Chapter I GENERAL
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1. |
NAME: |
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The Gan Clan Association. |
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2. |
OBJECTS: |
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To foster unity and render mutual assistance to each others welfare. |
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3. |
ADDRESS: |
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The place of business of the Association is at No. 18-20B, Bukit Pasoh Road, Singapore 089832. |
Chapter II MEMBERSHIP
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4. |
CLASS OF MEMBER: |
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Life Members |
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5. |
QUALIFICATION: |
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Any person bearing the surname of Gan over the age of 18 years, of good character and occupation, who is in sympathy with the objects and willing to abide by the rules and resolution of the association may apply to the association to become a member. |
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6. |
ENTRY: |
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Any applicant for membership shall fill up an application form and be recommended by one member of the association. The application shall be submitted to the secretary of the association, he shall post it on the notice board of the association for one week. If no objection is raised during such period the committee shall verify for its approval. After having been passed, the secretary may advise him to pay the entrance fee and annual subscription.(if any) |
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7. |
OBLIGATION: |
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a) Life member shall pay the entrance fee of $100 on becoming a member of the association, annual subscription is exempted.
b) To donate and contribute to the association.
c) To abide by all the rules, resolutions and discipline of the association. |
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8. |
PRIVILEDGES: |
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a) Each member is entitled to vote or to be voted.
b) Each member has the right to suggest, vote and enjoy on any reform matters and improvement of the association. |
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9. |
EXPULSION: |
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a) If any member of the association is found to disobey the rules or fail to abide by the resolutions passed by the association, or destroy unity or obstruct in any way the smooth running of the association or make use of the association’s name for the purpose of cheating; after an investigation have been made by the executive committee, the executive committee has the right to withdraw his membership,
b) No refund shall be claimed by any resigned or expelled member in respect of any entrance fee and annual subscription or special contribution previously paid. |
Chapter III ORGANISATION
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10. |
GENERAL MEETING: |
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The General Meeting of members is the highest authority of the association. |
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EXECUTIVES COMMITTEE: |
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The Executive Committee shall consist of 35 members of a voluntary nature and shall be elected at the alternate General Meeting held annually. |
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OFFICER BEARERS: |
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The following Officer Bearers shall be elected by the executive committee from among its members:-
a) A President and two Vice-Presidents;
b) A Secretary and two Assistant Secretaries;
c) A Treasurer and An Assistant Treasurer;
d) One Chinese and one English correspondence officer and one assistant to each;
e) A Welfare Officer and 2 Assistant Welfare Officers;
f) A Public Relations Officers and 2 Assist. P.R.O.S.;
g) An Education Officer and 2 Assist. Education Officers;
h) A Recreation Officer and 2 Assist. Recreation Officers;
i) A Youth Group: A Youth Officer and 2 Assist. Youth Officers;
j) Sub-Committee members may be appointed by any of the above officer-bearers when necessary, but must be approved. |
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13. |
AUDITOR: |
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Two auditors shall be elected annually at the General Meeting. |
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14. |
TRUSTEE: |
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Five trustees shall be elected annually at the General Meeting. |
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15. |
PATRON: |
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The Executive committee may appoint a number of Patrons from members of the association, who enjoy good reputation or have made special contribution to the association. |
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16. |
STAFF: |
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The Association shall employ a salaried secretary and or a number of staff, when necessary. |
Chapter IV DUTIES
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GENERAL MEETING: |
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a) Amend the Rules of the Association.
b) Approve and estimate the expenditure of the association.
c) Accept the report of the executive committee and the current year's account of the association.
d) Elect the executive committee, auditors and trustees. |
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EXECUTIVE COMMITTEE: |
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a) Carry out the resolution passed by the General Meeting.
b) Elect the Officers and appoint the patron.
c) Elect and fill vacant posts of officer bearers due to resignation or absence.
d) Organise and supervise the daily activities of the association.
e) Prepare the General Election and make the regulation for the conduct of the affairs of the association.
f) Have the power to employ or dismiss the staffs of the association. |
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19. |
PATRON: |
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The patron may be invited to attend the executive committee meeting, but they shall have no right to vote at the meeting. |
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DUTIES OF OFFICE BEARERS: |
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| a) President: |
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1) Shall chair the General Meetings and executive committee meetings.
2) Represent the association in external affairs and manage the internal affairs of the association.
3) Keep the association's chop and sign all important documents and cheques.
4) Convene all meeting. |
| b) Vice-Presidents: |
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Assist the President in all affairs of the association and in the absence of the President shall assume the duties. |
| c) Secretary: |
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Take charge of all matters not especially assigned to the other officers. |
| d) Asst. Secretary: |
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Assist the Secretary and in the absence of the Secretary shall assume the duties. |
| e) Treasurer: |
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Keep all the collection for and on behalf of the association and payments incurred by the association. He shall make a monthly report. |
| f) Asst. Treasurer: |
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Assist the Treasurer and in the absence of the Treasure shall assume the duties. |
| g) Chinese Correspondence Officer: |
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Keep and deal with all the correspondence of the association, and record minutes of all meetings of the association. |
| h) English Correspondence Officer: |
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Deal with all the English correspondence of the association. |
| i) Social Welfare Officers: |
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Takes responsibility for the welfare of all members. |
| j) Liaison Officers: |
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Carry out the instruction of the president to take charge of liaison work. |
| k) Education Officers: |
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Deal with all educational matters of the association. |
| l) Recreation Officers: |
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To create recreation activities for members of the association. |
| m) Youth Officer: |
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To create recreation activities for members of the association. |
| n) The Assistant shall assist their respective officers in their duties. |
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21. |
AUDITORS: |
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Auditors may not be selected from members of the executive committee. The duty of the auditors are to audit each year's account and present a report to the General Meeting, and may be required by the President to audit the association's account for any period within their tenure of office at any date and make a report to the Executive Committee. The auditors shall hold office for two years only and may not be re-elected. |
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TRUSTEES: |
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If the association at any time acquires any immovable property, such property shall be vested in Trustees subject to a declaration of trust. Any trustee may at any time resign his 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, he shall be deemed to have resigned his trusteeship. If a trustee is guilty of misconduct of such a kind as to render it undesirable that he continues as a trustee, a General Meeting may remove him from his trusteeship. Vacancies in the 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 his trusteeship or to appoint a new trustee to fill a vacancy must be given by affixing in the premises of the association a document containing such proposal is to be discussed. The result of such meeting shall then be notified to the Registrar of Societies for approval. |
Chapter V ELECTION
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DATE OF ELECTION: |
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The date of election of the association shall be fixed on a day in the month of December at a general meeting once every two years. |
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ELECTION PROCEDURE: |
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a) By ballot voting, the largest number of votes shall be elected.
b) Officers shall be elected in the executive committee from among its members.
c) The executive member or officer was elected shall be notified by letter. If no objection is raised within one week shall be deemed to have accepted the post. |
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TERM OF OFFICE: |
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The Officers and committee members shall hold office for a term of two years, and shall be eligible for re-election, except in the case of Treasurer, who shall not hold the same office for more than one term and the President shall not hold the office for more than two consecutive terms. |
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26. |
RETIREMENT: |
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Handling over of office shall be held in the first week of January biennially; a statement of cash or property shall be prepared and signed by both parties. |
Chapter VI MEETING
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ANNUAL GENERAL MEETINGS: |
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The Annual General Meeting shall be held in the month of December.
The quorum for such AGMs. shall be at least 70 members who are eligible to vote. |
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EXTRA-ORDINARY GENERAL MEETINGS: |
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This meeting may be called at the request in writing of 15 members and such request being accepted by the executive committee, the president shall call the meeting. The notice of the meeting shall be given to the members one week before hand. The chairman shall be elected from among the present members. The agenda shall be confined to that set out in the notice. |
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29. |
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In the event of there being no quorum present at a general meeting or an extra ordinary general meeting convened at the request of members, the meeting shall be adjourned for half and 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. |
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30. |
EXECUTIVE COMMITTEE MEETING: |
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The executive committee meeting shall be called once a month by the President or Secretary, at least one half of the committee members shall form the quorum. In the event of urgency the president shall call a special executive meeting. |
Chapter VII FINANCE AND EXPENSES
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INCOME: |
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The income of the association shall derive from entrance fees and members annual subscription. |
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FINANCE MANAGEMENT: |
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a) The treasurer shall keep all the funds on behalf of the association, funds in excess of $1,000 shall be deposited in a bank named by the executive committee.
b) All withdrawals of the Association’s fund from the bank must be signed by any two of the following four officers’ viz.: The President and 1 of the Vice-Presidents and, the Treasurer and Assistant Treasurer, with the Association’s stamped on the cheques concerned.
c) The executive committee shall have power to authorize expenditure of a sum not exceeding $10,000 per month; any sum in excess of $10,000 per month should be passed by a General Meeting. |
Chapter VIII PROHIBITION
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33. |
PROHIBITION: |
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a) Gambling or any illegal activity are forbidden at the association’s premises.
b) The fund of the association shall not be used to pay the fines or members who have been convicted in court.
c) The association 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 the Trade Union Ordinance.
d) The association shall not hold any lottery whether confined to its members or not, in the name of the association or its office bearers, committee or members.
e) The association shall not indulge in any political activity or allow its funds and or premises to be used for political purposes. |
Chapter IX MISCELLANEOUS
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COMMITTEE MEETING: |
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Any member of the Executive Committee who absents himself from three monthly meetings consecutively without prior notice to the Executive Committee shall automatically be regarded as having resigned from the Committee and the vacant post shall be filled by the Executive Committee from the reserve Committee members within one month thereof. |
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35. |
AMENDMENT TO RULES: |
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Any alteration and amendment to the Rules may be made by the executive committee and approved by the general meeting but not amendments and alteration shall be enforced or applied without the prior approval of the Registrar of Societies. |
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36. |
DISSOLUTION: |
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a) The association shall not be dissolved, except with the consent of not less than 3/5 of the members of the association for the time being resident in Singapore expressed, either in person or by proxy at a general meeting convened for the purpose, or by postal vote.
b) In the event of the association being dissolved as provided above, all debts and liabilities legally incurred on behalf of the association shall be fully discharged and the remaining funds will be donated to the charitable institutions.
c) Notice of dissolution shall be given within 7 days of the dissolution to the Registrar of Societies. |
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