This association shall be known as the ST. NICHOLAS GIRLS’ SCHOOL Alumnae Association (Hereinafter referred to as “The Alumnae”)
2. PLACE OF BUSINESS
Its place of business shall be at St. Nicholas Girls’ School, Ang Mo Kio Avenue 2 Street 13, Singapore 569405., or such other address as may subsequently be decided upon by the Executive Committee and approved by the Registrar of Societies. The Alumnae shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.
- To promote friendship, understanding and co-operation amongst the members.
- To promote physical, cultural and general well-being of the members.
- To provide opportunity for the exchange of ideas and views amongst the members.
- To demonstrate loyalty and responsibility for future generations by supporting the Alma Mater.
- To provide the Alma Mater with a sense of history.
- To act as mentors and role models to students in the Alma Mater.
- To offer scholarship and bursaries to students and teachers.
- To assist in every way possible the development of the Alma Mater.
There shall be four classes of membership:-
- Ordinary Members (With effect from 1.1.2002, there shall be no admission of ordinary membership)
- Life members
- Associate members
- Honorary members
The number of Ordinary, Life, Associate, Honorary Membership and Patrons respectively is not limited.
Any person of or above the age of 16 years who has left the Alma Mater after having studied thereat for not less than two years may apply to become an Ordinary member of the Alumnae, PROVIDED ALWAYS that persons currently attending secondary schools, centralised institutes or junior colleges shall not be admitted as members of the Alumnae.
All new applications for Ordinary Membership shall be proposed and seconded by existing members and shall be submitted to the membership committee in the application form as prescribed by the Executive Committee to be processed in the following manner:-
- To scrutinise the genuineness of the particulars submitted.
- To ascertain the basic eligibility to membership.
- To post the application on the notice board in the Alumnae’s premises for a period of one week for general information and comments.
- To make recommendation to the Executive Committee for consideration.
Upon approval of the Executive Committee and upon payment of entrance fee and requisite subscription, the applicant shall become an ordinary member of the Alumnae.
The following person who has left the Alma mater after having studied there for not less than 2 years may apply to be a Life Member :
- any person above the age of 16 years but under the age of 21 years provided that she is not pursuing full time studies in a school or an institution below tertiary level, or
- any person of or above 21 years.
The application shall be in the form as prescribed by the Executive Committee.
Upon approval of the Executive Committee or an authorized member of the Executive Committee and upon payment of the entrance fee and the requisite subscription, the applicant shall become a Life Member.
Any persons who has left the Alma Mater after having studied there for not less than 2 years and is pursuing full time studies in a school or an institution below the tertiary level and is at least 16 years old but under 21 years old may apply to be an Associate Member.
The application shall be in the form as prescribed by the Executive Committee.
Upon approval of the Executive Committee or an authorized member of the Executive Committee and upon payment of the entrance fee and the requisite subscription, the applicant shall become an Associate Member.
The Associate Membership shall lapse in the event the Associate Member ceases to be in full-time studies or attains the age of 21 years.
An Associate Member shall have no voting rights or the right to hold office in the Association.
Any person who has rendered distinguished services to the Alumnae or to the Alma Mater may be invited by the Executive Committee to be an Honorary Member of the Alumnae.
An Honorary Member shall not have any vote, hold office or have any say in the management of the Alumnae.
Any person who is formerly or is currently the principal or a member of the teaching staff of the Alma Mater may be invited by the Executive Committee to be a Patron of the Alumnae.
A Patron shall not have any vote, hold office or have any say in the management of the Alumnae.
5. ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES
The Entrance Fee for Ordinary and Life members shall be $100.00. The Entrance Fee for Associate members shall be $20.00 and when such an Associate member convert to be an Ordinary member or a Life member, an additional Entrance Fee of $80.00 is payable.
The Entrance Fee is payable within two weeks after the approval of membership by the Executive Committee and in default of which the membership may be cancelled by order of the Executive Committee.
The Annual Subscription of an ordinary member shall be $100.00 for a calendar year or any part thereof and shall be payable within the month of January of each calendar year provided that in the case of newly admitted ordinary member the Annual Subscription shall be payable within two weeks after the approval of her membership by the Executive Committee and in default of which, her membership may be cancelled by order of the Executive Committee.
The Subscription of a life member shall be $200.00 exclusive of the Entrance Fee payable within two weeks after the approval of her membership by the Executive Committee. In default of such payment, her membership may be cancelled by order of the Executive Committee.
The Rate of Entrance Fee or Subscription may only be varied by a General Meeting. Any special subscription for particular purposes may only be raised from members with the consent of a General Meeting.
6. ARREARS IN SUBSCRIPTIONS AND OTHER DUES
If an Ordinary Member falls into arrears with her subscription or other dues, she shall be notified by the Treasurer.
If she fails to settle her arrears within two weeks after being thus notified, the President may order that her name be posted on the Alumnae’s notice board and that she be denied the privileges of membership including the voting right until she settles her account. If she falls into arrears for more than three months, she will automatically cease to be a member.
7. GENERAL MEETING
The supreme authority of the Alumnae is vested in a general meeting of members. The President or in her absence, the First Vice-President shall preside at the General Meeting. When both the President and the First Vice-President are absent or none of them is prepared to be the chairman, the Second Vice-President shall preside at the General Meeting. When the President, the First Vice-President and the Second Vice-President are absent or none of them is prepared to be the Chairman, the members present shall elect a member amongst themselves to chair the meeting. At least one quarter of the total membership of the Alumnae eligible to vote must be present in person at a general meeting to constitute the quorum.
An Annual General Meeting shall held before June of each year. At other times a general meeting must be called by the President on the request in writing of not less than one-tenth of the members and may be called at any time by order of the Executive Committee.
At least two weeks notice shall be given of an Annual General Meeting and save as provided in Rule 15 of this Constitution, at least ten days notice of any other general meeting and particulars of its agenda will be posted on the Alumnae’s website four days in advance of the meeting.
The instrument appointing a proxy shall be deposited at the place of business of the Alumnae addressed to the Alumnae on the front cover of the envelope not less than 48 hours before the time for holding the meeting.
Question arising at the general meetings shall be decided by a simple majority of votes.
The Quorum for any General Meeting shall be ¼ of the total membership eligible to vote or thirty (30) voting members, whichever is the lesser. Proxies shall not be constituted as part of the quorum. In the event of there being no quorum, the meeting shall be adjourned and reconvened at a time not less than 15 minutes after the adjournment 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 amend any part of the existing constitution.
Every Ordinary & Life Member shall have one vote and in case of a tie, the Chairman of the meeting shall have a casting vote.
The ordinary or life member may vote in person or by proxy.
The Instrument appointing a proxy shall be in the following form:
I, __________________ ( Name & Membership # ) of __________________ being an Ordinary/Life member, hereby appoint __________________ ( NRIC #:___________ ) of __________________ as my proxy to vote for me at the Annual/Extra Ordinary General Meeting of the association to be held on the _____ day of _____ (mm/yy) and at any adjournment thereof.
Signed this ______ day of ______(mm/yy)
This form is to be used in favour of/against the resolution (strike out whatever is not desired. Unless otherwise instructed, the proxy may vote as she thinks fit.)
The instrument appointing a proxy shall be deposited at the place of business of the Alumnae not less than 48 hours before the time for holding the meeting or adjourned meeting at which the person named in the instrument proposes to vote, and in default the instrument of proxy shall not be treated as valid.
A vote given in accordance with the terms of an instrument of proxy shall be valid notwithstanding the previous death or unsoundness of mind of the principal or revocation of the instrument, if no intimation in writing of such death, unsoundness of mind or revocation as aforesaid has been received by the Alumnae at its place of business before the commencement of the meeting or adjourned meeting at which the instrument is used.
Election of Executive Committee Members and the President shall be held by way of poll. When the Chairman of the meeting or not less than one-tenth of the ordinary & life members present demand for a poll on any matter, the voting thereon shall be taken by way of poll.
8. EXECUTIVE COMMITTEE
All Executive Committee consisting of the following shall be elected at alternate Annual General Meeting:-
- First Vice-President
- Second Vice-President
- Assistant Secretary
- Assistant Treasurer
- Ordinary Committee Members (Not more than 15)
The term of office of the Executive Committee shall be 2 years.
The Executive Committee shall have power to appoint Sub-Committee with such duties and powers which have been vested in the Executive Committee as it may think fit for the achievement of the objects of the Alumnae.
Names for the above offices shall be proposed and seconded at the Annual General Meeting, if applicable and election will follow on a simple majority vote of the members. All officers except the Treasurer may be re-elected. The Protem Committee shall automatically become the first Executive Committee after the First General Meeting.
The Executive Committee may co-opt any ordinary or life member of the Alumnae to fill a vacancy in the Executive Committee. Any person so co-opted shall serve until the next General Meeting.
A Committee Meeting shall be at least quarterly after 7 days’ notice to committee members. The President may call a committee meeting at any time by giving 7 days’ notice. Al least one quarter of the Executive Committee members must be present for its proceedings to be valid.
The duty of the Executive Committee is to organize and supervise the daily activities of the Alumnae 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 sub-ordinate to the general meeting.
The Executive Committee has power to authorize the expenditure of a sum not exceeding $10,000 per month from the Alumnae’s funds for the Alumnae’s purposes.
Question arising at the Committee meetings shall be decided by a simple majority of votes and in case of a tie, the chairman of the meeting shall have a casting vote.
The President or in her absence, the First Vice-President shall be the chairman of the Committee meetings. When both the President and the First Vice-President are absent or none of them is prepared to be the chairman, the Second Vice-President shall preside at the General Meeting. When the President, the First Vice-President and the Second Vice-President are absent or none of them is prepared to be the Chairman, the members of the Executive Committee who attend the meeting shall elect an officer amongst themselves to chair the meeting.
9. OFFICE BEARERS
The duties of the office-bearers are as follows:
- The President shall act as chairman at all general and committee meetings. She shall also represent the Alumnae in its dealings with outside persons.
- The First Vice-President shall deputise for the President in the latter’s absence.
- The Second Vice-President shall deputise for the President in the absence of both the President and the First Vice-President.
- The Secretary shall keep all records, except financial, of the Alumnae and shall be responsible for their correctness.
- The Assistant Secretary shall assist the Secretary.
- The Treasurer and the Assistant Treasurer in the absence of the Treasurer, shall keep all funds and collect and disburse all moneys on behalf of the Alumnae and shall keep an account of all monetary transactions and shall be responsible for their correctness. She is authorised to expend up to $200 per month for petty expenses on behalf of the Alumnae. She 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 Executive Committee. Cheques, etc for withdrawals from the bank will be signed by the President, First Vice-President, Second Vice-President or Secretary in addition to the Treasurer.
- Any member of the Executive Committee absenting herself from three meetings consecutively without satisfactory explanations shall be deemed to have withdrawn from the Executive Committee, and a successor may be co-opted by the Executive Committee to serve until the next annual general meeting. Any changes in the Executive Committee shall be notified to the Registrar of Societies within two (2) weeks of the change
10. PUBLIC STATEMENTS
Public statements, including circulars, letters, press release, pamphlets etc. must first have the approval of the Executive Committee before their release.
- Two persons not members of the Executive Committee will be elected as Hon. Auditors at alternate annual general meeting and will hold office for two years only and may not be re-elected. They will be required to audit each year’s accounts and present a report upon them to the annual general meeting. They may be required by the President to audit the Alumnae’s accounts for any period within their tenure of office at any date and make a report to the Executive Committee.
- The financial year shall be from 1st January to 31st December.
The Trustees of the Alumnae shall be appointed at a General Meeting. If the Alumnae at any time acquire any immovable property, such property shall be vested in Trustees subject to a declaration of trust. Any trustee may at any time resign the trusteeship. If a trustee dies or becomes a lunatic or of unsound mind or moves permanently or is absent from Singapore for a period of one year, she shall be deemed to have resigned the trusteeship. If a trustee is guilty of misconduct of such kind as to render it undesirable that she continues as a trustee, a General Meeting may remove him from the trusteeship. Vacancies in the trusteeship may be filled at a General Meeting. But the number shall not be greater than five or less than two. Notice of any proposal to remove a trustee from the trusteeship or to appoint a new trustee to fill a vacancy must be given by affixing in the premises of the alumnae a document containing such proposal at least two weeks before the meeting at which the proposal is to be discussed. The result of such meeting shall then b notified to the Registrar of Societies.
13. VISITORS AND GUESTS
Visitors and guests may be admitted into the premises of the Alumnae but they shall not be admitted into the privileges of the Alumnae. All visitors and guests shall abide by the Alumnae’s rules and regulations.
- Gambling of any kind, excluding the promotion or conduct of a private lottery which has been permitted under the Private Lotteries Act Cap 250, is forbidden on the Alumnae’s premises. The introduction of materials for gambling or drug take and of bad characters into the premises is prohibited.
- The funds of the Alumnae shall not be used to pay the fines of members who have been convicted in court, nor shall they be used for donations, presents or any other purposes in connection with any political parties or trade unions or for any purposes which are not for the furtherance of the objects of the Alumnae.
- The Alumnae 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.
- The Alumnae shall not hold any lottery, whether confined to its members or not, n the name of the Alumnae or its office bearers, Executive Committee or members unless with the prior approval of the relevant authorities.
- The Alumnae shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes or by trade unions or for any purpose incompatible with the objects of the Alumnae.
- The Alumnae shall not raise funds from the public for whatever purposes without the prior approval in writing of the Assistant Director Operations, Licensing Division, Singapore Police Force and other relevant authorities
15. AMENDMENT TO CONSTITUTION
No alteration or addition/deletion to the provisions of this Constitution shall be made unless it is so approved by a simple majority of the voting members present at the General Meeting. At least 2 weeks’ notice of the proposed amendments must be given on the Alumnae’s website or otherwise by the Secretary or the Assistant Secretary for all members. Any proposed amendments shall not come into force without prior approval of the Registrar of Societies.
If any question of interpretation of the provisions of this Constitution shall arise the decision of the Executive Committee shall be final.
- The Alumnae shall not be dissolved, except with the consent of not less than 3/5th of the Ordinary & life members of the Alumnae expressed in person at the Annual General Meeting or a general meeting especially convened for that purpose.
- In the event of the Alumnae being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Alumnae shall be fully discharged, and the remaining funds will be contributed to the Alma Mater.
- A Certificate of Dissolution will be given within 7 days of the dissolution to the Registrar of Societies.
- Any notice or communication may be sent by posts or by hand to any member at the last known address as appearing in the register of members or by posing on the Alumnae’s website.
- Where any notice is sent by post, service of such notice shall be deemed to have received by such member the day following that on which the same was posted. Where notice is posted on the Alumnae’s website, such notice shall be deemed to have been received by the members on the day of first posting.
- All members shall keep the Secretary informed of their address and of all changes therein posted
Any member who wilfully contravenes any of the Rules of the Alumnae or who acts in a manner prejudicial to the interest of the Alumnae or who has been convicted by a Court of Law for a criminal offence, may subject herself to disciplinary action of the Alumnae in the following manner:
- The Executive Committee shall appoint a Disciplinary Committee consisting of three members selected from amongst the Ordinary & Life members of the Alumnae.
- The Disciplinary Committee shall investigate into the complaints and make a report to the Executive Committee.
- The Executive Committee shall act on the report of the Disciplinary Committee and impose one of the following punishments on the member if she is found at fault:
- Suspension of membership for a period of not more than one year.