CIVIL SERVICE CLUB. CLUB CONSTITUTION April 2011 Edition

Transcription

1 CIVIL SERVICE CLUB CLUB CONSTITUTION April 2011 Edition 1

2 ARTICLE CONTENTS PAGE 1. Name 3 2. Place of Business 3 3. Objects 3 4. Interpretation of Rules and Bye-Laws 3 5. Patrons of the Club 4 6. Classes of Members 4 7. Honorary Life Members 4 8. Associate Members (New) 4 9 Resignation 4 10 Board of Governors 5 11 Powers and Meeting of the Board of Governors Colours Executive Committee Members Meetings of the Executive Committee Functions of the Executive Committee Appointments of Chairman and Members of Committees, 7 Sub-Committees and Ad-Hoc Committees 17. Board of Games Honorary Treasurer Finance Committee Banking Accounts Annual Accounts 8 22 Expenditure Annual Budget Discipline Members' Addresses and Notices 9 2

3 26. Club Employees and Complaints Bye-Laws Amendments to Constitution Dissolution of Club Schedule (Rule 24) 10 3

4 CONSTITUTION 1 Name There shall be established a Club which shall be called the "Civil Service Club". 2 Place of Business The registered place of business of the Club shall be 60, Tessensohn Road, Singapore or such other place as may be determined by the Executive Committee. Objects 3 (b) ( c) (d) (e) (f) (g) (h) 4 The objects of the Club shall be: To promote, organize and co-ordinate sports, social and other recreational activities amongst officers in the Public Service; To provide, maintain and operate Clubhouses for the benefit of Public Officers and members of their families and to do all other things which the Club may consider desirable or necessary in the interests of club members; To raise funds by way of subscriptions, donations, contributions or in any other manner as the Club shall consider most beneficial for the purposes of the Club; To invest and deal with the monies of the Club not immediately required, upon such investments or securities as may be thought fit, subject nevertheless to such conditions (if any) as may for the time being be imposed or required by Law; To borrow or raise for the purposes of the Club any sum or sums of money either upon mortgage or charge of all or any of the property of the Club; To acquire (in the name of the Club or in the names of trustees), build upon, pull down, rebuild, add to, alter, repair, improve, sell or dispose of, or otherwise deal with any land, buildings or premises for the use of the Club; To enter into contracts on behalf of the Club; Generally, to do all things necessary or expedient for the due conduct of the affairs of the Club not herein otherwise provided for. Interpretation of Rules and Bye-Laws The Executive Committee shall be the sole authority for the interpretation of the Rules and of the Bye-Laws made hereunder, and the decision thereon of the Committee for the time being shall be binding on all members. 4

5 5 Patrons of the Club The President of the Club, on the recommendation of the Executive Committee, may appoint persons of distinction to the Patrons of the Club. 6 Classes of Members The Club shall consist of members in the following classes: Honorary Life Members Ordinary Members Associate Members Supplementary Members Retiree Members Social Members (b) (c) The Executive Committee shall have power to restrict the number of members of any or all classes. Supplementary Members refer to the parents, spouse and unmarried children between the ages of 12 and 21, of Ordinary Members. They shall cease to be Supplementary Members if their Ordinary Members resign or cease to be members of the Civil Service Club. Honorary Life Members 7. The Executive Committee may invite distinguished persons to become Honorary Life Members of the Club. Honorary Life Members shall not be required to pay any entrance fee or subscription but shall be entitled to enjoy all the facilities of the Club. Associate Members 8. Any person who is not eligible for Ordinary Membership and who is over 21 years of age and who resides in Singapore shall be eligible for admission as an Associate Member. Associate Members will be eligible for privileges and benefits which are accorded to Ordinary Members. Resignation 9. A member may resign his membership by giving 2 months notice in writing addressed to the General Manager but shall be liable for the monthly subscription for the period during which he resigns and all other debts and liabilities due and unpaid at the date of his resignation. The member who has tendered his resignation shall not be entitled to any refund of the subscription fee and / or any other amounts previously paid. Any such member who has discharged all his liabilities to the Club and wishes to rejoin may submit a fresh application for membership. The Executive Committee may at its discretion approve the re-admission and the imposition of a penalty fee. 5

6 10 Board of Governors The overall responsibility for the operations of the Club shall be vested in a Board of Governors comprising the following: (b) (c) A President, who shall be the Head of Civil Service of the Government of Singapore; A Vice-President, who shall be nominated by the President; The Permanent Secretaries of the Civil Service of the Government of Singapore. 11 (4) Powers and Meeting of the Board of Governors The Board shall have the power to undertake all or any of the functions required to be performed in furtherance of the objects of the Club. The Board shall have the power to alter, amend, make additions to, or repeal this Constitution in accordance with Rule 28 hereof. The Board shall meet when convened by the President or whenever required. The President shall preside at all meetings of the Board. 12 Colours The colours of the Club shall be maroon and gold. 13 (b) (c) (d) Executive Committee Members There shall be an Executive Committee of the Club consisting of: The Vice-President of the Club who shall be Chairman; The Chairman, Board of Games, who shall be nominated by the President; The Honorary Treasurer, who shall be nominated by the President; Twenty other officers nominated by the President, of whom not more than 4 need not be Public Officers; The Club's General Manager shall be Secretary of the Executive Committee with no voting rights. The members appointed under Rules 13 (b); (c) and (d) shall be appointed for a period of 3 years and shall be eligible for re-appointment. 6

7 14 Meetings of the Executive Committee The Executive Committee shall meet at least once in 3 months; The Vice-President shall preside at all meetings of the Executive Committee; The quorum at all meetings of the Executive Committee shall be 8, and no business shall be transacted unless a quorum is present thereat. 15 Functions of the Executive Committee The functions and powers of the Executive Committee shall be to: (4) (5) (6) (7) (8) (9) (10) (11) Approve and implement all activities of the Club in furtherance of the Club's objects; Approve items of expenditure; Approve the Annual Budget and other special items of expenditure; Appoint such committees, ad-hoc committees and sub-committees as may be deemed necessary and may determine their terms of reference, powers and composition; Co-opt persons not being members of the Executive Committee, to serve on the various committees and sub-committees; Approve rates of booking of sports and Clubhouse facilities; Consider complaints and suggestions from members; Employ a General Manager and such other officers as may from time to time be found necessary for carrying out the work of the Club, and may fix their duties and remuneration; Invite or respond to invitations from other countries to participate in inter-regional sports competitions for Public Officers; Make such rules or regulations relating to the business of the Club as considered necessary; Perform any other functions delegated to it by the Board of Governors. 7

8 16 Appointments of Chairman and Members of Committees, Sub-Committees and Adhoc Committees The Executive Committees shall appoint the Chairman of the Committees. The Executive Committee on the recommendation of the Chairman of the Committees shall appoint the members of the Committees, Sub-Committees and Ad-hoc Committees. The Chairman and members of the Committees, Sub-Committees and Ad-hoc Committees shall each hold office for 3 years and they shall be eligible for re-appointment. 17 (4) (5) (6) (7) Board of Games The Chairman of the Board of Games shall appoint Convenors and Assistant Convenors for the various sports and games organized by the Club. The Convenors and Assistant Convenors shall each hold office for 2 years and they shall be eligible for re-appointment on completion of such period. A Convenor may not hold office for more than 3 terms. Convenors shall nominate an Organizing Committee for each major event. In the event of the Convenor being unable to attend a meeting of the Board of Games, his Assistant Convenor may attend the meeting on his behalf. The Honorary Treasurer, the General Manager and the Manager responsible for sports shall be ex officio members of the Board. The appointed Convenor for a particular game or sport shall be responsible to the Board of Games for the efficient organization and running of that particular game or sport. Each Convenor shall at the end of each year, submit a report of the activities in respect of the particular game or sport under his charge. Captains and Vice-Captains for the various sports and games sponsored by the Club shall be appointed by the Chairman, Board of Games, in consultation with the Convenor. The appointed Captain and Vice-Captains for the particular game, shall be responsible to the Convenor of the respective game, and shall assist him in his functions. 18 Honorary Treasurer The Honorary Treasurer shall: (b ) (c) oversee the financial matters of the Club; submit quarterly financial statements at the Executive Committee meetings; and submit audited annual financial statements to the Board of Governors by 31 August of each year. 8

9 19 Finance Committee The Executive Committee shall appoint a Finance Committee comprising a Chairman and 2 members of whom one shall be the Honorary Treasurer. The Finance Committee shall be responsible for preparing the annual budget for the approval of the Executive Committee and for revenue and expenditure control. 20 Banking Account The Club shall maintain such banking account or accounts as it thinks fit, in a Bank or Banks nominated by the Executive Committee. All sums of cash received by the Club shall be banked into the Bank accounts. Cheques shall be signed by such persons as the Executive Committee shall from time to time authorize. 21 Annual Accounts The financial year of the Club shall end on the 31 March of each year. The Club's accounts shall be audited annually by an Auditor appointed by the President of the Club on the recommendation of the Executive Committee, and presented by the Honorary Treasurer to the Board of Governors 22 (b) (c ) (d) (e) Expenditure No expenditure in excess of the approved budget of the Club shall be incurred except with the approval of: The Executive Committee in respect of expenditure exceeding $150,000; The President or the Vice-President in respect of expenditure not exceeding 150,000; The Chairman of any Committee, provided he is a member of the Executive Committee or the Honorary Treasurer in respect of expenditure not exceeding $10,000; The General Manager in respect of expenditure not exceeding $5,000; The Deputy General Manager in respect of expenditure not exceeding $1,000; (f) (g) No payments shall be made in advance of receipts of goods/service unless the Vice- President or the Honorary Treasurer authorizes such payments; Notwithstanding the provision in paragraph (f) above, Sports Convenors shall, upon request, be provided an advance of funds to defray any sports expenses. 9

10 The petty cash account shall not exceed $1,600 at any time. Reimbursement of the petty cash account shall require the approval of either the President, the Vice-President or the General Manager of the Club. 23 Annual Budget The Budget for the ensuing year shall be presented by the Executive Committee to the President for approval for not later than 31 March of each year. 24 (4) (5) Discipline All Public Officers participating in activities under the aegis of the Club shall at all times display good conduct and sportsmanship. They shall obey the Bye-Laws of the Club and shall not in particular, commit any of the offences listed in the schedule hereto. The Club shall have power to discipline any Public Officer participating in any of the Club's activities or utilizing the Club's premises, who acts in violation of Rule 24 hereof. Any such breach of the Club's Bye-Laws or any behaviour considered unbecoming of a Public Officer whilst participating in such functions or whilst in the Club premises, shall be reported as soon as possible to the Vice-President who shall, if he considers it necessary, appoint an Inquiry Committee of 3 members (comprising 2 members from the Executive Committee and the General Manager of the Club) to inquire into the matter and submit a report and recommendations thereon. The Public Officer against whom a complaint has been lodged, shall be given a reasonable opportunity of being heard before any punishment is imposed. If the Public Officer is a member of the Club, the Committee may thereafter decide to expel or suspend him, or impose any other lesser penalty. If the member refuses to reply to the charges, or fails to attend the meeting called to answer the charges, the Committee may nevertheless proceed to decide on the penalty to be imposed. No appeal shall lie from the decision of the Committee to any Court of Law. 25 (b) (c) Members' Addresses and Notices Every member of the Club shall inform the General Manager of any change of address All documents to be sent by the Club shall be sent to the address of the member as is registered by the Club. Except as otherwise specified in this Constitution or Bye-Laws, any document to be sent by the Club may be sent by ordinary post and shall be deemed to have been received on the 3 rd day of posting even though the document may be returned or undelivered. 10

11 (d) (e) Any document sent by the Club by registered post or courier shall be deemed to have been received by the member concerned on the 3 rd day from the date of posting even though the document may be returned or undelivered. Notices sent by facsimile and electronic mail to the last known information given by the member will be deemed to have been received so long as it is by an authorized employee of the Club. 26 Club Employees and Complaints No member shall reprimand any employee of the Club. If a member has any cause of complaint, he shall bring the same to the Executive Committee in writing. 27 Bye-Laws The Executive Committee shall have the power to frame, rescind or alter the Bye-Laws to provide for the regulation of the Club s affairs in conformity with the Constitution and for the better conduct and management of the Club s affairs. 28 Amendments to Constitution No amendments to this Constitution shall be made except by the Board of Governors. 29 Dissolution of Club The Club shall not be dissolved except on the directions in writing of the Head of the Civil Service. In the event of the Club being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Club shall be fully discharged, and the remaining funds shall be paid into the Consolidated Fund of the Government. Notice of dissolution shall be given within 7 days of the dissolution, to the Registrar of Societies. 30 Schedule (Rule 24 ) Being rude or discourteous in speech or manner; Non-compliance with or disobedience of the Club's Constitution, Bye-Laws or orders; Misbehaviour; Impropriety in dress or appearance; Wilful destruction of or damage to Club's property 11

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