Constitution and By-Laws

Biological Risk Association Philippines (BRAP) Constitution and By-Laws (Ratified April 6, 2016)

Amendments (See Art. XIII, Sec.3) (Ratified July 2018)

 

 ARTICLE I – NAME AND LOGO

Section 1: Name: The name of the association shall be Biological Risk Association Philippines, hereinafter referred to as “Organization,” with the acronym “BRAP.”

1. The Organization shall be a non-government and non-profit association wherein its officers and members shall work to serve the emergent concerns of biological risk management in various professional medical, agricultural, technological, and biological sectors throughout the Philippines. It shall cooperate and collaborate with other associations, more specifically with biosafety and biosecurity, technology, research, private and public health or technology organizations, corporate or private, throughout the Philippines and globally in the promotion of biosafety, biosecurity, and biorisk management as scientific disciplines.
2. Communication: The Organization’s communications and proceedings shall be conducted in English.

Section 2: Logo: The official logo of the Organization shall be as illustrated below.

1. The official colors of the Organization’s logo shall be based on the colors of the Philippine flag (i.e. blue, yellow, red, and white); and the biosafety symbol color is vermilion.
2. The logo shall bear the name of the Organization. This logo shall be fixed on all official documents that shall emanate from the Organization therein.

Section 3: Tagline: The Organization shall go by the tagline “Assess, Mitigate, Monitor”

 

 ARTICLE II – OBJECTIVES

Section 1: Objectives

The objectives of this Organization shall be as follows:

1. To provide a professional body that represents the interests and desires of practitioners of biosafety, biosecurity, and biorisk management throughout the country;
2. To promote risk assessment, safety and security consultations, and the best practices in design and implementation among laboratories;
3. To push for the development and advancement of biorisk management as a scientific discipline and as a profession;
4. To design and implement standards and guidelines for biosafety, biosecurity, and biorisk management among Philippine laboratories;
5. To continue to promote the awareness and conduct of laboratory biosafety and biosecurity throughout the country;
6. To promote safe management of biological materials;
7. To provide a setting for knowledge-sharing on biorisk management;
8. To enhance collaboration and networking between laboratories in areas of laboratory biorisk assessment including biosecurity and biosafety;
9. To seek to influence and support existing or emerging legislation and standards in the areas of biosafety, biosecurity, biorisk management, and associated activities, while acting as a focal point for the consolidation of views on these issues;
10. To support continuous professional development for its members;
11. To facilitate collaboration with the local and international biosafety, biosecurity, and biorisk management groups/associations/federations, and societies;
12. To facilitate training for scientists, laboratory managers, and policymakers on surveillance, diagnostics, biosafety, and pathogen security to raise awareness and to promote effective laboratory practices;
13. To stimulate continuous learning in biorisk management;
14. To encourage applied biosafety, biosecurity, and biorisk management research;
15. To produce an annual membership directory to stimulate networking and keep an online website for faster communication with its members;
16. To introduce an awards program aimed at recognizing and rewarding any person, institution, or organization for outstanding biorisk management practices, which are initiated, implemented, and sustained for the efficient biosafety and biosecurity of the staff, community, and the environment; and
17. To ensure that all members, institutions, and organizations strictly adhere to the values and integrity of the constitution of the Organization. That all members, institutions, and organizations conduct themselves in a manner that is consistent with ethical, legal, and transparent practices adopted and enforced by the Organization and its constitution. The Organization reserves the right to expel any member, institution, and organization not adhering to these policies and constitution of the association as decided by the officers of the Organization.

Section 2: Achievement of Objectives

To attain these objectives, the Organization may:

1. Make recommendations to any government or other legal body in reference to existing or proposed legislation, or standards, relating to biosafety, biosecurity, and biorisk management; and
2. Do all such other acts and things lawfully for the attainment of any of the objectives of the Organization.

 

 

ARTICLE III – VISION and MISSION

Vision: A secure, competent laboratory workforce and safe laboratory working surroundings to ensure healthy relationship and environment nationwide.

Mission: To be at the forefront of biosafety, biosecurity, and biorisk management to make and implement innovative, effective, and efficient ways concordant to local and international standards to improve the quality of life of the Filipino citizen.

 

 

ARTICLE IV – MEMBERSHIP

Section 1: The Organization shall be open to any person who is working in the field or allied fields of laboratory biosafety and biosecurity and who displays interest in understanding and contributing to the field of biorisk management. This shall encompass disciplines as diverse as health care, academia, agriculture, emergency response, pharmaceutical/biotechnology industries, and regulatory affairs.

Section 2: Membership Committee

The Membership Committee shall have oversight of the entire roster of members of the Organization, the application for membership process, and all issues relating to the membership of all officers and members. The decision of the committee shall be recommendatory with final approval rested on the Board (see Art. V, Sec. 1).

1. The Membership Committee shall be chaired by the Secretary of the Organization.
2. The Chair of the committee shall keep a register (registry or online database) showing separately all regular, associate, sponsor, and honorary members and all other particulars as the Membership Committee may prescribe.
3. All members shall fully accomplish the Membership Committee form with such information as it may require for the purpose of compiling a record of their qualifications. Such particulars, as the committee may deem necessary for the register, shall be forwarded to the Secretary of the Organization.

Section 3: Types of and Qualifications for Membership

The types of and qualifications for membership shall be as follows:

1. Founding Member: Any person with interest in biosafety, biosecurity, and biorisk management who has the heart and intention to establish the Organization and to actively participate in its initial activities and planning events. A Founding Member shall pay a one-time founding membership fee of five hundred pesos (P500.00) and P300 thereafter annually. Payment shall be made by cash, check, money order, remittance, or directly deposited in an account under the name ‘Biological Risk Association Philippines’ or as so approved by the Board. The membership title is permanent unless such voluntarily resigns or withdraws from the organization. The founding members, being also the incorporators, shall pay a one-time incorporator’s fee of P500.
2. Regular Member is:
   1. A practitioner (physician, scientist, laboratorian, safety personnel, life science professional, and safety regulatory personnel) of biosafety, biosecurity, and biorisk management, currently and actively working or had been working in a biological laboratory facility within the past three (3) years upon application for membership;
   2. Any person (physician, scientist, laboratorian, safety personnel, life science professional, and safety regulatory personnel) who, based on his/her current job description, shows an active practice of biosafety, biosecurity, and biorisk management;

• An applicant who fulfills the aforementioned subsections i and ii and recommended by a member of the Board and/or endorsed by the Membership Committee and approved by the Board or President shall pay the annual regular membership fee of three hundred pesos (P300.00). Payment shall be made by cash, check, money order, remittance or directly deposited in an account under the name Biological Risk Association Philippines. The status shall be “Regular member, Active” for the given calendar year, as determined by the Board.

3. Honorary Member:

1. The title Honorary Member shall be conferred by the Board on a person upon the recommendation of any member of the Board, and approved by the majority vote of the Board, has rendered distinguished service to the Organization or the industry.
2. As this title is a privilege, the membership fee shall be waived. The honorary member shall, however, NOT be allowed to hold any position in the Board or vote in any election or issue that calls for a vote.

 

Section 4: Membership

An applicant for membership into the Organization shall fill up an application form (either in paper or online), submit all requirement deemed necessary by the Membership Committee, and pay the corresponding membership due as stipulated in the Constitution and By-laws of the Organization.

Section 5: Termination of Membership

1. Resignation: Any member wishing to resign from the Organization shall give written notice to the Membership Committee at least two (2) calendar months prior to the end of the financial year of the Organization.
2. Suspension: The Membership Committee, upon the approval of the Board, may suspend the membership of an individual who has not paid his/her annual dues after the member has been reminded 60 days past his/her due date of payment. This member shall thus be designated “Regular member, Inactive status.”
3. Expulsion: The Membership Committee, upon the approval of the President, reserves the right to terminate a membership should the member conduct himself/herself in a manner contravening the terms of the Constitution and By-laws and the overall objectives and image of the Organization. Following such a dismissal, the member is permitted to appeal within one (1) calendar week following written letter of termination of membership. The member’s membership will be suspended until such time that he/she meets with the Management Committee and plead his/her case. After which the Membership Committee shall vote and the member will either be expelled from the Organization or reinstated into the Organization. In the event an office bearer is bringing the Organization in disrepute, the President or Vice-President will appoint a committee with no less than three members of the Organization to investigate and make a recommendation. The person under investigation will NOT have any powers to vote during this period until the matter is solved following the appeals procedure.

Section 6: Re-admission to the Organization

1. When applying for re-admission because of temporary suspension of membership privileges due to unpaid membership dues, that former member of the Organization shall not be eligible for re-admission until he/she has paid any arrear subscriptions or dues owing by him/her to the Organization, as at the date when his former membership ceased.
2. Should a member be dishonorably expelled from the association, the member shall have no claims against the Organization, monetary or otherwise, and would not, under any circumstances, be permitted to re-join the Organization following the expulsion.

 

ARTICLE V – THE BOARD OF TRUSTEES

Section 1: Composition of the Board of Trustees (referred herein to as “the Board”)

1. The Board shall be the representative body of the Organization and as such shall hold and manage all funds and activities of the Organization in accordance with the Constitution and By-laws governing these matters. The activities of the Organization shall be managed by the Board that shall be composed of ten (10) trustees. They shall be the President, Vice-President, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Auditor, Assistant Auditor, Public Relations Officer, and the Immediate Past President (Ex-Officio).
2. The Board has the responsibility to provide appropriate guidance in all of the Organization matters and will act in behalf of the members. It is the responsibility of the Board to review the activities, accomplishments, and financial status of the Organization and to ensure proper and just management of operations.
3. The members of the Board have the responsibility for the final acceptance of new member and designated alternates. The duties and functions of the various committee chairs (see VIII, Sec.1) shall be determined from time to time by the Board.
4. The members of the Board shall serve the Organization for a term of three (3) years (see V, Sec. 4).

Section 2: Duties of the Board

The Board shall have the following duties:

1. Approve the recommended policies and memorandums needed to direct the administrative functions of the Organization;
2. Approve the recommended rules and procedures pertinent to the Organization’s future programs and activities;
3. Provide for and supervise the Organization’s projects;
4. Decide and approve resolutions on any issue being deliberated by the Board;
5. Appoint the chair and members of the different standing committees of the Organization;
6. Approve the annual budget and program of activities of the Organization;
7. Recommend to the President the application of Regular, Associate, Sponsor, or Honorary members;
8. Decide and approve the proposed amendments to the Organization’s Constitution and By-laws; and;
9. Hold a Board meeting at least once every three (3) months or sooner or later depending on the President’s discretion.

Section 3: Duties of the Individual Board members

1. The President of the Organization shall have the following duties and functions:
   1. Preside on all meetings of the Organization’s Board meetings;
   2. Represent the Organization en toto, in local, national, and international gatherings of similar nature and interest;
   3. Recommend for approval policies and memorandums needed to direct the administrative functions of the Organization;
   4. Recommend for approval the rules and procedures pertinent to the Organization’s future programs and activities;
   5. Provide appropriate guidance in all matters regarding the Organization and act on behalf of its members;
   6. Perform other duties generally assigned to by tradition and common practice as President of the Organization; and
   7. Perform such other matters that may be specifically assigned to the President by the Board.

2. The Vice-President of the Organization shall have the following duties and functions:

1. Extend active aid to the President;
2. Act and perform all the functions of the President in the event of absence of the President;
3. Perform other duties generally assigned to him/her by tradition and common practice as Vice-President of the Organization; and
4. Perform such other matters that may be specifically assigned to him/her by the Board or by the Organization’s President.

3. The Secretary of the Organization shall have the following duties and functions:

1. Extend active aid to the President or Vice-President in the absence of the President;
2. Keep the minutes of the Board meetings, deliberation and custody of all records, properties and papers of the Organization, including those received and sent by the officers, committee chairs, and members;
3. Take charge of the official correspondences of the Organization;
4. Supervise with the preparation and distribution of programs, invitations, and other notices of the association and proceedings of the Board;
5. Submit an annual written summary report to the Board;

As Head of the Membership Committee, keep the roster of all members that shall include the full name, marital status, birthplace, permanent address, e-mail, telephone and mobile numbers and institution connected to, job description, and recommending party; and Perform such duties as may be specifically assigned to him/her by the Board or the Organization’s President.

• The Secretary is NOT voted upon, but rather appointed by the President.

4. The Assistant Secretary of the Organization shall have the following duties and functions:

1. Extend active aid to the Secretary;
2. Act and perform all the functions of the Secretary in the event of the absence of the Secretary;
3. Perform other duties generally assigned by tradition and common practice as Assistant Secretary of the Organization; and
4. Perform other matters that may be specifically assigned by the President or the Board.

• The Assistant Secretary is NOT voted upon, but rather appointed by the President.

5. The Treasurer of the Organization shall have the following duties and functions:

1. Receive, collect, and deposit in banks as authorized by the Board, demand all funds due to the Organization together with the bequests and donations, records in books the payment and assessments from each member and submit account to an auditor quarterly;
2. Prepare the year-end financial report for submission to the Board not later than one (1) month before the end of the calendar year and an exit report not later than one (1) month before the end of term;
3. Make ready for presentation, if so required, a monthly audited report to the Board the financial status of the Organization; and
4. Perform such duties as may be specifically assigned as Treasurer by the Board or the Organization’s President.

6. The Assistant Treasurer of the Organization shall have the following duties and functions:

1. Extend active aid to the Treasurer;
2. Act and perform all the functions of the Treasurer in the event of the absence of the Treasurer;
3. Perform other duties generally assigned by tradition and common practice as Assistant Treasurer of the Organization; and
4. Perform other matters that may be specifically assigned by the President or the Board.

• The Assistant Treasurer is NOT voted upon, but rather appointed by the President.

7. The Auditor of the Organization shall have the following duties and functions:

1. Extend active aid to the Treasurer;
2. Act and perform all the functions of the Treasurer in the event of the absence of the Treasurer;
3. Perform other duties generally assigned by tradition and common practice as Auditor of the Organization; and
4. Perform other matters that may be specifically assigned by the President or the Board.

8. The Assistant Auditor of the Organization shall have the following duties and functions:

1. Extend active aid to the Auditor;
2. Act and perform all the functions of the Auditor in the event of the absence of the Auditor;
3. Perform other duties generally assigned by tradition and common practice as the Auditor of Organization; and
4. Perform other matters that may be specifically assigned by the President or the Board.

• The Assistant Auditor is NOT voted upon but rather appointed by the President. He/she may be an external or outsourced person or entity.

9. The Public Relations Officer (PRO) of the Organization shall have the following duties and functions:

1. Extend active aid to the President, Vice-President, and Secretary;
2. Represent the society in activities in the event of the absence of the officers;
3. Perform other duties generally assigned by tradition and common practice as PRO of the Organization; and
4. Perform other matters that may be specifically assigned by the Board.

Section 4: Term of Office

The Board shall have a term of three (3) consecutive years until their term expires or until after successors are elected and have taken their Oath of Office. They may be re-elected for another three (3)-year term but NOT to exceed a period of continuous two (2) terms or continuous six (6) years.

Section 5: Alternates and Vacancies

A Trustee shall have the right to designate a specified alternate member to represent him/her at Board meetings. The designated alternate must be previously approved by the Board and shall have full voting rights. In the event of vacancy of a seat in the Board due to the resignation of a Trustee or if an incumbent Trustee cannot finish the term of his or her office because of justifiable reason, the designated alternate shall be named to the Board; the Board may make an appointment to the vacated office until the position is filled by the regular elected ballot or by special election.

Section 6: Removal of Trustees

A complaint for removal of a Trustee may be initiated by any members of the Organization. The complaint must be sufficient in form and substance and must be signed and endorsed by three (3) members of the Organization who are eligible to vote. The complaint shall be transmitted to the Secretary. The President, or the Vice-President, in the event that the President is the subject of the complaint, shall call for a special meeting of the Board for consideration of the complaint. The President, after due consideration by the Board, shall endorse the complaint to the Chair of Professional Practice and Ethics Committee, for proper evaluation and investigation of the instant complaint. The Committee shall submit its investigation report to the President or the Vice-President in the event that the President is the subject of the complaint, within sixty (60) calendar days upon the receipt of the complaint. If the decision favors for the removal of a Trustee, the same shall be submitted for voting by secret ballot of all Regular Active and Associate Members during a General Membership Meeting. A vote of two-thirds (2/3) of the voting members will ratify the removal of the Respondent Trustee.

 

ARTICLE VI – ELECTION

Section 1: Qualification for President of the Organization

A member seeking the position of President shall have a minimum requirement that of;

1. A Regular Member, that is, a practitioner (physician, scientist, laboratorian, safety personnel, life science professional, and safety regulatory personnel) of biosafety, biosecurity, and biorisk management;
2. Being currently and actively working in a biological laboratory facility within the past three (3) years upon application for membership;
3. Having recognition as a certified biosafety professional by a local or international association/foundation/institution; and
4. Having served as Vice-President of the Organization prior to his/her filing of Certificate of Candidacy for the Presidency.

Section 2: Positions Not Requiring Election Process

The positions of Secretary, Assistant Secretary, Asst. Treasurer, and Asst. Auditor are NOT voted upon but appointed by the President with the approval of the Board. Hence, they need not file their respective Certificates of Candidacy.

Section 3: Filing of Candidacy for the Board of Trustees

Qualified members shall file their Certificates of Candidacy to the Committee on Elections (hereafter referred to as “COMELEC”) at the designated period during a time recommended by the COMELEC and duly approved by the Organization’s Board. This shall be at least forty-five (45) days before the set election date. Filing may be in the form of filled up application form created by the COMELEC and handed or emailed to the COMELEC, or by on-line via the official BRAP website.

Section 4: Official Presentation of Candidates

1. The COMELEC shall present the official candidates to the general membership during a business meeting of the Organization in person or by posting on the official BRAP Website.
2. Campaign materials may either be in quad-media (television, radio, internet, or in print) or in electronic (e-mail, online, social media posting, blog posting, e-gazette, or e-magazine) form.

Section 5: Method of Voting

Election of the Board of Trustees shall ONLY be on-line on the official BRAP Website. This shall be conducted by an external body duly recommended by the COMELEC and approved by the board.

Section 6: Proclamation of Winners

The COMELEC shall proclaim the winners only when an electronic report of the canvasing has been produced, the conduct of election has been declared satisfactory by the COMELEC and approved by the Organization’s outgoing Board.

 

ARTICLE VII – MEETINGS

Section 1: Types of Meetings

Meetings of the Organization shall include:

1. General Membership Meeting

There shall be at least two (2) General Membership Meetings held for the transaction of the Organization’s business and for the exchange of information that may be in the form of a scientific meeting or a webinar.

2. Regular Board Meeting

The Organization’s Board shall hold at least four (4) quarterly spaced Regular Board Meetings each year. The meeting shall be presided by the President.

3. Business Meeting

The Annual Business Meeting shall be held during the General Membership Meeting. This meeting shall discuss the accomplishment and financial reports of the Organization. Other issues and related matters may likewise be taken up.

4. Special Meetings of the Organization’s Board and the Members

A Special Meeting of the Organization’s Board for any purpose may be called at any time by the President or by any three of the Trustees. Such meetings shall be held with a notice of meeting given at least five (5) days before the scheduled meeting indicating the time, place, and agenda.

5. Annual Conference

There shall be at least one (1) Annual Conference held for the transaction of the Organization’s business and for the exchange of information. These meetings may take the form of a symposium, workshop, conference, or convention either preceded or followed by the keynote speaker with a presentation of a timely and relevant topic on biosafety, biosecurity, and biorisk management.

Section 2: Quorum

A majority (50% + 1) of the voting membership (Regular Active) shall constitute a quorum for the transaction of business at a General Membership Meeting or Annual Business Meeting. The act of majority of the members at which the quorum is present shall be the act thereof. In the Organization’s Board meeting, five (5) Trustees shall constitute a quorum of the Board for the transaction of business at the Board meeting.

 

ARTICLE VIII – COMMITTEES

Section 1: Standing Committees

The President, upon the approval of the Board, shall create the following standing committees that shall be chaired by a Board member or any other “Registered, Active Member” of the organization, upon the recommendation of the President and approved by the Board. The chair of a committee shall be appointed by the President upon the recommendation of the Organization’s Board. Its members shall be recommended by the committee chair and approved by the President and/or Board.

1. Committee on Membership;
2. Committee on Constitution and By-laws;
3. Committee on Election;
4. Committee on Finance;
5. Committee on Audit;
6. Committee on Legislation;
7. Committee on Advocacy, Continuing Education and Training;
8. Committee on Welfare and Benefits;
9. Committee on Awards and Recognition;
10. Committee on Publication and Documentation;
11. Committee on Professional Relations, Practice and Ethics; and
12. Committee on Research.

 

ARTICLE IX – FUNDS AND FINANCE

Section 1: The Organization shall be maintained through the payment of dues by the members and from the income derived from its activities or projects, for example, from conventions, scientific meetings, special projects, grants and donations from other institutions or local and international sources.

Section 2: All funds of the Organization shall be deposited in a commercial bank to be determined by the Board, following all laws and requirements of the Philippine banking system.

Section 3: All disbursements representing expenses incurred by the Organization shall be authorized by the President and the Treasurer. All funds shall be handled by the Treasurer, and all transactions shall be audited by the auditor.

Section 4: Members and/or the Board shall NOT receive any fee, salary, or compensation for their services in such capacities provided, however, that Board may be reimbursed for reasonable expenses incurred with approval of the Board upon presentation of receipts and/or vouchers.

 

ARTICLE X – INTERNAL AND EXTERNAL COMMUNICATIONS

All Internal and External Communications shall be made available on the official website of the Organization upon request by any regular member upon approval of the President and/or Board.

 

ARTICLE XI – VIOLATION OF THE BY-LAWS

Section 1: All members of the Organization shall abide by its Constitution and By-laws.

Section 2: A complaint against any member of the Organization for the violation of the Constitution and By-laws shall be filed with the Board. The complaint shall be referred to the Committee on Professional Practice and Ethics who shall conduct investigations within fifteen (15) calendar days from the receipt of the complaint. The said committee shall render a decision within thirty (30) calendar days after receipt and make recommendations to the Board stating their basis and conclusions.

Section 3: The disciplinary action determined by the Committee on Professional Practice and Ethics shall be recommended to the Organization’s Board for approval.

Section 4: A member who is found guilty by the Board may file a written appeal for reconsideration to the Board within fifteen (15) calendar days after the decision. A re-evaluation of the report of the Committee on Professional Practice and Ethics shall be done by the Board after which their finding shall be binding and final with a majority vote of the Board and final approval of the President.

 

ARTICLE XII – OFFICE

The principal office of the Organization shall be in the domicile of the President and approved by the Organization’s Board.

 

ARTICLE XIII – AMENDMENT TO THE BY-LAWS

Section 1: Notice of Amendments

Copies of the Organization’s Constitution and By-laws with the proposed amendments shall be circulated to the members at least thirty (30) calendar days before formal presentation and ratification by the voting members during the General Incorporator’s Meeting.

Section 2: Ratification of the Amendments

All amendments to the Constitution and By-laws shall be ratified by the members during business meetings at the Annual Conference. Ratification shall require a majority vote of the general assembly of qualified voters.

 

ARTICLE XIV – EFFECTIVITY

This shall take effect immediately after ratification unless the same has been rejected by the Officers and Incorporators during the General Officers and Incorporator’s Meeting.

Nothing follows…