Guidelines in the Conduct of the Nomination and Election of the RCMFI Board of Trustees

RCMFI Election Committee Members: Chairman, RCMFI PP Issam Eldebs; Member, Director Nagi Zeitouni; Member, PD Ner Lonzaga

I. General Guidelines

In order for the elections to be valid, a quorum as per By-Laws Article III, Sections 4 stated that “At all meetings of the members of the Foundation, a majority of the members entitled to vote, whether present in person or by proxy, shall constitute a quorum.” A majority of such quorum shall decide any question at the meeting, save and except in those matters where the Corporation Code of the Philippines requires the affirmative vote of a greater portion.

To be eligible to vote, and be voted upon, the nominee should have paid the one-time admission fee by January 14, 2025.

The start of nomination is on December 16, 2024, and will end on January 14, 2025. Members who are nominated will be accordingly informed by the RCMFI Secretariat and will have until January 14, 2025, to accept or decline their nomination.

The election of the Board of Trustees (BOT) will be held on January 16, 2025.

The election process will be held via manual voting at the Turf Room, Manila Polo Club, 17A. Mckinley Road Forbes Park, Makati City from 9:30 am to 12:30 pm.

The duly elected BOT will elect among themselves on January 30, 2025, the Foundation officers for the Rotary Year 2025-2026.

Before the start of the election, the Election Committee must ensure the existence of a quorum which is equivalent to fifty percent of the membership plus one of 1(50% plus 1). Once a quorum is declared, the election may start. Members present, or those who submitted their proxy are included in the determination of a quorum.

Each member of the Foundation shall be entitled to one vote and can vote by proxy duly appointed in writing. Please see the attached PROXY form.

II. Nomination & Election Guidelines

Nomination

Please use the attached Nomination Form to nominate.

The nominees will be informed and will be requested to sign the attached Acceptance Form. Acceptance of the nomination will be valid up to the set deadline of acceptance.

If a nominated member declines his nomination, an email or Viber message to any of the RCMFI Election Committee Members will suffice.

Members nominated shall be informed in writing. The Secretary should see that the nominated member has actually received the notice

The official list of candidates for the Board of Trustees shall be posted in the Viber Group of RCManila Foundation, Inc. every week following the nomination day until Election Day on January 16, 2025.

Election Registration and Voting Process

To be eligible to vote, please be present in the Room designated for election or designate a proxy.

Please choose a minimum of 8 and a maximum of 15 candidates. Ballots with less than 8 or more than 15 will invalidated.

Upon receipt of the ballot, please submit it when you are done

The vote cannot be changed after submitting the ballot.

The election process will take 2 to 3 hours and the result of the election will be released within 3 hours from the closing of the election process.

Reminders on Election Day

It is imperative for the member to attend the scheduled election meeting on January 16, 2025, to be held at the Turf Room, Manila Polo Club, 17A. Mckinley Road Forbes Park, Makati City for quorum purposes and to vote.

How to participate in the Election: Register your attendance between 9:30 am – 12:30 pm. The voting will start at 9:30 am and end at 12:30 pm. Members in the Qualified Voters List will be issued an Election Stub. The Election Stub should be presented to the ELECOM Representative at the designated polling place in exchange for the ballot. Member should fill up the ballot by voting for no less than 8 or more than 15. Ballots with less than 8 or more than 15 will be invalidated. Polls will be closed at exactly 12:30 PM.

Result

Using the Plurality method, the candidates with the most votes win. Since 15 trustees are needed to occupy the position of the Trustees in the Foundation, the first 15 candidates who receive the greatest number of votes win. The outgoing Chairman of the Board of Trustees will then declare the official closing of the election and declare the winners as the new Board of Trustees of the coming rotary year.