SHOM rules

SHOM RULES

1. Name – The organization is known as SHOM, Spouses of Heads of Mission. SHOM is an informal association of spouses of heads of diplomatic mission according to the list of accreditations provided by DFA. Spouses of heads of mission are formally invited to become members of SHOM. They will become members upon payment of an annual membership fee, currently at 3000 pesos for a year from September to September.

2. Nature – The organization is non-profit and not a legal entity.

3. Management – SHOM is led by a chairperson and managed by a standing committee of members that volunteer in this respect. They have limited mandate from the membership. The committee members can take different roles like treasurer, charity liaison, webmaster and so forth. The committee will choose a chairperson amongst its members that will be tasked with handling the agenda, the Whatsapp chats and interacting with Filipino institutions. In case the chairperson or any other committee member is absent another member can substitute.

4. Tasks – The committee is tasked with proposing cultural and social activities, charity functions and promoting social networking within and outside of the organization. Any other decisions that need to be made outside of these tasks will need to go before members at assembly.

5. Responsibilities – The committee can use the money collected from the membership fees whenever the expenditure does not exceed 10,000 pesos. In cases exceeding this amount, the committee will consult the members either by means of a general assembly or by a survey on Whatsapp.

The committee members act on behalf of SHOM as one, regardless of respective embassies’ priorities or agendas.

6. Fundraising – For charity events, the committee will inform the members well in advance about the purpose of the fundraising. The revenue of the fundraising events, sponsorship or possible donations will be handled by the committee after consultations with members. The committee makes a first selection of the applicants, based on pre-determined criteria (charities must be registered, they must not be headed, managed or represented by any of the SHOM members, the requests must be credible, detailed and the subsequent expenditures verifiable etc.). The said criteria will also be specified whenever a fundraising initiative is proposed.

The final decision can be made on the occasion of a general assembly meeting. The quorum for a valid decision to be made will be calculated on the number of people expressing their preferences either directly or by proxy on the occasion of consultations or surveys. The final decision will be made on the basis of 51% of the preferences expressed. SHOM members who cannot directly express their preferences and still wish to do so can appoint any other SHOM member as proxy, provided this is done in writing and timely reported to the committee.

7. Term – By the end of May the committee will call for a general meeting to report on all of the activities and management of funds. The appointment of the new committee takes place then and their term officially starts early September. SHOM activities during June, July and August are reduced to minimum.

About the author: Riitta Laakso

100 % Finnish but with little pieces of my heart scattered all around the world, mostly in Sweden, France, Thailand, Australia, India, Greece, the US and most likely the Philippines. I fall in love easily! I am a mother of three wonderful children to whom I remain forever grateful for keeping me young. Passionate about the arts, charity and OMG, food.