of the minutes of the meetings of the Board or Council and shall keep safely and systematically all records, papers and books of the board or Council as directed by the Board of Directors. The Secretary shall also assist the President in scheduling meetings of the Board and/or Council and shall countersign all deeds, leases and conveyances executed by the Board or Council.

Section 4 -The Treasurer shall keep an account of all assets, disbursements, credits and finances of the Board or Council and other matters pertaining to office as directed by the Board or Council. He or she shall deposit all checks and amounts of the Society in the Bank and he or she shall be the only officer of the Society who can withdraw such deposit. However, in doing so, the President or Vice-President shall act as the signatories. He or she shall be bonded in such amount and with such surety as may be fixed by the Board of Directors.

Section 5 - The Auditor shall have the power, authority and duty to examine, audit and settle all accounts pertaining to the revenues and receipts of an expenditures or uses of funds owned or held in trust or pertaining to the Society and all related financial matters reported by the Treasurer, Business Manager, Circulation Manager, Program Committee and Fund-Raising Committee. He/she shall certify his/her audit in a written report to the Society at the final business session at its annual meeting or conference.

Section 6 - The Press Relation Officer shall send out press releases about the activities of the Society, shall be responsible for the publication of the Society's newsletter, bulletins and other information materials.

Section 7 - The Business Manager shall coordinate with the Editorial Board regarding the publication of papers, abstracts, etc. that will be presented during the Society's annual conference.

ARTICLE XI – SOCIETY JOURNAL AND EDITORIAL BOARD

Section 1 - The official publication or organ of the Society shall be the Journal of Tropical Plant Pathology.

Section 2 - The President, with the approval of the Board and/or Council, shall appoint an Editor-In-Chief, a Circulation Manager, and two (2) Associate Editors of the Editorial Board for three (3) years.

Section 3 - The Council may authorize the Editor-In-Chief to employ such assistants as may be necessary.

ARTICLE XII – COMMITTEES AND CONDUCT OF SOCIETY’S BUSINESS

Section 1 - The Board shall appoint such standing, special and temporary (Ad Hoc) committees as may be appropriate for conducting the business of the Society.

Section 2 - Definition of Terms Standing Committees. Committees whose functions include the general policies and internal relations of the Society, and its relations with other organizations, shall be known as Standing Committees. They shall have a revolving membership and shall submit annual report to the Board and/or Council at the Society's annual meeting. Special Committees. Committees whose function is to deal with special subject of concern to the Society shall be designated as Special Committees. Each Special Committee shall be continued for such period as in the judgment of the Board or Council may be necessary for the accomplishment of its purpose. Interim reports may be requested and a final report shall be made to the Board and/or Council at the close of this period. Temporary (Ad Hoc) Committees. Committees for the accomplishment of a special purpose, limited in scope and time may be created by the President to serve during his/her term and to make such reports to the Board and/or Council as he/she may direct.

Section 3 - In the interim between regular meetings of the Society, the Board and/or Council may undertake and carry out such actions as it deems advisable or necessary including the reference of particular questions to the Society members by mail or notices in the official journal, subject to the approval by the Society at its next meeting.

ARTICLE XIII – MEETINGS OF THE SOCIETY BOARD OF DIRECTORS AND COUNCIL

Section 1 - A general meeting of the Society shall be held every first week of May each year, unless prevented by natural calamities or fortuitous events, at such place and time as the Board or Council may direct. Special or local meetings for the presentation of scientific papers or demonstrations or experimental results presented at every annual conference shall be published in Journal of Tropical Plant Pathology.

Section 2 - The Board of Directors and/or Council shall hold twelve (12) regular meetings each year at such time and place designated by the President with the approval of the Board or Council members.

Section 3 - Emergency or special meetings may likewise be held as often as necessary upon the request of the President or any of the five (5) members of the Board and/or Council. Written notification shall be sent to each Council member at least one (1) week in advance. The meetings shall be held in place designated by the President.

Section 4 - Six (6) or more members of the Board of Directors and/or Council shall constitute a quorum for its regular, special, or emergency meetings.

Section 5 - The agenda of meetings of the Board and/or Council shall follow this parliamentary pattern: Call to order Certification of quorum Reading and approval of the minutes of the previous meeting Report of the President, if any Report of the Treasurer Report of the Committee Chairman, if any Other matters

Section 6 - All officers and chairmen of Standing Committees shall render reports of their accomplishments, plans and program during the Board and/or Council meetings.

ARTICLE XIV – FUNDS

The control of funds of the Society received from registration fees, dues, subscriptions to and sales of the journals, gifts, bequests and endorsements shall be vested in the Board of Directors and/or Council to administer through appropriate fiscal officers and committees. An audit of the receipts and disbursements shall be made annually by the Society's Auditor or at the discretion of the Board and/or Council by a certified public accountant. The audited financial report of the Treasurer and Business Manager shall be published annually in the PPS Newsletter.

ARTICLE XV – DIVISIONS

Section 1 - Branch organizations or units within the Society known as Divisions, may be established within the geographical area of the Philippines, provided that a form application setting forth their objectives and in pursuant to the criteria and basic pre-requisites and requirements of the PPS, is made to and approved by the Mother Society.

Section 2 - Initially, four (4) Divisions may be founded, preferably in regions where there are established agricultural universities, colleges and/or research institutions or agencies, to wit: one (1) in Northern Luzon, one (1) in Visayas, one (1) in Northern Mindanao and one (1) in Southern Mindanao.

Section 3 - The Divisions shall have at least thirty (30) or more members and shall be able to sustain or support financially their activities. All regional division activities must be submitted to and approved by the Mother Society. The Mother Society shall not provide financial assistance to the Divisions unless their activities shall be national in scope or nature.

Section 4 - The Divisions shall use all official receipts issued by the Mother Society in the collection of annual and life-membership dues from members, revenues, solicitations and donations in each region. Each Division shall remit eighty (80) percent of the annual dues to the Mother Society and twenty (20) percent shall be retained by the Regional Division. Dues collected from life members and sustaining associates shall be fully remitted to the Mother Society, while student fees shall be fully retained by the Division. Eighty (80) percent of the proceeds from fund-raising activities shall be retained by the Regional Division and twenty (20) percent shall be remitted to the Mother Society.

Section 5 - The Divisions shall elect their own set of officers composed of Division President, Vice-President, Secretary, Treasurer, Auditor, Business Manager, Press Relation Officer and four (4) members of the Board. The powers, duties and responsibilities of the Division officers and Board Members shall be the same as those of the Mother Society's officers.

Section 6 - The Division President and/or his/her authorized or designated representative may attend regular meetings of the Mother Society at least once or twice a year. During the regular meetings wherein the Division President and/or his/her authorized representative is attending, he/she and/or the latter shall participate only in the deliberations of the Society but he/she cannot vote on the same. Provided in case of failure to attend regular meetings, the Division President and/or his/her authorized representative can communicate with the Mother Society on matters affecting his/her Division at certain time of the year.

ARTICLE XVI – AFFILIATED SOCIETIES

For the purpose of promoting international collaboration among professional organizations in the field of plant pathology, the Council of the Philippine Phytopathological Society is authorized to establish affiliated relations with other phytopathological societies in accordance with the provision pertaining thereto in the Standing Rules.

ARTICLE XVII – AMENDMENTS

Section 1 - This Constitution and By-Laws or any portion thereof may be changed, modified, amended, or revised by simple majority votes of the Board and/or Council members present during a regular meeting.

Section 2 - All proposed amendments, changes, modifications or revisions shall be referred first to the Board and/or Council members for study and review and thereafter shall submit recommendation to the Board and/or Council for approval.

Section 3 - The proposed amendments, change, modifications and revisions may be communicated also to all resident members at least one month before the annual meeting and that it must received the affirmative votes of the majority of the members present during the regular scheduled business meeting.

Section 4 - The effectivity of this Constitution and By-Laws commences fifteen days after its adoption and ratification. The foregoing Constitution and By-Laws were unanimously adopted by a vote of majority of all the members at a meeting on May 9, 1989 at Hyatt Terraces Hotel, Baguio City.