Constitution

MARIS STELLA HIGH SCHOOL ALUMNI
RULES AND REGULATIONS

SECTION I

(1) This association shall be known as the Maris Stella High School Alumni, Singapore.

 

SECTION II OBJECTS

(2) Its objects are:
(i) To foster friendly association among members;
(ii) To promote the cultivation of virtue and learning amongst members;
(iii) To seek mutual welfare for members;
(iv) To render assistance in the development of the Alma Mater.

 

SECTION III PLACE OF BUSINESS

(3) MARIS STELLA HIGH SCHOOL
     25 MT VERNON ROAD
     SINGAPORE 368051

 

SECTION IV MEMBERSHIP

(4) Membership has two kinds:
(i) Associate Membership
(ii) Life Membership
Anyone who has studied (Secondary or Primary Section) at Maris Stella High School and who may be undergoing study at other schools or tertiary institutions; the age of which is under 21 years, who acquiesces in its objects and is willing to abide by its rules and regulations shall be eligible for Associate Membership. Associate Members can be converted to Life Members on reaching the age of 21 years.

(5) An applicant whose application has been approved by the Executive Committee of the Alumni and who has paid his membership fees will be accepted as a member.

(6) All members of the Alumni have the following duties:

(i) All members of the Alumni should abide by its rules and regulations and follow all passed resolutions;
(ii) They should pay their membership fee to be determined by the Executive Committee and approved at the AGM.

(7) All members of the Alumni shall enjoy all the privileges and rights accorded by its rules and regulations except that Associate members shall have no right to vote on any issue, vote at and stand for elections.

 

SECTION V ORGANISATION

(8) The management of the Alumni shall be organised as follows:
(i) The General Meeting of Members;
(ii) The Executive Committee;

(9) The General Meeting of Members shall be the highest body of the Alumni and has the right to manage all the business of the Alumni. When the General Meeting of members is n not sitting, the Executive Committee shall carry out all its resolutions and rulings.

(10) The Executive Committee shall consist of 18 executive members elected at the Annual General Meeting of Members at every alternate AGM.

(11) The nomination of above-mentioned officers shall be proposed by one member and seconded by another. All members will then cast their votes for election at the Annual General Meeting. Those who return the highest number of votes are elected to office.

(12) The Office-bearers elected at AGM shall consist of: President, one First Vice-President, one Second Vice-President, one Secretary and three assistant Secretaries, two Treasurers (one chief and one assistant), one officer in charge of cultural and academic activities, two officers in charge of recreation (one social functions and one sports and games), two publications (one chief and one assistant) and four committee members. They shall together be responsible for the execution and management of all affairs of the Executive Committee.

(13) Two persons not members of the Committee will be elected as Hon. Auditors at each alternate AGM and will hold office for two years only and must not be re-elected in subsequent year. They will be required to audit each year's account and present a report to the committee.

 

SECTION VI PATRONS AND ADVISERS

(14) Patrons, Honorary Presidents and Honorary Advisers shall be proposed by the Executive Committee with the consent of at least 2/3 of the life members present at the AGM. They shall not have any voting rights or hold office of the alumni but may act within their advisory capacity.

(15) The present Principal, Vice Principals, of Maris Stella High School shall be ex-officio advisers.

 

SECTION VII FUNCTIONS AND DUTIES

(16) The general meeting of members shall be the highest body of the Alumni. Its functions are as follows:
(i) To review all resolutions of the previous meeting and make decisions on all important proposed matters;
(ii) To accept and pass all reports;
(iii) To make additions and amendments to the rules and regulation of the Alumni; (these shall come into force only with the prior sanction of the Registrar of Societies);
(iv) To manage and make decisions on important matters.

(17) When the General Meeting of Members is not sitting, the Executive Committee is the highest body of the Alumni. Its functions are as follows:
(i) To carry out all the rulings of the General Meeting of Members;
(ii) To accept and examine the reports of all offices;
(iii) To organise, make decision and carry out all matters which are for the betterment of the Alumni;
(iv) To approve admission of new members;
(v) To propose Patrons, Advisers, Honorary Presidents and Honorary Advisers;
(vi) To manage the funds of the Alumni.

(18) The duties of the President and Vice Presidents are as follows:
(i) To preside at the General Meeting of Members and, the Executive Committee Meeting;
(ii) To carry out all resolutions of the Executive Committee;
(iii) To represent the Alumni in external affairs;
(iv) To sign important documents, cheques etc. of the Alumni;
(v) To draw up a plan for the affairs and business of the Alumni;
(vi) To be present at the General Meeting of Members.

(19) The duties of the Secretaries are as follows:
(i) To assist the President in all the affairs of the Alumni;
(ii) To take charge of all external and internal documentary matters;
(iii) To convene the General Meeting of Members and the Executive Committee Meeting, in accordance with the decision of the Executive Committee.
(iv) To keep the safety of all the records of the General Meeting of members and the executive Committee Meetings.
(v) To maintain an up-to-date register of the members of the Alumni.
(vi) To notify members promptly all particular and urgent issues from the President and the Executive Committee;
(vii) To conduct systematic communication about the General Affairs of the Alumni and the activities of members.

(20) The duties of the Treasurers are as follows:
(i) To draw up the income and expenditure estimates and the balance of all accounts, and to keep in safety all the accounts;
(ii) The Hon. Treasurer shall keep an account of all funds and collect disburse all moneys on behalf of the Alumni and shall keep account of all monetary transactions and shall be responsible for their correctness. He is authorised to expend up to $100/- per month for petty expenses on behalf of the Alumni. He will not keep more than $100/- in the form of cash and money in excess of this will be deposited into a bank to be named by the Committee. Cheques etc. for withdrawals from the bank will be signed by the President, Vice President or Secretary in addition to the Treasurer.
(iii) To take charge of all matters in connection with the collection of fees;

(21) The duties of the officers in charge of Cultural and Academic activities are as follows:
(i) To plan and organise different studies and competitions of arts etc.;
(ii) To organise and develop the library of the Alumni and endeavour to make the full use of it.

(22) The duties of the officer in charge of Recreation (sports and games) for members are to plan and organise sports and games activities for members of the Alumni, including matches with students and staff of the school and other friendly organisations.

(23) The duties of the officer in charge of Recreation (social functions) are to plan and organise social function activities for members of the Alumni as well as other social functions which are deemed to promote the interests of the alumni.

 

SECTION VIII MEETINGS

(24) The meetings of the Alumni are divided into two types:
(i) The general meeting of Members.
(ii) The Executive Committee Meeting;

(25) 
(i) The Annual General Meeting shall be convened in February every year. In case of necessity, an Extraordinary General Meeting of Members may be convened by order of the Executive Committee, or by the written request with co-joint signatures of not less than one third of the members. The quorum shall be more than a quarter of the total voting members present at the meeting.
(ii) Minimum two weeks’ notice must be given of an annual general meeting and at least ten days’ notice of any other general meeting and particulars of its agenda will be posted four days in advance of the meeting. The following points will be considered at the annual general meeting:

(1) The previous year’s account and report of the committee.
(2) The election of office-bearers for the following years.

Any member who wishes to place an item on the agenda of a  general meeting may do so provided he gives notice in writing  to the Hon. Secretary one week before the meeting is due to be held.
(iii) 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 form the quorum, but they shall have no power to alter, amend or make additions to any of the existing rules. Notes of the adjourned meeting shall be conveyed to the members.

(26) The Executive Committee Meeting shall hold a Meeting once every two months, convened by the Secretary. An Extraordinary Executive Committee Meeting may be convened by the Secretary, or by the Co-Joint written request of not less than one-third of the Executive members. When the meeting is sitting, a number of more than half the members present shall form a quorum.

(27) When the General Meeting of Members is sitting, the presidents and secretaries shall be ex-officio Chairmen and Recorders respectively. When the Executive Committee Meeting is sitting, the President shall be the ex-officio Chairman. In the absence of the president, the first and second vice-presidents in succession shall be elected to be the chairman. In the absence of the president and vice-presidents, one of the committee members present shall be elected to be the Chairman, and the secretary shall be the recorder.

 

SECTION IX TERM OF OFFICE

(28) All Executive members of the Alumni shall be in office for two years but they are all eligible for re-election, with the exception of the President and Treasurers who shall be limited to a maximum of 1 consecutive term.

 

SECTION X ELECTION

(29) When the term of office is ended, the secretaries shall be responsible for the affairs of the next election. The procedure of the election shall be as follows:
(i) A day is fixed to convene a General Meeting of Members;
(ii) The Secretaries shall send out the lists containing the names of the members;
(iii) The Secretaries shall place all the proposed items put forward by the members, on the agenda;
(iv) Voting ballots shall be distributed when the meeting is sitting and the 18 Executive members and two Hon. Auditors shall be elected at the meeting.

(30) All officer-bearers of the Executive Committee shall make all the necessary transfer when the new officer-bearers enter their term of office.

 

SECTION XI FUNDS

(31) Funds of the Alumni is fixed as follows:-
(i) Each life member and associate member shall pay an amount to be determined by Executive Committee and approved at the AGM.
(ii) Should the Alumni run short of funds, an extraordinary subscription and other contributions can be raised with the consent of General Meeting of members.

(32) The Alumni shall act as trustee for the special Scholarship Fund set up in honour of Founder. Only interests earned from this fund shall be used for the purpose of scholarship and/or awards for students of the Maris Stella High School.

 

SECTION XII PROHIBITIONS

(33) Prohibitions of the Alumni are as follows:-
(i) All internal and external activities of the Alumni shall not be contrary to the tradition of management and objects of the Alma Mater and the Alumni.
(ii) Gambling of any kind such as the playing of paikow and mahjong, whether for stakes or not, are forbidden on the alumni's premises. The introduction of materials for gambling or drug taking and of bad characters into the premises is prohibited.
(iii) The funds of the Alumni shall not be used to pay the fines of members who have been convicted in Court nor shall they be used for donation, 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 objects of the Alumni.
(iv) 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 the Trade Unions Ordinance.
(v) The Alumni shall not hold any lottery, whether confined to its members or not, in the name of the Alumni or its office-bearers, Executive Committee or members, except with the written approval of the relevant authorities.
(vi) 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 purpose incompatible with the objects of the Alumni.

 

SECTION XIII OTHER RULES

(34) The Executive Committee has power to authorise any expenditure of a sum not exceeding $5,000/- per half a year with the consent of 2/3 of the Executive Committee members, from the Alumni Funds for the Alumni's purposes. Any expenditure in excess of this amount shall require the approval of the members at a general meeting.

(35) Any members who has seriously violated the prohibitions of the Alumni and has been expelled with the decision of the Executive Committee shall not be allowed to make new application for admission.

(36) The duty of the Executive Committee is to organise the daily activities of the Alumni and to make decision 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 remain sub-ordinate to the general meetings.

(37) Public statements including circulars, letters, press release, pamphlets etc. must first have the approval of the Executive Committee before their release.

(38) In the event of any questions or matter arising out of any point which is not expressly provided for in the rules, the Executive Committee shall have power to use its own discretion.

(39) Any changes to the Rules and Regulations of the Alumni shall be put into effect after they have been passed by the General Meeting of Members and approved by the Registrar of Societies.

(40) Whenever any defects are found in these rules, amendments may be made at the General Meeting of Members, but they shall not come into force without the prior sanction of the Registrar of Societies.

(41) Should the Alumni desire any dissolution, it shall undergo the following procedure:-
(i) The Alumni shall not be dissolved, except with the consent of not less than 2/3 of the members of the Alumni for the time being resident in Singapore expressed, either in person or proxy at a general meeting convened for the purpose, or by postal vote.
(ii) 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, if any, shall either be divided equally among the members or donated to educational or charitable institution of Singapore as decided by the general meeting.
(iii) Notice of dissolution shall be given within 7 days of the dissolution to the Registrar of Societies.

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