FINAL NOTICE AND AGENDA
CHSAF ANNUAL GENERAL MEMBERSHIP MEETING
March 1, 2025 Saturday, at 9 a.m.
The CHS Alumni Foundation, Inc (CHSAF) is pleased to announce that its Annual General Members’ Meeting (AGMM) will take place as scheduled on March 1, 2025 (Saturday), at 9:00 a.m. pursuant to its amended By-laws. This year’s AGMM will be conducted in a hybrid format whereby the individual members of the Board of Trustees (BOT) will attend in person at CHSAF’s principal office at 8 Poinsettia St., Quezon City, and active members may attend remotely via Zoom through a link that will be provided via email, Viber or at the CHSAF website at Home – College of the Holy Spirit Alumni Foundation prior to the AGMM.
The AGMM Agenda items in chronological order are as follows:
- Prayer
- National Anthem
- Alma Mater
- Call to Order
- Determination and announcement of quorum. Quorum is 50% +1 of the active membership present at the AGMM in person, via remote communication, or through proxies.
- Approval of the Minutes of the Meeting of the AGMM held on March 2, 2024
- President’s Report
- Treasurer’s Report
- Q&A
- Nomelec: Election of 5 Trustees for a term of 3 years
- Intermission : HC 2025 SDE video
- Announcement of the new trustees
- Adjournment
The election of new Trustees is for the purpose of filling up the vacancies arising from the expiration of term of five incumbent trustees.
The CHSAF Nominations and Elections Committee (NOMELEC) has outlined the requirements and procedures for nominations. These details were communicated to CHSM high school and college alumni via all official platforms. Following the acceptance and
validation of nominations, we are pleased to present the list of qualified nominees:
- Dr. Ditas Cristina Decena HS-72
- Dr. Lonabel Ancheta-Encarnacion HS-75
- Angeles V. Madrid HS-72
- Evangeline Y. Qua HS-70
- Lorraine Sylianteng HS-73
The amended By-laws was approved by the SEC and took effect on February 29, 2024. Accordingly,
- A Trustee elected from and after February 29, 2024, shall serve a three-year term, continuing until a successor is elected and qualified.
- At end of said term, if still qualified, he/she may be nominated as trustee for another three-year term. If he/she is elected, he/she will serve another three-year term (or a total of two consecutive terms).
- After completing two terms, or resigning during his/her second term, he/she will no longer qualify to be nominated nor elected as trustee for a third consecutive term.
- However, he/she may be nominated again and re-elected, after a period of at least three years from end of his second term or resignation during his/her second term, at the AGMM or special members or Board meeting, as the case may be.
As prescribed by the amended By-laws, only the current or incumbent members of the BOT shall vote for and elect the new trustees, during the 2025 AGMM, provided there is a quorum of 50% plus I of active membership at said meeting. The required quorum may be achieved through in-person attendance, remote participation via Zoom or through proxies. For the convenience of active members who cannot attend in person or via Zoom, proxy forms will be sent to you.
Signed proxy forms may be submitted either in hard copy or electronically (via email, attachment, screenshot, or photo) to the active member’s class representatives or directly to the Corporate Secretary at chsalumnae@gmail.com).
Immediately after the 2025 AGMM, an Organizational Board Meeting, to be attended by the trustees whose terms have not expired and the newly elected trustees, will be held to elect the CHSAF officers for a one-year term. Officers may be re-elected for multiple one-year terms, consecutively or otherwise, as long as they are concurrently incumbent trustees throughout their one-year tenure as officer.
Hereunder are the requirements and procedures to be followed in attending and
participating at the AGMM.
- Definition of Terms:
- Active Members: Those who have paid the 2024 annual membership dues.
- Principals: Active members who cannot be present in person or online at the AGMM on Saturday March 1, 2025, starting at 9:00 a.m. and therefore have given their signed proxy form personally or electronically through email, authorizing
another active member as proxyholder for purposes of obtaining quorum and nothing else. - Proxyholder: An active member who attends and represents another/other active members who are absent; for purposes of quorum and nothing else unless his/her principal is an incumbent trustee entitled to vote.
- Alternate Proxyholder: An active member who serves as alternate proxy or on behalf of the principals of another proxy-holder unable to do so or is absent for purposes of obtaining quorum only.
- Registration of Members via zoom:
- Pre-registration link: Please refer to the Pre-Registration link below.
- https://us02web.zoom.us/meeting/register/xDo53TitSDamEUEh7f8V0Q
This will remain open until February 28, 2025, at 5:00 p.m. Registration will be approved only upon validation of active membership. - For orderly procedure, pre-registration shall be strictly enforced for attendance
for purposes of obtaining quorum only.
- There are three categories of attendance in the AGMM:
- Proxy Holders/Alternate Proxy Holders: active members for attendance and holds proxies.
- Active Members: for attendance via zoom or in persons, without any assigned proxy.
- Observers: active members who decide to attend but has designated proxies that have not been formally withdrawn.
- Requirements for Proxy Voting:
- To be valid, proxy forms must be signed individually by the principals and submitted fully accomplished by proxyholders or emailed by the Principal to the Corporate Secretary (chsalumnae@gmail.com) or Class Representative on or before February 22, 2025. Please see to it that your email is verifiable as having been entered and the proxy form incorporated in the email or attached thereto and sent by you or on your behalf.
- SMS/Viber the photo of the signed form to Class Reps or to Corporate Secretary (09209107026)
- Corporate Secretary will have the proxies verified as of date of AGMM.
- Each proxy form will be assigned a Code for identification for digital purposes.
Example: HS67-001 - All proxy forms will be validated by the Secretariat to verify the status of the membership of the Principal and Proxyholder.
- The proxy form should indicate an alternate proxyholder, or the presiding officer, who may vote in case of the absence of the primary proxyholder.
- Proxy Validation:
- All proxies are presumed valid.
- Where on its face, a proxy is questionable, the Corporate Secretary will examine said proxy and other pertinent records if available or interview persons involved.
- The Corporate Secretary is authorized under the law to fairly determine whether or not a proxy is valid. The reasons for nullification of any proxy are as follows:
- If the proxy form is unclear or has markings and erasures that make it illegible or incomprehensible.
- The signature on the proxy does not appear to be that of an active member.
- The sender of the emailed proxy cannot be identified or is not an active member.
- The proxy form does not indicate the name of the proxy holder nor alternate and has even deleted the “Presiding Officer” as secondary alternate proxy.
- The ruling by the Corporate Secretary on any matter involving proxy validation is final.
The Minutes of the previous Annual Meeting can be accessed by clicking on the link below:
CHSAF Corporate Secretary
Arlene Abad-Soncuya HS ‘71
(signed)
CHSAF NOMELEC
Corazon Desiderio BSC-82, Chairman
(signed)
Cristina Gabriel-Palma HS-77 and AB Commerce-82 , Member
(signed)
Joji Lim-Tanjaihen BSC-82 Member
(signed)
Ma. Victoria Viloria BSC-82, Member
(signed)
Regina Gabriel HS-78 and BSC-82
(signed)