1. The Society shall be known as the “Ain Society”, hereinafter referred to as the “Society”.
PLACE OF BUSINESS
2. Its place of business shall be at “Blk 2 Eunos Crescent, #01-2545, Singapore 400002” or such other address as may subsequently be decided upon by the Board and approved by the Registrar of Societies. The Society shall carry out its activities only in places and premises, which have the prior written approval from the relevant authorities, where necessary.
3.1 Its objects are:
a) To provide moral, emotional, social and financial support to cancer patients/survivors, their family members and caregivers to improve their quality of life in terms of physical and mental health, education, recreation and social belonging;
b) To be a leader and catalyst in galvanizing support from individuals, corporations, community and public sector to spearhead and/or initiate activities for the prevention and control of cancer;
c) To provide a platform for public education and the dissemination of knowledge on cancer, youth and elderly related matters;
d) To enhance the psycho-emotional well-being of the elderly and youth;
e) To provide a platform for consultation and counselling on elderly and youth issues;
f) To foster community bonding and social interaction between the elderly, youth and children and the Singapore community.
3.2 In furthering these objects, the Society may (in addition to the powers the Society may have under all applicable laws and regulations):
i. be a resource centre for those seeking information and assistance on cancer, youth and elderly related matters;
ii. promote, encourage and sponsor seminars, workshops, roadshows and educational courses relating to cancer, youth and elderly related matters;
iii. work with various cancer-related organizations and support groups to complement and optimize efforts to reduce incidence rate of cancer;
iv. raise and disburse funds to finance the activities of the Society; and
v. acquire, maintain or lease properties, immovable and movables.
MEMBERSHIP QUALIFICATION AND RIGHTS
4. Membership is open to any person who subscribes to the Objects of the Society. There are two categories of membership:
a) Ordinary Membership
Ordinary Membership is open to all persons who are 18 years of age and above. All Ordinary Members shall have the right to vote and hold office in the Society.
b) Junior Membership
Junior Membership is open to all persons who are below 18 years of age. All Junior Members shall have no right to vote and hold office in the Society.
Persons who are below 18 years of age shall not be accepted as members without the written consent of their parent or guardian.
APPLICATION FOR MEMBERSHIP
5.1 Every application for membership shall be made in a prescribed form, duly completed and submitted to the Board which shall have the power to approve or reject the application without assigning any reason therefor.
5.2 The Board shall have the power to terminate the membership of any member provided that the member concerned shall have the right to appeal to a General Meeting of the members, whose decision shall be final.
5.3 A copy of the Constitution shall be furnished to every approved member upon payment of the entrance fee.
ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES
6.1 An entrance fee of $5.00 is payable within two weeks of approval of application for membership, failing which membership may be cancelled by order of the Board.
6.2 There shall be no subscriptions payable by members. The funds of the Society shall be derived from free-will offerings.
a) Each member shall pay a monthly membership fee of $5.00, due on the first day of each calendar month.
b) Any member, whose arrears of the monthly membership fee exceed the membership fee for six (6) months, shall automatically cease to be a member of the Society.
c) The Board shall have the power to fix a re-entrance fee for any member who has allowed his membership to lapse through arrears.
d) There shall be no subscriptions payable by members
6.3 Any additional fund required for special purposes may only be raised from members with the consent of the general meeting of the members.
SUPREME AUTHORITY AND GENERAL MEETINGS
7.1 The supreme authority of the Society is vested in a General Meeting of the members presided over by the President.
7.2 An Annual General Meeting shall be held in January.
7.3 At other times, an Extraordinary General Meeting must be called by the President on the request in writing of not less than 25% of the total voting membership or 30 voting members, whichever is the lesser, and may be called at any time by order of the Board. The notice in writing shall be given to the Secretary setting forth the business that is to be transacted. The Extraordinary General Meeting shall be convened within two months from receiving this request to convene the Extraordinary General Meeting.
7.4 If the Board does not within two (2) months after the date of the receipt of the written request proceed to convene an Extraordinary General Meeting, the members who requested for the Extraordinary General Meeting shall convene the Extraordinary General Meeting by giving ten (10) days’ notice by post, electronic mail or any other means of delivery in writing to voting members setting forth the business to be transacted and simultaneously posting the agenda on the Society’s notice board.
7.5 At least two weeks’ notice shall be given of an Annual General Meeting and at least ten days’ notice of an Extraordinary General Meeting. Notice of meeting stating the date, time and place of meeting shall be sent by post, electronic mail or any other means of delivery as the Board may determine at its discretion by the Secretary to all voting members. The particulars of the agenda shall be posted on the Society’s notice board at least four days in advance of the meeting.
7.6 The non-receipt of any notice of a General Meeting by any member or person entitled to receive such notice shall not invalidate any resolution passed, or proceeding, at the General Meeting.
7.7 Unless otherwise stated in this Constitution, voting by proxy is allowed at all General Meetings.
7.8 The business of the Annual General Meeting shall include, inter alia, the following:
a) to receive, and if approved, adopt the report of the Board for the previous year;
b) to receive, and if approved, pass the audited accounts of the Society for the previous year;
c) when applicable, to elect the members of the Board for the ensuing term;
d) to appoint Public Auditor(s) for the ensuing year.
7.9 Any member who wishes to have any matter included in the Agenda for a General Meeting may do so provided he gives notice to the Secretary one (1) week before the meeting is due to be held.
7.10 At least 25% of the total voting membership or 30 voting members, whichever is the lesser, present at the General Meeting shall form a quorum. Proxies shall not be constituted as part of the quorum.
7.11 In the event of there being no quorum at the commencement of a General Meeting, 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 amend any part of the existing Constitution or the power to approve the sale, assignment, transfer, conveyance, mortgage or disposal of any immovable property of the Society or any part thereof.
BOARD OF MANAGEMENT
8.1 The administration of the Society shall be entrusted to a Board of Management (the “Board”) consisting of the following to be elected at each alternate Annual General Meeting and the Immediate Past President as the ex officio:
- A President
- A Vice President
- A Secretary
- An Assistant Secretary
- A Treasurer
- An Assistant Treasurer
- Seven Ordinary Board Members
If the incumbent President does not seek re-election or is not re-elected to the new Board, the outgoing President shall be an ex officio member of the new Board and known as the Immediate Past President. The Immediate Past President shall play an advisory role to the newly elected Board. He shall be an ex-officio member of the Board for a term of two (2) years and shall not have voting rights in the Board. Provided always that the outgoing President shall not hold the ex officio position if he is removed from his office as President for whatever reason.
Unless with the prior approval in writing of the Registrar or an Assistant Registrar of Societies, all Board Members should be either Singapore Citizens or Singapore Permanent Residents.
8.2 Names for the above offices shall be proposed and seconded at the Annual General Meeting once every two years and election will follow on a simple majority vote of the members. All office-bearers, except the Treasurer and Assistant Treasurer may be re-elected to the same or related post for a consecutive term of office. The term of office of the Board is two years.
8.3 Election will be either by show of hands or, subject to the agreement of the majority of the voting members present, by a secret ballot. In the event of a tie, the Chairman of the meeting shall have a casting vote.
8.4 A Board Meeting shall be held at least once every two months after giving seven days’ notice to Board Members. The President may call a Board Meeting at any time by giving five days’ notice. At least ½ of the Board Members must be present for its proceedings to be valid.
8.5 Any member of the Board absenting himself from three meetings consecutively without satisfactory explanations shall be deemed to have withdrawn from the Board and a successor may be co-opted by the Board to serve until the next Annual General Meeting. Any changes in the Board shall be notified to the Registrar of Societies and the Commissioner of Charities within two weeks of the change.
8.6 The duty of the Board is to comply with its governing instrument and all relevant laws and regulations. The Board is also to focus on policy making and setting of organizational directions. The Board may not act contrary to the expressed wishes of the General Meeting without prior reference to it and shall always remain subordinate to the General Meeting.
8.7 The Board has power to authorize the expenditure of:
a) a sum not exceeding $50,000 for its monthly operating costs; and
b) a sum not exceeding $100,000 per month for other purposes of the Society.
8.8 Where a Member of the Board (“Board Member”) has an interest, in any manner, whether directly or indirectly in a transaction or project or other matter to be discussed at a meeting, the Board Member shall disclose the nature of his interest to the meeting before the discussion on the matter begins. The Board Member shall offer to withdraw from the meeting and the Board shall determine whether the offer to withdraw is accepted or otherwise. In any event, the Board Member shall not participate in the discussion or vote on the matter.
DUTIES OF OFFICE-BEARERS
9.1 The President shall chair all General and Board meetings. He shall also represent the Society in its dealing with outside persons.
9.2 The Vice-President shall assist the President and deputise for him in his absence.
9.3 The Secretary shall keep all records, except financial, of the Society and shall be responsible for their correctness. He will keep minutes of all General and Board meetings. He shall maintain an up-to-date Register of Members at all times.
9.4 The Assistant Secretary shall assist the Secretary and deputise for him in his absence.
9.5 The Treasurer shall keep all funds and collect and disburse all moneys on behalf of the Society and shall keep an account of all monetary transactions and shall be responsible for their correctness. He is authorized to expend up to $1,000.00 per month for petty expenses on behalf of the Society. He will not keep more than $1,000.00 in the form of cash and money in excess of this will be deposited in a bank to be named by the Board. Cheques, etc for withdrawals from the bank will be signed by the Treasurer and either the President or the Vice-President or the Secretary.
9.6 The Assistant Treasurer shall assist the Treasurer and deputise for him in his absence.
9.7 Ordinary Board Members shall assist in the general administration of the Society and perform duties assigned by the Board from time to time.
AUDIT AND FINANCIAL YEAR
10.1 A firm of Certified Public Accountants shall be appointed as Auditors at each Annual General Meeting for a term of one year and shall be eligible for reappointment.
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 Society’s accounts for any period within their tenure of office at any date and make a report to the Board.
10.3 The financial year shall be from 1st January to 31st December.
11.1 If the Society at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.
11.2 The trustees of the Society shall:
a) Not be more than four and not less than two in number.
b) Be elected by a General Meeting of members.
c) Not effect any sale or mortgage of properties without the prior approval of the General Meeting of members.
11.3 The office of the trustee shall be vacated:
a) If the trustee dies or becomes a lunatic or of unsound mind.
b) If he is absent from the Republic of Singapore for a period of more than one year.
c) If he is guilty of misconduct of such a kind as to render it undesirable that he continues as a trustee.
d) If he submits notice of resignation from his trusteeship.
11.4 Notice of any proposal to remove a trustee from his trusteeship or to appoint a new trustee to fill a vacancy must be given by posting it on the notice board in the Society’s premises at least two weeks before the General Meeting at which the proposal is to be discussed. The result of such General Meeting shall then be notified to the Registrar of Societies and the Commissioner of Charities.
11.5 The address of each immovable property, name of each trustee and any subsequent change must be notified to the Registrar of Societies and the Commissioner of Charities.
VISITORS AND GUESTS
12. Visitors and guests may be admitted into the premises of the Society but they shall not be admitted into the privileges of the Society. All visitors and guests shall abide by the Society’s rules and regulations.
13.1 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 Society’s premises. The introduction of materials for gambling or drug taking and of bad characters into the premises is prohibited.
13.2 The funds of the Society shall not be used to pay the fines of members who have been convicted in court of law.
13.3 The Society 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.
13.4 The Society shall not attempt to restrict or interfere with 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 interests.
13.5 The Society shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
13.6 The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society or its office-bearers, Board or members unless with the prior approval of the relevant authorities.
13.7 The Society shall not raise funds from the public for whatever purposes without the prior approval in writing of the Head, Licensing Division, Singapore Police Force and other relevant authorities.
AMENDMENTS TO CONSTITUTION
14. No alteration or addition/deletion to this Constitution shall be made except at a general meeting and with the consent of two-thirds 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 and the Commissioner of Charities.
15. In the event of any question or matter pertaining to day-to-day administration which is not expressly provided for in this Constitution, the Board shall have power to use their own discretion. The decision of the Board shall be final unless it is reversed at a General Meeting of members.
16. In the event of any dispute arising amongst members, they shall attempt to resolve the matter at an Extraordinary General Meeting in accordance with this Constitution. Should the members fail to resolve the matter, they may bring the matter to a court of law for settlement.
CESSATION OF CHARITY STATUS
17. In the event that the Society ceases to be a registered charity under the Charities Act, all debts, liabilities legally incurred on behalf of the Society shall be fully discharged, and the remaining funds will be distributed to other institutions of a public character with similar objectives in Singapore which are registered under the Charities Act as the members of the Society may determine at the General Meeting, unless otherwise allowed by the Commissioner of Charities.
18.1 The Society shall not be dissolved, except with the consent of not less than 3/5 of the total voting membership of the Society 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 Society being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Society shall be fully discharged, and the remaining funds shall be donated to other institutions of a public character with similar objectives in Singapore which is or are registered under the Charities Act as the General Meeting of members may determine.
18.3 A Certificate of Dissolution shall be given within seven days of the dissolution to the Registrar of Societies and the Commissioner of Charities.