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7.1.1. The General Assembly and Executive Board will be responsible executive authorities for the administration of the society.
7.1.2. The General Assembly will consists of ordinary members.
7.2.1. The General Assembly will meet at the time of the Scientific Congress.
The Assembly may also be contacted and its views obtained by a circular letter in the interim period.
7.2.2. A Scientific Congress will be held every two years.
7.2.3. The Executive Board will receive proposals for holding Scientific Congresses. A member country that wishes to host a scientific congress should indicate his willingness to do so in writing 2 years before the proposed Scientific Congress. The Executive Board, after having taken a decision, will recommend to the Council the venue and time of the Scientific Congress (es).
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 anytime by order of the Committee. 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 Committee does not within two 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 days’ notice 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 week’s notice shall be given of a General Meeting. Notice of meeting stating the date, time and place of meeting shall be sent by the Secretary to all voting members. The particulars of the agenda shall be posted on the Society’s notice board four days in advance of the meeting.
7.6. Unless otherwise stated in this Constitution, voting by proxy is allowed at all General Meetings.
7.7. The powers of the General Assembly will be:
a) To receive, discuss and ratify the minutes of the proceedings of the Executive Board Meetings reported by the Honorary Secretary.
b) To approve the audited statement of accounts.
c) To elect the office bearers.
d) To determine the venue of the next Congress that has been recommended by the Executive Board.
e) To approve the budget.
f) To approve applications for membership.
g) To consider other matters duly brought up.
7.8. Any member who wishes to place an item on the agenda of a General Meeting may do so provided he gives notice to the Secretary one week before the meeting is due to be held.
7.9. At least 25% of the total voting membership or 30 voting members, whichever is the lesser, present at a General Meeting shall form a quorum. Proxies shall not be constituted as part of the quorum.
7.10. 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.
8.1. The administration of the Society shall be entrusted to an Executive Committee.
The Executive Board will consists of 13 members; a President, the President Elect, Honorary Secretary and Treasurer and nine other members who have been properly elected.
8.2. The Executive Committee shall be elected from nominations made by the General Assembly. Election will follow on a simple majority vote of the members.
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, a re-vote shall be taken and if it stills results in a tie, a lot shall be drawn to determine who shall be the successful candidate unless the contesting candidate(s) withdrew in favour of one of themselves.
8.4. The Executive Board will meet periodically to transact its business. The Hon Secretary will summon the meeting and an agenda sent eight weeks before the meeting. The immediate Past President may be invited to the Executive Board Meetings from time to time as determined by the Executive Board. A quorum of 2/3 of the members of the Executive Board is required for a meeting.
Any member unable to attend must convey his views on the agenda to the meeting.
8.5. Functions of the Executive Board:
a) To adopt the common seal of the Society.
b) To make and change regulations, consistent with the constitution, for the management of the Society’s business and affairs.
c) To prescribe the duties of all officers and employees of the Society.
d) To pay for any property purchased by and on behalf of the Society.
e) To designate the time and place of the meetings of the Society or to authorise the President to do so.
f) To appoint committees of any subject and to define the powers and duties of such committees.
g) To select and designate a bank as official bankers of the Society and to prescribe and order the manner in which the deposits may be made and/or withdrawn.
h) To determine dues and assessments of the memberships as required.
i) To determine the percentage of profits from scientific congresses in order to defray the expenses of the secretariat.
8.6. The Committee has power to authorise the expenditure of a sum not exceeding S$2,000.00 per month from the Society’s funds for the Society’s purposes.
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