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; and
(ii) Life Membership

Anyone who has studied (Pre-Primary, Primary, Secondary or Pre-University 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 at anytime after reaching the age of 21 years and upon payment of prevailing membership fees PROVIDED ALWAYS that members that have been deceased or lost contact with the Alumni for a period of more than three (3) years may be de-registered and may be reinstated upon member's appeal and at the sole discretion of the Executive Committee ("EXCO").

(5) An applicant whose application has been approved by the EXCO 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 EXCO and approved at the Annual General Meeting ("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; and
(ii) The EXCO.

(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 not sitting, the EXCO shall carry out all its resolutions and rulings.

(10) The EXCO shall consist of eighteen (18) members elected at the Annual General Meeting ("AGM") of members at every alternate AGM.

(11) The nomination of above-mentioned officers shall be proposed by one (1) member and seconded by another. All voting members will then cast their votes for election at the AGM. Those who return the highest number of votes are elected to office.

(12) The Office-bearers elected at AGM shall consist of: A (1) President, one (1) First Vice-President, one (1) Second Vice-President, one (1) Secretary and two (2) assistant Secretaries, one (1) Treasurer and one (1) assistant Treasurer, and ten (10) EXCO members. They shall be responsible for the execution and management of all the affairs of the EXCO and the Alumni.

(13) One voting (1) member who is not a member of the EXCO will be appointed as Hon. Auditor at each alternate AGM and will hold office for two (2) years only and must not be re-appointed in subsequent year. The Hon. Auditor will be required to audit each year's accounts and present a report to the EXCO for the approval of the voting members present at the AGM.

(14) In the event of resignation or termination of any one of the EXCO members, the EXCO shall have the power to co-opt new committee member/s, if necessary, until the next election with the consent of more than 1/2 of the incumbent EXCO members. Any changes in the EXCO shall be notified to the Registrar of Societies, within two (2) weeks of the change.

 

SECTION VI PATRONS AND ADVISERS
(15) 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. Patrons, Honorary Presidents and Honorary Advisers shall be appointed by the majority voting members present at the AGM as proposed by the EXCO. They shall not have any voting rights or hold office of the Alumni but may act within their advisory capacity.

(16) The present Principal and any one (1) of the Vice Principals of Maris Stella High School shall be ex-officio advisers.

 

SECTION VII FUNCTIONS AND DUTIES
(17) 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 regulations of the Alumni; (these shall come into force only with the prior sanction of the Registrar of Societies); and
(iv) To manage and make decisions on important matters.

(18) When the General Meeting of members is not sitting, the Exco 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; and
(vi) To manage the funds of the Alumni.

(19) The duties of the President and Vice Presidents are as follows:
(i) To preside at the General Meeting of members and the EXCO Meeting;
(ii) To carry out all resolutions of the EXCO;
(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; and
(vi) To be present at the General Meeting of members.

(20) 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 EXCO Meeting, in accordance with the decision of the EXCO;
(iv) To keep the safety of all the records of the General Meeting of members and the EXCO 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 EXCO; and
(vii) To conduct systematic communication about the General Affairs of the Alumni and the activities of members.

(21) The duties of the Treasurer is 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 Treasurer shall keep an account of all funds and collect disburse all moneys on behalf of the Alumni. He shall keep account of all monetary transactions and shall be responsible for their correctness. He is authorised to expend up to $1000/- per month for petty expenses on behalf of the Alumni. He will not keep more than $500/- in the form of cash and money in excess of this will be deposited into a bank to be named by the EXCO. Cheques etc. for withdrawals from the bank will be signed by at least two (2) of the following, the President, any one (1) of the Vice Presidents or any one (1) of the Secretaries in addition to the Treasurer.
(iii) To take charge of all matters in connection with the collection of fees;


SECTION VIII MEETINGS
(22) The meetings of the Alumni are divided into two types:
(i) The General Meeting of members.
(ii) The EXCO Meeting.

(23)
(i) The AGM shall be convened by June of every year. In case of necessity, an Extraordinary General Meeting of members may be convened by order of the EXCO, or by the joint written request of not less than one third of the members. At least twenty-five per cent (25%) of the total voting membership or thirty (30) voting members, whichever is the lesser, present at a General Meeting shall form a quorum.
(ii) Minimum two weeks' notice must be given of an AGM and at least ten days' notice of any other General Meeting and particulars of its agenda must be posted four days in advance of the meeting. The following points will be considered at the AGM:

(1) The previous year's account and report of the EXCO.
(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 Secretaries one (1) 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.
(iv) General Meeting of the Alumni may be convened, held or conducted, whether wholly or partly by electronic means e.g. video conferencing / teleconferencing and particulars of which e.g. URL details, how the meeting may be conducted and how members may participate in / access the meeting may be prescribed by the EXCO from time to time and must be stated in the Notice of Meeting published on the Alumni's website or sent to the voting members by way of electronic means or otherwise. For the avoidance of doubt, electronic voting by voting members on any matter / resolution discussed or arose is expressly allowed.

(24) The EXCO shall hold a meeting once every two (2) months and to be convened by the Secretary. An extraordinary EXCO Meeting may be convened by the Secretary or upon joint written request of not less than one-third (1/3) of the EXCO members. When the meeting is in sitting, at least one-third (1/3) of the EXCO members present shall form a quorum. EXCO Meeting of the Alumni may be convened, held or conducted, whether wholly or partly, by electronic means e.g. video conferencing / teleconferencing and particulars of which e.g. URL details, how the meeting may be conducted and how members may participate in / access the meeting must be stated in the Notice of Meeting published on the Alumni's website or sent to the EXCO members by way of electronic means or otherwise. For the avoidance of doubt, electronic voting by EXCO members on any matter discussed or arose is expressly allowed.

(25) When the General Meeting of members is in sitting, the President and Secretaries shall be ex-officio Chairmen and recorders respectively. When the EXCO Meeting is in 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 EXCO members present shall be elected to be the Chairman, and the Secretary shall be the recorder.

 

SECTION IX TERM OF OFFICE
(26) All EXCO members of the Alumni shall hold office for a term of two (2) years and they shall be eligible for re-election, with the exception of the President whose office shall be limited to a maximum of three (3) terms and a total of six (6) years and Treasurer whose office shall be limited to a maximum of two (2) terms and a total of four (4) years.

 

SECTION X ELECTION

(27) When the term of office has ended, the Secretaries shall be responsible for the affairs of the next election. The procedure of the election subject to Rule (24) shall be as follows:

(i) A day is fixed to convene a General Meeting of members;
(ii) The Secretaries shall publish the list of voting members standing for election;
(iii) The Secretaries shall place all the proposed items forwarded by the voting members in the agenda;
(iv) Ballots papers shall be distributed when the meeting is in sitting and the eighteen (18) EXCO members shall be elected and one (1) Hon. Auditor shall be appointed.

(28) 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.
All officer-bearers of the EXCO make all the necessary transfer when the new officer-bearers enter their term of office.

 

SECTION XI FUNDS
(29) Funds of the Alumni is fixed as follows :-
(i) Each life member and associate member shall pay an amount to be determined by EXCO and approved by the majority of voting members present 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.

(30) The Alumni shall act as trustee for the special Scholarship Fund set up in honour of the Founder. The Alumni shall prudently manage and disburse the Scholarship Fund. For the avoidance of doubt, any disbursement can only be made towards current or past students of the Maris Stella High School and the Maris Stella High School (Primary Section) who have met the criteria prescribed by the EXCO.

 

SECTION XII PROHIBITIONS
(31) 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 excluding the promotion or conduct of a private lottery which has been permitted under the Private Lotteries Act Cap 250, is 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, EXCO or members, unless with the prior 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
(32) The EXCO has power to authorise any expenditure of a sum not exceeding $50,000/- per half a year with the consent of more than half (1/2) of the EXCO members, from the Alumni Funds for the Alumni's purposes. Any expenditure in excess of this amount shall require the approval of the voting members at a General Meeting.
(33) Any member who has seriously violated the prohibitions of the Alumni and has been expelled with the decision of the EXCO shall not be allowed to make new application for admission.
(34) The duty of the Executive Committee is to organize the daily activities of the Alumni and to make decision on matters, affecting its running when the General Meeting is not in 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 Meeting.
(35) Public statements including circulars, letters, press release, pamphlets etc. must first have the approval of the EXCO before their release.
(36) In the event of any questions or matter arising out of any point which is not expressly provided for in the rules, the EXCO shall have power to use its own discretion.
(37) Any changes to the Rules and Regulations of the Alumni may be approved with the consent of two-third (2/3) of the voting members present at the General Meeting, and they shall not come into force without the prior sanction of the Registrar of Societies
(38) 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.
(39) 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 two-third (2/3) of the voting 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 voting members or donated to educational or charitable institution of Singapore as decided by the General Meeting.
(iii) Notice of dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.

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