Constitution for Club Singapura for the year 1999
1. Name
1.1. The name of the Association shall be Club Singapura and shall henceforth be referred to as Club Singapura or "CS".
2. Objectives
2.1. To inculcate a sense of national pride, identity and unity amongst Singaporean students.
2.2. To promote and represent the interests and welfare of Singaporean students.
2.3. To foster closer ties and understanding amongst Singaporean students and others.
2.4. To project the image of Singapore across to others.
2.5. To maintain links with Singapore and alumni members.
3. Membership
3.1 All Singaporean students enrolled in Edith Cowan University at its various campuses shall automatically qualify for Ordinary membership. Singaporean students are defined as students who are Singaporean citizens and permanent residents of Singapore.
3.2 An Associate Member is a person other than a Singaporean student of the University.
3.3 Ordinary and Associate membership shall be valid throughout the duration of the members' course in Edith Cowan University.
3.4 The names of all members shall be entered in the membership roll.
3.5 Ordinary Members are entitled to vote and contest as a candidate for the Committee.
3.6 Associate Members are entitled to vote but not to contest for any positions in the Committee.
3.7 The Association reserves the right to reject any applications for membership deemed detrimental to the association.
4 Committee
4.1. Structure
a) The governing body of the association shall consist of:
i. President
ii. Vice-president
iii. Secretary
iv. Treasurer
v. Public Relations/Sports
vi. Media Officer
vii. Any other positions decided upon at an Annual General Meeting of the Club.
b) This Committee shall be elected at the Annual General Meeting, which shall henceforth be referred to, as the AGM.
4.2. Functions and Power
a) The Committee shall be responsible for conducting all the activities and general welfare of the Association.
b) The President shall:
i. Be the chairman of the Committee and is responsible for the co-ordination and conduct of the Association.
ii. Be responsible for direct liaison with external bodies but may delegate this responsibility to an appointed person.
iii. Chair all general meetings of the Association when present.
iv. Call a meeting of the Committee as the need arises.
v. Present a written report to the AGM.
vi. Co-sign all financial documents with the Treasurer.
vii. Ensure that all members understand the constitution.
viii. Ensure that the objectives of the Association are met.
ix. Ensure that any new Committee member understands his/her duties.
x. Have the power to assign duties not in the Constitution to any Committee member.
c) The Vice-president shall:
i. Co-ordinate with the President and act on his/her behalf in the President's absence.
ii. Be responsible for the duties assigned to him/her by the President.
d) The Secretary shall:
i. Attend to all correspondence of the Association and ensure that a true and accurate record is kept of all duly convened general and Committee meetings of the Association.
ii. Maintain a file of the papers, records and documents of the Association.
iii. Carry out the administration work of the Association for which this constitution does not provide.
e) The Treasurer shall:
i. Attend to all matters concerning the Association's finances.
ii. Maintain a file of copies of requisitions, orders, petty cash vouchers and other essential documents of a financial nature.
iii. Present to the AGM of the Association a statement of the Association's accounts.
iv. Ensure that the Association's funds are spent wisely.
v. To be a signatory to, and responsible for, all bank accounts and investments of the Association.
f) The Public Relations Officer shall:
i. Assist the Secretary in advertising meetings of members.
ii. Assist in advertising the activities of the Association.
iii. Assist the Association in getting sponsorships for events.
g) The Sports Officer shall:
i. Ensure that members are informed with regard to sporting events within the Association.
ii. Assist members to form clubs and societies where there is no club or society catering for the particular needs and interests of those members.
h) The Media Officer shall:
i. Co-ordinate the Association's publication.
i) A member of the Committee may be removed from his/her position by a vote of "no confidence" which shall require a simple majority at a duly convened general meeting provided that:
i. Fourteen days written notice of the meeting is given to all members of the Association.
ii. The member whose removal is being discussed is given the opportunity to answer any allegations against him/her and to address the general meeting.
5 Elections
5.1 Nomination of candidates to the Committee shall be closed seven days prior to the day of the AGM.
5.2 The outgoing Committee shall be empowered to re-open nomination on the day of election where insufficient nominations have been received.
5.3 Once the elections are over, the newly elected Committee shall automatically be instated.
5.4 The outgoing Committee shall oversee and advise the incoming Committee when the need arises.
5.5 The outgoing Treasurer shall present a report of the accounts to the incoming Committee. The incoming President and Treasurer shall endorse the accounts if they are satisfied with it.
6 Annual General Meeting
6.1 The AGM will be held once a year on _August_ of every year.
6.2 Notification of the AGM shall be given in writing at least fourteen days before the AGM.
6.3 The notice shall contain the full agenda.
6.4 The AGM shall:
i. Receive a report and statement of accounts for the previous year.
ii. Accept reports from outgoing office bearers.
iii. Elect a President, Vice-president, Secretary and Treasurer for the ensuring year.
iv. Elect other office bearers as the Association sees fit.
6.5 Only those people who are members at the time that notice of the general meeting is given shall be eligible to vote at the general meeting.
6.6. The outcome of votes shall be determined by the majority at that time.
7 General Meeting
7.1. A general meeting of all members of the Association may be called with at least fourteen days notice by:
i. A resolution of the Committee.
ii. 3 members of the Committee.
iii. 10 members of the Association.
iv. The President.
7.2. The general meeting shall convene within seven days of making such request.
7.3. The notice shall contain the full agenda.
7.4. The general meeting may be subject to this constitution:
i. Remove any member of the Committee.
ii. Direct the Committee or an office bearer of the Association.
iii. Make such decision as required from time to time.
7.5. Only those people who are members at the time that notice of the general meeting is given shall be eligible to vote at the general meeting.
7.6. The outcome of votes shall be determined by the majority at that time.
8. Committee Meeting
8.1. The Committee shall meet at least once every eight weeks.
8.2. At least seven days written notice of the meeting shall be given to each member of the Committee.
8.3. The quorum for the meeting shall be three members.
8.4. Members have the right to have access to the minutes.
9. Finance
9.1. There is no fee for membership.
9.2. All funds of the Association shall be deposited in a scheduled bank approved by the Association at its general meeting.
9.3. A petty cash of __$100__ shall be allowed to be retained by the Treasurer for sundry expenses.
9.4. Any disbursement of the Association, other than payments from petty cash, shall be in the form of cheques, which shall bear the signatures of both the Treasurer and the President, and the Vice-President, on the behalf of the President in his/her absence.
9.5. No member shall incur any expenditure on behalf of the Association without the approval of the Committee.
9.6. The financial year of the Association shall commerce on the _month of July_ of every year.
10. Constitution
10.1. The Constitution may be amended by a general meeting.
10.2. All members shall be notified of the proposed amendment at least fourteen days before the general meeting.
11. Dissolution
11.1. The Association may be dissolved by a resolution of a simple majority at a general meeting.
11.2. Written notice on such resolution shall be circulated to all members at least fourteen days prior to the meeting.
11.3. Upon dissolution, after the payment of all debts and liabilities, any monies or assets shall be vested in Contact Singapore in __30 working days__.
(Note: This Constitution is only a model for the Associations to follow. The Associations can amend or create their own Constitution to meet their own needs.)