Our Constitution

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CONSTITUTION OF THE HEADACHE SOCIETY SINGAPORE

NAME

1. The Society shall be known as the “Headache Society Singapore”, hereafter referred to as the “Society”.

PLACE OF BUSINESS

The place of business of the Society shall be at Division of Neurology, Department of Medicine, University Medicine Cluster, National University Hospital, 1E Kent ridge Road, NUHS Tower Block, Level 10, Singapore 119228, or such other addresses as may be subsequently decided upon by the Committee and approved by the Registrar of Societies. The Society shall carry out its activities only in places and premises which have prior written approval from the relevant authorities, where necessary.

OBJECTS

2.1 Its objects are:

a) To promote collaborative medical research in Singapore relating to the causes, mechanisms, diagnosis, treatment and other aspects of headache disorders, and by disseminating the useful results of such research;

b) To collaborate with international research institutions engaged in advancing the study of headache and to represent to such institutions the experience of clinicians, research scientists and headache sufferers in Singapore;

c) To provide accurate and relevant information to physicians, other health workers and the general public regarding the epidemiology, diagnosis and management of headache;

d) To provide a forum for exchange of medical data relating to headache as well as for support and assistance to headache sufferers;

e) To encourage the management of headache in a scientific and ethical manner.

In furtherance of the above objects, the Society may:

f) Purchase, lease, exchange, hire or otherwise acquire and maintain any real or personal property and rights and privileges in relation hereto;

g) Sell, lease, exchange, hire, mortgage, dispose of, turn to account or otherwise deal with all or part of the personal property of the Society;

h) Raise any monies required for the objectives of the Society in such a manner and on such terms and securities as shall be lawfully determined;

i) Invest and deal with the monies of the Society not immediately required in such a manner as may from time to time be determined;

j) To co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the Objects or similar charitable purposes and to exchange information and advice with them;

k) To promote and carry out or assist in promoting and carrying out research, surveys and investigations and publish the useful results thereof;

l) To arrange and provide for or join in arranging and providing for the holding of exhibitions, meetings, lectures, seminars and training courses;

m) To promote the Objects by communication to and bringing together in conference representatives of voluntary organizations, government departments, statutory authorities and individuals;

n) To cause to be written and printed or otherwise reproduced and circulated, gratuitously or otherwise, such as papers, books, periodicals, pamphlets or other documents of films or digital media (whether audio or visual or both) as shall further the Objects;

o) Do all such other lawful things as will further the attainment of the objects of the Society, provided that no efforts are exerted solely for profit or commercial reasons.

2.2 The income and property of the Society shall be applied solely towards the promotion of the Objects and no part shall be paid or transferred directly or indirectly, by way of dividend, bonus or otherwise by way of profit, to members of the Association and no member of the Management and Committee shall be appointed to any office of the Society paid by salary or fees or receive any remuneration or other benefit in money or money’s worth from the Society.

MEMBERSHIP QUALIFICATION AND RIGHTS

3.1 Persons who are interested in furthering the work of the Society, and have paid the annual subscription as laid down from time to time by the Committee of the Society, may be admitted to membership of the Society with approval of the Committee;

3.2 Membership shall consist of the following categories:

a) Ordinary members: any person who subscribes to the objects of the Society may apply for ordinary membership.

b) Corporate members: all firms, companies, organizations and institutions in Singapore who subscribe to the objects of the Society may apply for corporate membership. Two representatives are allowed for each corporate member. Such members have no voting rights and cannot hold office in the Committee.

3.3 Any ordinary member above 18 years of age shall have the right to stand for election to the Committee, to nominate and second the nomination of a candidate for election to office in the Committee, as well as to vote at General Meetings of the Society, provided that such member shall not be in arrears of his subscription;

3.4 Any member may resign his membership by giving to the Secretary notice in writing to that effect, and paying all moneys due the Society;

3.5 A firm, company, organization or institution shall automatically cease to be a member should it be dissolved or become insolvent;

3.6 The Committee may suspend or expel a member if he:
a) has committed a criminal offence;
b) is adjudged a bankrupt;
c) is guilty of misconduct of such a kind which in the opinion of the Committee is prejudicial to the interests of the Society;

3.7 Prior to suspension or expulsion, a member shall have the opportunity to present his case to a panel comprising at least three Committee members who shall make a report to the Committee for their decision. The aggrieved member shall have the right of appeal to the General Meeting, the decision of which by a simple majority shall be final;

3.8 The Committee may at its discretion from time to time appoint a Patron and Vice-Patron from amongst persons who have distinguished themselves in the academic, political, business or professional field;
3.9 The Committee may at its discretion elect as a honorary member any individual or entity whose work in the field of headache or whose service or financial contribution to the Society has been outstanding;

APPLICATION FOR MEMBERSHIP

4.1 A person wishing to join the Society should submit his relevant particulars on a
prescribed form;

4.2 The Committee shall decide on the application for membership;

4.3 A copy of the Constitution shall be furnished to every approved member upon
payment of the subscription fee.

ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES

5.1 There shall be no entrance fee payable for all members;

5.2 Annual subscriptions are payable as follows:
a) Ordinary members: S$30 a year
b) Corporate membership: S$500 a year

5.3 The subscription rate of the unemployed, retired or students shall be reduced by half;

5.4 Annual subscriptions shall be payable at or by the time of the conduct of the Annual General Meeting. If a member falls into arrears with his subscription or other dues, he shall be informed immediately by the Treasurer.

5.5 Any additional fund required for special purposes may only be raised from members with the consent of the general meeting of the members;

SUPREME AUTHORITY AND GENERAL MEETINGS

6.1 The supreme authority of the Society is vested in a general meeting of the members presided over by the President;

6.2 An Annual General Meeting shall be held within each financial year;

6.3 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 lesser, and may be called at any time 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;

6.4 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 or website;

6.5 At least two weeks’ notice shall be given of an Annual General Meeting and at least ten days’ notice of an Extraordinary General Meeting. Notice of meeting stating the date, time, and place of the 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 or website four days in advance of the meeting;

6.6 Voting by proxy shall be allowed;

6.7 The following points shall be considered at the Annual General Meeting
a) The previous financial year’s accounts and annual report of the Committee;
b) Where applicable, the election of office bearers and Auditors for the following term;

6.8 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;

6.9 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;

6.10 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.

MANAGEMENT AND COMMITTEE

7.1 The administration of the Society 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) A Secretary;
d) A Treasurer;
e) Two Ordinary Committee Members;

7.2 The Society can decide to create new office positions in future as deemed necessary.

7.3 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 office-bearers, except the 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;

7.4 Election will either be by show of hands, or, subject to the agreement of the majority of voting members present, by secret ballot. In the event of a tie, the Chairman of the meeting shall have a casting vote;

7.5 A Committee Meeting shall be held at least once every six months after giving seven days’ notice to Committee members. The President may call a Committee Meeting at any time by giving five days’ notice. At least half of the Committee Members must be present for its proceedings to be valid;

7.6 Any change in the Committee shall be notified to the Registrar of Societies within two weeks of the change;

7.7 The duty of the Committee is to organize and supervise the daily activities of the Society. The Committee may not act contrary to the expressed wishes of the General Meeting without prior reference to it and always remains subordinate to the General Meetings;

7.8 Management of the Society’s funds

7.8.1 Authority to Sign for and Approve Expenditure: depending on the value or amount, authority for expenditure per month from the Society’s funds for the Society’s purposes shall be approved by the following authorities:
a) Amounts not exceeding $5,000 – the President OR the Vice-President OR the Secretary OR the Treasurer;

b) Amounts exceeding $5,000 – the President AND either the Vice-President OR the Secretary OR the Treasurer;

7.8.2 Procedure for Negotiable Instruments and Operating of Bank Accounts: Cheques or authorisation of payment must be signed by the following:

a) Amounts not exceeding $ 5,000 – President OR the
Vice-president OR the Secretary OR the Treasurer;

b) Amounts exceeding $5,000 – the President AND either the
Vice-President OR the Secretary OR the Treasurer.

DUTIES OF OFFICE-BEARERS

8.1 The President shall chair at all General and Committee meetings. He shall also represent the Society in its dealings with outside persons;

8.2 The Vice-President shall assist the President and deputise for him in his absence.

8.3 The Secretary shall keep all records, except financial, of the Society and shall be responsible for their correctness. He will keep minutes of all General and Committee meetings. He shall maintain an up-to-date Register of Members at all times;

8.4 The Treasurer shall keep all funds and collect and disburse all moneys on behalf of the Society. He shall keep records of all financial transactions and be responsible for their correctness;

8.5 Ordinary Committee Members shall assist in the general administration of the Society and perform duties assigned by the Committee from time to time.

AUDIT AND FINANCIAL YEAR

10.1 Two voting members, not being members of the Committee shall be elected as Honorary Auditors at alternate Annual General Meetings and will hold office for a term of two years only and shall not be re-elected for a consecutive term;

10.2 They:
a) Will be required to audit each year’s accounts and present a report upon them to the Annual General Meeting;
b) May be required by the Committee to audit the Society’s accounts for any period within their tenure of office and to make a report to the Committee;

10.3 The financial year of the Society shall be from 1st April of the present year to 31st March of the following year.

TRUSTEES

11.1 If the Society at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust;

11.2 The trustees of the Society 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;

11.3 The office of trustee shall be vacated if the trustee:
a) 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.

11.4 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 Society’s notice board or website at least two 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;

11.5 The addresses of each immovable property, name of each trustee and any subsequent change must be notified to the Registrar of Societies.

VISITORS AND GUESTS

12.1 Visitors and guests may be admitted into the premises of the Society but they shall not be admitted into the privileges of the Society. All visitors and guests shall abide by the Society’s rules and regulations.

PROHIBITIONS

13.1 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 Society’s premises. The introduction of material for gambling or drug taking and of bad characters into the premises is prohibited;

13.2 The funds of the Society shall not be used to pay for fines of members who have been convicted in a court of law;

13.3 The Society 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;

13.4 The Society shall not indulge in political activity or allow its funds and/or premises to be used for political purposes;

13.5 The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society or its office bearers, Committee, or members unless with the prior approval of the relevant authorities;

13.6 The Society shall not raise funds from the public for whatever purposes without prior approval in writing from the Head, Licensing Division, Singapore Police Force and other relevant authorities.

AMENDMENTS TO THE CONSTITUTION

14 No alteration or addition/deletion to this Constitution shall be made except at a General Meeting and with the consent of two-thirds 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.

INTERPRETATION

15 In the event of any question or matter pertaining to day-to-day administration which is not expressly provided for in this Constitution, the Committee shall have power to use its own discretion. The decision of the Committee shall be final unless it is reversed at a General Meeting of members.

DISPUTES

16 In the event of any dispute amongst members, they shall attempt to resolve the matter at an Extraordinary General Meeting in accordance with this Constitution. Should the members fail to resolve the matter, they may bring the matter to a court of law in Singapore for settlement.

DISSOLUTION

17.1 The Society shall not be dissolved, except with the consent of not less than 3/5 of the total voting membership of the Society for the time being resident in Singapore expressed either in person or by proxy, at a General Meeting convened for the purpose;

17.2 In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred by or on behalf of the Society shall be fully discharged, and the remaining funds will be disposed of in such manner as the General Meeting of members may determine or donated to an approved charity or charities in Singapore;

17.3 A Certificate of Dissolution shall be given within seven days of the dissolution to the Registrar of Societies.