RULES AND REGULATIONS

NAME

1. This Alumni shall be known as The Convent of the Holy Infant Jesus Alumni Association.

PLACE OF BUSINESS

2. Its place of business shall be at Convent of the Holy Infant Jesus, Toa Payoh Secondary School or such other address as may subsequently be decided upon by the Committee and approved by the Registrar of Societies.

OBJECTS

3. Its objects are :-

a) to strengthen the network of past pupils of the Convent of the Holy Infant Jesus so that the IJ spirit will be sustained.

b) to provide the Convent with a channel to tap the expertise of members of the aforementioned network.

c) to assist the Convent whenever and wherever possible in its fund-raising projects

MEMBERSHIP

4. (i) Membership shall be unlimited and shall be classified into the following 3 categories:

(ii) The schools referred to in rule 4(i) above are :

a) Convent of the Holy Infant Jesus ( Victoria Street ) Primary, Secondary and/or Pre-University

b) Convent of the Holy Infant Jesus (Toa Payoh) Primary and/or Secondary

Only Ordinary Members shall have voting rights and only those above 18 years of age are eligible to hold office.

(iv) Subject to Rule 4(i) and 4(ii) hereof every candidate for Ordinary, Associate and Honorary membership shall communicate her full name, address, occupation in an application form to the Honorary Secretary. A copy of the Rules and Regulations of the Alumni shall be provided to every approved applicant who has paid her subscription.

Every application for membership shall be automatically accepted, unless so specifically rejected by the Committee, as determined by a simple majority vote of the Committee.

SUBSCRIPTION

5. (i) Ordinary Members: A one time membership fee of $80.00 is payable. Former students below the age of 25 years (inclusive) who are still pursuing full-time studies will pay a concessionary rate of $10.00

(ii) Associate Members: A one-time membership fee of $80.00 is payable

The rate of subscription may only be varied by a General Meeting of the members. Any special subscriptions for particular purpose may only be raised from members with the consent of a General Meeting of the members.

MANAGEMENT, GENERAL MEETINGS

6. The management of the Alumni is vested in a General Meeting of the members presided over by the President. . An Annual General Meeting will be held in February each year. At other times a General Meeting must be called by the President on the request in writing of ten or more members and may be called at any time by order of the Committee.

At least fourteen days’ notice will be given of an Annual General Meeting and any other General Meeting and particulars of its agenda will be posted on the Alumni’s notice board four days in advance of the meeting. The following points will be considered at the Annual General Meeting :-

a) The previous year’s accounts and reports of the Committee

b) The election of office-bearers and auditors for the following year

Any member who wishes to place an item on the agenda for a General Meeting may do so provided she gives notice to the Honorary Secretary seven days before the meeting is due to be held.

At least one quarter of the ordinary membership of the Alumni or a number of 30 members, whichever is lower, present at the commencement of a general meeting shall form a quorum. The Meeting shall not be invalidated thereafter, if at any stage during the general meeting, there is a reduction in the number of members present. Proxies shall not constitute part of the quorum. In the event of there being no quorum, 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 alter, amend or make additions to any of the existing rules.

Questions arising at General Meetings shall be decided by a simple majority vote. Every Ordinary member shall have one (1) vote. Voting by proxy shall not be allowed in the General Meeting. In the event of an equality of votes the Chairman shall be entitled to a casting vote.

MANAGEMENT, COMMITTEE

A Committee consisting of the following shall be elected at each Annual General Meeting:

President

Vice-President

Honorary-Secretary

Asst Honorary-Secretary

Honorary-Treasurer

Asst Honorary-Treasurer

5 Committee Members

A Committee meeting shall be held at least once in two months after 7 days’ notice to Committee Members. The President may call a Committee meeting at any time by giving 7 days’ notice. At least one half of the Committee Members must be present for its proceedings to be valid.

The duty of the Committee is to organise and supervise the daily activities of the Alumni 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 Meeting.

The Committee will be limited to an expenditure amount not exceeding $10,000 per event or project and the total expenditure for each Committee during their tenure will be subjected to a cap of S$30,000.

The Committee has the power to fill any vacancy which occurs in the Management Committee.

Questions arising at meetings of the Committee shall be decided by a simple majority vote with the Chairman being entitled to a casting vote in the event of an equality of votes.

OFFICE-BEARERS

The duties of the office-bearers are as follows :-

a) The President shall act as Chairman at all General and Committee meetings. She shall also represent the Alumni in its dealing with outside persons.

b) The Vice-President shall deputise for the President in the latter’s absence.

c) The Honorary Secretary shall keep all records, except financial, of the Alumni and shall be responsible for their correctness. She will keep minutes of all General and Committee meetings. The Assistant Honorary Secretary shall assist the Honorary Secretary in all her functions and duties.

d) The Honorary Treasurer shall keep all funds and collect and disburse all moneys on behalf of the Alumni and shall keep an account of all monetary transactions and shall be responsible for their correctness. The amount of cash she is allowed to hold for petty expenses will be decided by the incumbent Committee. Cheques, etc, for withdrawals from the bank will be signed by the President, Vice-President, or Secretary in addition to the Treasurer. The Assistant Honorary Treasurer shall assist the Honorary Treasurer in all her functions and duties, with the exception of the signing of cheques.

The Committee Members shall assist in the general administration of the activities and affairs of the Alumni and perform duties assigned by the Executive Committee from time to time.

Any member of the Committee absenting herself from three meetings consecutively without satisfactory explanations shall be deemed to have withdrawn from the Committee, and a successor may be co-opted by the Committee to serve until the next Annual General Meeting. Any changes in the Committee shall be notified to the Registrar of Societies within 14 days of the change.

AUDIT

Two persons not members of the Committee will be elected as Honorary Auditors at each Annual General Meeting and will hold office for one year 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 Alumni’s accountants for any period within their tenure of office at any date and make a report to the Committee.

TRUSTEES

If the Alumni 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 her trusteeship. If a trustee dies or becomes a lunatic or of unsound mind or moves permanently or is absent from the Republic of Singapore for a period of one year, shall be deemed to have resigned her trusteeship. If a trustee is guilty of misconduct of such a kind as to render it undesirable that she continues as a trustee, a General Meeting may remove her from her trusteeship. Vacancies in a 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 her trusteeship or to appoint a new trustee to fill a vacancy must be given by affixing in the premises of the Alumni a document containing such proposal at least fourteen days before the meeting at which the proposal is to be discussed. The result of such meeting shall then be notified to the Registrar if Societies.

Residents in Singapore may be admitted into the premises of the Alumni but they shall not be admitted to the privileges of the Alumni or shall they be admitted into the premises more than six times in any year. These visits are to be confined to not more than once in 14 days.

A Visitor’s Book shall be kept, in which shall be entered the names of all visitors and guests, together with the signatures of the members nominating them and the dates of their visits. No person shall be a visitor or guest till her name has been entered in this book.

PROHIBITIONS

a) Gambling of any kind and the playing of paikow or mahjong, whether for stakes or not, is forbidden on the Alumni’s premises. The introduction of materials for gambling or opium smoking and of bad characters into the premises is prohibited.

b) The funds of the Alumni shall not be used to pay the finds 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 object of the Alumni.

c) The Alumni shall not attempt to restrict or in any other manner interfere with trade or prices or engage in any Trade Union activity as defined in any written law relating to trade unions for the time being in force in Singapore .

d) The Alumni shall not hold any lottery, whether confined to its members or not, in the name of the Alumni or its office-bearers, Committee or members.

e) The Alumni shall not indulge in any political activity or allow its premises to be used by political parties or trade unions or for any purposes incompatible with the objects of the Alumni.

AMENDMENT TO RULES

No alterations or additions to these rules shall be made except at a General Meeting and they shall not come into force without the prior sanction of the Registrar of Societies.

INTERPRETATION

In the event of any question or matter arising out of any point which is not expressly provided for in the rules. the Committee shall have power to use their own discretion.

DISSOLUTION

a) The Alumni shall not be dissolved, except with the consent of not less than 3/5 of the members of the Alumni entitled to vote and for the time being in Singapore expressed, either in person or by proxy at a General Meeting convened for the purpose.

b) In the event of the Alumni being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Alumni shall be fully discharged, and the remaining funds will be donated to the said schools or any of them.

c) Notice of dissolution shall be given within 7 days of the dissolution to the Registrar of Societies.