2. PLACES OF BUSINESS

Its principle place of business shall be at “Department of Political Science- National University of Singapore, 10 Kent Ridge Crescent, Singapore 119260” (hereinafter referred to as the “Department”) or such other address as may subsequently be decided upon by the Executive Committee and approved by the Registrar of Societies. The Association shall carry out its activities only in places and premises which have then prior written approval from the relevant authorities where necessary.

3.      OBJECTIVES

The objectives of the Association are:

(a)    To cultivate close links and foster a spirit of understanding and goodwill through fellowship among its members.

(b)   To interact and co-operate with the Department and render necessary assistance that may be required from time to time for the benefit and enhancement of the Department and its members.

(c)    To encourage and organise academic, educational, social, cultural, recreational and civic activities among its members.

(d)   To provide a recognised means of communication and rapport between the Association and their Alma Mater, the Department of Political Science, National University of Singapore.

4.      MEMBERSHIP

4.1  The association shall consist of the following categories of membership:

(a)    Ordinary Membership

(b)   Associate membership

(c)    Honorary membership

4.2  Ordinary Members

All persons who have taken Political Science as a major subject and been awarded a degree in the Faculty of Arts and Social Sciences, National University of Singapore or its predecessor institutions and are above the age of twenty-one are eligible to apply as ordinary members.

4.3  Associate Members

All persons who are present or past lecturers of the Political Science Department, NUS may apply or be invited to become associate members. Graduates of NUS or its past predecessor institutions who have taken at least one (1) module of Political Science are eligible for associate membership. Graduate students in the Political Science Department of NUS are also eligible for associate membership.

4.4   Honorary Members

Honorary membership may be conferred on persons who have distinguished themselves in public life or by service to the Department or the Association. Honorary members shall not be required to pay any subscriptions.

5.      MEMBERSHIP PRIVILEGES

5.1  All ordinary members shall have the right to:

(a)    subject to Article 9.3, stand for election, to nominate or second a candidate for election and vote in the Association’s election;

(b)   to vote at meetings;

(c)    to participate in all activities organised by the Association.

5.2  Honorary and Associate members shall be entitled to the benefits and privileges of ordinary members with the exception of 5.1 (a) and 5.1 (b) above.

6.      APPLICATION AND ADMISSION OF MEMBERS

6.1  All applications for membership must be submitted on the prescribed form to the Honorary Secretary and shall be proposed and seconded by ordinary members.

6.2   The Executive Committee will decide on the application for membership.

6.3   Upon approval of membership by the Executive Committee, the applicant will be so notified by the Honorary Secretary. His/her membership shall not commence until the required membership subscription has been paid.

7.      ENTRANCE FEES, SUBSCRIPTIONS AND OTHER RULES

7.1  There shall be no entrance fee payable for all members.

7.2  The annual subscriptions shall be determined by the Executive Committee from time to time.

7.3  Annual subscriptions are payable within the first month of the expiry of membership. If a member falls in arrears with his/her subscriptions or other dues, he/she shall be informed immediately by the Honorary Treasurer. If he fails to settle his arrears within six (6) weeks of their becoming due, the President may order that his/her name be posted on the Association’s notice board or website and that he be denied the privileges of membership until he/she settles his/her account. If he/she falls into arrears for more than three (3) months’ dues, he/she will automatically cease to be a member and the Executive Committee may take legal action against him/her provided that they are satisfied that he/she has received due notice of his debts. But if at any time he gives the Executive Committee a satisfactory explanation, he/she may, at the discretion of the Executive Committee, and upon payment of all arrears, be re-admitted into the Association.

7.4  Any additional funds required for special purposes may only be raised from members with the consent of the Executive Committee.

8.      SUPREME AUTHORITY AND GENERAL MEETINGS

8.1  The supreme authority of the Association shall be rested in a general meeting of the members presided over by the President.

8.2  The General Meetings of the Association shall be the Annual General Meeting (hereafter referred to as the AGM) and Extra-ordinary General Meetings (hereafter referred to as the EGM).

8.3   The AGM of the Association shall be held March each year, at a place upon a date and time to be fixed by the Executive Committee for the following purposes:

(a)    receive the previous financial year’s accounts and annual reports of the Executive Committee;

(b)   election of office bearers and Honorary Auditors for the following term;

(c)    decide on any resolution which may be duly submitted to the General Meeting as provided under Article 8, Clause 8.7.

8.4  At other times, an Extraordinary General Meeting must be called by the President on the request in writing of not less than one quarter (1/4) of the total voting membership or thirty (30) voting members, whichever is the lesser and may be called at any time by order of the Executive Committee. The notice in writing shall be given to the Honorary Secretary setting forth the business that is to be transacted. The EGM shall be convened within two months from receiving this request to convene the EGM.

8.5   If the Executive Committee does not within two months after the date of the receipt of the written request proceed to convene an EGM, the members who requested for the EGM shall convene the EGM by giving ten (10) days’ notice to voting members setting forth the business to be transacted and simultaneously posting the agenda on the Association'’ notice board.

8.6  At least two weeks’ notice shall be given of an AGM and at least ten (10) days’ notice of an EGM. Notice of the meeting setting the date, time and place of meeting shall be sent by the Honorary Secretary to all voting members. The particulars of the agenda shall be posted on the Association’s notice board or website.

8.7  Any member who wishes to place an item on the agenda of a General Meeting may do so provided the member gives notice, by fax or letter, to the Honorary Secretary one week before the Meeting is due to be held. The proposed motion must be supported by two (2) members.

8.8  At least one quarter (1/4) of the total voting membership or thirty (30) voting members, whichever is the lesser present at a General Meeting shall constitute a quorum.

8.9  In the event of there being no quorum, the meeting shall be adjourned for half an hour and should the number then present be insufficient to form a quorum, those present shall be considered a quorum, but they shall have no power to alter, amend, or make additions to any clause of the existing Constitution.

8.10   Unless otherwise provided, a motion or resolution at any General Meeting shall be carried by a simple majority of those members present during voting.

8.11   Except as prescribed in Article 12, voting shall be by a show of hands unless a ballot is demanded by the person presiding or by at least ten members present and eligible to vote.

8.12   Voting by proxy is not permissible except under Article 13 and Article 14, Clause 14.1.

(a)    The instrument appointing a proxy shall be in writing in a form prescribed by the Executive Committee or as near thereto as possible. A member shall only appoint as his proxy a member who is entitled to exercise a vote at a meeting of the Association.

(b)   The proxy shall be valid for use at one meeting only or for any adjournment of the meeting.

(c)    The Executive Committee shall be entitled to issue an appeal for proxies in favour of the President or his nominee.

(d)   The instrument in proper form appointing a proxy must be deposited with the Honorary Secretary of the Association not less than forty-eight (48) hours before the meeting at which it is intended to be us

8.13   Proxy shall not constituted as part of the quorum.

8.14   On a show of hands, every member present shall have one vote. Upon a ballot every member present in person or by proxy shall have one vote. The person presiding shall have a second or casting vote whether the issue is to be decided by a simple or other stipulated majority.

9.      NOMINATION AND ELECTION OF EXECUTIVE COMMITTEE MEMBERS

9.1  A notice calling for nomination for election of members to the Executive Committee shall be sent by the Honorary Secretary to all members not less than fourteen (14) days before the AGM.

9.2  All such nominations in a form prescribed by the Executive Committee must be returned to the Honorary Secretary not later than THREE (3) days before the AGM.

9.3  Each nomination form shall be signed by the proposer and seconder and shall contain the written consent of the candidate for election as an Executive Committee members.

9.4  Should the number of nominations received THREE (3) days before the AGM be insufficient to fill any of the posts in the Executive Committee, those already so nominated shall be deemed to have been elected to their respective posts in the Executive Committee.

9.5  The Treasurer, shall not be re-elected to the same or related position for a consecutive term of office. The term of office of the Executive Committee is one (1) year.

9.6  Only Singaporean citizens and permanent residents shall be eligible for election to the posts of President, Vice-President, Hon. Secretary, Hon. Treasurer and Hon. Asst. Treasurer.

9.7  A nominee from the Department of Political Science, National University of Singapore shall be the ex-officio member of the Executive Committee. Such nominee shall be entitled to attend all meetings of the Association but shall not have the rights to vote at such meetings.

9.8  The Executive Committee shall meet as often as the business of the Association may require, but at least once every two months, after giving seven (7) days’ notice to the Executive Committee members. The President may call an Executive Committee meeting any time by giving five (5) days’ notice. At least half of the Executive Committee members must be present for its proceedings to be valid.

9.9  Any member of the Executive Committee absenting himself from three (3) meetings consequently without satisfactory explanations shall be deemed to be withdrawn from the Executive Committee and a successor may be co-opted by the Executive Committee to serve until the next AGM. Any changes in the Executive Committee shall be notified to the Registrar of Societies within two weeks of the change.

10.  ROLES OF THE EXECUTIVE COMMITTEE

10.1  The duty of the Executive Committee is to organise and supervise the daily activities of the Association. The Executive Committee may not act contrary to the expressed wishes of the General Meeting without prior reference to it and always remain subordinate to the General Meetings.

10.2   The Executive Committee shall:

(a)    be responsible for the formulation of policies and organisation of activities which are consistent with the objectives of the Association;

(b)   have charge of the assets of the Association;

(c)    be responsible for the proper expenditure of the Association’s finances;

(d)   submit an annual report on the Association's activities whose report shall also include the annual accounts of the Association’s.

10.3   The Executive Committee shall have the following powers:

(a)    to appoint standing or special committees for the proper administration of the Association and to exercise control over such committees;

(b)   to delegate to such committees such powers as it considers necessary;

(c)    to approve the application of new members to the Association;

(d)   to accept the resignation of any member of the Association;

(e)    to accept the resignation of any member of the Executive Committee or any other office bearer of the Association and to fill, by appointment from among the Association members, the vacancy thus arising;

(f)     to take disciplinary action against members who violate the Constitution of the Association;

(g)    to authorise publications or release official statements on behalf of the Association, such publications and statements to be consistent with the objectives of the Association. No official statement may be made except by the President or Hon. Secretary and only with the approval of the Executive Committee.

(h)    to give a decision upon any matter consistent with the objectives of the Association but not provided for in this Constitution;

(i)      to convene meetings of the Association;

(j)     to authorise the expenditure of a sum not exceeding S$3000.00 per month from the Association’s funds for the Association’s purposes.

11.  DUTIES OF OFFICE BEARERS

11.1   The President shall:

(a)    preside over all General and Executive Committee Meetings;

(b)   represent the Association in its dealings with outside persons;

(c)    have the right to call meetings of the Executive Committee;

(d)   have a casting vote at Executive Committee Meetings.

11.2   The Vice-President shall assist the President and deputise for him in his absence.

11.3   The Honorary Secretary shall:

(a)    be responsible for convening all meetings of the Association and of the Executive Committee;

(b)   keep minutes of all General and Executive Committee meetings;

(c)    carry out the decisions of the Association and of the Executive Committee;

(d)   keep all records, except financial of the Association and shall be responsible for their correctness;

(e)    submit at Executive Committee meetings any matter for discussion received from members of the Association;

(f)     submit the records of the Association for inspection by any members of the Association who shall have given one week’s notice of intention to inspect the records;

(g)    prepare the annual report of the Association for presentation to members;

(h)    maintain an up-to-date register of members.

11.4   The Honorary Assistant Secretary shall assist the Hon. Secretary to carry out his duties and deputise for the Hon. Secretary in the latter’s absence.

11.5   The Hon. Treasurer shall:

(a)    keep all funds and collect and disburse all monies on behalf of the Association;

(b)   keep an account of all monetary transactions in a proper manner and shall be responsible for their correctness;

(c)    have power to retain in his hand for current expenses of the Association a sum of money not exceeding S$200.00 in cash and to deposit the excess of this in a bank to be named by the Executive Committee;

(d)   be authorised to expend up to S$200.00 per month for petty expenses on behalf of the society;

(e)    sign all cheques issued in conjunction with the President or Vice-President or the Hon. Secretary, on behalf of the Association;

(f)     make financial reports at regular intervals prescribed by the Executive Committee.

11.6  The Honorary Assistant Treasurer shall assist the Hon. Treasurer to carry out his duties and deputise for him in his absence.

11.7  Ordinary Executive Committee members shall assist in the general administration of the Association and perform duties assigned by the Executive Committee from time to time.

12.  AUDIT AND FINANCIAL YEAR

12.1  Two voting members, not being members of the Executive Committee, shall be elected as Hon. Auditors at each Annual General Meeting and will hold office for a term of one (1) year only and shall not be re-elected for a consecutive term. They:

(a)    will be required to audit each year’s accounts and present a report upon them to the Annual General Meeting.

(b)   may be required by the President to audit the Association’s accounts for any period within their tenure of office at any date and make a report to the Committee.

12.2   The financial year shall be from 1^st April to 31^st March.

13.  TRUSTEES

13.1   If the Association at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.

13.2  The trustees of the Association shall:

(a)    not be more than four (4) and not less than two (2) in numbers;

(b)   be elected by a general meeting of members;

(c)    not effect any sales or mortgage of property without the prior approval of the general meeting of members.

13.3   The office of trustees shall be vacated:

(a)    if the trustees dies or becomes a lunatic or unsound mind;

(b)   if he is absent from the Republic of Singapore for a period of more than one (1) year;

(c)    if he is guilty of misconduct of such a kind as to render it undesirable that he continues as a trustee; and

(d)   if he submit notice of resignation from his trusteeship.

13.4  Notice of any proposal to remove a trustee from his trusteeship or appoint a new trustee to fill a vacancy must be given by posting it on the notice board in the Association’s premises at least two (2) weeks before the general meeting at which the proposal is to be discussed. The result of such general meeting shall then be submitted to the Registrar of Societies.

13.5   The addresses of immovable properties, names of trustees and any subsequent change must be notified to the Registrar of Societies.

14.  PROHIBITIONS

14.1  Gambling of any kind, whether for stakes or note, is forbidden on the Association’s premises. The introduction of materials for gambling or taking of prohibited drugs and of bad character into the premises is also prohibited.

14.2  The funds of the Association shall not be used to pay the fines of members who have been convicted in Court.

14.3  The Association shall not engage in any trade union activity as defined in any written law relating to trade unions for the time being in force in Singapore.

14.4  The Association shall not attempt to restrict or interfere in trade or make directly or indirectly any recommendation to, any arrangement with its members which has the purpose or is likely to have the effect of fixing or controlling the price or any discount, allowance or rebate relating to any goods or service which adversely affect consumer interest.

14.5  The Association shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.

14.6   All Association members shall declare their participation or involvement in any political party and/or activity to the Executive Committee.

14.7  The Association members shall not hold any lottery, whether confined to its members or not, in the name of the Association or its officer-bearers, Committee or Members unless with prior approval of the relevant authorities.

14.8  The Association shall not raise funds from the public for whatever purposes without the prior approval in writing from Head, Licensing Division, Singapore Police Force and other relevant authorities.

15.  AMENDMENTS TO RULES

No alteration or addition/deletion to these rules shall be made except at a General Meeting and with the consent of fifty-one (51) percent of the voting members present at the General Meeting, and they shall not come into force without the prior sanction of the Registrar of Societies.

16.  INTERPRETATION

In the event of any question or matter pertaining to day-to-day administration which is not expressedly provided for in the Constitution, the Executive Committee shall have the power to use their own discretion. The decision of the Executive Committee shall be final and binding unless it is reversed in a General Meeting of members.

17.  DISPUTES

In the event of any dispute arising amongst members, they shall attempt to resolve the matter at an Extraordinary General Meeting in accordance with the rules in the Constitution. Should the members fail to resolve the matter, they may bring the matter to a court of law for settlement.

18.  DISSOLUTION

18.1  The Association shall not be dissolved, except with the consent of not less than three-fifths (3/5) of the total voting members of the Association for the time being resident in Singapore expressed either in person or by proxy at a General Meeting convened for the purpose.

18.2  In the event of the Association being dissolved, all debts and liabilities legally incurred on behalf of the Association shall be fully discharged, and the remaining funds shall be disposed off in the way as decided by the members of the General Meeting or donated to an approved charity or charities.

18.3  A certificate of the dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.

End