CONSTITUTION AND BY-LAWS

4Ps AGRI LIVESTOCK ASSOCIATION (4PS ALSA)

CONSTITUTION

PREAMBLE

We, the unified enterprising members of 4PS AGRI LIVESTOCK ASSOCIATION (4PS ALSA) on this day, have
voluntarily associated ourselves and accept the responsibilities bestowed upon us. We do solemnly swear to
adhere and enact the principles set forth in this Constitution and the Constitution of the Republic of the
Philippines.

ARTICLE I-
NAME AND ADDRESS OF THE ASSOCIATION

The 4PS AGRI LIVESTOCK ASSOCIATION (4PS ALSA), hereinafter referred to as "the Association", shall have
its business address at BARANGAY TAGUITE, LAWAAN, EASTERN SAMAR, REGION VIII.

ARTICLE II - VISION, MISSION, GOALS and OBJECTIVES

[VISION] To promote sustainable agro-based strategies in order to improve the livelihood of rural
poor people in general and resource poor farmers in particular.

[MISSION] To generate more wealth in the hands of small and poor agricultural farmers, livestock
and fisheries farmers by improving their agricultural skills and capacitate and by demonstrating ways in which they
can manage their faces.

[GOALS] Livestock helps on food supply, family nutrition, family income, asset saving, soil
productivity, livelihood transport, agricultural traction, agricultural diversification
and sustainable agricultural production, family and community
employment and social status.

[OBJECTIVES] To reduce poverty and inequality by generating employment among poor household
members and moving highly vulnerable households into sustainable livelihood
and toward economic stability.

ARTICLE III - DECLARATION OF PRINCIPLES

Sec. 1 The Association believes in the principle of unity and shall act towards the attainment of
common purpose and direction as well as create strong social bond among members
and the community.
Sec. 2 The Association upholds that each member is committed to the responsibility/ies arising from
any agreement contracted by the party for the benefit of the enterprise.
Sec. 3 The Association contends that leadership is a matter of responsibility more than a privilege.
Sec. 4 The Association believes that Savings Management is an effective way of building up resources to
benefit its members, their families and the community as a whole.
Sec. 5 The Association envisions itself as partners of change through community social development
programs.
Sec. 6 The Association adheres to the principle of fairness thereby electing its members to become
officers.
Sec. 7 The Association believes in a democratic process; hence, all decisions shall be agreed by the
majority.

ARTICLE IV - MEMBERSHIP ELIGIBILITY

Sec. 8 All members of the Association have passed the minimum eligibility requirements which are:
8.1 Age requirement of at least 16 years old with written parental consent unless of legal age.
8.2 Bonafide resident of the Barangay.
 Sec.9 All members of the Association have satisfied the following additional criteria:
9.1 With physical, mental and emotional capacities to manage the individual/association
enterprise.
9.2 Has no adverse reputation and possesses good moral character.
9.3 Has positive work habits and attitude.
9.4 Possesses the capacity and appropriate level of aspiration for economic advancement.
9.5 Has completed the required training, and/or is willing to undergo other capability building
activities lined up for the project.
9.6 Has paid the membership fee that is intended for the opening of Association bank account
and pre- operating cost (e.g. ledger, ballpen, manila paper for reporting purposes, etc)
ARTICLE V – ORGANIZATIONAL STRUCTURE, RIGHTS, DUTIES AND RESPONSIBILITIES OF OFFICERS AND
MEMBERS

Sec. 10 All members of the Association shall have the following rights and privileges:
10.1 To receive the full benefits of being a member of the Association.
10.2 To vote and be voted upon as Officer of the Association.
10.3 To be heard and consulted prior to any Association's decisions.
10.4 The Association, through its officers, have the right to terminate any member for not
adhering to the policies covered by this document.
10.4.1 In cases of unforeseen events (e.g. death or severe illness of the member,
unfitness to engage in the enterprise for whatever reason, etc.), an eligible
member of the household or resident of the project barangay shall become a new
member of the association if s/he is interested to join. S/he shall have the same
rights and responsibilities due a member. The Association must issue a resolution
on the acceptance of the new member.

In cases where the eligible household member is not interested to join the Association,
s/he must sign a waiver of non-intent. The Association must issue a resolution
and give all the savings, such as Capital Build-Up and Emergency funds, to the
eligible household member.
 Sec. 11 All members of the Association shall have the following duties and responsibilities:
11.1 To abide by all the pre-conditions required for the livelihood assistance availed.
11.2 To recover the livelihood assistance extended to them in the form of savings among its
members. The savings to be generated must be equivalent to the amount of
livelihood assistance received.
11.3 To pay all fines and surcharges that may be imposed by the Association to its members
for breach of disciplines.
11.4 To observe punctuality in all Association weekly meetings and assemblies.
11.5 To keep a copy of all transactions made with the Association as a personal file.
Sec. 12 The Executive Board. The Executive Board is composed of the President, Vice President,
Treasurer, Secretary, and Auditor with the following responsibilities:
12.1 Set examples to the members in adhering to the policies and procedures set by the Association.
12.2 Serve as the policy-making body of the Association and shall also act as the decision-making body
relative to the management of the Association as a whole.
12.3 Convene meetings regularly or as needed.
12.4 Assess the result of validation/ investigation conducted by the Membership Committee and
provide resolutions.
12.5 Approve/ disapprove selection of supplier/s or service provider/s as recommended by the
Review and Recommending Sub- Committee.
Sec.13 Specific Functions of the Members of the Executive Board
13.1 President
13.1.1 Preside the General Assembly/ies and Executive Board Meetings.
13.1.2 Review and approve all resolutions, communications, official reports, and all other related
documents of the Association.
13.1.3 Approve individual loan application of other members from the Association's credit and
savings facility (if applicable), upon the recommendation of the Executive
Board.
13.1.4 Authenticate all official documents for records or for release of the Association.
13.1.5 Represent the Association in his/her official capacity on occasions and events as needed.
13.1.6 Perform other duties as necessary.
13.2 Vice-President
13.2.1 Shall act as President in the absence of the incumbent President.
13.2.2 Serve as head and preside over all meetings of the Membership Committee.
13.2.3 Review and recommend new membership application for expansion of the Association for
approval of the Executive Board.
13.2.4 Conduct investigation for any violation committed by any member of the Association and
recommend resolution to the Executive Board for approval.
13.2.5 Perform other duties as necessary.
13.3 Secretary
13.3.1 Document all proceedings of the general meeting/ assembly including the attendance of
the members for the approval of the Executive Board.
13.3.2 Consolidate, record and file all documents for report generation.
13.3.3 Keep an inventory of all properties of the Association in coordination with the Auditor.
13.3.4 Perform other duties as necessary.
13.4 Treasurer
13.4.1 Receive payments, remittances and all other financial transactions of the Association and
issues acknowledgement receipt.
13.4.2 Withdraw/deposit cash and check issuances for and 'required by the Association.
13.4.3 Provide timely and accurate financial report of the Association every General Assembly
and Executive Board Meeting.
13.4.4 Maintain efficient and effective recording of all financial transactions of the Association.
13.4.5 Perform other duties as necessary.
13.5 Auditor
13.5.1 Audit the over-all general operation of the Association as well as internal policies and
procedures of the established enterprise.
13.5.2 Conduct financial audit pertaining to financial transactions.
13.5.3 Ensure the quality standard of assets provided by identified supplier through inspection.
13.5.4 Conduct inventory and inspection of assets acquired by the Association.
 13.5.5 Lead in the conduct of investigation on fraud, corruption, and other related cases
particularly on the misuse of funds.
13.5.6 Must keep copies of transaction receipts from purchases and payments to and from
suppliers/service providers made by the Association.
13.5.7 Perform other duties as necessary.
The Association Committees
Election of members in the Committee is conducted simultaneously during the election of
Association officers.
14.1 Membership Committee
4.1.1 Assess eligibility of new applicants.
14.1.2 Ensure active participation of all members.
14.1.3 Conduct activities/ trainings for the capacity building of members.
14.1.4 Provide disciplinary action and conflict management mechanisms for members to abide by
subject to approval of the Executive Board.
14.2 Nomination and Election Committee
In cases where the Association needs to conduct an election (every 2 years or as necessary), the
Executive Board should, within its powers, organize or re-activate the Nomination and Election
Committee to manage the election process of the Association.
 14.3 Business Operations Committee

14.3.1 Identify, develop and recommend other feasible enterprises for the Association and
facilitate implementation of the same.
14.3.2 Lead the Association in marketing products/services to target customers.
14.3.2.1 Business Operations Manager
14.3.2.1.1 Manage the over-all operation of the enterprise(s) of the Association.
14.3.2.1.2 Ensure financial stability of the enterprise and achieve return of
investment as expected.
14.3.2.1.3 Engage and maintain partners and networks tapped by the Association.
14.3.2.1.4 Maintain active directory of partners and networks.
14.3.2.1.5 Perform other duties as necessary.
14.3.2.2 Sub-Committees of the Business Operations Committee
The Association to create sub-committees and assign its members through a resolution
to: (a) canvass and identify service provider/ supplier; and (b) purchase and inspect
assets. The number of members to be assigned in every sub-committee will
depend on the total number of the Association.
14.3.2.2.1 Canvassing Sub-committee
Conduct the canvassing of tools/equipment, goods and services, within or nearby the
municipality/city, required by the enterprise/s for its operation
adhering strictly to the principles of fairness and efficiency favourable to the
Association.
14.3.2.2.2 Review and Recommending Sub-committee
14.3.2.2.2.1 Assess the qualifications of potential suppliers/service Providers
submitted by the Canvassing Sub-Committee with regard to the capacity to deliver
timely the supplies and services of good quality needed at a reasonable price.
14.3.2.2.2.2 Provide assessment report/s to the Executive Board for approval or
disapproval of recommended suppliers/ service providers.
14.3.2.2.3 Purchasing Sub-committee
14.3.2.2.3.1 Purchase the necessary assets required as approved by the Executive
Board through a resolution.
14.3.2.2.3.2 Ensure that all assets, goods and services purchased/delivered are within
the approved specifications before payment.
14.3.2.2.4 Audit / Inspection Sub-Committee
14.3.2.2.4.1 Inspect the quality of purchased assets based on the specifications
provided in the approved Mungkahing Proyekto and signed contract.
14.3.2.2.4.2 Review/Audit financial documents to ascertain validity, accuracy and
completeness of the procurement transactions.

ARTICLE VI - MEETING OF THE ASSOCIATION

Sec. 15 Association Assembly. The Association shall meet at least once a month on every 10th for a
general assembly.
Sec. 16 Special General Assembly. A Special General Assembly may be called by the Officers any time to
discuss important matters.
Sec. 17 Regular meetings of the Officers. The Officers shall meet every 5TH of the month and shall be
held at the principal address of the Association at Brgy. Taguite, Lawaan, Eastern Samar.
Sec. 18 Special Meetings. A special meeting may be called upon by the President or the majority of the
members, if necessary. A written notice signed by the person/persons calling the meeting
shall specify the agenda, date, time, and venue for the reference of the members
Sec. 19 .Notice of General Assembly Meeting. Written notice of all meetings shall be served by the
Secretary to individual members or by posting the notice at the bulletin board at the
principal office of the Association. The notice should include the agenda, date, time, and venue
for the reference of the members.

ARTICLE VII - TERMS OF OFFICE

Sec. 20 The tenure of office of the Association Officers shall be 2 year(s).
Sec. 21 In the event of sudden vacancy in the roster of officers, a special election shall be convened
immediately to assume the responsibilities and continue with the business operation.

ARTICLE VIII - AMENDMENTS

Sec. 22 This Constitution may be amended, in whole or in part, provided that 75% of the members of the
Association are convened for the purpose.
 BY-LAWS

With the foregoing charters of the Association, we, the undersigned members hereby reaffirm our commitment to hold on to the
mandatory policies, rules, regulations and standard operating procedures set forth by the Association as stated in this By-Laws.

ARTICLE I- GENERAL POLICIES, STANDARDS AND PROCEDURES

Sec. 1 PROCESS IN OPENING SAVINGS ACCOUNT

1.1 Once the Association has been formalized, the President, Treasurer, and one nominated officer shall go to the nearest
financial institution operating within or adjacent the municipality/city to open an Association savings account. The
Association officers will likewise serve as official signatories in every bank transaction.
1.2 The amount needed for the opening of savings account shall be shouldered equitably by the members from the
membership fee.

Sec. 2 FUND MANAGEMENT

2.1 Fund Utilization
2.1.1 Withdrawal of funds from the Association account.
2.1.1.1 Only the President, Treasurer, and the nominated officer shall jointly withdraw the livelihood
assistance. Every bank withdrawal must be supported with a resolution stating the amount to be
withdrawn and the intended purpose.
2.1.1.2 All bank transactions made by the authorized officers shall be presented by the Treasurer to the
members of the Association during the scheduled monthly meeting of the Association for transparency
purposes.

2.2 Savings Management

2.2.1 Income derived from the enterprise, both Association and Individual, shall form part of the Association's
savings to be collected on a weekly/monthly/quarterly basis as agreed by the members. The actual amount for
each type of savings shall be democratically and voluntarily identified by the members in consideration of the
projected income from the enterprise. These savings are as follows:
2.2.2 Operational Fund - the amount equivalent to 0.05 of the net income that will be utilized for the day-to-
day operational expenses of the enterprise.
Capital Build-Up (CBU) - shall be collected from ALL the members and is equal to 0.05 of the net income.
The amount may be used for the expansion of the enterprise or as extended credit service to
members and/or non- members of the Association, as agreed by the members.
Profit Sharing - the amount equivalent to 0.05 of the net income that will be distributed to all members
managing the Association enterprise.
Emergency Fund - shall be collected from ALL members and is equal to 0.05 of the net income. The
amount is intended for unforeseen circumstances (e.g. hospitalization and/or burial of members,
funds for calamities and any other fortuitous events).
By its mandatory nature, failure on the part of the individual member or the Association to comply shall
constitute a grave breach of discipline and agreement and shall be penalized. Penalties shall be
identified by the Association prior to the commencement of its operations.
2.2.3 The Association may provide other assistance (e.g. life/medical insurance) to its members or engage in
community projects for the benefit of the neighborhood subject to the members' agreement on the
source of fund. The expenses or earnings from engagement other than the established enterprise shall be
properly recorded and reported to the members by the responsible officer.

2.3 Purchase of Assets and/ or Selection of Services

2.3.1 The following are the tasks of the members of the Sub-Committee on Business Operations Committee:
2.3.1.1 Canvassing Sub-Committee
2.3.1.1.1The committee members shall canvass at least 3 potential suppliers or service providers
in the market/community.
2.3.1.1.2If there are less than three (3) potential suppliers, a justification report shall be prepared
by the committee members to be submitted to the Review and Recommending Sub-Committee
for the assessment of the supplier's eligibility.
2.3.1.2 Review and Recommending Sub-Committee
2.3.1.2.1The committee members assess the eligibility of the possible supplier/s or service
provider/s submitted by the Canvassing Sub-Committee and forward the list of those
qualified to the Executive Board for final decision.
2.3.1.2.2The Executive Board selects the most responsive supplier and informs the Committee of
their decision to facilitate the contract between the Association and the supplier/service
provider.

2.3.1.2.3During the signing of contract, the Association must ensure that at least one (1)
Association member shall act as witness and must also affix his/ her signature.
 2.3.1.3 Purchasing Sub-Committee
The committee members shall acquire the required assets or forge agreement with the selected
supplier/service provider for the implementation of the Association's proposed microenterprise. A Fund Utilization
Report must be submitted by the committee following the receipt of purchased assets or completion of the Skills
Training.
2.3.1.4 Audit/ Inspection Sub-Committee
The committee members shall ensure the quality of materials purchased based on signed contract. In case of
defective materials, the committee members must inform the Purchasing Sub-Committee for replacement.
For Skills Training, the committee members shall ensure that the Training Design is strictly observed as agreed and
stated in the contract between the Association and the service provider.

ARTICLE II - PENALTY CLAUSE

Sec. 3. FINES, SANCTIONS, DISCIPLINARY ACTIONS
3.1 The members agree on the Association's right to impose fines, sanctions, disciplinary actions or even
impeachment to non- compliant members.
3.2 By its mandatory nature, failure on the part of the individual member or the Association to comply shall constitute
a grave breach of discipline and agreement and shall be penalized accordingly. Penalties shall be identified by the
Association prior to the commencement of its operations.
3.2.1 The following shall be considered breach of discipline;
3.2.1.1 Excessive tardiness and absenteeism, as defined by the Association, in weekly/monthly meetings,
and assemblies.
3.2.1.2 Underpayments and non-payment of the operational fund.
3.2.1.3 Deviation from the intended purpose of the grant/ misuse of fund.
3.2.1.4 Non-utilization of the grant within the required period or based on Program of Works for
common services facilities.
3.2.1.5 Fraud, corruption, and other related cases.

3.3 HANDLING OF COMPLAINTS/ CONFLICT AMONG MEMBERS OF THE ASSOCIATION

3.3.1 Any officer/ member may be impeached from the Association upon (1) culpable violation of the
constitution, (2) grave abuse of authority, (3) corruption, (4) fraud, and (5) other violation detrimental to
the Association.

3.3.2 The Secretary shall receive the complaint against any member of the Association. The Membership
Committee shall conduct fact-finding to further assess the case. Complaint must be tracked, properly
recorded, and must be kept confidential.

3.3.3 If the Secretary is the subject of the complaint, the President shall authorize the Vice-President to replace
the Secretary. However, if in case that the subject of the complaint is the President, the Vice
President in coordination with the Membership Committee shall serve as the accountable in resolving the
case.

3.3.4 If the Vice President is the subject of the complaint, the Membership Committee shall exclude the Vice
President in conducting fact-finding/ validation process.

3.3.5 The Membership committee to provide assessment report to the Executive Board and the latter, and
other concerned officers and members to provide fair and just solution to the case.

3.3.6 Any member who fails to abide by the agreed savings generation scheme for three (3) consecutive times
and violated the By-Laws or major policy of the Association and Membership Agreement may, after
thorough investigation, may be fined, suspended or terminated.

3.3.7 All members have the right to file complaint if said concern is valid/ meritorious. However, the officers
shall ensure that all members are informed on every updates and activities to be conducted through
regular monthly meeting to avoid conflict among the members of the association.

3.3.8 In cases where the Association cannot handle or resolve a certain case, then the officers and members
may elevate the concern to the Barangay Local Government Unit for further assistance and solution.

ARTICLE III - INCENTIVES AND AGREEMENT

4.1 The Executive Board shall determine the reasonable and applicable sharing scheme of profits of the Association with
inputs/advice from the Business Operations Manager. The sharing scheme shall be presented during the Association
meeting and shall be approved by majority of the Association through a resolution.
 4.2 The Executive Board shall determine applicable incentive schemes to motivate members of the Association to excel and
contribute to the general welfare of the Association. Said scheme shall be agreed by majority of the members of the Association.
4.3 The Executive Board shall determine applicability of providing expanded credit services to its performing members base
from the financial standings of the Association as reported by the Treasurer. If applicable, the Executive Board shall issue a
resolution on the procedure to avail of credit services. The said procedure shall be adopted by the majority of the members
of the Association and shall be formalized through a resolution. If needed, a separate sub-committee may be created for this
purpose.

ARTICLE IV - EFFECTIVITY
This Constitution and By-Laws shall take effect upon its ratification. Unanimously adopted and ratified this 24th day of May,
2023 at Brgy. Taguite, Lawaan, Eastern Samar.