Date : 6th March 2015 (Friday)
Time : 6:00 p.m.
Venue : Victoria Junior College, Lecture Theatre 1. 20, Marine Vista. Singapore 449035.
PROPOSED AMENDMENTS TO THE RULES OF THE ASSOCIATION
The proposed amendments to the Rules of the Association are set out below. For ease of reference, the full text of the Rules proposed to be amended has also been reproduced.
1. PREAMBLE
Existing PREAMBLE
We, the Old Victorians, Singapore, believing in the need to ensure the spirit of Victoria School and Victoria Junior College, and to maintain the comradeship that exists between us all, do hereby establish the Old Victorians’ Association Singapore.
Proposed amendment to existing PREAMBLE
We, the Old Victorians, Singapore the former students of the School, believing in the need to ensure the spirit of the School Victoria School and Victoria Junior College, and to maintain the comradeship that exists between us all, do hereby establish the Old Victorians’ Association Singapore.
2. RULE 2
Existing Rule 2
2. INTERPRETATION
a. For the purpose of these Rules:
- i.”The Association” shall mean the OLD VICTORIANS’ ASSOCIATION.
- ii.”The School” shall mean Victoria School, Victoria Junior College, the former Victoria Afternoon School and the former Victoria Bridge School.
- iii.The masculine shall include the feminine.
- iV.”The Principal” shall mean the Principal or Acting Principal of Victoria School and the Principal or Acting Principal of Victoria Junior College.
- V.”The Council” shall mean the Management Committee of the Association unless otherwise stated.
Proposed amendment to existing Rule 2
2. INTERPRETATION
a. For the purpose of these Rules:
- i.a. “The “Association” shall mean the OLD VICTORIANS’ ASSOCIATION.
- ii.b. “The “School” shall mean Victoria School, Victoria Junior College, the former Kampong Glam Malay Branch School,Victoria Afternoon School and, the former Victoria Bridge School and the former Jalan Besar Boys’ School.
- iii.c. The masculine shall include the feminine.
- iv.d. “The “Principal” shall mean the Principal or Acting Principal of Victoria School and the Principal or Acting Principal of Victoria Junior College, as the case may be.
- v.e. “The “Council” shall mean the Management Committee of the Association unless otherwise stated.
3. RULE 3
Existing Rule 3
3. PLACE OF BUSINESS AND MEETING
- a. Its place of business shall be at Victoria School, Geylang Bahru Lane, Singapore 1233, or such other place as may be decided upon by the Council with the prior approval of the Registrar of Societies. The Association shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.
Proposed amendment to existing Rule 3
- a. Its place of business shall be at Victoria School, Geylang Bahru Lane, Singapore 1233 2 Siglap Link, Singapore 448880, or such other place as may be decided upon by the Council with the prior approval of the Registrar of Societies. The Association shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.
4. RULE 6
Existing Rule 6
6. SUBSCRIPTION
- a. There shall be no entrance fee or subscription fee in the case of Honorary Membership but an application for Ordinary Membership shall be accompanied by an entrance fee of fifty dollars ($50) and subscription fee of twenty-four dollars ($24). An application for Life Membership shall be accompanied by a one-off payment of one hundred dollars ($100). Life Members shall not be required to pay subscription fee. Ordinary Members shall be required to pay a subscription fee of twenty-four dollars ($24) for each financial year.
- b. Subscriptions may be paid direct to the Honorary Treasurer or through any member of the Council or any other person authorised so to do in writing by the Council. The Honorary Treasurer shall issue receipts for same within a fortnight of his receiving the subscriptions. Any Council member receiving subscriptions from members shall hand over same to the Honorary Treasurer within seven days of such receipt.
Proposed amendment to existing Rule 6
6. SUBSCRIPTION
- a. There shall be no entrance fee or subscription fee in the case of Honorary Membership but an application for Ordinary Membership shall be accompanied by an entrance fee of fifty dollars ($50) and subscription fee of twenty-four dollars ($24). An application for Life Membership shall be accompanied by a one-off payment of one hundred dollars ($100). Life Members shall not be required to pay subscription fee. Ordinary Members shall be required to pay a subscription fee of twenty-four dollars ($24) for each financial year.
- b. Subscriptions may be paid direct to the Honorary Treasurer or through any member of the Council or any other person authorised so to do in writing by the Council or through any electronic means prescribed by the Council. The Honorary Treasurer shall issue receipts for the same within a fortnight of his receiving the subscriptions. Any Council member receiving subscriptions from members shall hand over the same to the Honorary Treasurer within seven days of such receipt.
5. RULE 8
Existing Rule 8
8. MANAGEMENT
- a. The management of the affairs of the Association shall be vested in the Council comprising the President, one First Vice-President, one Second Vice-President, one Honorary General Secretary, one Asst. Honorary Secretary, one Honorary Treasurer, one Asst. Honorary Treasurer, one Sports Secretary, one Social Secretary and not more than eight other members who shall be elected at an AGM or EGM. The tenure of the Council shall be two years. All except the Hon. Treasurer may be re-elected. The Immediate Past President shall act as an Advisor in the Council but he shall not have a vote nor be considered as part of the quorum in Council meetings.
- b. The duty of the Council is to organise and supervise the daily activities of the Association and to make decisions on matters affecting its running when the General Meeting is not sitting. It may not act contrary to the expressed wishes of the General Meeting without prior reference to it and always remains subordinate to the General Meetings.
- c. The Council shall have the power to fill vacancies in their ranks but when a vacancy occurs in the office of a President the First Vice-President shall ipso facto become the President.
- d. The Council shall have the right to appoint and delegate such powers as necessary to a sub-committee.
- e. The Council shall have the power to remove the name of any member from the Register of the Members or deal with him as they shall deem proper for any breach of these Rule or if his conduct in the opinion of the Council is injurious to the character or interest of the Association. A member so dealt with by the Council shall have the right to appeal to the General Body.
- f. The Honorary Treasurer shall keep all funds, and collect and disburse all moneys on behalf of the Association and shall keep an account of all monetary transactions and shall be responsible for their correctness. He is authorised to expend up to $200/- per month for petty expenses on behalf of the Association. He will not keep more than $200/- in the form of cash and money in excess of this will be deposited in a bank to be named by the Council Cheques etc. for withdrawals from the bank will be signed by the President, or Secretary in addition to the Hon. Treasurer. He shall issue receipt for all payments made to him. He shall draw up a Balance Sheet and an Income and Expenditure Account as at the Thirty-first day of December in each year, at which date the financial year of the Association shall end. The Balance Sheet shall be duly audited by the Honorary Auditors and shall be submitted to the Annual General Meeting for approval.
- g. The Honorary Secretary shall keep a proper record of the proceedings at all meetings of the Association and the Council. He shall attend to all correspondence land other matters relating to the Association. He shall have the custody of all records, papers, and other documents of the Association except such as are kept by the Hon. Treasurer. He shall issue all notices and carry out all other duties generally appertaining to his office.
Proposed amendment to existing Rule 8
8. MANAGEMENT
- a. The management of the affairs of the Association shall be vested in the Council comprising the President, one First Vice-President, one Second Vice-President, one Honorary General Secretary, one Asst. Honorary General Secretary, one Honorary Treasurer, one Asst. Honorary Treasurer, one Sports Secretary, one Social Secretary and not more than eight other members who shall be elected at an AGM Annual General Meeting or EGM Extraordinary General Meeting. The tenure of the Council shall be two years. All except the Hon. Honorary Treasurer may be re-elected. The Immediate Past President shall act as an Advisor in the Council but he shall not have a vote nor be considered as part of the quorum in Council meetings.
- b. The duty of the Council is to organise and supervise the daily activities of the Association and to make decisions on matters affecting its running when the General Meeting is not sitting. It may not act contrary to the expressed wishes of the General Meeting without prior reference to it and always remains subordinate to the General Meetings.
- c. The Council shall have the power to fill vacancies in their ranks by way of co-opting a member or otherwise but when a vacancy occurs in the office of a President, the First Vice-President shall ipso facto become the President.
- d. The Council shall have the right to appoint and delegate such powers as necessary to a sub-committee.
- e. The Council shall have the power to remove the name of any member from the Register of the Members or deal with him as they shall deem proper for any breach of these Rule or if his conduct in the opinion of the Council is injurious to the character or interest of the Association. A member so dealt with by the Council shall have the right to appeal to the General Body members at a General Meeting.
- f. The Honorary Treasurer shall keep all funds, and collect and disburse all moneys on behalf of the Association and shall keep an account of all monetary transactions and shall be responsible for their correctness. He is authorised to expend up to $200/- four hundred dollars ($400) per a month, or in aggregate four thousand eight hundred dollars ($4,800) a year, for petty expenses on behalf of the Association. He will not keep more than $200/- four hundred dollars ($400) in the form of cash and money in excess of this will be deposited in a bank to be named by the Council. Cheques etc. for withdrawals from the bank will be signed by the President, or Honorary General Secretary in addition to the Hon. Honorary Treasurer. He shall issue receipt for all payments made to him. He shall draw up a Balance Sheet and an Income and Expenditure Account as at the Thirty-first day of December in each year, at which date the financial year of the Association shall end. The Balance Sheet shall be duly audited by the Honorary Auditors and shall be submitted to the Annual General Meeting for approval.
- g. The Honorary General Secretary shall keep a proper record of the proceedings at all meetings of the Association and the Council. He shall attend to all correspondence land and other matters relating to the Association. He shall have the custody of all records, papers, and other documents of the Association except such as are kept by the Hon. Honorary Treasurer. He shall issue all notices and carry out all other duties generally appertaining to his office.
6. RULE 9
Existing Rule 9
9. ACCOUNTS
- a. The Council shall have power to authorise the expenditure of a sum of not exceeding the sum of two thousand dollars ($2,000) a month from the Association’s funds for the Association’s purposes. Any expenditure in excess of this amount shall require the approval of the members at a General Meeting.
Proposed amendment to existing Rule 9
9. ACCOUNTS
- a. The Council shall have power to authorise the expenditure of a sum of not exceeding the sum of two thousand dollars ($2,000) four thousand dollars ($4,000) a month, or in aggregate forty eight thousand dollars ($48,000) a year, from the Association’s funds for the Association’s purposes. Any expenditure in excess of this amount shall require the approval of the members at a General Meeting.
7. RULE 11
Existing Rule 11
11. MEETINGS
- a. An Annual General Meeting, for which fourteen days’ notice shall be given, shall be held in March. The meeting shall receive the report of the Council for the past year, consider and if approved, pass the balance sheet and accounts submitted, elect members of the new Council, and transact any other business on the Agenda which may arise or pass any resolution or motion of which at least seven days’ notice in writing shall have been given to the Honorary Secretary.
- b. An Extraordinary General Meeting, for which fourteen days’ notice shall be given may be called by the Council for any special business which would required to be dealt with by a General Meeting. Such a meeting shall also be convened if a written requisition be submitted stating the nature of the business and signed by not less than twenty (20) voting members.
- c. At least 10 percent of the total voting members shall form the quorum at a General Meeting. In the event of there being no quorum, the meeting shall be adjourned for one 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 of the existing Rule.
- d. The Council shall meet at least four times during their year of office. At least one half of the Council Members shall form a quorum. If any Council Member without sufficient cause, communicated to and allowed by the Council fails to attend three (3) consecutive meetings of the Council, the Council may by resolution declare his seat to be vacant and thereupon he shall cease to be a Council Member.
- e. A notice convening any Council or Sub-Committee meeting shall be issued not less than seven (7) clear days before the date of the meeting.
- f. The Chairman at any meeting shall have a casting vote.
- g. The President or in his absence the First Vice-President or in his absence the Second Vice-President shall preside at all meetings. In the absence of the President, the First Vice-President and the Second Vice-President the members present shall appoint one of their members to be Chairman.
Proposed amendment to existing Rule 11
11. MEETINGS
- a. An Annual General Meeting, for which fourteen days’ notice shall be given, shall be held in March. The meeting shall receive the report of the Council for the past year, consider and if approved, pass the balance sheet and accounts submitted, elect members of the new Council, and transact any other business on the Agenda agenda which may arise or pass any resolution or motion of which at least seven days’ notice in writing shall have been given to the Honorary General Secretary.
- b. An Extraordinary General Meeting, for which fourteen days’ notice shall be given may be called by the Council for any special business which would be required to be dealt with by a General Meeting. Such a meeting shall also be convened if a written requisition be submitted stating the nature of the business and signed by not less than twenty (20) voting members.
- c. At least 10 percent of the total voting members or twenty (20) voting members, whichever is less, shall form the quorum at a General Meeting. In the event of there being no quorum, the meeting shall be adjourned for one 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 of the existing Rule.
- d. The Council shall meet at least four times during their year of office. At least one half of the Council Members shall form a quorum. If any Council Member without sufficient cause, communicated to and allowed by the Council fails to attend three (3) consecutive meetings of the Council, the Council may by resolution declare his seat to be vacant and thereupon he shall cease to be a Council Member.
- e. A notice convening any Council or Sub-Committee sub-committee meeting shall be issued not less than seven (7) clear days before the date of the meeting.
- f. The Chairman at any meeting shall have a casting vote.
- g. The President, or in his absence the First Vice-President, or in his absence the Second Vice-President, shall preside at all meetings. In the absence of the President, the First Vice-President and the Second Vice-President, the members present shall appoint one of their members to be Chairman.
8. PROPOSED NEW RULE 16
Proposed new Rule 16
16. CHAPTERS
- a. The Council may with the prior approval of the Registrar of Societies establish any number of branches (hereinafter referred to as ‘Chapter’) it deems fit. The objects of the Chapter shall be similar to that of the Association as set out in Rule 4 of these Rules.
- b. The Association may have various Chapters to represent the interests of the members comprised therein. Chapters are to be established, controlled, suspended or disbanded by the Council.
- c. Enrolment to the various Chapters shall be automatic upon a member meeting the stipulated requirements and no additional membership fee is payable. Memberships in the various Chapters are not mutually exclusive.
- d. The minimum number of members required for setting up a Chapter shall be twenty (20). This minimum number of twenty (20) shall be maintained at all times, failing which the Chapter may be suspended or disbanded by the Council.
- e. The Rules of each Chapter shall be modelled on that of the Association with such modification as may be necessary and shall not be such as to make it an independent organisation not under the control of the Association. Such Rules are to be approved by the Council and any subsequent amendments are also subject to the approval of the Council. Each Chapter shall hold its own General Meetings to elect a management committee.
- f. Any Chapter that is formed shall be approved by the Council and the Registrar of Societies.
- g. Where the Council is of the opinion that any Chapter can no longer exist under these Rules, the Council may suspend or terminate the activities of that Chapter.
- h. Each Chapter shall be represented in the Council by its Chapter Chairperson or by a person nominated in writing by him.
- i. Members in a Chapter shall not be eligible to vote at the General Meetings of the Association unless such member is also an Ordinary or Life Member of the Association.