S M A R T M O U N T A I NE E R I N G C L U B C O N S T I T U T I O N

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.

II. MISSION AND VISION

MISSION

Smart Mountaineering Club’s mission is to be a committed and competent advocate of outdoor adventures, environmental protection and community service that is empowering.

VISION

Smart Mountaineering Club will be a model of green mountaineering, outdoor adventure and community service through its committed, concerned and skilled members.

III. CORE VALUES

RESPECT. We respect the individual, our organizational diversity, the environment, the society,

our community, and we are humbled by the majesty of Mother Nature.

LOYALTY. We foster loyalty to the organization and its members by adhering to our clear vision

and fulfilling our mission. We are loyal to our goals, values and to the art of mountaineering.

INTEGRITY. We value integrity by being accountable and transparent in what we do. We exercise

discipline and we maintain honesty in all our transactions.

LEADERSHIP. We value leadership that is passionate about community service - a leadership that

encourages teamwork and at the same time promotes individual creativity.

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. No membership fees shall be required from each member.

2. A voluntary contribution may be collected by the Executive Committee from all the members

to fund the annual activities of the Club.

3. A membership fee may only be collected upon approval of the General Assembly.

VI. APPLICATION PROCESS

1. All membership applicants/trainees shall be required to successfully complete the Club's Basic

Mountaineering Course (BMC) before they can be considered for membership and begin to

enjoy all the rights and privileges of an SMC member.

2. The Basic Mountaineering Course aims to accomplish the following:

2.1. To provide each trainee with basic mountaineering knowledge and skills, enabling

them to become competent and responsible mountaineers.

2.2. To instill in the trainees SMC’s commitment to safe outdoor adventure,

environmental protection, and community service.

3. SMC Basic Mountaineering Course (BMC) Training Requirements

3.1. A trainee must not incur more than two (2) absences each for the classroom and

physical training sessions.

3.2. A trainee shall be marked late for attendance if the trainee reports 30 minutes

after the lecture has officially started.

3.3. Two (2) counts of tardiness shall be considered equal to one count of absence.

3.4. The following activities are mandatory for the trainees, thus, the above-mentioned

allowances for absences and tardiness are not applicable.

i. Training Climbs

ii. Practical Application (i.e. SMC Amazing Race, Skills Verification)

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. BMC Batch shirts

ii. SMC Dog Tags

iii. BMC Identification card

iv. Honoraria for resource speakers

v. 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.

VII. EXECUTIVE COMMITTEE AND COMMITTEE ROLES

1. The Smart Mountaineering Club’s Executive Committee (Execom) shall manage the Club and

shall be composed of the following Officers:

1.1. Convenor

1.2. Academics Committee Head

1.3. Membership Committee Head

1.4. Exploration Committee Head

1.5. Finance Committee Head

1.6. Publicity Committee Head

1.7. Physical Training Committee Head

1.8. Community Service and External Relations Committee Head

2. The Executive Committee shall uphold all SMC Values at all times and ensure that all activities

are aligned in fulfilling SMC’s Vision and Mission.

3. Convenor – the overall person in-charge of the organization.

3.1. The Convenor shall set directions and lead the Club in all of its activities.

3.2. The Convenor will be the official point person of SMC and shall represent the Club in all

official matters.

3.3. Together with the Execom, the Convenor shall conceptualize and plan out the Club’s

activities for the whole year.

3.4. The Convenor shall have the right to create special task force for specific projects if the

need arises.

4. Academics Committee Head – shall be responsible for the academic element of the Club.

4.1. The main function of the Academics Committee Head is to handle SMC’s Basic

Mountaineering Course (BMC) activities.

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 Club’s 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 Club’s

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 Club’s 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 Club’s 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 Club’s 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 Club’s Vision and Mission.

10.4. The Community Service and External Relations Committee Head shall also be tasked

to maintain the Club’s 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. Assistant Committee Heads shall serve as deputy or acting committee head

in the absence of the Committee Head.

12.3. Assistant Committee Heads shall be the candidate with the second highest

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.

VIII. ELECTION OF OFFICERS

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.

IX. GENERAL ASSEMBLY

1. The General Assembly refers to all members of the Club.

2. The General Assembly shall be consulted on all matters pertinent to the Club’s future and

direction.

3. The General Assembly shall have power over the Executive Committee.

4. All matters requiring the General Assembly’s participation/decision, a quorum of 50% + 1 of

the total attendees during meeting/gathering shall be considered as acceptable, final and

executory.

5. The Convenor shall call for a General Assembly at least two (2) times in a given year to present

plans and projects of the Club.

6. Nomination of honorary members shall be advised via email and approved by the General

Assembly:

6.1. Any member in good standing shall be allowed to nominate Honorary members and email

merits/contributions for review to the Membership Committee.

6.2. Membership Committee Head shall endorse this to the Executive Committee for review.

6.3. Once approved, Membership Committee head shall include the nomination in the

succeeding General Assembly agenda.

6.4. Contentions/concerns may be raised, and decided upon before the set General Assembly

date.

6.5. Election shall be held on the next General Asembly, with the Membership Committee Head

presiding and citing the nominees’ merits, contribution and other possible concerns

brought before the Execom.

6.6. Quorom of 50% + 1 of the total meeting attendees shall be considered as valid and declared

as successful voting.

6.7. Result of General Assembly’s decision shall be emailed to all members of the Club.

7. Any changes in the Constitution shall be subject to review and approval of the General

Assembly.

X. DISCIPLINE AND APPEALS

1. All members shall be governed by the existing by-laws and constitution of Smart

Mountaineering Club, climb ethics and guided by Smart’s Code of Discipline.

2. The Membership Committee, led by the Membership Committee Head, shall have the power to

take appropriate disciplinary action against any member, and shall have the authority to expel

from the Club any member guilty of conduct deemed to be detrimental to the Club.

3. Membership Committee and Execom may seek consultations with Smart HR as necessary.

4. All complaints regarding the behavior of members should be presented and submitted in

writing to the Membership Committee Head.

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 Club’s 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.

XI. AMMENDMENTS TO THE CONSTITUTION

1. Additions to, or alteration or revisions of the constitution shall be submitted to the Convenor

together with a request for a special General Assembly.

2. In the event of any question or matter arising which is not provided for in the Constitution, such

question or matter shall be dealt with by the Executive Committee, whose decision shall be final

and executory.

3. The Constitution may only be changed through a majority vote of the General Assembly.

4. Dissolution - A resolution to dissolve the Club can only be passed during a General Assembly

through a majority vote of the membership.

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: Corallie S. Castillo Position: Convenor (2011-2012) Name: Daisy T. Arriola Position: Academic Committee Head (2011-2012) Name: Jerrick L. Vargas Position: Membership Committee Head (2011-2012)

Name: Martin Willie D. Dela Paz Position: Exploration Committee Head (2011-2012) Name: Arjay G. Bautista Position: Finance 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) Name: Elizabeth F. Talesio Position: Community Service Committee Head (2011-2012)