Article I: Name and Place of Business
1. This Society shall be known as the "Nanyang Technological University School of Electrical & Electronic Engineering Alumni Association" and shall hereinafter be referred to as the "Association".
2. The place of business of the Association shall be at the "School of Electrical & Electronic Engineering, Nanyang Technological University, Nanyang Avenue, Singapore 639798" or such other address as may subsequently be decided upon by the "Executive Committee" (hereinafter-referred to as the "Committee") and approved by the Registrar of Societies. The Association shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.
Article II: Objects
1. The objects of the Association are:
(a) To serve as a body for members in the promotion and advancement of electrical and electronic engineering education and knowledge.
(b) To encourage and organise educational, social, cultural, recreational, sporting and civic activities among members including the granting of scholarships for the purpose of pursuing academic studies in relevant disciplines.
(c) To provide a recognised means of communication and to establish rapport between the Association and its members.
(d) To promote interaction between the Association and the Nanyang Technological University School of Electrical and Electronic Engineering.
(e) To promote interaction between the Association and the engineering and industrial communities and any external bodies including overseas graduate engineering schools and associations and other alumni and clubs.
2. In furtherance of the above objects, the Association may:
(a) Publish papers, journals, newsletters and to establish other means of communication.
(b) Acquire by purchase, lease or otherwise land, buildings, tenements or hereditaments and any movable or immovable property.
(c) Sell, manage, lease, mortgage, dispose of or otherwise deal with all or any part of the property of the Association.
(d) Borrow and raise monies for the Association and invest any monies of the Association not immediately required for any of its objects in such manner as the Association from time to time thinks fit.
(e) Join any body as an institutional member for the purposes of fulfilling the objects of the Association.
Article III: Membership Qualification and Rights
1. The membership of the Association shall be non-transferrable and shall comprise the following categories, namely:
(a) Ordinary Members:
Ordinary Membership shall be open to all persons who have successfully completed their undergraduate or postgraduate degree courses with the School of Electrical & Electronic Engineering ("EEE") of the Nanyang Technological University ("NTU") and its predecessor, the Nanyang Technological Institute ("NTI"). Ordinary members shall pay entrance and annual subscription fees, the amount which shall be determined by the Committee. Ordinary Members shall have the rights to vote and hold office in the Association.
(b) Life Members:
An Ordinary Member shall become a Life Member on paying a one time life subscription, the amount which shall be determined by the Committee. The Committee may suspend the operation of this clause for such periods, with the consent of the general body. Life Members shall have the rights to vote and hold office in the Association.
(c) Honorary Members:
Honorary Membership shall be conferred by the Committee at its sole discretion on any individual who has rendered outstanding services to the Association or any individual whose membership is considered to be in the interests of the Association. Honorary Members shall have all the privileges of the membership without paying both the entrance and annual subscription fees except that they shall not be entitled to vote at General Meetings and shall not hold office in the Association.
(d) Associate Members:
Associate Membership shall be open to all academic staff members of the School of EEE of NTU who are not graduates of the School of EEE of NTU or NTI. Associate members shall pay entrance and annual subscription fees, the amount to be determined by the Committee, and shall be entitled to the privileges of membership except that they shall not be entitled to vote at General Meetings and hold office in the Association. This membership may be extended to persons who were employed as staff or who were registered as students of the School of EEE of NTU, as recommended by the Committee.
(e) Student Members:
Student Membership shall be open to all current students of the School of EEE of NTU. Student members shall pay entrance and annual student subscription fees, the amount to be determined by the Committee, and shall be entitled to the privileges of membership except that they shall not be entitled to vote at General Meetings and hold office in the Association. Upon graduation, a Student Member shall pay an upgrading fee, to be determined by the Committee, in order to become an Ordinary Member of the Association.
2. Only Ordinary & Life members above 18 years of age shall have the right:
(a) To stand for election, to nominate or second a candidate for election, and to vote in the Association's elections;
(b) To speak and vote at General Meetings of the Association.
3. Members shall abide by the Constitution and not act in any way inconsistent with its rules.
Article IV: Application for Membership
1. Those who wish to apply or be upgraded to be an Ordinary Member or Life Member shall complete and forward to the Association an application on a prescribed form. A new Ordinary Member shall be proposed and seconded by existing members both of whom shall be Ordinary Members, and who shall vouch, from their personal knowledge, for the suitability of the candidate for admission as member having regard to the objects of the Association. Such application must be accompanied by the entrance fee or upgrading fee prescribed at the time of application.
2. Those who wish to apply to be an Associate Member or Student Member shall complete and forward to the Association an application on a prescribed form. Such application must be accompanied by the entrance fee prescribed at the time of application.
3. The Committee shall decide on the application for membership. Any application from any person deemed inappropriate or undesirable for Association membership may be rejected at the sole discretion of the Committee. Further any omission of or inaccuracy in the particulars of any candidate may, at the discretion of the Committee, render his application null and void. The entrance fee or upgrading fee shall be refunded to an applicant whose application is rejected.
4. A copy of the Constitution shall be furnished to every approved member.
5. Members shall inform the Honorary Secretary of any change in their mailing address.
Article V: Patron
1. The Association may invite prominent personalities of the engineering or academic communities to be Patrons of the Association. Such patrons shall be appointed or retired at an Annual General Meeting on the recommendation of the Committee. Patrons of the Association shall not be required to pay both the entrance and the annual subscription fees. Patrons of the Association shall have no rights to vote or hold office in the Association.
Article VI: Entrance Fees, Annual Subscriptions & Other Dues
1. The quantum of the entrance fees, annual subscription fees, life subscription fee and upgrading fee shall be determined from time to time by the Committee. The entrance fees shall be payable at time of application for membership. The annual subscription fees shall be payable in such manner as the Committee may from time to time decide. In the event that any member does not agree with the fees determined by the Committee, the member may table the issue at a General Meeting who decision by a majority vote shall be final.
2. For Ordinary Members who have retired, the annual subscription fee will be reduced by a quantum, which shall be determined by the Committee.
3. All annual subscriptions shall be payable in advance within the first month of the year. A member whose annual subscription is not paid within 30 days of such subscription becoming due he shall be notified by letter by the Treasurer and, in the event of non-payment within a further 30 days thereof, shall be deemed to be in arrears and the President may order that his name be posted on the Association's notice board and that he be denied the privileges of membership until he settles his account.
4. Any member whose subscription remains unpaid on the expiration of three months of his subscription becoming due shall at the discretion of the Committee cease to be a member, and his name shall be erased from the Register of Members but may be re-admitted to membership upon payment of all arrears.
5. Any additional fund required for special purposes may only be raised from members with the consent of the General Meeting of the members.
Article VII: Cessation of Membership
1. A member of the Association may at any time cease to be a member through the following:
(a) Resignation:
Notice of resignation shall be given to the Association in writing and the member remains liable for all arrears in subscriptions or other dues. No member shall be entitled to a refund on any unexpired portion of his annual subscription.
(b) Default:
Default of annual subscription as provided for under Article VI (4).
(c) Expulsion:
As a result of disciplinary action as provided under Article IX (5k).
Article VIII: Supreme Authority and General Meetings
1. The General Meetings of the Association shall be the Annual General Meetings and Extraordinary General Meetings. The supreme authority of the Association is vested in a General Meeting of the members presided over by the President.
2. An Annual General Meeting shall be held in August.
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.
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 10 days' notice to voting members setting forth the business to be transacted and simultaneously posting the agenda on the Association's notice board.
5. At least two weeks' notice shall be given of an Annual General Meeting and at least 10 days' notice of an Extraordinary 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 Association's notice board 4 days in advance of the meeting.
6. The following points will be considered at the Annual General Meeting:
(a) To receive from the Committee the annual report of the activities of the Association during the preceding year and the audited Statement of Accounts for the last financial year.
(b) Where applicable, to announce the results of the election of office-bearers and/or to conduct the election of the office-bearers for the following term.
(c) To elect two Honorary Auditors for the following term.
(d) Whenever required, to present a list of members of the Association.
(e) To decide on any item which may be duly submitted to the General Meeting as provided under Article VIII (8).
7. Unless otherwise provided, a motion or resolution at any General Meeting shall be carried by a simple majority of voting members present. Voting shall be by a show of hands or subject to the agreement of the majority of voting members present, by a secret ballot. On a show of hands, every member present shall have one vote. Upon a ballot every member present in person or by proxy shall have one vote. In the event of a tie, the Chairman of the meeting shall have a second or casting vote.
8. Any member who wishes to place an item on the agenda of an Annual General Meeting may do so provided the member gives notice to the Honorary Secretary one week before the meeting is due to be held. The proposed motion must be supported by two members.
9. At least 25% of the total voting membership of the Association 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, except under Article XIX(1), in which event:
(a) The instrument appointing a proxy shall be in writing in a form prescribed by the Committee. A member shall only appoint as his proxy a member who is entitled to exercise a vote at a meeting of the Association.
(b) The proxy shall be valid for use at one meeting only or for any adjournment of that meeting.
(c) The instrument in proper form appointing a proxy must be deposited with the Honorary Secretary of the Association not less than forty-eight hours before the meeting at which it is intended to be used.
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, those present shall be considered a quorum, but they shall have no power to amend any of the existing Constitution.
Article IX: Management and Committee
1. The administration of the Association shall be entrusted to a Committee consisting of the following to be elected at each Annual General Meeting:
(a) A President.
(b) A Vice-President.
(c) An Honorary Secretary.
(d) An Honorary Assistant Secretary.
(e) An Honorary Treasurer.
(f) An Honorary Assistant Treasurer.
(g) Three Ordinary Committee Members.
2. The Immediate Past President shall be an Ex-officio Member of the Committee and he shall have no voting rights at meetings of the Committee.
3. Names for the above offices shall be proposed and seconded at the Annual General Meeting and election will follow on a simple majority vote of the members. All elected office-bearers of the Committee, except the Honorary Treasurer and the Honorary Assistant Treasurer, may be re-elected to the same or related post for a consecutive term of office.The term of office of the Committee is one year. A member who is a full-time paid employee of the Association shall not be eligible for nomination for election to the Committee.
4. 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, the Chairman of the meeting shall have a casting vote.
5 The Committee shall:
(a) Be responsible for the supervision and organisation of the daily activities of the Association;
(b) Be responsible for the proper expenditure of the Association's finances;
(c) Publish an annual report on the Association's activities which shall also include the annual accounts of the Association;
(d) Meet as often as the business of the Association may require, and shall meet at least once every 3 months after 7 days' notice to Committee Members. The President may call a Committee meeting at any time by giving 7 days' notice. At every meeting not less than half of the Committee members must be present at the meeting for its proceedings to be valid;
(e) To appoint standing or special sub-committees for the proper administration of the Association and to exercise control over such sub-committees.
(f) To delegate to such sub-committees such powers as it considers necessary.
(g) To invite a representative from the School of EEE of NTU nominated by the Dean of the School of EEE to sit in meetings of the Committee. However the nominee so appointed shall not have any voting rights at these meetings.
(h) To decide on the application of new members to the Association.
(i) To accept the resignation of any member of the Association.
(j) To accept the resignation of any office-bearer and to appoint a member to fill the vacancy thus arising or any casual vacancy on the Committee until the next election and such appointee shall be eligible for election as a member of the Committee at such election. Any changes in the Committee shall be notified to the Registrar of Societies within two weeks of the change.
(k) To expel from the Association any member whose conduct is such as shall in its opinion be injurious to the reputation of the Association or the interests of the members. Before a member is expelled, his conduct shall be inquired into by the Committee and he shall be given full opportunity to defend himself and to justify or explain his conduct. If a majority of the Committee present when the matter is inquired into are of the opinion that the member has been guilty of such conduct and that the member has failed to justify or explain it satisfactorily, the Committee shall call on the member to resign and, if he does not resign, shall expel him. An expelled member shall not be entitled to any refund of his subscriptions and shall remain liable for his full subscription for the year during which he was expelled and all other fees outstanding at the date of his expulsion. The affected member shall be allowed to appeal to an Extraordinary General Meeting called for the purpose and the decision of this meeting shall be final.
(l) To authorise publications or release official statements on behalf of the Association, such publications and statements to be consistent with the objects of the Association. No official statement may be made except by the President or the Honorary Secretary and only with the approval of at least 3 members of the Committee.
(m) To give a decision upon any matter consistent with the objects of the Association but not provided for in this Constitution.
(n) To convene meetings of the Association.
(o) To raise and receive funds from the members and from the general public subject to Articles VI (5) and XV (7), acquire or accept leases, purchase, take, hold and use any lands, buildings, or tenements of any native or kind and wherever situated in Singapore or elsewhere for the benefit of the Association and in furtherance of the objects of the Association.
(p) To authorise the expenditure of a sum not exceeding SG$20,000 per month from the Association's funds for the Association's purpose.
(q) To make bye-laws not inconsistent with this Constitution to regulate the future conduct and affairs of the Association. Such bye-laws shall be posted at the notice board of the Association premises and shall be binding on all the members.
(r) To affiliate the Association with or apply for the Association to join as an institutional member of any other body, society or organisation, and for this purpose pay any required fee or subscription, nominate representatives to such other body, society or organisation and do all things necessary for the maintenance of such affiliation or membership and the obligations arising therefrom.
(s) Not act contrary to the expressed wishes of the General Meeting without prior references to it and always remain subordinate to the General Meeting.
6. Any member of the Committee absenting himself from three meetings consecutively without satisfactory explanation 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 two weeks of the change.
Article X: Duties of Office Bearers
1. The President shall:
(a) Chair over all General and Committee meetings;
(b) Represent the Association in its dealings with outside persons;
(c) Have the right to call meetings of the Committee;
(d) Have a casting vote at Committee meetings;
(e) Sign all cheques of the Association in conjunction with the Honorary Treasurer or the Honorary Assistant Treasurer, in the absence of the Honorary Treasurer,.
2. The Vice-President shall assist the President and shall deputise for the President in the latter's absence.
3. The Honorary Secretary shall:
(a) Be responsible for convening all meetings of the Association and of the Committee;
(b) Keep minutes of meetings of the Association and of the Committee;
(c) Carry out the decisions of the Association and of the Committee;
(d) Have charge of all Association records except financial records and shall be responsible for their correctness;
(e) conduct the correspondence of the Association;
(f) Submit at Committee meetings any matter for discussion received from members of the Association;
(g) Submit the records of the Association for inspection by any member of the Association who shall have given one week's notice of intention to inspect the records;
(h) Prepare the annual report of the Association for presentation to members;
(i) Maintain an up-to-date Register of Members at all times;
(j) In the absence of the President and the Vice-President, sign all cheques of the Association in conjunction with the Honorary Treasurer or the Honorary Assistant Treasurer, in the absence of the Honorary Treasurer.
4. The Honorary Assistant Secretary shall:
(a) Assist the Honorary Secretary in discharging the latter's duties and responsibilities;
(b) Deputise for the Honorary Secretary in the absence of the latter for all matters except the signing of cheques of the Association.
5. The Honorary Treasurer shall:
(a) Keep all funds and collect and disburse all monies on behalf of the Association;
(b) Keep an account of all monetary transactions in a proper manner and shall be responsible for their correctness;
(c) Have power to retain in his hand for petty expenses of the Association a sum of money to be determined by the Committee and to deposit any excess in the bank(s) to be named by the Committee;
(d) Be responsible for making all payments on behalf of the Association and all such payments exceeding the sum of S$500.00 shall be made by cheque drawn in the name of the payee;
(e) Sign all cheques of the Association in conjunction with the President or the Vice-President, in the absence of the President, or the Honorary Secretary, in the absence of both the President and the Vice-President;
(f) Make financial reports at regular intervals prescribed by the Committee;
(g) Issue receipts for all funds received by the Association;
(h) Present the accounts for annual audit by Auditors elected by the Committee.
6. The Honorary Assistant Treasurer shall:
(a) Perform such duties assisting the Honorary Treasurer as may be directed by the Committee;
(b) In the absence of the Honorary Treasurer, deputise for him and sign all cheques of the Association in conjunction with the President or the Vice-President, in the absence of the President, or the Honorary Secretary, in the absence of both the President and the Vice-President.
7. The Ordinary Committee Members shall assist in the
general administration of the Association and perform any duties assigned
to them from time to time.
Article XI: Representative of the School of EEE of NTU
1. The representative of the School of EEE nominated by the Dean of the School of EEE of NTU shall:
(a) Provide the link between the School of EEE of NTU and the Association;
(b) Present the Association's views and deliberations to the School of EEE of NTU;
Article XII: Audit and Financial Year
1. Two voting members, not being members of the Committee, shall be elected as Honorary Auditors at each Annual General Meeting and will hold office for a term of one year only and shall not be re-elected for a consecutive term. They:
(a) Will be required to audit the accounts for each financial year and present a report upon them to the Annual General Meeting;
(b) May be required by the President to audit the Association's accounts for any period within their tenure of office at any date and make a report to the Committee.
2. The financial year of the Association shall be from 1st June to 31st May of the following year.
Article XIII: Trustees
1. If the Association at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.
2. The trustees of the Association shall:
(a) Not be more than four and not less than two in number;
(b) Be elected by a General Meeting of members;
(c) Not effect any sale or mortgage of property without the prior approval of the General Meeting of members.
3. The office of the trustee shall be vacated:
(a) If the trustee dies or becomes a lunatic or of unsound mind;
(b) If he is absent from the Republic of Singapore for a period of more than one year;
(c) If he is guilty of misconduct of such a kind as to render it undesirable that he continues as a trustee;
(d) If he submits notice of resignation from his trusteeship.
4. 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 posting it on the notice board in the Association's premises at least 2 weeks before the General Meeting at which the proposal is to be discussed. The result of such General Meeting shall then be notified to the Registrar of Societies.
5. The addresses of immovable properties, names of trustees and any subsequent change must be notified to the Registrar of Societies.
Article XIV: Visitors and Guests
1. Visitors and guests may be admitted into the premises of the Association but they shall not be admitted into the privileges of the Association. All visitors and guests shall abide by the Association's rules and regulations.
Article XV: Prohibitions
1. Gambling of any kind, whether for stakes or not, is forbidden on the Association's premises. The introduction of materials for gambling or drug taking and of bad characters into the premises is prohibited.
2. The funds of the Association shall not be used to pay the fines of members who have been convicted in court of law.
3. The Association shall not engage in any trade union activity as defined in any written law relating to trade unions for the time being in force in Singapore.
4. The Association shall not attempt to restrict or interfere with trade or make directly or indirectly any recommendation to, any arrangement with its members which has the purpose or is likely to have the effect of fixing or controlling the price or any discount, allowance or rebate relating to any goods or services which adversely affect consumer interests;
5. The Association shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
6. 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, unless with the prior approval of the relevant authorities.
7. The Association shall not raise funds from the public for whatever purpose without the prior approval in writing of the Head Licensing Division, Singapore Police Force and other relevant authorities.
Article XVI: Amendment to the Constitution
1. No alteration or addition/deletion to the Constitution shall be made except at a General Meeting and with the consent of two-third of the voting members present at the General Meeting. Such amendment shall not come into force without the prior sanction of the Registrar of Societies.
Article XVII: Interpretation
1. In the event of any question or matter arising out of any matter pertaining to the day to day administration which is not expressly provided for in this Constitution, the Committee shall have power to use their own discretion. The decision of the Committee shall be final unless it is reversed at a General Meeting of members.
Article XVIII: Disputes
1. In the event of any dispute arising amongst members, they shall attempt to resolve the matter at an Extraordinary General Meeting in accordance with the rules in the Constitution. Should the members fail to resolve the matter, they may bring the matter to a court of law for settlement.
Article XIX: Dissolution
1. The Association shall not be dissolved, except with the consent of not less than three-fifths (3/5) of the total voting membership 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.
2. 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 shall be donated to the Nanyang Technological University Endowment Fund or to an approved charity or charities in Singapore, as decided by the members of the Association at a General Meeting.
3. A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.
1st version - drafted on the 23 Oct 95
2nd version - revised on the 9 Nov 95
3rd version - revised on the 14 Nov 95
4th version - revised on the 20 Jun 96
5th version - revised on the 12 Aug 96
6th version - revised on the 28 Nov 96
