Académique Documents
Professionnel Documents
Culture Documents
I.
WHO WE ARE
Smart Mountaineering Club (SMC) is a duly recognized Club of Smart Communications, Inc. (SMART) composed of Smart Employees who are outdoor enthusiasts, and advocates of environmental protection and community service.
VISION
Smart Mountaineering Club will be a model of green mountaineering, outdoor adventure and community service through its committed, concerned and skilled members.
IV. MEMBERSHIP
1. Application for membership to the Club shall be exclusive only for Smart Communications, Inc. employees and its subsidiaries. 1.1. Subsidiaries are defined as other companies who are administered by the same HR personnel handling the Smart Communications, Inc. employees. 2. The members of the Club shall consist of the Officers, Employee Members, Alumni Members and Honorary Members of the Club. 3. Alumni Members shall be defined as individuals who are not affiliated to Smart Communications, Inc. as employees. 3.1. Alumni members shall include SMC Members who were Smart employees on the day of their induction but has resigned or is no longer affiliated with Smart Communications, Inc. 3.1.1. Resignation or separation from the company should be recognized legal or approved as stated in Company Code of Discipline and HR policies. 3.2. All existing members prior to September 16, 2012 (Strategic Planning and Constitution Review) that are not Smart Employees shall be categorized as Alumni Members. 4. Honorary Members shall be defined as individuals formally recognized as members of the Club for their exemplary services to the Club. 4.1. Honorary Members may be nominated by any member of the Club. 4.2. The member shall also provide reasons for nomination, including critical incidents to support the nomination. 4.3. An Honorary Member nominee shall be officially declared an Honorary Member upon the concurrence of the General Assembly. 4.3.1. Concurrence of the General Assembly shall be 50%+ 1 of the attendees 5. All members shall be subject to the regulations of the constitution and by joining the Club shall be deemed to accept these regulations and code of practice that the Club has adopted. 6. All members shall be required to join a minimum of one and a maximum of three committees of his/her choosing. 7. Membership to the Club may be achieved by completing the Basic Mountaineering Course designed by the Academics Committee. 8. An annual Invitational Climb shall be organized by the Executive Committee to invite potential members of the Club.
9. All members shall have the right to vote during the annual SMC Election of Officers.
V. MEMBERSHIP FEES
1. 2. 3.
No membership fees shall be required from each member. A voluntary contribution may be collected by the Executive Committee from all the members to fund the annual activities of the Club. A membership fee may only be collected upon approval of the General Assembly.
iii.
Induction Climb
3.5. If time and resources shall permit, a specified period of time for make-up activities will be in place for trainees willing to complete any of their lacking requirements. The period of time and resource person(s) will be set and appointed by the Executive Committee. 4. All trainees shall be treated with due respect. The Club aims to make their training enjoyable without necessarily sacrificing the quality of the training program. 5. The Academics Committee shall be responsible for the BMC program. They shall drive its content, planning and execution, coordinating with the other committees in accordance with their roles and responsibilities outlined in Section 7 (Executive Committee and Committee Roles) of this Constitution. 6. BMC Training Conduct 6.1. All trainees are expected to observe proper behavior at all times, especially with respect to their fellow trainees, SMC members, and trainers. 6.2. Respect for the environment and the local community is also a must, as well as consciousness for safety during climbs. 6.3. Management of the trainees is the responsibility of the Academics and Membership Committees. Any matter requiring judgment on the conduct of the training and of the trainees may be brought to the attention of the SMC Executive Committee. 7. Training Fees 7.1. A BMC Training fee shall be collected from all trainees, the amount of which shall be determined by the Academics and Finance Committee to be approved by the Executive Committee. 7.2. Payment terms will be determined by the Academics and Finance Committee. 7.3. The training fee shall cover the following expenses: i. ii. iii. iv. v. BMC Batch shirts SMC Dog Tags BMC Identification card Honoraria for resource speakers Other BMC related expenses
7.4. The training fee shall not cover the climb expenses.
7.5. The training fee is non-refundable. Should the trainee decide to discontinue his or her training before the induction climb or anytime during the BMC period, no refund shall be given to him or her for the amount already paid. 8. Qualified SMC members may be requested to serve as resource speakers or facilitate selected BMC modules.
4.2. The Academics Committee Head shall determine the course outline of the entire BMC by choosing what modules to include or improve on, and invite resource persons to conduct the BMC lectures. 4.3. The Academics Committee shall come up with different activities throughout the year for all members that are relevant to the application of mountaineering know-how. 5. Membership Committee Head shall be responsible for the welfare of the current members and the recruitment of new members. 5.1. The Membership Committee Head shall facilitate the annual recruitment activities of the Club. 5.2. The Membership Committee shall be responsible in developing programs that would encourage active participation from Club Members throughout the year, especially to those who are becoming less active in the Club. 5.3. The Membership Committee Head shall appoint an Alumni Representative that shall serve as the point-person of SMC Alumni. 5.4. The Membership Committee shall be responsible for selling the Clubs different activities among its Members, together with the help of the Publicity Committee. 5.5. The Membership Committee Head shall monitor compliance and attendance of all BMC Trainees, and may impose rules meant to instill discipline amongst BMC Trainees and Club Members in general. 6. Exploration Committee Head shall be responsible in setting the Climb activity list for the whole year 6.1. The Exploration Committee Head shall create a list of possible mountains for the Clubs regular climbing activities as well as during the BMC period. 6.2. The Exploration Committee shall likewise be tasked to lead most, if not all climb activities of the Club as Expedition Leader or Trail Master. 6.3. The Exploration Committee shall conduct research on the mountains, provide itineraries and determine which trails to take. 6.4. For new mountains, the Exploration Committee shall conduct an exploration climb to gather sufficient information and assess safety of the chosen mountain. 7. Finance Committee Head shall be responsible for the overall financial interests of the Club. 7.1. The Finance Committee Head shall be tasked to safe keep the Clubs funds and monitor disbursements.
7.2. The Finance Committee Head shall likewise be tasked to create fund raising programs and/or seek support from HR or SMC members, in order to source additional funds and possible logistics needs, to be able to support the Clubs various activities. 7.3. The Finance Committee Head shall also submit a yearly report on the financial state of the Club which shall be presented during the General Assembly. 7.4. The Finance Committee shall be the safe keeper of SMC assets and shall function as Property Custodian and Inventory Officer. 8. Publicity Committee Head shall be the voice of the Club and shall serve as the marketing arm of SMC in Smart. 8.1. The Publicity Committee shall assist the Membership Committee by employing marketing strategies to keep the members excited and the Club alive. 8.2. The Publicity Committee shall manage the various portals wherein SMC is present, and other social media sites. 8.3. The Publicity Committee shall release activities, announcements and updates to all members through the Official newsletter and other communications channels. 9. Physical Training Committee Head shall be tasked to ensure the physical preparedness of all members. 9.1. The Physical Training Committee Head shall facilitate various physical training activities to ensure that all members and BMC trainees are physically prepared before every climb or SMC activity. 9.2. The Physical Training Committee Head shall propose other physical training programs such as rock climbing, rappelling, swimming and other activities that would prepare the members for any challenge that may come up during the official climbs. This may be done also in partnership with other Clubs available in Smart. 10. Community Service and External Relations Committee Head shall be responsible for creating the Clubs community service programs and partnerships with other organizations. 10.1. The Community Service and External Relations Committee Head shall be tasked to spearhead all community service activities of the Club, either for SMC alone, or in partnership with Smart and/or other organizations. 10.2. The Community Service and External Relations Committee Head shall determine what community service activity SMC shall participate in and shall make necessary coordination with the parties concerned. 10.3. The Community Service and External Relations Committee Head shall ensure that all community service projects are in line with the Clubs Vision and Mission.
10.4.
The Community Service and External Relations Committee Head shall also be tasked
to maintain the Clubs good relationship with outside parties, including other Smart organizations, communities and other mountaineering group. 11. All Executive Committee Heads shall be chosen through the annual Elections and shall serve a one year term. 12. Assistant Committee Heads shall support the Convenor and Committee Heads roles and activities. 12.1. Assistant Committee Heads shall be composed of the following: 12.1.1. Assistant Academics Committee Head 12.1.2. Assistant Membership Committee Head 12.1.3. Assistant Exploration Committee Head 12.1.4. Assistant Finance Committee Head 12.1.5. Assistant Publicity Committee Head 12.1.6. Assistant Physical Training Committee Head 12.1.7. Assistant Community Service and External Relations Committee Head 12.2. 12.3. Assistant Committee Heads shall serve as deputy or acting committee head Assistant Committee Heads shall be the candidate with the second highest in the absence of the Committee Head. votes on each of the respective committees. 12.3.1. In case when there is only one candidate for a specific committee, the Elected Committee Head may appoint his/her Assistant Committee Head, in consultation with the rest of the SMC Elected Heads.
1. The individual Executive Committee members shall be elected annually. 2. Only members who are currently employed in SMART and its subsidiaries are qualified to be nominated for any Executive Committee position. 3. A Member may only be nominated to a maximum of two (2) Execom positions. Comelec shall have the power to filter valid and qualified candidates. 4. Each Execom position shall accommodate a maximum of four (4) nominations. 5. All nominations shall be emailed to the Committee on Elections (Comelec) and shall include a brief statement regarding the nominated candidate. 6. The Elections shall be conducted via email. 7. The voting period shall last for five (5) days to encourage all members to vote. All votes received during this period shall be deemed final. No extension shall be granted. 8. A Committee on Elections (Comelec) shall be formed by the Convenor at the start of the Election period to handle the electoral proceedings. 8.1. The Comelec shall be composed of three (3) volunteer members. 8.2. The Comelec members shall be exempted from nominations to any Execom position but can still exercise his/her right to vote. 8.3. The Comelec shall receive all nominations and shall get concurrence if the nominee shall accept the nomination before officially announcing the nomination to the position. 8.4. The Comelec shall email the complete list of candidates with a brief description of qualifications two (2) days before the Election Day. 8.5. The Comelec shall email the official ballot to all members on the Election Day. 8.6. Each Comelec member shall tally all votes separately and compare results before announcing the winners in each position. 8.7. The Comelec shall email the election results within one (1) week from the last day of Election. 8.8. At the end of the voting period, the candidate with the most number of votes shall be declared as the winner. 8.9. In case of a tie, Comelec will release an email for re-election for the top two nominees who received the same number of votes. 9. Election Protest should be submitted in writing to the Comelec within two (2) weeks from the official announcement of the winners.
10. The Comelec shall determine validity of the protest and shall email its decision within one (1) week from receipt of the Election Protest. 11. Comelec decisions shall be considered final and irrevocable. 12. The candidate with the second highest votes in each position shall automatically be appointed as the Assistant Committee Head. 13. In case of failure of election, the incumbent Executive Committee shall continue for another term.
5. Any member in good standing shall have the right to raise their concerns to the EXECOM for
issues such as conflicts with members, officers, and the Club's decisions, activities, and projects. Such concerns shall be deemed valid by the EXECOM in accordance to the Clubs Mission, Vision and Constitution. 5.1. In case, conflict is with any incumbent officers, the party in question shall be temporarily removed from any proceedings involving the case. 5.2. Executive Committee must investigate the claim and facilitate the investigation and mediation meetings until resolved. 5.3. If concern involves the Club and its prevailing policies and guidelines, case shall be disclosed to the General Assembly, citing the full details of any subsequent ruling to the General Assembly. 5.4. Voting may be done during the next General Assembly unless urgency of the matter dictates otherwise. 5.5. For disciplinary cases, details of the case shall be made known only to the involved parties. 6. The Membership Committee shall call for mediation between the parties involved within five (5) days of a complaint being lodged. 7. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within five (5) days of the hearing. In case no appeal was received during that period, it is implied that the member against whom the complaint has waived their right to be heard and decision is deemed final and executory. 8. The member against whom the complaint was made has the right to appeal to the Membership Committee following disciplinary action being announced. The committee should consider the appeal within five (5) working days from receipt of the appeal.
XII. DECLARATION
Smart Mountaineering Club (SMC) hereby adopts and accepts this Constitution as a current operating guide regulating the actions of its Officers and Members.
Signed:
Date:
Name: Martin Willie D. Dela Paz Position: Exploration Committee Head (2011-2012)
Name: Jeanne Michelle L. Bayhonan Position: Publicity, Events and External Committee Head (2011-2012)
Name: Allan Michael M. Ostrea Position: Physical Training Committee Head (2011-2012)