ECM 2011-001

General Assembly and Election of Board of Trustees

Saturday, 14 May 2011, 8:30AM

VENUE: McKinley Hill Information Center
McKinley Hill, Taguig City

1. Election Rules and Guidelines

1.1 What are the two (2) main parts of the election process?
a. the pre-election part/period prior to the election proper
b. the election proper/day of election

For the purpose of ensuring the orderly conduct of the election proceedings, the Chief
Operating Officer shall create the Election Committee and COMELEC. The members of the
Election Committee for the May 14, 2011 elections are:

Head: Board of Trustee - Attorney Himerio Jose Garcia

Members: Management Committee Member - Belinda de la Paz
Membership Officer - Nikki del Castillo
Head, Administrative Unit - Yasmin Ponce
Executive Assistant - Laurinette Gonzales

It is required that the Election Committee representative from the Board of Trustees is not a
candidate for re-election and the representative from the Management Committee is not the
Chief Operating Officer who is an Ex-Oficio member of the Board. The Election committee shall
be the de facto COMELEC. However, they may choose to assign other members to the
COMELEC who will administer the elections. The Committee may also choose to set-up a
Secretariat to assist in their tasks.

Functions of the Election Committee:

a. Determine members eligible to vote

b. Review and prepare guidelines for the conduct of elections
c. Prepare recommendations for the proper, effective and efficient conduct of elections to
the BOT
d. Send out notices to members eligible to vote
e. Prepare venue, supplies, equipment, etc. needed for the conduct of the election proper
f. Respond to queries regarding the election
g. Open the proceedings of the meeting of members on May 14, 2011 before the election
proper
h. Document the election proceedings
i. Undertake other similar or related work.

Functions of the COMELEC:

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ECM 2011-001

a. Open and accept nominations of candidates to the Board of Trustees

b. Oversee the actual casting of votes
c. Canvass ballots/tally the number of votes
d. Resolve protests and other controversies
e. Announce the duly-elected members of the Board of Trustees.
f. Undertake other similar or related work.

2. How many are to be elected to the Board of Trustees?

Six members are to be elected to the Board of Trustees on 14 May 2011 and will serve for three
(3) years from 2011-2014.

3. Who can be nominated as a Candidate to the Board of Trustees?

Any member eligible to vote can be nominated as a candidate to the Board of Trustees.

4. Who is Eligible to Vote?

Only those classified as Regular, Family and Lifetime members who are 19 years old and above
are entitled to vote in regular or special meetings of the Foundation. For Family members, the
two (2) adults are eligible to vote.

Members are considered eligible to vote if they are current in the payment of their membership
fee at least 45 days prior to the elections. For the 14 May 2011 elections, the qualified
members to vote are those who are current in the payment of their annual membership fee as of
30 March 2011 provided that the annual membership fees were paid on or before 30 March
2011. A final list of members eligible to vote, certified by the Treasurer, will be provided stating
that all candidates and nominees are members in good standing with annual dues paid by 30
March 2011.

5. Voting Procedure
Each voting member may vote for as many as there are Trustees to be elected. The candidates
(in number equal to the number of Trustees to be elected) who have received the highest
number of votes shall be declared elected.

6. What are the Valid Forms of Voting?

a. Personal –
Completion of the ballot at the designated time and place of the election by the member
b. Proxy –
The proxy must be executed in writing by a member in favor of another member(s) and
must be filed with the Secretary of the Foundation or the duly-authorized representative
at least 24 hours before the hour set for the meeting. Holders of proxies may be allowed
to vote before 14 May 2011.
c. Mail, Facsimile, or Electronic Mail/Other Written Form –

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A member may vote directly by mail, facsimile, scanned proxy/ballot form sent through
electronic mail with electronic signature or other written form provided such direct vote is
filed according to the rules and regulations as may be established from time to time by
the Board of Trustees. Such vote shall be registered with the Secretary of the Foundation.
Ballots that will come in on 14 May 2011 shall be considered.

Votes cast by mail or facsimile, scanned proxy/ballot form sent through electronic mail
with electronic signature shall be considered nominations provided that they are duly
seconded at the meeting either by another direct vote by mail or facsimile, scanned
proxy/ballot form sent through electronic mail with electronic signature or by a member
present at the meeting.

7. What is the Quorum for a Valid Election?

The quorum is the majority of the total number of members entitled to vote (half of total
number of members’ eligible to vote plus one or 50% + 1). Votes using the mail, facsimile,
electronic mail ballot form, cast by registered mail, courier, facsimile and electronic mail shall be
considered in determining the quorum. Only proxy forms duly-executed, registered and filed
with the Secretary of the Foundation, and whose designated proxy is present during the Election
Day, shall be considered in determining the quorum.

If during the Election Day, a quorum is not reached, elections shall be postponed and
rescheduled.

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