PHILIPPINE INTEGRATED FIRE

PROTECTION ORGANIZATION, INC.

(PIFPO)

CHAPTER OPERATIONS GUIDE

`
 THE PIFPO CHAPTER OPERATIONS GUIDE

TITLE

This Handbook shall be known and cited as the Chapter Operations Guide (COG for
brevity) intended as reference and guide of Chapter Officers for the management and
administration of a PIFPO Chapter.

PURPOSE AND OBJECTIVE

The purpose of this Handbook is to institute policies and procedural rules of the
Chapters in the conduct of its business in line with the provisions of the PIFPO Manual
of Procedures.

This Handbook aims to standardize the Chapter’s operation, management and

administration in line with the constitution and by-laws of the organization.

INTRODUCTION

Since its inception in 2017, PIFPO recognizes the important role Chapters play in the
link between the organization and the members. The Chapters, provide for the
greatest proportion of the membership, the opportunity for participation and personal
growth essential to the welfare of PIFPO. Through its Chapters, PIFPO strives to build
a strong unified voice for the fire safety practitioner. The Organization's bylaws charge
the Chapters with conducting programs that carry out PIFPO's purpose and
objectives, allowing members to exert their influence in the ever-changing fire
protection engineering field.

This Handbook is your reference source about PIFPO administration, management,

policies and procedures. It is designed to help Chapter officers work more closely with
the PIFPO officers and staff. It is intended as a guide to improve organizational
continuity as PIFPO grow and officers change. It is recommended that new Chapter
presidents should conduct planning meetings early in their term, using this Handbook
as a guide to set goals and objectives.

Chapter officers and committee chairs should keep in mind that there is no better way
to ensure the success of a Chapter than to have each member feel a definite sense of
responsibility. To accomplish this, participation is important and, insofar as practicable,
every officer should be a part of at least one committee.

INTERPRETATION

The policies and rules contained in this Handbook shall be liberally construed or
interpreted with the end in view of promoting and achieving the mission and objectives
of the Organization. This guideline serves as a supplement to, and in no case shall
prevail over, the PIFPO’s Constitution and By-Laws (CBL for brevity).
In cases of vague policies or non-provisions of the Organization’s CBL, the PIFPO’s
Manual of Procedures shall prevail over the Chapter Operation Guide to resolve any
conflict, vagueness or non-provisions in the CBL.
AMENDMENT

Any provision in this Handbook may be amended by the affirmative vote of at least
two-thirds (2/3) of the members of the National Board of Directors present, constituting
a quorum in any of its regular board meetings.

However, no amendment or revision of the Handbook may be made within two (2)
years of its implementation or last amendment. Moreover, amendments or revisions of
any provision of this Chapter Operation Guide shall not be made effective during the
term of the National Board who initiated and approved the amendment.

FISCAL YEAR

The fiscal Year of the Organization shall be the calendar year as prescribed by 2019
Amended Constitution and By-Laws.

GUIDING PRINCIPLES AND OBJECTIVES OF THE ORGANIZATION

The objectives of the Organization as provided for in the Constitution and By-laws are
as follows:

a. To advance the art and science of fire protection engineering and its allied
fields;
b. To maintain a high ethical standard among its members;
c. To foster fire protection engineering education; and
d. To promote fire safety awareness though prevention, protection, and education.

The Philippine Integrated Fire Protection Organization subscribes and commits itself to
uphold the Laws of the Republic of the Philippines and shall promote the objectives
set forth in its Articles of Incorporation and By-Laws.

The Organization shall endeavor to unite all fire safety practitioners for the exclusive
purpose of advancing the arts and science of Fire and Life Safety, its related and
allied discipline and human factors for the benefit of the general public.

The Organization shall provide a venue for its members to participate and contribute in
the social, economic and industrial growth of the country for a fire safe community.
 PIFPO ORGANIZATIONAL STRUCTURE

GENERAL MEMBERSHIP

BOARD OF DIRECTORS
AUDITOR
EXECUTIVE COMMITTEE

PRESIDENT

SPECIAL COMMITTEES STANDING COMMITTEES

SECRETARY TREASURER

VP FOR INTERNAL AFFAIRS VP FOR TECHNICAL AFFAIRS VP FOR EXTERNAL AFFAIRS

THE PIFPO CHAPTERS

FUNCTIONS

The primary function of Chapters shall be:

1. To organize the fire safety practitioners, professionals and institutions in their

respective areas;
2. To unite fire safety practitioners, professionals and authorities-having-
jurisdiction (AHJ’s) into a common understanding of the problems and activities
related to fire science and life safety;
3. To effectively share knowledge on fire and life safety;
4. To develop and advance the use of fire and life safety best practices; expand
the scientific and technical knowledge base; and
5. Educate the community on fire safety awareness in order to reduce fire risks.

CHAPTER FORMATION

Interim Chapter

In order to meet the objectives of the organization, the National Officers, particularly
the Regional Chairman together with the Membership Committee Chairman may form
a Chapter in a province or a city with prominent economic activity.
A minimum of thirty (30) fire protection professionals may constitute a Chapter. The
initial members must be a mix of different disciplines of Engineers and Architects as
prescribed in Article III, Section 3.1 of PIFPO By-Laws. A newly formed Chapter will be
in an interim status for a period of six (6) months as part of its formative and
strengthening phase.

The first organizational meeting shall be established by the Regional Chairman for the
purpose of presenting PIFPO as an organization and discussion of CBL to prospective
members. Thereafter, a Letter of Intent, addressed to the National President,
indicating their willingness to join PIFPO and form a Chapter shall be signed by the
designated Regional Chairman and/or the authorized person recognized by the
Regional Chairman representing the new group.

The Regional Chairman and the Membership Committee Chairman shall co-sponsor
the formation of the Chapter under the guidance of National VP for Internal and
Organizational Development and together shall vouch the list of those invited
members who will be the chartered members of the Chapter. The Regional Chairman
shall endorse the formation of newly formed Chapter to the National VP Internal and
Organizational Development who shall seek the approval of the National Board.

Upon approval of the National Board, a second organizational meeting shall be

initiated by the Regional Chairman for the purpose of electing the Interim BOD and
Chapter Officers. Among the things that they have to agree on during this second
organizational meeting are the following:

a. A Chairman and, if possible, at least one member of the different Standing

Committees. The President shall appoint a Chairman if there is no volunteer for
a particular committee.
b. Annual Membership Fee and manner of collection.
c. Scheduling of introductory technical seminars
d. Other activities that can be implemented in their area of operation

Chartering

The National Board of Directors shall approve chartering of Chapters within a period of
three (3) months to six (6) months of formative period of being an Interim Chapter or
until proven that the Chapter is functioning. The Regional Chairman shall sponsor the
chartering of the new Chapter upon completion of all requirements set forth by the
Manual of Procedures (MOP).

The evaluation and formative period shall start upon the induction of the Interim
Officers of the Chapter.

The requirements that should be satisfied by the Interim Chapter shall include all but
not limited to the following:

a. The Interim Chapter should have at least conducted three (3) BOD meetings
with satisfactory results;
b. The Interim Chapter should have conducted or hosted at least two (2) technical
trainings; and
 c. Other activities depending upon the discretion of the Regional Chairman like
CSR or community activities.

Should after six (6) months, the Interim Chapter fail to satisfy the evaluation period,
said Chapter shall be dissolved upon the discretion of the National Board.

The newly formed Chapter shall inform the Organization, through the Regional
Chairman, of the date and place of chartering and induction of officers and directors at
least thirty (30) days before the affair. And during this 30-day period, a general
election shall be conducted for all the positions where anyone who wishes to serve the
Chapter shall be considered as candidate. All interested members who wish to serve
as Charter Officers and Directors must file their candidacy. If the Interim Chairman of
the Committee of Nominations and Commission on Elections (COMELEC) is a
candidate, the National Board shall delegate the function to the National Committee
Chairman on Nominations and COMELEC unless decided otherwise.

The chartering should be held in solemn proceedings whereby the Charter Officers
shall take their Oath of Office and the newly formed Chapter shall be provided with the
following:

a. Certificate of Recognition as a duly recognized Chapter;

b. Chapter symbols (banner, gong and gavel); and
c. Chapter documents (Manual of Procedures and Chapter Operations Guide)

CHAPTER BOARD OF DIRECTORS

FUNCTION

The Board of Directors shall steer the organization by adopting sound, ethical, legal
and financial management policies, and shall ensure that the Chapter has adequate
resources to advance its mission by providing collective foresight, oversight, and
insight.

In the performance of their functions, the Board of Directors shall adhere to three
primary duties such as:

1. Upkeep and Maintenance of the Chapter – The BOD shall take care of the
Chapter by ensuring prudent use of all assets, including facility, its members,
and good will;
2. Trustworthiness and Loyalty to the Chapter – The BOD shall ensure that all
Chapter activities and transactions are, first and foremost, advancing its
mission; recognize and disclose conflicts of interest; make decisions that are in
the best interest of the Chapter and not of the individual board member;
3. Conformity of all actions to By-Laws and Policies – The BOD shall ensure
that the organization’s CBL, Manual of Procedures and Chapter Operations
Guide are being heartily followed.
FUNCTIONS OF THE CHAPTER BOARD OF DIRECTORS AND OFFICERS

In general, the Board of Directors is responsible for the formulation of policies of the
Chapter and for the management of the affairs and governance of the Chapter in
consonance to the MOP and the COG.

The Chapter Board of Directors shall conduct business and activities that will make the
PIFPO Chapter relevant to the community and strive to be able to contribute to nation
building.

To achieve the purposes and objectives of PIFPO, its Chapter Directors and Officers
shall:

a. Steer the Chapter to serve its members;

b. Coordinate and implement Chapter activities;
c. Promote membership growth;
d. Elect new members of the Board of Directors for the following term;
e. Take necessary actions on PIFPO National resolutions and directives;
f. Promote Chapter members’ fellowship and cooperation;
g. Conduct technical training, conferences and development courses for the
officers and members;
h. Recognize outstanding achievements of its members; and
i. Support and provide assistance to the Local Government Units and the Bureau
of Fire Protection in the implementation of the Fire Code of the Philippines
(RA9514) and related fire and life safety codes.

COMPOSITION

There shall be Board of Directors composed of elected Officers of the Organization

such as:

a. President;
b. Vice President for Technical and Professional Affairs;
c. Vice President for Internal Affairs and Organizational Development;
d. Vice President for External Affairs and Stakeholders Relations;
e. Secretary;
f. Treasurer;
g. Auditor; and
h. Eight (8) Directors-at-large

The President, three (3) Vice Presidents, Treasurer, Secretary and Auditor shall be a
Fellow or Professional Member. They shall be selected among the elected Board of
Directors.

The Board of Director(s) shall be elected during the General Membership Meeting.
TENURE OF OFFICE AND ORDER OF LEADERSHIP SUCCESSION

The members of the Board of Directors shall serve for a term of two (2) years. They
shall serve without salary and any form of remuneration or allowances starting from
January 1 up to December 31, or until their successors are duly elected and qualified.

No member of the Board of Directors shall serve for more than two (2) consecutive
terms in any office.

In order to preserve the succession planning as provided for in the Constitution and
By-Laws, the current President shall serve only for one (1) term unless he resigned, is
incapacitated, or expelled for a cause.

Every two years there shall be an Election for the ten (10) members of the Board of
Directors to be held during the Chapter’s General Membership Meeting.

In order to complete the leadership succession of the Chapter, the following positions
are designated for leadership succession:

VP Technical and Professional Affairs = President-Elect

VP Internal Affairs and Organizational Development = President Nominee 1
VP External Affairs and Stakeholders Relations = President Nominee 2
Secretary = President Nominee 3

Except for above-named positions, any member of the Board of Directors is limited for
two (2) consecutive terms only.

Should a member who already served for two (2) consecutive terms but still wishes to
be a member of the Chapter’s BOD, he/she should rest for one (1) term before he will
be allowed to run for another term.

RESPONSIBILITY OF CHAPTER OFFICERS

President – the Chief Executive Officer of the Chapter and, as such, performs the
following functions:

• Exercise all the powers and continually discharge such duties as provided for
by the Constitution and By-laws, and such other duties as may be required by
policies and resolutions of the Board of Directors;
• Preside over the meetings of the General Membership, Board of Directors and
the Executive Committee of the Chapter; and
• Appoint the chairmen and members of standing committees and special
committees.

Vice Presidents – The three (3) Vice Presidents are of equal ranking being the
second highest ranking Officer, collectively, of the Chapter and, as such, perform the
following functions:
 • Exercise and discharge all powers and duties of the President in case of
absence or disability of the latter;
• Assist the President in the supervision of the Secretariat; and
• Supervise the Standing Committees and other special committees as may be
assigned.
• Perform the following specific function as provided for under Section 5.4 of the
Constitution and By-Laws:

The Vice President for Technical and Professional Affairs shall be the
President-Elect (PE) who shall lead the organization after the term of the
incumbent President. This office shall be responsible for all technical-related
programs that include among others research and development, standards
development, education and technical training requirement of the members.

The Vice President for Internal and Organizational Development shall be

President Nominee 1 and responsible for the implementation of systems,
processes and programs that will ensure the growth of the Organization. He
shall be responsible for the evaluation of all chapter actions if it conform to the
Manual of Procedures and Chapter Operations Guide. He/she shall be the
overall executive in-charge for the preparations for the regular Board Meeting,
Chapter Technical Conference and General Membership Meeting.

The Vice President for External and Stakeholders Relations shall be the
President Nominee 2 and responsible for the development of alliances with the
government agencies and other private organizations with the aim of advancing
the interest of the Organization to the community. He/she shall be the official
spokesperson of the Chapter on matters that require the organization’s official
statement and shall be responsible for uplifting the image of the organization to
the public.

Secretary – He/she shall be the President Nominee 3 and responsible for the
following:
• Act on correspondences and records not pertaining to the office of the
Treasurer;
• Issuance of notices for meetings, preparation of the order of business thereof
and preparation of the minutes of meetings;
• Submit regularly monthly minutes of meetings (one week after each regular
monthly meetings) and other documents that may be required by the National
Office;
• Preparation of chapter activity reports that shall be submitted to National;
• Review an updated list/roster of members to be submitted to the National office
within the first (1st) quarter of every year;
• Perform such other duties as may be required or assigned by the Board of
Directors.

Treasurer – Responsible for the following:

• Keeping and maintaining all Books of Accounts of the Chapter which is open for
inspection by any member;
• Collection of all the approved fees and dues from members;
 • Safekeeping of all funds of the Chapter in a bank designated by the Board of
Directors;
• Disbursement of funds authorized by the Board of Directors or the Executive
Committee;
• Preparing and maintaining the annual budget of the Board; and
• Maintaining current financial statements and reporting financial status including
cash positions as may be required.

Auditor – Responsible for the following:

• Audits the Books of Accounts of the Chapter at the end of the calendar year, or
whenever so directed by the Board of Directors, submits a report thereafter.
• Ensure that all expenses and disbursement are properly accounted and audited
according to the rules and policies of the Organization.
• Conduct audits on the book of accounts twice a year and ensure that official
receipts are being kept in a manner according to Accounting standard;
• Conduct internal audit for every activity completed; and
• Review of allowable expenses incurred for all claims charged against official
business.

MEETING AND QUORUM

The Chapter Board of Directors shall meet once a month on a date, time and place
agreed upon by the Board.

Quorum of the BOD for business transaction to become binding shall be at least 50%
+ 1 or a minimum of 8 members.

VACANCIES IN THE BOARD OF DIRECTORS

Except for the position of the President, which shall be filled up by the designated
President-Elect, any vacancy in the Board, which may be due to resignation or any
other cause may be filled up until the next board meeting by a majority vote of the
Board of Directors. Any member, who is selected to fill a vacancy for an unexpired
term of an elected officer or director, is still eligible to serve for another two full terms.

SUSPENSION AND EXPULSION FROM THE BOD OR REMOVAL FROM OFFICE

Any Member of the Board of Directors may be suspended or expelled from the Board
for cause after a 2/3 majority vote of the Board. Any expulsion, suspension, or
termination must be done in good faith and in a fair and reasonable manner.

This section governs only the procedures for expulsion, suspension or termination
based on substantial grounds as mentioned in the succeeding statements. Any
member of the Board of Directors who has been convicted of moral turpitude shall be
automatically expelled from the Board and termination of membership shall be decided
upon by Board based on merits of the case.

Procedures for a fair and reasonable suspension and expulsion from the Board shall
be handled by the Committee on Ethics and Grievance. If the Chairman of the Ethics
and Grievance is the subject of suspension or expulsion, the Executive Board shall
function as Ethics and Grievance Committee.

A procedure is fair and reasonable when:

a. The provisions of the procedure have been set forth and approved by the BOD
if not clearly defined in the Manual of Procedures;
b. It provides the grant of 15 days’ prior notice of the expulsion, suspension or
termination and the reasons thereof; and
c. It provides an opportunity for the member to be heard, orally or in writing, not
less than five (5) days before the effective date of the expulsion, suspension or
termination by a committee authorized to decide on the proposed suspension,
expulsion, or termination.

The Secretary shall send a letter to the Board member indicating the reason he/she is
to be voted upon for suspension or expulsion, and he/she may appear at the voting
meeting to defend himself/herself. The voting rights of that Board member are
suspended during that meeting.

Any action challenging an expulsion, suspension or termination from the BOD,

including any claim alleging defective notice, must be commenced within one year
after the date of the expulsion, suspension or termination. In the event such an action
is successful the BOD shall pass a resolution that would order any relief, including
reinstatement, if it finds equitable under the circumstances.

A member of the Board who is expelled or suspended or whose membership is

terminated shall be liable for any charges incurred, services or benefits actually
rendered, dues, assessments or fees incurred before the expulsion, suspension or
termination or arising from his actions, contract or otherwise.

Grounds for Suspension from the BOD:

The Chapter Board of Directors may suspend a director if, considering the director’s
course of conduct and the inadequacy of other available remedies, immediate
suspension is necessary for the best interests of the organization if the director is
engaging, or has engaged, in any of the following:

a. Fraudulent conduct with respect to the organization or its members;

b. Gross abuse of the position of director;
c. Intentional or reckless infliction of harm to fellow member;
d. Any other behavior, act, or omission as provided by the CBL, Manual of
Procedures and this Chapter Operations Guide.

A suspension under subsection (a) of above grounds shall be effective for ninety (90)
days unless the board of directors calls, and gives notice of, a special meeting of
members for removal of the subject director before the end of the 30-day period; in
which case the suspension shall be effective until adjournment of the meeting or the
director is removed.
Suspension for subsections b, c and d of above grounds shall be for a maximum of
sixty (60) days.

Grounds for Expulsion from the BOD and Removal from Office

Any member of the Board of Directors may be expelled from the Board or removed
from office for cause after a 2/3 vote of the Board.

The following specific acts are grounds for expelling a member of the Board of
Directors who committed singularly or collectively any of the following:

a. Assault or injury caused by a BOD member to fellow member of the Board or to

any member of the Organization;
b. Malicious injury to Chapter’s property. “Malicious” means acting intentionally to
harm or destroy without justification or excuse;
c. Culpable violation of the Constitution and By-laws;
d. Three (3) consecutive absences from the monthly Board of Directors meetings
without justifiable reason or a total of least 1/2 of the total meetings conducted
for the year;
e. Other acts of sufficiently egregious nature which are a violation of the Articles of
Incorporation, Constitution and By-Laws, or the rules and regulations adopted
by the Board of Directors.

CHAPTER EXECUTIVE COMMITTEE (EXECOM)

FUNCTIONS

The Executive Committee shall act as a steering committee for the full board. This
committee shall review major issues of the organization and make preliminary
decisions for discussion and decision at the next full board meeting. Any decision/s of
the Executive Committee shall be subject for approval by the Board of Directors during
the next regular BOD meeting.

The Executive Committee has special responsibilities and authorities above all
committees. Its main purpose is to facilitate decision making between board meetings
or in urgent and crisis circumstances. However, the EXECOM has limited authority
and cannot do specifically the following:

a. Elect or remove board members;

b. Approve or change and reallocate approved budget; and
c. Make major structural decisions (add or eliminate programs, approve budget or
enter into contractual obligation.)

In general, the EXECOM shall:

 a. Act in behalf of the full Board of Directors during intervals between meetings
subject to such limitations as may be prescribed by resolution of the Board;
b. Be constituted as the Finance Committee to revise, if necessary, the proposed
budget to be submitted to the Board of Directors for approval;
c. Be constituted as the Ethics and Grievance Committee should the Chairman of
the said committee is the one being investigated or under complaint; and
d. Undertake and carry out such powers, duties, functions and responsibilities as
may be delegated to it by the Chapter’s Board of Directors.

The Executive Committee shall be composed of the following officers:

1. President
2. Vice-President for Technical and Professional Affairs
3. Vice President for Internal and Organizational Development
4. Vice President for External and Stakeholders Relation
5. Secretary
6. Treasurer
7. Auditor

TENURE OF OFFICE

Members of the Executive Committee shall serve the same term being members of
the Board of Directors.

MEETINGS AND QUORUM

The Executive Committee shall hold meetings as often as the Board of Directors or as
the need arises but notice for such meeting must be communicated by the President a
week before scheduled meeting.

A simple majority of 50% + 1 of the Executive Committee shall constitute a quorum at

any meeting.

STANDING COMMITTEES
PURPOSE

The primary purpose of standing committees shall be to consider and recommend

actions and propose policies in the functional areas under their jurisdictions subject to
final approval by the Board of Directors.

MEMBERSHIP OF STANDING COMMITTEES

Each Standing Committee shall be composed of at least 3 members. The Chairman of

the Standing Committee shall be one of the eight (8) elected Directors-at-large. The
other two (2) members shall be selected from the general membership. The Chapter
President shall appoint a Chairman if no one from the said eight (8) volunteered;
subject to acceptance by the appointee.
The Chapter President shall perform the following act:

a. After consultation with prospective members of the different standing

committees, the Chapter President shall appoint members to serve for one or
two years. One of the goals of this appointment to one or two years is to help
provide for a term-balancing of standing committee membership with terms
arranged to expire in different years;
b. The President shall be ex-officio and non-voting members of each standing
committee;
c. Should nobody among the eight (8) Directors-at-Large is willing to accept the
appointment of Committee chairman, the President shall appoint among the
members of the Executive Committee;
d. When nobody is willing to accept the appointment of chairman and members of
a particular committee, the Executive Committee shall perform the duties and
function of such committee.

DUTIES OF THE CHAIRMAN OF STANDING COMMITTEE

The duties of the chair shall include:

a. Scheduling of meetings;
b. Preparation of meeting agenda;
c. Preside over meetings;
d. Preparation of annual report;
e. Select and nominate members of the committee from general membership for
approval by the Executive Committee or the President;
f. Prepare and submit to the Board within thirty (30) days after the organizational
meeting at the start of fiscal year, the necessary budgetary support for the
maintenance and activities of their respective committees for the fiscal year;
g. Render report of activities of their committees to the Board; and
h. Perform other duties as consistent with the efficient management of the
committee.

VACANCIES IN STANDING COMMITTEE

The Chapter President shall appoint a Committee Chairman should the position
become vacant during his/her term.

The Committee Chairman shall select and nominate members to his/her committee
should a member resigned, vacated or is incapacitated. The Chapter President or the
Executive Committee shall approve the selected or nominated member to the
Committee having vacant seat(s).

STANDING COMMITTEES AND FUNCTIONS

Education Committee: This committee shall:

a. Recommend appropriate features for educational campaign on fire safety;

 b. Search and produce qualified speakers or subject matter experts for
presentation of subjects and information on, or allied to, Fire Protection
Engineering;
c. Extend the courtesies of the Organization to such speakers;
d. Lead the committee for all preparations needed to make seminars, symposium,
forum and workshops successful from preparation of marketing materials,
promotion and execution of agreed and approved education-related projects;
and
e. Preparation of Plaque of Appreciation for the speakers, arrangement of seminar
venue and accommodation of speakers if the need may be.

Conference Committee: This committee shall:

a. Arrange all details of the Chapter-hosted and sponsored Technical Convention;

b. Arrange all details required for the successful General Membership Meetings
including arrangement of solicitations, plenary speakers and sponsors as well
as other related details like venue, food, sound system; and
c. Plan and conduct a revenue generation activity as approved by the Board of
Directors.

Membership Committee: This committee shall:

a. Be responsible for the admission and promotion of membership growth and

qualify individuals for:

i. Regular membership in the Organization as Professional and Associate;

ii. Individuals who contributed in the organization’s endeavor or interest as
Honorary Member; and
iii. Institutions, establishments or organizations as Corporate Members.

b. Be responsible for the processing of application for advancement of

membership grade;
c. Perform validation of information given in the applications for Organization
membership;
d. Present to the Board of Directors applications for membership;
e. Notify new members, honorary or corporate supporters in writing of their
acceptance;
f. Introduce new members to the Board during the regular meeting; and
g. Administer, with Board-approved recommendation of the Ethics and Grievance
Committee, the suspension and expulsion of erring members.

Nominating Committee and Commission on Election (COMELEC): This

Committee shall:

a. Seek out candidates to fill for the position of Board of Directors;

b. Review candidates' qualifications and ensure their objectives are aligned with
the requirements of the organization;
c. Validate nominations of candidates for the Board of Directors;
d. Prepare and promulgate the Rules and Regulations of Election duly approved
by the Board;
 e. Administer the proper conduct of election and protect the sanctity of election;
f. Deliver the result of the election to the board, their members and their
electorate; and,
g. Oversee the selection of officers among the 15-man Board of Directors.

Finance and Accounting Committee: This committee shall:

a. Ensure the financial health of the organization;

b. Ensure that the Treasurer’s books are audited;
c. Verify the balance of the books of organization’s account and certify as to the
accounts at the close of the fiscal year;
d. Also study, recommend and manage investment opportunity advantageous to
the Chapter; and
e. Document the results of financial audit in a letter and make a report to the
Board of Directors.

Ethics and Grievance Committee: The Committee shall:

a. Receive ethics complaints and arbitration requests from bona-fide member of

the Chapter;
b. Conduct preliminary review and screening process;
c. Dismiss frivolous, unsubstantiated complaints and ensure that only valid
complaints are properly framed and presented for discussion, hearing and
investigation;
d. Conduct investigation and hearings and make determinations of violations;
e. Recommend arbitration decisions for approval by the Board of Directors; and
f. Settle issues of business disputes among members that affect the interest
objectives, image and credibility of the Organization.

Awards and Recognition Committee: This Committee shall:

a. Facilitate the search and selection of awardees who have made significant
contributions to the community and who demonstrate commitment to the
organization’s vision, mission and core values;
b. Lead in the selection and upgrading of any member to Fellow status and for
selecting a non-member to Honorary Member status;
c. Prepare guidelines and select awardees for all awards that will be given during
the general membership meeting;
d. Initiate appropriate plans and actions in soliciting and promoting nominations,
reviewing candidates and advising the Board of Directors on the selection of
award nominees or recipients;
e. Prepare criteria and selection guide that shall be approved by the Board of
Directors; and
f. Submit list of award recipients for approval by the Board of Directors.

Administration and Secretariat Committee: This committee shall be:

a. Responsible in notifying the membership about general membership meetings

and other communications that include but not limited to meeting notices,
minutes of meetings, publication of the newsletter, posting of pertinent
 documents like resolutions, CBL, Manual of Procedures Organization in the
Chapter’s web page;
b. Administration of PIFPO Chapter Webpage and other form of social media
pages that would benefit the organization;
c. Serve as the curator to maintain and archive the records of the Chapter
including, but not limited to those from the President, Treasurer and Secretary;
d. Regularly update the historical facts of the Chapter and to be posted on the
Web page; and
e. Coordinate with the other fire protection organizations for updates on
technology and other related activities.

SPECIAL COMMITTEE(S):

The Chapter President, subject to the Board’s approval, may organize Special
Committee(s) to undertake special functions that are not within the context of activities
and purposes of the standing committees.

The composition of this committee will depend upon the Chapter President. The
Chairmen of these committees shall be a past officer of the Chapter and must be a
member in good standing.

INDUCTION OF OFFICERS, DIRECTORS AND MEMBERS

INDUCTION OF MEMBERS

The inducting officer for Chapter members shall be by the Regional Chairman or the
Chapter President.

INDUCTION OF OFFICERS AND DIRECTORS

The inducting officer for Officers and Directors shall be any member of the National
Executive Committee.

The induction of Chapter Officers and Directors may be scheduled successively within
a region to allow the National Officers to participate in all inductions. The Chapters
shall coordinate the induction with the National Organization through the Regional
Chairman.

GUIDELINES FOR CHAPTER INDUCTION

The induction of the Chapter must be initiated during the Chapter General
Membership meeting.

a. The Chapter President shall advise the Regional Chairman for their proposed
date of Chapter induction. The Regional Chairman shall seek the approval of
the National Board for the schedule;
b. The Chapter President shall place all the Standing Committees involved to be
under the VP for Internal to ensure that the preparation of the activity are done
accordingly;
 c. The VP for Internal, upon the approval of the President, may create Special
Committee to undertake the Chapter General Membership Meeting and
Induction with the assistance of the Chairmen of all Standing Committees
involved. Together, they shall exert their best effort to make the event
successful.

CHAPTER ACTIVITIES
GENERAL GUIDELINES

The Chapter shall possess a freedom of action in the matter of its activities as long as
these do not conflict with the policies and Constitution and By-Laws of the
Organization. However, for projects that may appear a duplication of a National
Officers initiated project or which might affect the Organization’s activities, the Chapter
shall request prior approval from the National Board through the Regional Chairman
as prescribed in the Constitution and By-Laws.

Chapters shall submit to the National Board, thru the Regional Chairman, list of
activities that they plan to undertake for the year for review and proper scheduling and
to avoid conflict should the presence of the National Board is needed. This shall
include virtual and actual seminars, trainings and workshops, induction and
membership meetings.

MENU OF CHAPTER ACTIVITIES

Each Chapter shall strive to conduct activities related to the following three (3)
services:

Service to Members

Chapters shall include in their activities service programs, such as:

a. Networking and professional development opportunities through seminars,

conferences, meetings and newsletters;
b. Technical information dissemination; and
c. Membership grade advancement.

Service to Profession

Chapters shall include in their activities how the Chapter can assist members on the
following:

a. Technical-related matters;
b. Members’ professional development; and
c. Promotion of members’ business related to fire prevention and protection.
Service to Community

Chapters shall include in their activities public service free of charge such as:

a. Giving assistance to the Bureau of Fire protection (BFP) and other government
agencies for the kind of technical expertise the Organization has in its disposal;
b. Other community service programs like medical missions, disaster relief
operation, livelihood assistance to poor families and other related activities; and
c. Coordination with other civic and non-government organizations for non-
technical related community services.

CO-HOSTED OR CLUSTERED ACTIVITIES

For co-hosted activities by two or more Chapters or by cluster of Chapters, the sharing
of expenses and net earnings shall be made based on the following:

a. Expenses shall be divided equally among the sponsoring chapters;

b. For a Chapter who sent more chapter members, earnings shall be proportional
to the number of attendees;
c. For registration fees and other forms of income from those non-members who
attended the event, sharing of earnings will be on equity basis.

CHAPTER ROUTINE ACTIVITY

The National President or any member of the Executive Committee shall be invited to
take a part in the activities of the Chapter, such as induction of officers and directors,
Chapter General Membership Meeting and other important Chapter events. The
National Officer(s) shall be either the Inducting Officer, Keynote Speaker or extend the
National President’s message.

All Chapter activities shall be coordinated with the Regional Chairman.

Before the start of the fiscal year, the Chapter President shall submit to the National
office, through the Regional Chairman, list of the elected Officers and Directors and
the Chapter’s program of activities. The annual Chapter program of activities must be
a product of strategic planning initiated by the Chapter President.

A Chapter shall maintain a roll of members and shall submit to the National Board of
Directors within the first quarter of every year; a copy duly signed by the President and
Secretary.

All Chapters shall use Organization’s official logo and official Chapter’s banner which
must be displayed conspicuously in every activity. Each Chapter however, may adopt
and use their own Chapter-designed uniform as long as the official logo of the
Organization is displayed in the front left breast side.

Chapters may recognize achievements of their members by conferring awards, except

for the Fellow Award and Honorary Membership. Only the National Office can confer
the Fellow award to deserving members and the Honorary Membership Award to non-
members.

Each Chapter may hold general membership meetings twice a year. The 2nd General
Membership Meeting, preferably to be held on the month of December but depending
on the decision of the Chapter Board, shall include awards and recognition and
thanksgiving celebration for the yearend.

MEMBERSHIP
GENERAL PROVISION:

Membership to the Organization is by invitation only and thru the Chapter.

Membership shall include primarily individuals residing or working in the geographic

area served by the Chapter. Should the invitee is residing or working in an area where
there is no established chapter yet, he/she may choose the nearest chapter within the
region of his/her work or residence.

A national officer, who has completed his tenure of office, shall return back to his/her
Chapter to continue serving the organization.

GRADES OF MEMBERSHIP

There shall be five (5) grades of membership as follows: Fellow, Professional Member,
Corporate Member, Associate Member and Honorary Member.

Fellow Member - As prescribed by the Constitution and By-Laws, this highest

membership grade shall be conferred by the National Board of Directors to
professional members who meet the requirements set forth by the Awards and
Recognition Committee.

Professional Member - Registered Engineer or Architect or at least with a 4-year

course Bachelor’s degree as prescribed by the Organization’s By-Laws.

Corporate Member - An institution, such as a school, supplier, manufacturer,

engineering firm, consulting firm, contractor, etc.; whether it be a single proprietorship,
partnership or corporation, of which, in the opinion of the Board of Directors, could
help in the attainment of the Organization objectives.

Associate Member - A graduate of technical course taken from an accredited

technical school, college or university whose curriculum of study is 3 years and below.
Those individuals who are working as foreman, lead-man, or specialist technician in
any or all aspects of fire prevention and protection industry as well as students of
Architecture or Engineering are qualified to become an Associate Member.
Honorary Member - As prescribed by Article 3, Sections 3.2 of the 2019 Amended
CBL, any notable person who is not a member of the Organization of pre-eminent
professional distinction or any person who has rendered unqualified services and/or
supports to the organization or to the cause of the organization and has contributed
considerably in the promotion of fire prevention and protection. This kind of
membership shall be awarded and granted to such person upon the recommendation
of the Chapter and approval of the National Board of Directors.

PROCESS OF BECOMING A MEMBER

Chapters accept new members by invitation. As such, nobody can just become a
member by merely submitting an application form. A prospective member must be
endorsed to the Chapter by members in good standing of a particular Chapter who will
act as his sponsor.

The process shall be as follows:

a. A prospective member must be endorsed by at least two (2) members in good

standing who will act as his/her sponsors.
b. The prospective member must fill up the application form truthfully indicating his
interest to join the Chapter.
c. Any of the two (2) sponsors shall submit the application form of a prospective
member to the Membership Committee who shall validate the information
provided in the form and shall present their recommendation to the Board.
d. Upon approval or rejection by the Board, the Membership Committee shall
notify the prospective member.
e. Any of the two (2) sponsors shall introduce the new member to the Board
during a meeting.
f. The Chapter President may induct the new member(s) either during the regular
Board Meeting, Chapter’s Induction or General Membership Meeting.

MEMBERS IN GOOD STANDING

A member is considered and regarded in good standing if he/she has complied with all
their explicit obligations such as:

a. Not being subject to any form of investigation, sanction, suspension or

disciplinary censure;
b. When he or she has remained current on membership dues which cover a 12-
month period;
c. Affirmation of member’s commitment to the Mission, Vision and Objectives of
PIFPO, its Constitution and By-Laws, Code of Ethics, pertinent rules and
procedures to which all members are bound;
d. Member is working collaboratively to strengthen the PIFPO Chapter and is not
engaged in any activities that put the chapter in financial or structural jeopardy,
nor is engaged in any activities that will bring discredit to PIFPO in general.

Members in good standing are:

 a. Eligible to participate in all meetings, conferences, courses, chapter-level and
national activities;
b. Eligible to apply for PIFPO awards and advancement to higher grade;
c. Eligible to be elected to the Board of Directors positions, provided that they are
qualified and validated by the Nominations Committee;
d. Eligible to be appointed to different Committee memberships or other
management of chapter activities;
e. Have the right to exercise one vote online or in person during regular or
emergency General Membership Assemblies; and
f. Other rights and privileges as provided for by the Organization’s CBL, policies,
rules and regulations.

BENEFITS OF PIFPO MEMBERSHIP

Becoming a PIFPO member connects you with a diverse group of professionals who
share the same passion in promoting fire safety, prevention and protection. Through
regular meetings and events, a member will:

a. Develop ways to meet one’s professional needs thru diverse talents;

b. Connect with other fire protection professionals who makes Philippines a fire
safe world;
c. Expand your leadership and technical and professional skills; and
d. Catch up with good friends and meet new ones.

RIGHTS AND PRIVILEGES

Professional and Associate Members of the organization shall have rights and
privileges accorded to them by the Constitution and By-Laws, Manual of Procedures
and by this Handbook such as attendance to meetings and seminars, active
participation to Chapter activities, advancement of technical knowledge, the right to
hold office, hold committee chairmanship, vote, and the privilege of advancing his
business interest among his fellow members.

Honorary Members has the same rights and privileges of a Professional and Associate
Members except holding of elective position or being a member of the Board of
Directors. He can be appointed to Committee as member but not as Chairman.

Right to hold an Elective Position

Only Fellow and Professional members in good standing may hold elective position.
Associate members can hold appointive position in the Chapter, whenever deemed
necessary.

Right to Vote

Professional and Associate members are entitled to vote during election as provided
for in the Constitution and By-laws.

Privilege of a Member for Life

All Members for Life shall be automatically a member of a Trust Fund to be set up by
the National Board. A Trust Fund shall be selected that will redound the highest
benefit for the Life Member.

Privilege of a Corporate Member

Corporate membership allows companies to engage to individual members and

influence technology and product selection to ensure their business interests are
heard and represented.
Since a Corporate member cannot vote during election and cannot hold elective
position, it may nominate up to two (2) employees for Professional or Associate
membership to the Organization and, upon approval of their nominees to such
membership status, the right to vote and be elected to an elective position are
accorded to them. More so, the nominated members are free of annual membership
dues because of their employment under the Corporate member.

Here are the membership benefits which Corporate members are entitled to:

a. Interested employees will get complimentary or subsidized rates to our

Webinars, conventional seminars and trainings;
b. Access to PIFPO Website and privilege to interact with members for the
promotion of their products;
c. Networking opportunities for business to business collaborations;
d. Discounted rates for rental of PIFPO training room facilities;
e. One-time complimentary e-blast to our database upon approval of their
membership;
f. Opportunity to collaborate with PIFPO Events & Marketing at discounted rates;
and
g. Corporate product listing on PIFPO Website, national and chapter alike.

DUTIES AND RESPONSIBILITIES OF A MEMBER

a. A member should strictly adhere to the policies of the Organization during his
membership;
b. He/she shall religiously pay his/her dues and assessments promptly and
regularly;
c. He/she should regularly attend general membership meetings, participate in the
organization’s affairs;
d. Discharge commitment to the Organization’s Mission, Vision and Objectives, its
Constitution and By-Laws, Code of Ethics, and pertinent rules and procedures;
e. Does not engage in any activity that will put the chapter in financial or structural
jeopardy;
f. Abhor participation in any activity that will bring discredit to PIFPO; and
g. Protect the interest of the organization.

CHAPTER AFFILIATION

Professional, Associate and Corporate members may choose their preferred Chapter
of affiliation either by residence or place of work.
Honorary member’s affiliation shall be the chapter who nominated him/her.

No dual or multiple Chapter affiliation/s shall be allowed.

ADVANCEMENT TO HIGHER GRADE

Application for advancement is made by the use of the regular application process.
Pertinent data concerning the applicant's qualifications, particularly the qualifications
that have been acquired since the member's original application was filed, is required.
This is the information the PIFPO Awards and Recognition Committee shall use for
final determination. Each member should be encouraged to advance to the highest
grade attainable in order to receive the greatest benefit from, and to be able to provide
the most input into, the functioning of the Chapter.

Professional Member

An Associate Member can apply for membership upgrade to Professional Member if

he/she, for the duration of his/her active membership, is able to attain or advance his
education to at least a four-year course.

Associate Members are those individuals who are working as foremen, lead-men, or
specialist technician in any or all aspects of fire prevention and protection industry.
Student of Architecture or Engineering are also qualified to be an Associate Member.

A Chapter is encouraged to sponsor individuals qualified to become Associate

members so that the organization can spread its objective of educating individuals in
the industry of fire and life safety and protection.

PIFPO Fellow

A Fellow is the highest recognition a member of this organization can achieve. Only
the National Board can confer the degree of Fellow to a Professional Member who
renders exemplary services for the advancement of the objectives of the Organization.

Endorsement of a Professional member to Fellow should be done through a Chapter’s

Board Resolution. The committee on Recognition and Awards of the National Board
shall process the application for advancement to this degree and shall be conferred
only upon approval by the Board.

The majority of the Chapter’s Board of Directors must hold the grade of Fellow and
Professional Member in the Organization as provided for in our Constitution and By-
Laws.

Member for Life

As provided for in our Constitution and By-Laws, any Fellow, Professional Member or
Associate Member may, upon written request to the Membership Committee and upon
payment of an amount determined by the National Board of Directors; become a
Member for Life if the applicant is:
 a. A chartered or founding officer of the Organization;
b. Have shown an exemplary and inspiring way of practicing the objectives of the
organization worthy of emulation by the general membership;
c. Has membership record in good standing;
d. Has proof of a strong sustained commitment to the profession; and
e. Other criteria set forth by the Awards and Recognition Committee duly
approved by the Board.

A Member for Life will enable a member to pay in advance his/her annual membership
fees which is not only economical for the member but can provide added prestige to
and assist his/her Chapter as well.

Following acceptance of Member for Life, no portion of the fee shall be refundable.

A Member for Life retains all voting and other privileges commensurate with the grade
of his or her prior to becoming Member for Life.

CHAPTER MEMBERSHIP RETENTION REQUIREMENTS

Only members of the Chapter in good standing shall be eligible to retain his/her
membership in the Organization.

Honorary membership that was granted by the National Board should be reviewed and
renewed every two (2) years. An Honorary member may be stripped of his honorary
title if he/she gets involved in any issues in the community or in the government that
would negatively redound to the image of the Organization.

A Chapter must strive to retain members in active standing. A retention rate of less
than thirty (30) active members will be subject for delisting upon review and
determination by the National Board. Should delisting prevail, the remaining active
members will be given the chance to serve the Organization in the nearby Chapter of
their choice.

SCHEDULE OF ANNUAL MEMBERSHIP FEES AND SHARING RULES

For new members, the annual membership dues and other Chapter fees shall be
payable upon notification of their membership acceptance.

As determined by the National Board of Directors, annual membership dues for

Professional Member is One Thousand Pesos (P1,000) wherein, forty (40%) percent
of the annual membership fees shall be remitted to the National office and sixty (60%)
percent shall go to the Chapter.

In the case of Associate members, annual membership fee as determined by the

National Board is P500.00. It shall be divided equally between the Chapter and the
National office.
For Corporate Members, the annual membership fee is Twenty Five Thousand
Pesos (P25,000.00). Chapter and National Office would share equally (50%-50%) of
the net amount (i.e. after deducting the membership dues if a Corporate member
opted to nominate their employees into either professional or associate member) if the
Chapter is the one who invited and recruited the particular establishment. However, if
the National Office is the one who invited the establishment; zero share would be
given to the Chapter even if the said establishment is operating its business in the
area of jurisdiction of a particular Chapter.

A Professional and Associate Member can become a Member for Life upon payment
of life membership dues/fees in the amount of Ten Thousand Pesos (P10,000.00) as
determined by the National Board of Directors. Forty percent (40%) of the fee shall be
allocated for the Trust Fund. Remaining 60% will be shared between the Chapter and
the National Office, where 30% goes to the Chapter and the rest of the amount goes
to National office.

Honorary Members are free and exempted from paying any membership dues or
Chapter fees. However, voluntary payment of such membership dues or Chapter fees
from an Honorary Member is welcome.

All of the membership dues and fees above are subject to review and update as
determined by the National Board of Directors but shall be presented to the General
Membership for approval. Any proposal for update or upgrade of membership dues
and fees can only be entertained two (2) years after the release of this Chapter
Operations Guide.

A vote of two- thirds (2/3) of the members of National Board of Directors in any of its
regular or special meeting is necessary before a proposal for an increase of
membership dues can be presented to the general membership; however, no
adjustment may be made more than once every two (2) years as prescribed by the
Constitution and By-laws.

A Chapter, if deemed necessary, in addition to the annual membership fee; may

impose additional assessment fees to its members to support its expenses as long as
unanimously approved by its Chapter Board of Directors.

ADMISSION TO MEMBERSHIP
GENERAL GUIDELINES

Membership to PIFPO shall be by invitation only.

New membership application forms shall contain a brief statement of the applicant’s
profile and the names of at least two (2) references from among the members of the
local Chapter who are personally acquainted with him/her. The application must be
signed and certified by the duly authorized representatives as to the correctness
therein made.
A Chapter must not accept applicants with known undesirable character,
administrative offense, criminal liability and other related issues with other professional
organizations, such as PSME, UAP, IECEP, PICE, IIEE, PSSE, etc., and/or other
government and non-government organizations. Should a member was accepted with
such issues, the Chapter must do anything in its power to sustain this provision as
provided for.

In the case of an applicant for Corporate Membership, the application form shall
contain a brief statement of the establishment’s profile and the names of at least three
(3) references from among the members of the Chapters who are personally
acquainted with the company/institution. The application must be signed and certified
by the duly authorized representatives of the company as to the correctness of
information therein provided.

The references named by the applicant may be requested by the Chapter Secretary to
make such confidential communications to the Chapter’s Board of Directors to enable
its members to appraise the eligibility of the applicant.

The application, together with the communications from the references, shall be
submitted to the Chapter’s Board of Directors, through the Membership Committee, at
its following meeting when it shall be discussed and voted upon by the majority.

Confidentiality of the application shall be strictly observed. Immediately after the

acceptance of the Chapter’s Board of Directors on any application, all confidential
letters, communications and other information from the references shall be destroyed.
Any application which fails to be approved shall be returned to corresponding
applicant “without action” and a record of rejection thereof shall be made in the
minutes of the Chapter’s Board of Directors.

A candidate for admission whose application is approved shall be duly notified and
sworn-in to subscribe to the Constitution and By-Laws, Code of Ethics and Chapter
Operations Guide, and the Member’s Oath Form duly signed by the new member.
Failure of the applicant to comply with these requirements shall be ground for
cancelation of his membership application.

Membership in the Organization shall be dated from the date he took his/her Oath of
Membership.

GROUNDS FOR REJECTION OF MEMBERSHIP APPLICATION

There should be no discrimination on the basis of race, gender, religion or social

status in allowing membership. Flimsy and prejudiced reasons of rejection shall not be
entertained by the Chapter.

The following are the reasons for rejection of membership application:

1. Upon background check, the Membership Committee finds that the applicant
have a criminal history and have exhibited sketchy and suspicious conduct;
2. Substantial information is not provided in the application form submitted;
3. The applicant is found guilty of an offense involving moral turpitude;
 4. The admission for membership would mean losing two (2) or more members in
good standing;

In addition, the applicant has known undesirable character, administrative offense and
other related issues with other professional organizations, such as PSME, UAP,
IECEP, PICE, IIEE, PSSE, etc., and/or other government, non-government and civic
organizations.

RESIGNATION FROM MEMBERSHIP

Any member of the Chapter may resign from membership upon written notice to the
Chapter President, which shall act on the same within one (1) week to determine the
cause of the member(s) intention to resign. Any member who resigns should
surrender the Certificate of Membership and ID issued to him by the Organization.
GROUNDS FOR SUSPENSION OF MEMBERSHIP

The Chapter may suspend a member if upon the recommendation of Ethics and
Grievance Committee after considering the member’s conduct and the inadequacy of
other available remedies and suspension is necessary for the best interest of the
organization if a member committed any of the following:

a. Fraudulent conduct against its fellow members or Chapter officers;

b. Intentional or reckless infliction of harm on the Organization;
c. Non-payment of membership dues for more than 60 days upon notice; or
d. Any other behavior, act, or omission as provided by the CBL, Manual of
Procedures and this Chapter Operations Guide.

A member may be suspended for the duration as deemed necessary by the Grievance
and Ethics Committee until remedy to that effect is done by the member or
reinstatement procedure is followed.

Suspension shall take effect immediately upon approval of the Board of Director.

REINSTATEMENT OF MEMBER

A member who has resigned or is suspended may apply for reinstatement in the grade
except Fellow Members to which he/she formerly was assigned by filling out a new
application form, indicating on the face of the form that application is being made for
reinstatement.

Suspended members may be reinstated by paying the number of dues for which they
are in arrears, thus maintaining their seniority rights. However, reinstatement
application must be supported with sponsorship of at least two (2) members of the
Chapter with a record of good standing or any member of the incumbent Board of
Directors or officers of the Chapter.

The process of reinstatement must be facilitated by the Membership Committee only

upon satisfactory compliance of the requirements set forth by the Committee duly
approved by the Board.
EXPULSION OF MEMBER

Any member may be expelled from the Chapter for cause after a 2/3 vote of the
Board.

The following specific acts are grounds for expelling a member who committed
singularly or collectively any of the following:

a. Assault or injury caused by a member to fellow member of the Organization;

b. Malicious injury to Chapter’s property. “Malicious” means acting intentionally to
harm or destroy without justification or excuse;
c. Culpable violation of the Constitution and By-laws;
d. Other acts of sufficiently egregious nature which are a violation of the Articles of
Incorporation, Constitution and By-Laws, or the rules and regulations adopted
by the Board of Directors.

All investigation and disciplinary proceedings of the Chapter shall not be given any
publicity whatsoever.

Actions of the Chapter’s Board of Directors may be appealed to the National Board of
Directors. In case the National Board decision is contrary to the decision of the
Chapter, a member shall be reinstated if the latter is amenable. However, if the
decision of the Chapter is upheld by the National Board, an expelled member shall be
declared Persona Non Grata and cannot be reinstated in any Chapter.

MEMBERSHIP CERTIFICATE AND IDENTIFICATION CARD

A membership certificate and an identification card shall be issued to each respective

member. The National President and the National Secretary shall sign the certificate of
membership for all grades. The National President shall sign the personal
identification card for all grades of membership of the Organization.

Date of membership shall be reckoned from the date the member has taken his/her
Oath of Membership.

Members who resigned and reinstated are required to undertake another Oath of
Membership upon approval by the Board of Directors. His/her membership shall be
reckoned on the date that he retook his/her Oath of Membership.

EMBLEM OF MEMBERSHIP

Emblem of membership in the form of either Pin or Patch shall be worn by members in
good standing only. Suspended members are not allowed to wear the organization’s
emblem of membership.

The type of pins or patches shall be a proprietary right of the Organization and only
those authorized entity are allowed to produce the pins or patches. Moreover, only the
Chapter officers are allowed to distribute the pins, patch and other form of emblems
approved by the National Board of Directors.
PROHIBITION

No member shall represent himself or herself using the name of PIFPO or its Chapter
in any form of media or advertisement, letterhead or printed matter without proper
authorization from the Organization.

CHAPTER DISSOLUTION
A Chapter must strive to retain members in active standing. A retention rate of less
than thirty (30) active members will be subject for delisting upon review and
determination by the National Board. Should delisting prevail, the remaining active
members will be given the chance to serve the Organization in the nearby Chapter of
their choice.

Moreover, a Chapter that has been inactive for one (1) year and beyond reactivation
shall be dissolved. An active Chapter having geographical jurisdiction shall absorb
affected members. If the 2/3 of the remaining membership of the Chapter votes and
approves the dissolution of the Chapter, the Presiding officer shall notify the Regional
Chairman who shall act accordingly upon the guidance of the National President.

Upon the dissolution of the Chapter, assets shall be distributed for one or more
purposes within the rules and regulations of the corporation code of the Philippines, or
corresponding tax code, or shall be distributed to the national government for public
purpose.

ELECTION
This section that shall govern the conduct of election for the Chapter Board and to the
extent appropriate as prescribed by the Amended Constitution and By-Laws.

BOARD OF DIRECTORS

The Chapter Board of Director(s) shall be elected during the General Membership
Meeting.

The Chapter must ensure that there shall be 15-man member of the Board of Directors
who shall hold the grade of Fellow or Professional members of the organization.

Except for the positions indicated in the Order of Leadership Succession as

prescribed, ten (10) members of the Board should be elected every two (2) years
during the General Membership Meeting.

Officers of the Chapter shall be elected by a majority of the members present at the
General Membership Meeting.

Elected members of the Board of Directors shall serve a two-year term and shall
perform his/her assigned duties without salary and any form of remuneration or
allowance.
CHAPTER OFFICERS

The Board of Directors shall ensure that the following Officers and Committee
Chairman are complete ensuring that the order of leadership succession is upheld:

Chapter Executive Officers

President
Vice President for Technical and Professional Affairs
Vice President for Internal Affairs and Organizational Development
Vice President for External Affairs and Stakeholders Relations
Secretary
Treasurer
Auditor
Standing Committee Chairman

From among the eight (8) Directors-at-large, the President shall appoint a chairman of
the eight Standing Committees. Any appointment shall be subject to acceptance.

QUALIFICATIONS OF CANDIDATE

The Nomination and Election Committee shall ensure that candidates for Chapter
directors are properly validated and selected according to qualifications set forth by
the National Board.

Aspiring candidates or nominees shall be at least a Professional member in good

standing and should be active members for at least two years.

There is no limit for the number of qualified candidates as long as those are validated
and properly screened by the Committee.

COMMITTEE ON NOMINATIONS

This Committee shall perform the following functions:

a. Screen and select from among the candidates or nominees of the Chapter
members;
b. If the number of nominees from members may be less than the required
candidates, the Committee shall fill up such deficiency by the nomination of
additional candidates;
c. Secure and obtain from the nominees their brief bio-data and a written
commitment of their acceptance to serve as directors in case they are elected;
d. Submit to the Chapter Board the list of all qualified official candidates for
Directors not later than sixty (60) days prior to the date of the election after
which, no other nominations or filing of candidacy shall be considered; and
e. Conduct validation and hearing or investigation and act accordingly on the
protest filed by any member or officer against the nomination of candidate(s)
within fifteen (15) days upon receipt.
COMMITTEE ON ELECTIONS

Upon completing the process of qualifying and validating the candidates or nominees,
the Nominations Committee shall be converted by the Board into the Committee on
Elections as prescribed for in our By-laws, rules and policies.
The Committee on Elections shall perform the following functions:

a. Shall promulgate such rules and regulations governing all conduct of the
elections, subject to the approval by the Board, that may include but not limited
to campaign period and method, violations that may invalidate candidacy or
election results, etc.;
b. Shall prepare an official ballot and the list of all the official candidates provided
by the Nominations Committee, enumerating for each candidate their brief
pertinent data, and qualifications, arranged in alphabetical order;
c. Shall publish the list of official candidates at least thirty (30) days before the
election;
d. Shall supervise the election process;
e. Shall canvass valid votes; and
f. Shall decide on any and all protests pertinent to such election, and whose
decisions on such matters shall be final.

COMPOSITION OF THE COMMITTEE ON NOMINATION AND COMELEC

There shall be a Committee on Nominations and Election which shall be composed of

three (3) members who shall be appointed by the President, subject to the approval by
the Board of Directors, from among the Fellows and Past President of the Chapter.

The members of the committee shall be selected that one will serve for two years and
one for three years.

The Nominations Committee and COMELEC shall be chaired by one of the Director’s
at-large. However, if the chairman of this committee is also a candidate, the Immediate
Past President shall assume the chairmanship. Otherwise, if the chairman of this
committee is not a candidate, the Immediate Past President shall serve as the Co-
Chairman ensuring that the processes of screening and electing members of the
Board are done in a fair and credible election.

Any vacancies shall be filled up for the unexpired term only.

The provision, however, does not apply to new Chapters; wherefore, nominations shall
come from the charter members.

ELIGIBILITY OF VOTES

Each Professional and Associate member in good standing, as certified by the

Chapter Treasurer and Membership Committee, shall be entitled to one vote for every
position being elected upon.

Any suspended member during the time of election is not entitled to vote.
ELECTION PROCEDURES

The Chapter can opt to either use manual form of election or by the use of electronic
form depending upon the budget of the Chapter. The Committee on Election shall
make a study which is to be used subject to Board’s approval.
Chapter Election (Manual)

a. The Chapter President, subject to the approval by the Board of Directors, shall
set the date of the election which preferably, shall coincide with a general
membership meeting.
b. The Committee on Nominations shall call for the submission of nominees from
among the members at least two (2) months before the election, screen the
nominees received and select the qualified candidates.
c. The Committee on Nominations shall prepare the list of qualified candidates for
directors and submit the same to the Committee on Elections (COMELEC) not
later than thirty (30) days prior to the date of the election.
d. The COMELEC shall prepare the official ballots and the official list of
candidates arranged in alphabetical order. The list shall include a brief personal
data of each candidate.
e. The Chapter Secretary shall furnish the COMELEC the list of eligible voters
arranged in alphabetical order.
f. Under supervision of the COMELEC, the Chapter Secretary shall send the
ballots to eligible voters, together with such provisions or other information or
instructions, which may be required for the proper casting of the ballots, not
later twenty (20) days before the date of the election.
g. Each member qualified to vote may cast one vote for each candidate by
checking the names listed in the official ballot, or writing the names of
candidates, corresponding to the required number of seats allocated, not more
nor less otherwise such ballot shall be invalidated.
h. The ballot contained in a blank envelope, sealed and duly signed on the outside
by the member voting, may be cast either by mail or in person within the
prescribed time and date of election and at a place so designated.
i. With each candidate entitled to appoint an official watcher, the COMELEC shall
then proceed with the scrutiny and canvass as follows:

1. The name of the member on the envelope containing the ballot shall be
verified from the voters list submitted by the Chapter Secretary; those
received from members not entitled to vote, or otherwise found irregular,
shall be invalidated.
2. The designated Board of Canvassers shall canvass the valid ballots.
3. The results of the canvass of ballots shall be prepared and certified to by the
COMELEC.
4. The candidates receiving the highest number of votes corresponding to the
number of seats allocated shall be declared elected by the COMELEC.
5. In case of a tie between two or more candidates for the last or more
allocated berths, the directors-elect, aside from those involved in the tie(s),
shall vote on the candidate(s) to be declared the winner(s) by the
COMELEC.
The results of the election shall be announced during the Chapter’s general
membership meeting.

The directors-elect then proceed with the election of officers.

Chapter Election (Electronic Voting)

The National Board shall issue guidelines on the process of Electronic Voting if the
Chapter opted for this.

APPEAL AGAINST ELECTION RESULTS

Decisions and confirmation of election results processed and validated by the

Chapter’s COMELEC are final but can be appealed against to the National Committee
on Elections within fourteen (14) days of the publication of the election results.

An appeal may be submitted:

1. On the ground that a COMELEC decision is illegal by:

a. A person whose interests or rights are violated by the decision,

b. The candidates, and
c. The parties or joint lists which have taken part in the elections, and

2. On the ground that the elections have not been held in proper order by:

a. Everyone entitled to vote; and

b. The COMELEC itself.

If a decision or measure of the COMELEC has been found illegal and this clearly may
have influenced the election results, the results shall be amended or, if that is not
possible, new elections shall be ordered to be held.

Appeals against the decision of the National COMELEC may be lodged with the
National Board of Directors. Decision of the National Board of Directors on election
issues or complaints filed by the aggrieved party shall be final and not subject to
further appeal and thus is executory.

FINANCE AND LOGISTICS

SOURCES OF CHAPTER FUNDS

The finances of the Chapter shall be sourced in any or all but not limited to the
following that the Chapter is allowed:

a. Chapter share on annual membership fees;

b. Donations and contributions;
c. Special assessments for projects like assistance to community, corporate social
responsibility;
 d. Proceeds from technical seminars, conferences and webinars;
e. Sale of goods like codes and standards and organization emblems;
f. Sale of services like fire safety audit, preparation of design and peer review;
and
g. Investments and bank interest.

Above sources of Chapter funds must be executed only upon approval by the Chapter
Board of Directors. It is the function of the different Standing Committees to study and
present plans on how to properly implement fund generation program for the
Executive Board implementation.

BUDGET PREPARATION

The Chapter President after organizing the Standing Committees shall require all
committee chairmen to submit on or before November 15 the budget of their
respective committees for the approval of the Board during their regular meeting. Such
budget shall indicate the statement of income and expenses (if any).

The Treasurer shall present the consolidated budget on the first Board Meeting for
consideration and approval.

SAFEKEEPING OF FUNDS

The Treasurer shall safeguard the funds of the Chapter and shall supervise the
recording and disbursement of funds in accordance with the resolutions approved by
the Board of Directors.

The Board shall exert effort in securing depository banks in order to avoid using
personal bank account. The signatories in all bank documents shall be the President
and the Treasurer or any of the three Vice Presidents.

DISBURSEMENTS OF FUNDS

All disbursements, other than those in the approved budget, in excess of PHP
5,000.00 shall need the approval of the Board of Directors.

Committees who have exceeded their budget may request for additional appropriation
or supplementary budget if necessary, subject to the approval by the Board.

BOOKKEEPING

The Bookkeeper shall record all financial transactions of the Chapter in accordance
with sound standard bookkeeping practices from which financial statements can be
made.

The Bookkeeper can be outsourced or employed by the Chapter and should be

directly under the supervision of the Treasurer.

ACCOUNTING AND REPORTING

The Treasurer, during the Board meetings, shall present the financial condition of the
Chapter and which include among others the following:

• Profit and loss statement

• Cash position
• Bank reconciliation statement, if necessary
• Collection and disbursement report
• Schedule of assets and liabilities

AUDITING

Annually, there should be a routine examination of the Chapter’s financial records of

its affairs and subsequent issuance of a certification as to the financial condition of the
Chapter.

Any auditing process shall be under the direct supervision of the Chapter Auditor.
Internal

The Chapter Auditor shall handle the regular verification and post-audit of all Chapter
activities and transactions on a monthly basis.

External

The Chapter Auditor, upon the approval of the Board, shall engage a third party
external auditor to conduct the mandatory annual examination of the Chapter’s
financial records and the issuance of certification as to the financial condition of the
Chapter.

The annual audited Financial Statement of the Chapter shall be forwarded to National
office for review, reference and documentation.

BAD DEBTS

Receivable accounts for the past 2 years, which could no longer be collected, may be
written-off upon the recommendation of the Treasurer and subject to the approval by
the Board of Directors.

The approved Board resolution for the writing off of bad debts shall be furnished to the
National Board for review, reference and documentation.

CHAPTER MEETINGS AND TECHNICAL CONFERENCES

GENERAL GUIDELINES

The following general guidelines shall apply to all meetings of Board of Directors and
Committees, as well as Chapter General Membership Meetings and Technical
Conferences.

PROCEEDINGS
The Robert’s Rule of Order (see Appendix A) shall be used to govern all meetings and
resolve disagreements, except as otherwise provided in PIFPO Constitution and By-
laws and Manual of Procedures.

QUORUM

A quorum must always be present before a body transacts its business. The question
of quorum can be asked anytime during meeting. In the absence of a quorum during a
meeting, the only official thing to do is to hold a caucus for brainstorming and adjourn
the meeting.

RULE OF MAJORITY

The will of the majority must always be carried out and the right of the minority
preserved. The personality and desires each member should be subordinated to the
majority decision. This will assure that the spirit of harmony within the group shall be
preserved.

MANNER OF DISCUSSIONS

Discussions should be based on principles, not personalities, and everyone must

adhere to the Doctrine of Fair Comment. A Speaker who has the floor must address
his speech to the Chairman or Presiding Officer and not to the assembly nor to a
specific individual. Always remember that the subject of the debate is the motion under
consideration and not the individuals who are for or against the motion.

EFFECTIVITY OF RESOLUTIONS

Resolutions are subject matters relevant to the Chapter that have been presented,
deliberated and adopted by members present within the quorum. They are binding on
the Organization until rescinded, modified, suspended or repealed.

All resolutions adopted and approved by the Chapter shall take effect immediately
unless there is a rule to the contrary or as provided for in By-Laws and Manual of
Procedures.

There shall be a permanent record of all resolutions archived by the Administration

Committee and actions by the Board on each particular resolution must be presented
by the Chapter President during the General Membership Meeting.

SUPREME AUTHORITY

The general membership is the superior body in the Organization. It therefore follows
that the members present during General Membership Meeting is the supreme
authority of the Organization and that no subordinate body can repeal, rescind
otherwise modify or change any act or vote of the superior body, except involving
direct amendments of the Constitution and By-Laws or Manual of Procedures.

ROLE OF PARLIAMENTARIAN
The Parliamentarian advises the Presiding Officer on questions of procedure in
transacting the business of the Chapter legally, efficiently and impartially. He does not
make decisions. If asked by the Chairman of the Assembly, he states the ruling or
gives his interpretation of it. He advises the Chairman when serious errors occur but
the responsibility for the decision rests with the Chairman, which is of course subject
to appeal. The Parliamentarian’s opinion is purely advisory.

CHART OF PARLIAMENTARY MOTIONS (See Appendix A)

The chart shows all accepted rules for use by any deliberative body to enable
everyone to decide most common and important questions on parliamentary
procedures.

ROLE OF CHAIRMAN OF THE ASSEMBLY (CHAPTER MEETINGS)

• Calls meeting to order;

• Keeps meeting to its order of business;
• Handles discussions in an orderly way;
• Does not enter into the discussion or give his opinion on the matter being
discussed on the floor. If the Chairman wishes to engage on debate, he has to
relinquish his chairmanship to any of the 3 Vice Presidents;
• May vote only if only to break a tie;
• Should be familiar with parliamentary procedures;
• May appoint committees;
• May assist in wording of motions, if requested; and
• May decide order of speakers.

ACTIONS/ DECISIONS OF THE CHAIRMAN OF THE ASSEMBLY

Actions/Decisions of the Chairman during deliberations are subject to appeal. Such

appeal has to be presented in a form of Motion so it can be discussed on the floor.

MINUTES OF MEETING

Minutes of Meeting is the record of what transpired during a meeting. It normally

contains the kind of meeting, date, place, members present, time meeting started and
ended, and subject matters taken up, whether approved or disapproved, etc.

The Minutes should be written on the third person. The Minutes should contain what
was done, not what was said. The Minutes should record personal opinions of praise
or criticism. The minutes may be corrected whenever an error is noticed regardless of
the time that has elapsed.

The Chapter Secretary should prepare and sign the Minutes of Meeting.

BOARD OF DIRECTORS MEETINGS

Frequency
The Chapter Board of Directors shall hold monthly regular meetings. Special meetings
may be called by the President at his discretion or upon request of at least six (6)
members of the Board.

Notice of Meeting

Notices shall be emailed or by any form of electronic messages to all members not
less than one (1) week before the date of the meeting. However, the manner of notice
and time provision may be waived in case every member of the Board may be notified
in some other way and no objection is raised by any of the members as prescribed by
the Manual of Procedures or Constitution and By-Laws.

Quorum Requirement

Eight (8) members of the Board shall constitute a quorum as prescribed by the
Constitution and By-laws.

Agenda

Indicates the sequence by which the order of business shall be taken up during
regular BOD meeting. An agenda should be prepared for every meeting. Sequence of
the agenda is presented below:

• Call to Oder
• Prayer
• Opening Formalities
• Approval of Agenda
• Approval of Minutes of last meeting
• Business matters arising from last meeting
• New Business
• Report of the President and the three VPs
• Report of the Treasurer and Auditor
• Report of the Committee Chairmen
• Reading of Correspondences
• Other Matters
• Adjournment

EXECUTIVE COMMITTEE MEETINGS

Frequency

The Executive Committee shall meet at the call of the President at his discretion, or on
petition of at least three (3) members of the committee.

Notice of meeting

All members shall be notified at least one (1) week before the scheduled date of
meeting.
Quorum requirement

Four (4) members present shall constitute a quorum.

Ratification of actions

All actions taken thereof shall be subject to the ratification of the Board of Directors.

GENERAL MEMBERSHIP MEETINGS

All Chapters shall hold at least two (2) general membership meetings annually. The
agenda of the meetings shall include the following:

• Call to order;
• Reading of the Minutes of previous Semi-Annual Meeting;
• Report of Chapter Treasurer;
• Report of the Chapter President;
• Technical Seminar;
• Business Matters; and
• Adjournment

Every two (2) years, there shall be an Election for the ten (10) BOD positions which
shall form part of the Business Matters during the General Membership Meeting.

When there is no Election to be held, Business Matters should include deliberations of

resolutions and settlement of matters affecting the interest of the Chapter.

CHAPTER STRATEGIC PLANNING SESSION

A Strategic Planning Session shall be conducted by the incoming officers of the

Chapter, preferably held within the first few weeks after the induction of Chapter
officers.

Induction of the Chapter Officers should be held within the months of December of the
current year and January of the following year.

The Chapter Board of Directors shall approve the exact date and venue of the
Strategic Planning Session.

The Chapter President shall present his/her goals and objectives during his/her two-
year term which will be used the Chapter Officers in coming up with plans and actions.

The National Board of Directors will issue guidelines on the conduct of Strategic
Planning Session which will include:
a. SWOT analysis (strengths, weaknesses, opportunities, and threats);
b. Objectives, strategies, and operational tactics; and
c. Measurements and funding streams
 PROGRAMME FORMAT, CHARGE FOR OFFICERS AND OATHS

FORMAT OF PROGRAMME

The Chapter shall adopt the following format of the programs presented below:

Induction of Officers and Members

National Anthem
Invocation
Recitation of PIFPO Creed
Welcome Remarks
Introduction of Officers and Guests
Message of the National President
Induction of Members
Charging and Induction of Officers/Directors

Turn-over of Responsibilities

President
Secretary
Treasurer

Acceptance Speech of Incoming President

Introduction of Guest Speaker
Address of Guest Speaker
Valedictory Address of the Outgoing President
Closing Remarks
Fellowship

Chartering of Chapters

National Anthem
Invocation
Recitation of PIFPO Creed
Introduction of Officers and Guests
Welcome and Opening Remarks
Charter Presentation to Charter Officers
Induction of Charter Members
Induction of Charter Officers/Directors
Inaugural Address of the Charter President
Message of the National President
Introduction and Message of Guest Speaker (optional)
Closing Remarks
Fellowship (optional)

CHARGE FOR OFFICERS/DIRECTORS

Officers of PIFPO (name of Chapter), you have been chosen and elected because
your fellow members believe that you manifest leadership qualities of head and
heart, which enable you to interpret and impart the message of PIFPO to those with
whom you come in contact.

You are the representative of your Chapter and any contributions of value
pertaining to our profession naturally come through you. On the other hand, you
become the ambassador of PIFPO to your community, and it becomes your duty to
carry the ideals and principles of service to your work.

The honor and privilege of leading PIFPO (name of Chapter) carries along with
duties and obligations: You will be expected to lead your Chapter, initiate activities
that will benefit your members and your community and to place your knowledge
and talents at the disposal of the Chapter in its task of carrying the objectives of
PIFPO.

The community will know and judge PIFPO through your embodiment of it in
character and service, and your members elected you because they believed you to
be their worthy representatives and also possess the qualities that will permit you to
exemplify the true spirit of PIFPO in your public, business, social and private life.

The Chapter expects much from you to lead and inspire your members which will
enable them to be better Fire and Life Safety Practitioners, and with this hope we
most heartily offer you the warmth of PIFPO fellowship.

Officers of PIFPO (name of Chapter), is it correct to say that the position seek you
and you did not seek the position?

Only busy people are invited to lead PIFPO and every worthy officer must
constantly be mindful that we are to serve and not to be served. It is the guiding
principles of PIFPO officers.

Now, you are being charged with governing your Chapter according to the laws of
democracy, under which laws every man who wishes to speak shall be heard,
toward the end that in every matter considered, the best opinions shall prevail
through the expressed will of the majority and the best course of action followed.

Before you take your oath of office, please be reminded that PIFPO is not a political
organization but all our actions are directed toward nation building thru the
promotion of business continuity absent fire incidence.

PIFPO is not a business for profit organization but all your actions should be
anchored on cost benefit with the most economical project with highest return to
membership.

PIFPO is not a charitable organization but all your actions should redound to the
best interest of your members and you must strive to always extend a helping hand
to your brothers in need.

Do you accept this charge?

OATH OF OFFICE

The standard oath format for the Chapter Officers shall be:

“I, (name of officer), after having been elected to the position of

_______________of the Philippine Integrated Fire Protection Organization (PIFPO)
for the year _________, do hereby solemnly swear;

That, I will faithfully do and discharge to the best of my ability the duties and
obligations incumbent upon this Office;

That, I will defend the Constitution and By-Laws of the Organization;

That, I will do my duty towards God, my country and my fellowmen, and lastly;

That, I impose upon myself the aforementioned duties and obligations voluntarily
and without reservation or purpose of evasion.

So Help Me God.”

The standard oath formats for the Chapter Members shall be:

OATH OF MEMBERS

“I, (name of member), after having been accepted as a member of the Philippine
Integrated Fire Protection Organization (PIFPO), ____________________ Chapter,
do hereby solemnly swear;

That, I will defend the Constitution and By-Laws of the Society;

That, I will do my duty towards God, my country and, my fellowmen, and lastly;

That, I impose upon myself aforementioned duties and responsibilities voluntarily

and without reservation or purpose of evasion.

So Help Me God.’’

AWARDS AND RECOGNITION

The following awards shall be presented in a plaque (or other appropriate award as
approved by the Board of Directors) recognizing the recipients’ achievements.

HONORARY MEMBERSHIP AWARD

An award conferred, upon recommendation of the Awards and Recognition Committee

and by a unanimous approval of the National Board of Directors, to any notable
person of preeminent professional distinction who has rendered outstanding or
eminent services to the profession, organization, community and country.
FELLOW AWARD

The highest and most prestigious award that PIFPO could give and is conferred, upon
recommendation of the Awards and Recognition Committee and through a unanimous
approval by the National Board of Directors, to active Professional members of
acknowledged eminence in the fire protection engineering and profession and who
have rendered outstanding or eminent services to Organization, community and
country.

PLAQUE OF APPRECIATION TO OUTSTANDING MEMBER

The Plaque of Appreciation shall recognize outstanding member who, over the years,
have rendered service to the Organization in an unselfish, extraordinary manner, and
have continually promoted the goals of PIFPO.

EXCELLENCE IN GOVERNMENT SERVICE AWARD

This Award is given in recognition to a public official’s accomplishments, contributions

and achievements in the promotion of public awareness of fire protection and
prevention concepts and ideals.

ENGINEER / ARCHITECT OF THE YEAR

The Engineer or Architect of the Year Award shall recognize Organization Members or
Corporate Members who are registered Professional Engineer or Architect, and in the
course of their normal activities have expended extra effort to promote the goals of
PIFPO and to promote the profession of Fire Protection Engineering.

OUTSTANDING FIRE PROTECTION SERVICE AWARD

This award aims to recognize Members or Supporters who have rendered service to
any Chapter projects related to fire protection and prevention in an unselfish,
extraordinary manner above and beyond normal expectations.

MERITORIOUS SERVICE AWARD

This award shall recognize individual member(s) or Committee who, over the years,
have rendered service to the Organization in general and to the Chapter in particular
in an unselfish, extraordinary manner, and have continually promoted the goals of
PIFPO.

PRESIDENT’S AWARD (OR PRESIDENTIAL PLAQUE OF APPRECIATION)

The award is a prerogative of the President to be given to Corporate Members,

Academe, Government Agencies and Supporters who, in the course of activities
during the prior fiscal year, have expended extra effort to promote the goals of PIFPO
and to contribute to the Fire Protection Engineering profession.

CRITERIA AND GUIDELINES FOR THE SELECTION OF THE NOMINEES

Basic Qualification for Personal Awards

Except for the Honorary Membership Award, the nominees must:

• Be a member in good standing; and

• Be at least a Fire Safety Practitioner.

Documents to be submitted

• Bio-data of nominees;
• 50 mm x 50 mm picture of each nominee;
• Board Resolution of the Chapter endorsing the nominees, including class and
category each nominee is entered;
• Write-up for each nominee citing reasons why the Chapter believes the
nominee deserves the award he is entered in;
• Historical record of each nominee in his Chapter citing, among others, the
following;
• Highest position held in the Organization;
• Various committee works nominee participated in, either as chairman or
member;
• Awards received;
• Conventions/ GMM and conferences attended;
• Position held in civic organizations and awards received from them; and
• Services rendered to his community and the country.

CHAPTER OFFICE AND SECRETARIAT

OFFICE

The Chapter office shall house the office files, equipment and library. The office shall
be accessible to all members of the Chapter.

SECRETARIAT

Composition

Depending on specific needs, Chapters have the freedom to determine the

composition on their Secretariat. The highest position in the staff is the Secretariat
Officer. A Chapter shall have at least one (1) Admin Staff to man its office.

Supervision and Control

The immediate management of the Chapter office and of the Secretariat is to be jointly
performed by the Chapter Secretary and the Chairman of the Committee on
Administration and Secretariat.
The Secretariat Officer receives instructions from the President or from the Board of
Directors.

Salary Administration

There shall be graduated salary scale for each position in the secretariat staff; all will
have a hiring rate, regular rate and maximum rate for the position. Importance of
position and seniority of service shall govern the salary scale, but subject to the
approval by the Board, including subsequent increases.

Hiring and Termination

The President may recommend to the Board of Directors the creation of new positions
with recommendations as to qualifications and salary scale.

Termination shall likewise be submitted by the President to the Board for approval.

MISCELLANEOUS PROVISIONS
TRANSITION OF ADMINISTRATION

To have a smooth turnover between the outgoing and incoming officers and members
of the Board, there shall be a joint meeting of the outgoing and incoming Chapter
Board of Directors wherein the following, among others, shall be resolved:

a. Appointment of incoming committee chairmen;

b. Schedule of major activities for the incoming year; and
c. Budget preparation for the incoming year.

PROGRAM OF ADMINISTRATION

The President, during the first regular Chapter Board Meeting, shall present his
program of administration, which shall be the guide of the various standing committees
as well as special committees for their activities for the year.

NEWSLETTER

The Chapter, at its discretion, shall publish an official newsletter. The title and
frequency of publication shall be decided by the Chapter.

The Editor-in-Chief of the Newsletter is the Vice-President for Internal Affairs, and
shall be responsible for the publication of the Chapter’s newsletter.
PRESS RELEASE

The Committee on Administration and Secretariat shall see to it that activities of the
Chapter shall be given media exposure regularly. This can be via press and media
releases, or through social networking sites on the web and in the internet.

********************************* End End End ***************************************

Adopted by the National Board of Directors present in a virtual meeting called for the
specific purpose of reviewing and adopting this Chapter Operations Guide this 1st day
of August, 2020 at 1:00 am via Zoom.

Presented and discussed to the National Board by:

ALEXANDER V. LISTANA
National VP Technical and Professional Affairs

Board Approval:

_______________________ ______________________
RONEL R. BAES ARTHUR MERILLO III
National President National Director

________________________ ______________________
NARDITO CORNELIO JR. ALFRED CABACOY
National VP – Internal Affairs and National Director
Organizational Development

________________________ ______________________
DANILO CABRERA RODEL PANES
National VP – External Affairs and National Director
Stakeholders Relations

________________________ ______________________
ARMANDO C. EMATA PASCUALITO BANASIG
National Secretary National Director

_________________________ ______________________
GILBERT TOMAS ROLAND ARIMADO
National Treasurer National Director

_________________________ ______________________
MOSES M. MABUTE JR. BERNARDO TERROBIAS
National Auditor National Director

__________________________ ______________________
EDWIN SORIANO JEFFREY SIGNSON
National Director National Director