ANTHONY R. DE LEON·WEDNESDAY, FEBRUARY 15, 2017
INTERNATIONAL PLASTIC MODELERS SOCIETY-BERT ANIDO (IPMS-BA) BAGUIO MEMBERSHIP HANDBOOK
General Information and Rules Regarding Membership
Vision Statement
We see a thriving community of scale modelers and enthusiasts of all genres in Baguio City, from all ages and walks of life and that it is our objective to have the City of Baguio as the premiere destination for Hobbyists that will converge and expand this group.
Mission Statement
1. Promote the hobby of scale modeling as an avenue for developing positive traits and good practices
2. Foster stronger bonds between and among scale modelers, within and beyond the hobby
3. Develop the skills and expertise of IPMS BA Baguio scale modelers to be at par with world-class modelers.
OUR CORE VALUES
Integrity, Loyalty, Creativity, Imagination, Patience, Cooperation, Supportiveness, Continuous learning and Extend goodwill to all members.
CLASSIFICATION OF MEMBERSHIP
The Club hereby establishes the following classifications of membership:
1. FOUNDING MEMBERS
The Founding Members, by definition are the original Members who conceptualized, organized and formed the IPMS-BA Baguio in 2004. They are automatically considered as Members of the Board of Advisors and can vote or be voted upon as Officers during the period of elections. After their term of office as Officers will revert back to their position as a Member of the Club’s BOA (for brevity). They shall pay the annual dues and fees as determined by the officers unless subsequent rulings are made to make an exception for them to pay such assessments by at least 2/3 vote of the general membership. Regular Members maybe elected to join and be a member of the BOA by a unanimous vote of the Founding Members.
2. REGULAR MEMBERSHIP
A Regular Member of the IPMS Baguio (for brevity) is a member who, under terms and conditions established by the IPMS Baguio, is qualified for admission into membership. The Regular Member may use the privileges and benefits provided by the IPMS Baguio. They shall be assessed Annual Membership fees for maintenance of Membership. However, he has no rights or interests in the assets of the Club but has the right to attend, vote or be voted for in the meetings of the Members.
3. Honorary Membership
An Honorary Member is extended by the Board of Advisors and Officers by at least 2/3 vote to persons they deem to have contributed or continues to support the interests of the IPMS Baguio. They shall be exempted from paying the Annual Dues and other Fees.
4. Absentee Membership
An Absentee Member is a Founder or Regular Member who has taken temporary residence abroad, for at least one (1) year to pursue work, medical treatment or studies abroad. The Absentee Member shall be exempted from dues and patronage requirements upon approval of his absentee status and payment of a nominal registration and/or monitoring fee. The applicant for Absentee Membership should apply for this status and submit all the pertinent documents as required by the Membership Committee and shall only be granted upon approval of the BOA and Officers.
5. Medical Absentee Membership
A Medical Absentee Leave may be accorded to a Founder or Regular Member who has taken a temporary leave of absence from membership due to health reasons. This is applicable only to members who are incapacitated due to medical condition or injury that needs recuperation or medication for at least a period of one (1) year. The Absentee Member shall be exempted from Annual dues and fees upon approval of his absentee status and payment of a nominal registration and/or monitoring fee.
REQUIREMENTS FOR MEMBERSHIP ~
The admission to Regular Membership to the IPMS Baguio is a matter of privilege and is subject to stringent Rules and Regulations.
Applicants for Regular Membership who have been denied or members who have been expelled from the IPMS Baguio may not seek a new admission to membership.
QUALIFICATIONS FOR MEMBERSHIP
The applicant is an existing hobbyist/scale modeller or is interested in learning the Hobby.
REGULAR MEMBERSHIP
Regular Membership is open to any natural person who possesses the qualifications and has submitted all requirements to the satisfaction of the Board of Advisors, Officers and Membership Committee, to wit:
1. Open to any age and of good moral character.
2. Application for membership.
3. Two (2) copies of 2X2 color pictures of applicant with name indicated at the back of the pictures.
4. Official Receipt from the IPMS Baguio payable to the IPMS Baguio covering full payment of entrance fees.
5. Nomination forms duly accomplished and signed by a Proposer and a Seconder who must be Regular Members in good standing for at least two (2) years. Good standing is defined as a Member who has not been suspended or delinquent in their accounts with IPMS Baguio.
ABSENTEE MEMBERSHIP
1. A Regular Member may apply for Absentee Membership if he/she will be absent from the Philippines for more than one (1) year. He/she should notify the IPMS Baguio of his/her overseas address and pay the necessary Absentee Membership Fees including his outstanding account, if any.
2. Members applying for this status should notify the IPMS Baguio of the expected period of absence from the Philippines. He shall pay in advance the prevailing Absentee Membership Fee per year for the entire period that he/she will be absent before his application for Absentee Membership is submitted for BOA and Officers’ approval.
3. Application for Absentee Membership should be presented prior to departure from the Philippines of the applicant. In urgent or emergency situations, the application may be sent by e-mail or facsimile.
4. If an Absentee Member returns to the Philippines, he/she should notify the IPMS Baguio of his/her return so his/her name may be transferred to the active membership list. Failure to do so within two (2) months of his/her return to the Philippines may result in the automatic activation of membership and retroactive assessment of dues and other fees.
5. Absentee Members may enjoy IPMS Baguio privileges during their temporary visit to the Philippines but their accounts must be settled in cash prior to departure, if any.
6. Absentee Members are considered inactive and may not be allowed to be a Proposer or Seconder to an applicant of the IPMS Baguio.
7. No application for Absentee Membership shall be approved or considered for members with arrears in their account.
MEDICAL ABSENTEE MEMBERSHIP
1. Members applying for this type of membership must notify the IPMS Club of the number of months or years that he/she will undergo recuperation, medication and/or therapy and submit the following:
a. Certified True Copy of Diagnostic Records; results indicating the period of recuperation, medication and/or therapy; and
b. Other documents/records that the Club may require.
2. At the expiration of the medical absence, the Absentee Member may request for renewal in writing, which shall be subject to the approval of the BOA and Officers and upon submission of other pertinent documents as determined by the BOA and Officers.
3. If an Absentee Member fully recuperates before the expiry, he/she must notify the IPMS Club immediately of his/her recuperation so his/her name may be transferred to the active membership list.
4. Absentee Members are considered inactive members and may not be allowed to act as Proposer or Seconder to an applicant of IPMS Club.
5. Absentee Members are exempted from paying their Annual dues. Therefore shall not be entitled to the privileges enjoyed by a Regular Member.
6. No application for Absentee Membership shall be approved for members with arrears in their accounts.
PROCEDURES AND GUIDELINES FOR ADMITTANCE TO MEMBERSHIP
1. The names of applicants or candidates for membership, after submission to the Membership Committee and the BOA, shall be listed for thirty (30) days in the Facebook Page of IPMS Baguio before being elected to membership.
2. Club members are requested to send in their written/electronic comments and/or valid objections against any of the proposed candidates, which will be treated as strictly confidential. Objections should be addressed to the BOA and Officers and shall be received prior to the expiration of the 30-day listing period. Submission of objection against an applicant DOES NOT guarantee rejection of the applicant. Any denial of application or rejection shall be reviewed by the BOA and Officers first before a final decision is made, which will construed as final.
3. During the thirty (30) days listing, an applicant for membership must seek a personal or electronic/video conferencing interview using currently available technology with at least two (2) members of the Board of Adivsors or 2 members of the Officers. The non-compliance with the interview requirement shall result in the deferment of action on the application for membership. BOA and Officers may at their option, waive the interview in favor of applicants that they personally know.
4. If no derogatory or adverse comments on the applicants are received within the listing period, and the interview and other requirements have been completed, the applicant’s name shall be routed among the Directors for final approval and confirmation at the next meeting of the BOA and Officers of in a Monthly Membership Meeting. Upon approval of his/her application, he/she is immediately informed of his/her election to membership.
5. Any false information given by the applicant and any unruly, ungentlemanly or immoral behavior shall be sufficient grounds to reject the application, and/or to revoke the election to membership of the applicant.
6. The rescission, annulment and/or cancellation of membership shall ipso facto revoke the application or approval of membership. Any reinstatement of the application shall be subject to BOA and Officers by a unanimous vote, upon satisfactory proof and compliance with all requirements imposed by the IPMS Club.
7. Applicants will enjoy all the privileges of a Regular member, including the privilege of joining meetings, activities, special events, trainings and workshops, benefit from raffle prizes and other gifts, vote and be voted upon, etc. ONLY when elected to membership.
MEMBERSHIP PRIVILEGES AND RESTRICTIONS
The privileges extended by the IPMS Baguio are exclusively for its members only in good standing and are subject to the rules and regulations as prescribed by the BOA and Officers.
Only Regular and active members in good standing are privileged to enjoy the IPMS Baguio’s activities and benefits as prescribed by the BOA and Officers. Members are responsible for their behaviour and proper decorum during the conduct of the Club’s Activities should strictly adhere to all Club rules and regulations and Code of Conduct. The appropriate sanctions after due process shall be imposed by the BOA and Officers to erring Members who maybe a subject of a complaint and may have violated our Rules and Regulations and our Code of Conduct.
Members are responsible at all times for all their individual acts, behaviour and decorum when dealing with their fellow IPMS Club members and outside parties and shall not conduct themselves in a manner that will destroy goodwill or other acts that maybe detrimental to the interests and image of the IPMS Club as determined by the BOA and Officers.
Membership in the IPMS Club is not transferable. Membership privileges are extinguished upon death, resignation, suspension or expulsion of a member and the same are not passed to his dependents or heirs. Any member may resign by delivering a written resignation to the President or Secretary of the IPMS Club but such resignation does not relieve him/her of his/her obligations to the IPMS Club, if any.
REGULAR MEMBERS
1. Members are privileged to enjoy the benefits, activities, special events, trainings and workshops, raffle beneficiary, etc. in accordance with IPMS Club rules and regulations. Such privileges are extinguished upon their death, resignation, suspension, expulsion from membership.
2. They have voting rights, may be voted to hold office and attend membership meetings.
3. They may, with PRIOR authorization, introduce guests to the IPMS Club, who maybe a potential applicant for Regular Memebrship.
4. They may act as a Proposer or a Seconder to any application for Regular membership in the IPMS Club.
5. They shall enjoy Reciprocal Membership privileges with our mother Club, IPMS-Bert Anido, Philippines.
6. They may have other benefits that the BOA and Officers may decide to grant.
HONORARY MEMBERS
Honorary Members shall enjoy the same benefits and privileges as that of a Regular Member except that of acting as a Proposer or Seconder to any applications for membership and vote or be voted upon.
MEMBERSHIP DUES AND FEES
Dues:
All members are required to pay the Annual dues except Honorary Members. Annual dues shall be at the discretion of the Board, which may be changed or modified as exigencies demand. A discount maybe granted to Members who pay a year in advance, amounts of which shall be determined by the BOA and Officers.
Annual dues and fees are part of Maintenance of Membership. Therefore, Memebers who may have been suspended shall still be assessed the full amount of their annual dues. Dues and other charges ceased only when a member has resigned or has been expelled from membership.
RESIGNATION OF A MEMBER
Any resignation from membership shall be submitted in writing to the BOA and Officers . The resignation of a member may be approved upon full payment of his/her outstanding account with the IPMS Club
INDEBTEDNESS
REGULAR MEMBERS:
All accounts with the IPMS Baguio, which include dues and other fees, may be paid in cash, major credit card, check or through the IPMS Club’s accredited depository bank. If the bill of any member, which includes dues and accounts with the IPMS Baguio, has not been paid within thirty (30) days upon receipt of billing, his name shall be listed and posted as delinquent member and therefore becomes liable for suspension from Membership.
Members for suspension, as approved by the BOA and Officers will be notified in writing extending a grace period of ten (10) days in which to correct their delinquency after which time the suspension is automatically in effect.
Members whose account(s) is/are in arrears and whose name(s) are posted as delinquent shall not be allowed to enjoy the benefits and privileges of the IPMS Baguio. Regular members shall not participate in or be voted upon at the members’ meetings if his/her name is posted as delinquent as herein provided.
If a member issued a check to settle his/her outstanding account, and the check was returned due to insufficient funds, closed account, or other reasons in violation of BP 22, said member shall be subject to suspension/expulsion proceedings in accordance with IPMS Club rules and regulations, without prejudice to judicial action or other measures necessary to collect such account.
A penalty charge, compounded monthly, shall be imposed on all past due accounts. An account shall be considered past due if it is not paid in full within thirty (30) days from date of billing. All expenses for collection shall be for the account of the delinquent member.
SUSPENSION, CANCELLATION AND EXPULSION OF MEMBERSHIP
The Board may suspend or expel a member due to delinquency in the payment of account and/or due to grave misconduct.
Suspension Due to Delinquency:
Members whose names are listed as delinquent for three (3) consecutive months are subject to suspension from membership upon recommendation of the Treasurer and Membership Committee. Such suspension shall remain in effect until the Member has updated the delinquent account and with the subsequent reinstatement to membership by the Board.
Suspension or Expulsion:
In case a Regular member violate IPMS Baguio by-laws, rules and regulations, and/or Code of Conduct or does or causes to be done an act which is inimical, hostile, injurious or prejudicial to the IPMS Club and its interests, the offending or responsible member maybe suspended or expelled upon proper notice and an opportunity for him/her to submit his/her written comment, answer or explanation shall be provided within a prescribed period. Failure to comment, answer or explain shall constitute a waiver on the member’s part and the IPMS Baguio may decide accordingly. Disciplinary proceedings are summary and confidential for the protection of both complainants and respondents.
SUSPENSION
A suspended or expelled member ceases to enjoy the privileges provided by the IPMS Club. He/she shall not be allowed join meetings, activities, events, etc. and shall not be allowed to act as Proposer or Seconder to an applicant member.
Any member under suspension may seek reconsideration, in writing addressed to the BOA and Officers within a period of fifteen (15) days from notice of his/her suspension. The BOA and Officers shall resolve the reconsideration within thirty (30) days from receipt.
Since Annual dues assessments form part of Maintenance of membership, suspended members shall continue to be assessed Annual dues, fees and penalty charges.
EXPULSION
A member under suspension who has not applied for reinstatement within ninety (90) days from the date of his/her suspension, shall be subject to expulsion from the IPMS Baguio.
Members who have been suspended and are subsequently reinstated, may be subject to expulsion if he/she should again become a delinquent member and/or should he commit other act(s) that are grounds for expulsion.
Payment of overdue accounts of a suspended or expelled member in part or in full does not mean the suspended or expelled member is automatically reinstated to membership in the IPMS Club. A request for reinstatement to membership shall be made in writing and submitted to the BOA and Officers within thirty (30) days, accompanied by proof of full payment of all overdue accounts including penalty charges and expenses for collection. Said request for reconsideration may be acted upon within ninety (90) days of its receipt by the BOA and Officers and its action thereon shall be final. Failure to present such request within thirty (30) days shall constitute a waiver of the right to do so, and the action of the BOA and Officers at the end of that period shall be final.
In cases where any offensive and inappropriate behavior is committed by a member, a written apology and undertaking not to commit the same or similar infraction by the offending member is a pre-requisite for the reinstatement process but is without prejudice to any judicial or administrative action.
The period of suspension and reinstatement of membership shall be at the discretion of the BBOA and Officers. Further, the BOA and Officers at its sole discretion, may effect immediate expulsion. Offensive or inappropriate behavior may be any serious action which causes/disturbs the peace and tranquillity inside the IPMS Baguio organization and/or activities, affairs and events such as but not limited to: grave misconduct, harassment, transgression, acts of impropriety, outright defiance to IPMS Baguio rules and regulations, sexual harassment, deliberate destruction of IPMS Baguio property, provoking fight(s) with co-member(s), drunkenness, abusive use of language, and any violation of provisions as stipulated in the IPMS BA Code of Conduct, etc. are grounds for immediate expulsion.
Should a member be expelled from the IPMS Baguio, the assessment of dues, fees and penalties shall cease. However, should the IPMS Baguio decide to reinstate an expelled member, the Club shall, prior to reinstatement, charge back all dues and fees which must settled reckoned from the date of the expulsion prior to reinstatement and with the full and unanimous vote of the BOA and Officers.
An expelled member loses all his privileges in the IPMS Baguio even as a guest or exhibitor, but this does not preclude IPMS Baguio from taking such judicial and other measures necessary to collect an expelled member’s indebtedness. Regular Members who have been expelled are not allowed entry to any of the IPMS Baguio activities, exhibits, competitions, meetings, etc. for any reason whatsoever.
An expelled member may appeal in writing within fifteen (15) days from notice of his/her expulsion, to the BOA and Officers. The Board shall resolve the appeal within thirty (30) days from receipt and its decision shall be final. An expelled member is forever disqualified from pursuing any kind of membership in the future with the IPMS Baguio, and is disallowed as a guest, participant, competitor, exhibitor, etc. in any activity whatsoever by IPMS Baguio.
In its disciplinary proceedings, the Membership Committee, Disciplinary Committee, the BOA and Officers shall be guided by the principles of Administrative due process and shall not require confrontation.
MEMBERSHIP CARDS
All the foregoing classes of members of the IPMS Baguio shall be issued Membership Cards. It shall indicate his/her Classification of Membership and what year they were elected and accepted to Membership. A nominal fee shall be assessed for the production and distribution of the Membership Cards.
Membership Cards are non-transferable. An expelled Member is obligated to return and surrender the Membership card as this is already considered invalid. Failure to do so will constrain the Club to publicize in a local newspaper of general circulation that the expelled member is no longer connected with the IPMS Baguio. All resigned or expelled members, and members whose cards have been cancelled, must surrender their cards to the Chair of the Membership Committee or Treasurer.
Lost or damaged cards must be reported in writing at once to the Chair of the Membership Committee or the Treasurer to avoid misrepresentation. Temporary cards shall be issued while their replacement is in process. Replacement cost shall be billed to the account of the member or applicant.
MEMBER’S INFORMATION SHEET
Members are required to update their membership data files with the IPMS Baguio through the Member’s Information Sheet distributed by the Chair of the Membership Committee who shall take custody of all the Roster of Membership files and shall be kept at a designated location as prescribed by the BOA and Officers. File maintenance shall be managed by the Chair of the Membership committee. The sheet must be duly accomplished and returned back to the IPMS Baguio as basis for issuing member’s cards.
Members must notify the IPMS Baguio of any change of address and/or other change of data required in the Member’s Information Sheet.
RECIPROCAL MEMBERSHIP
Membership in the IPMS Club carries with it automatic privileges extended by our mother Club, IPMS Bert Anido, Philippines. The following are the requirements in order to enjoy such privileges:
1. Only members in good standing in IPMS Baguio may avail of this privilege.
2. Members cannot introduce or bring guests to avail of a reciprocal membership.
3. A Regular member’s availment of reciprocity is a matter of privilege. Therefore, said regular member represents IPMS Baguio and shall therefore conduct himself or herself in a manner befitting their membership as they represent IPMS Baguio. Any unfavourable reports or adverse reactions by our mother Club with regards to the member’s conduct shall jeopardize the Member’s standing in IPMS Baguio.
CHANGES AND MODIFICATIONS
This Membership Manual is subject to change, amendments, revisions, updates or modifications as maybe deemed by the Board of Advisors and Officers from time to time.