Constitution

ARTICLE 1 NAME

This Society shall be known as the Nanyang Tong San Association, hereinafter referred to as the “Association”.

ARTICLE 2 PURPOSE

The objectives of the Association shall be to foster goodwill and maintain strong relations among its members; to engage in charitable activities and initiatives for the public benefit; to provide assistance where needed; and to promote culture, education, and mutual understanding within the community.

ARTICLE 3 ADDRESS

The registered address of the Association shall be at No. 148, Race Course Road, Singapore 218596 or such other address as may subsequently be decided upon by the Committee and approved by the Registrar of Societies. The Tong San Association shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.

ARTICLE 4 MEMBERSHIP PRE-REQUISITIES

a) Individuals of Singaporean nationality, regardless of gender, who are of ancestral origin from Tong San, China, and are of good conduct with stable employment, are eligible to apply for membership, provided they are aged 18 and above. Applicants must be recommended by an existing member and complete the official application form. If there are no objections raised by current members, the application will be reviewed and approved by the Management Committee. Upon approval, the application must be signed by the Chairman, and a one-time entrance fee of S$100.00 is to be paid to the Association. Only after these steps are completed will the applicant be officially recognized as a member of the Association.

b) The income and property of the Association whensoever derived shall be applied towards the promotion of the objects of the Association as set forth in this Constitution and no portion thereof shall be paid or transferred directly or indirectly by way of dividend or bonus or otherwise howsoever by way of profit to the persons who at any time are or have been members of the Society or to any of them or to any person claiming through any of them.

ARTICLE 5

a. Members shall abide by the rules, regulations, and resolutions of the Association, and shall uphold and maintain its reputation and integrity.

b. All members shall have the right to vote and the right to be elected to office within the Association.

c. The sons and daughters of members shall be eligible to apply for scholarships and bursaries, provided that the member has been officially registered with the Association for a minimum period of six (6) months.

d. The Association may be requested to send a representative who is also a member to mediate between disputing members and bring about a settlement.

e. Upon the death of members’ spouse and parent, the Association will send them wreaths or banners, if it has been duly informed.

ARTICLE 6

a. The Management Committee, hereinafter referred to as 'the Committee', shall comprise seventeen (17) members: fifteen (15) members elected at the Annual General Meeting and two (2) members appointed by the Committee from among reputable members of the Association.

b. The Committee shall consist of the following office bearers:

A Chairman

A Deputy Chairman

A Vice Chairman

A Secretary

An Assistant Secretary

A Treasurer

An Assistant Treasurer

A Culture & Education officer

An Assistant Culture & Education officer

A Public Relations officer

An Assistant Public Relations officer

Up to 6 Committee Members (Including 2 appointed Committee Members)

ARTICLE 7

The Management Committee shall granted with the following duties and rights:

a. To implement the resolutions passed at the General Meeting of Members, to provide guidance and supervision over the duties of the Association’s officers, and to oversee the management of the Association’s assets and finances.

b. To employ and dismiss staff, determine their salaries, and grant rewards to staff members in recognition of exceptional performance.

c. To discuss, establish, and finalize internal regulations and their corresponding details.

ARTICLE 8

The responsibilities of the officers of the Association are as follows:

a. Chairman — To be the custodian of the Association's seal, oversee all official correspondence, agreements, and other important documents.

b. Deputy Chairman — The Deputy Chairman shall assist the President and deputise for him in his absence.

c. The Vice Chairman shall assist the Deputy Chairman and deputise for him in his absence.

d. Secretary — To manage the day-to-day affairs of the Association, supervise the duties of employed staff, and authorize expenditure vouchers with signature.

e. Assistant Secretary — The Assistant Secretary shall assist the Secretary and deputise for him in his absence.

f. Treasurer — To manage all financial matters of the Association, including handling income and expenses, maintaining accurate accounts, and preparing the annual budget and financial reports.

g. Assistant Treasurer — The Assistant Treasurer shall assist the Treasurer and deputise for him in his absence.

h. Culture & Education Officer — To organize and promote cultural activities, to oversee charitable and welfare-related initiatives of the Association.

i. Assistant Culture & Education Officer — The Assistant Culture & Education Officer shall assist the Culture & Education Officer and deputise for him in his absence.

j. Public Relations Officer — To foster strong relationships among members, mediate internal disputes, maintain harmonious relations and goodwill with members of other communities.

k. Assistant Public Relations Officer — The Assistant Public Relations Officer shall assist the Public Relations Officer and deputise for him in his absence.

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

m. Auditors — Two (2) voting members, not being members of the Committee, shall be elected as Honorary Auditors at the Annual General Meeting and will hold office for a term of three (3) years only and shall not be re-elected for a consecutive term. The accounts of the Association shall be audited by a firm of Public Accountants and Chartered Accountants if the gross income or expenditure of the Society exceeds $500,000 in that financial year, in accordance with Section 4 of the Societies Regulations.

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 Chairman to audit the Association's accounts for any period within their tenure of office at any date and make a report to the Committee.

The financial year shall be from 1st January to 31st December.

ARTICLE 9

a. The supreme authority of the is vested in a General Meeting of the members.

b. An Annual General Meeting shall be held within 6 months from the close of its financial year.

c. At other times, an Extraordinary General Meeting must be called by the President on the request in writing of not less twelve (12) 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 (2) months from receiving this request to convene the Extraordinary General Meeting.

d. If the Committee does not within two (2) 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 (10) days' notice to voting members setting forth the business to be transacted and simultaneously posting the agenda on the Society's notice board.

e. At least eleven (11) days' notice shall be given of an Annual General Meeting and at least ten (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 Society's notice board four (4) days in advance of the meeting.

f. Unless otherwise stated in this Constitution, voting by proxy shall not be allowed at all General Meetings.

g. The following points will be considered at the Annual General Meeting:

i) The previous financial year's accounts and annual report of the Committee.

ii) Where applicable, the election of office bearers and Honorary Auditors for the following term.

iii) To review and decide on the Association’s budget and final expenditure estimates.

iv) To discuss and confirm matters concerning general affairs to be implemented by the Association’s

v) Where applicable, to amend the rules and regulations, and to revise the procedures related to the management of the Association’s affairs.

h. 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 (1) week before the meeting is due to be held.

i. At least 25% of the total voting membership or thirty (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.

j. 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 part of the existing Constitution.

k. COMMITTEE MEETING

i) The bi-monthly Committee Meeting shall be held mid-month. The Chairman / Secretary shall notify all Committee Members at least 3 days in advance via Group WhatsApp.

ii) The Chairman shall invite all members to comment on the minutes of the previous meeting before it is officially endorsed and approved. The minutes report must include the names of the proposer and the seconder.

iii) The Secretary shall present reports on all general affairs, including both latest and upcoming events and matters, during Committee Meetings.

iv) The Treasurer shall present a detailed report of the previous month’s expenditures, including any special or extraordinary expenses, for the Committee’s review and approval.

v) During the meeting, the account records, all receipts and expenditure vouchers for the current month shall be presented for review.

vi) The quorum for the meeting shall be at least one-half (½) of the total number of Committee Members.

vii) The Chairman shall preside over the meeting by default.

viii) If the Chairman is absent, the Deputy Chairman shall preside in their place.

ix) All other matters, including items submitted by members, shall be tabled for discussion under “Any other agenda.”

l. EXTRAORDINARY COMMITTEE MEETING

An Extraordinary Committee Meeting shall be held in the event of an emergency or urgent matter, under the following conditions:

• When both the Chairman and Secretary deem it necessary to hold such a meeting; or

• When 5 or more Committee Members submit a signed written request to the Chairman. The Chairman shall notify all Committee Members at least 3 days in advance via circular. The quorum for an Extraordinary Committee Meeting shall be the same as that of the regular Committee Meeting, i.e., at least one-half (½) of the total number of Committee Members.

ARTICLE 10 ELECTION PROCEDURE FOR THE COMMITTEE

Three (3) months prior to the end of the tenure of all Officers, including the Chairman, the Committee shall appoint five (5) members to form an Election Committee, which will be responsible for preparing and overseeing the election process as outlined below:

a) Formation of the Election Committee — The incumbent Committee shall establish an Election Committee at least three (3) months prior to the end of the tenure of all officers.

b) Nomination of Candidates — Unless otherwise stated in these articles of association, members of the new Committee shall be elected from among candidates nominated by members of the Association. The Election Committee shall prepare and distribute nomination forms to all members no later than two (2) weeks before the nomination deadline. (ANNEX B)

c) Nomination Requirements — Each nomination form must:

• Be signed by a seconder, and

• Be signed by the nominated candidate, indicating their agreement to stand for election.

d) Uncontested Election — If exactly 15 candidates are nominated, the Election Committee shall declare them elected unopposed, and no voting shall be required.

e) Contested Election — If more than 15 candidates are nominated, the Election Committee shall:

• Prepare a list of all candidates,

• Distribute this list together with the ballot paper to all members, and

• Clearly state the time and closing date for voting on the ballot paper.

f) Dissolution of the Outgoing Committee — Once the election results are finalized and the new Committee is formed, the outgoing Committee shall be immediately dissolved.

g) Handover of Duties — The new Committee shall officially take over within one (1) month after the election. A formal handover of duties, including all documents and records, shall be carried out diligently between the outgoing and incoming Committees.

h) Swearing-in Ceremony — The Election Committee shall set the date for the swearing-in ceremony and may invite the Patron or special guests to attend and witness the ceremony.

ARTICLE 11. ELECTION OF OFFICERS WITHIN THE COMMITTESS

The Officers of the Association shall be elected from among the newly elected Committee Members, in accordance with the positions listed under Part IV – “Organisation.”

ARTICLE 12 RE-ELECTION OF OFFICERS

When re-electing Officers to their respective positions within the Committee, the attendance must exceed half of the total number of Committee Members to constitute a valid quorum.

Upon completion of the re-election process, all ballot papers shall be sealed and retained for a period of six (6) months for record-keeping purposes before properly disposed of.

ARTICLE 13 DETERMINATION OF ELECTION RESULTS

The candidates who receive the highest number of votes shall be deemed elected.

In the event of a tie, where two or more candidates receive an equal number of votes, the successful candidate shall be determined by drawing lots.

ARTICLE 14

The tenure of office for all Committee Members shall be three (3) years. Members may continue to serve if re-elected at the end of each term. However, the Chairman, Treasurer and Assistant Treasurer are subject to specific limitations as outlined in Articles 16 and 17.

ARTICLE 15

The Chairman may serve a maximum of two (2) consecutive terms, with each term being three (3) years.

ARTICLE 16

The Treasurer shall not hold office for two (2) consecutive terms, with each term being three (3) years.

ARTICLE 17

On the day the newly elected Committee Members officially assume their duties, the outgoing Committee Members shall hand over all official seals, correspondence, documents, agreements, records, account books, and any other important materials to the incoming Committee.

ARTICLE 18

Any unfinished affairs or matters from the previous term of office shall be clearly listed and handed over by the outgoing Committee Members to the newly elected Committee for continuation and completion.

Should any matters or responsibilities be omitted or neglected, the previous Committee Members shall remain accountable for such omissions.

ARTICLE 19 REPLACEMENT OF OFFICERS AND COMMITTEE MEMBERS

If any Officer vacates their position before the end of their term, the replacements shall be made as follows:

a) Replacement of the Chairman — The Deputy Chairman shall assume the role of Chairman. The resulting vacancy of Deputy Chairman shall be filled by election from among the current Committee Members. Vacancies in the Committee shall be filled by the Reserve Committee Members who received the next highest number of votes in the most recent election.

b) Replacement of Other Officers — Any other Officer shall be replaced by their respective Deputy or Assistant Officer. The resulting vacancy shall likewise be filled by election from among the Committee Members.

c) Term of Replacement Officers — The tenure of office for any replacement shall be identical to the remaining term of the existing Committee. Any changes in the Committee shall be notified to the Registrar of Societies within two (2) weeks of the change.

ARTICLE 20 HONORARY TITLE

The appointed Honorary title shall be reviewed and decided by the Committee based on his or her past contributions and merits to the Association. Honorary title holders shall not have voting rights or the right to be elected to office unless they are ordinary members of the Association.

ARTICLE 21

Whenever the Association undertakes any charitable or public welfare activity, the Committee may allocate funds not exceeding $3,000 to cover the related expenses. If the Committee needs to allocate more than this amount, it must present the purpose of the additional expenses at a General Meeting, where a decision will be made.

ARTICLE 22

All cheques and electronic transfers of the Association shall be signed by any two of the following three Officers: the Chairman, the Secretary, and the Treasurer. The official seal of the Association must be affixed for the transaction to be valid.

ARTICLE 23

All funds collected shall be deposited under the name of the Association in a bank approved by the Committee. The Treasurer shall not hold more than $500.00 in cash at any given time.

ARTICLE 24

All receipts and expenditures shall be recorded in the official account records, which shall be maintained by the Secretary or Administrator at the Association’s office. These records shall be accessible for review by Committee Members or Officers at any time. The records shall not be removed from the premises without prior approval from the Committee.

ARTICLE 25

Any changes to or sales of the immovable properties of the Association must be approved by a General Meeting of Members.

ARTICLE 26

All funds raised through contributions must be properly accounted for and documented.

ARTICLE 27

There shall be four (4) Trustees appointed for the properties of the Association. The appointment and replacement of these Trustees shall be decided by the General Meeting of Members.

ARTICLE 28

All foreign donations and affiliations must be declared. The sources of such income must be verified and approved by the Committee.

ARTICLE 29

All members of the Committee and Officers, including the Chairman, shall serve on an unpaid basis. The Association will provide remuneration for the Administrator.

ARTICLE 30

The Association shall not amend its Constitution without the prior approval in writing of the Registrar of Societies. No alteration or addition/deletion to this Constitution shall be passed except at a general meeting and with the consent of two-thirds (2/3) of the voting members present at the General Meeting.

ARTICLE 31

a. Gambling of any kind—including the playing of cards or mahjong, whether for stakes or not—is strictly prohibited on the Association’s premises. The introduction of gambling materials, drugs, or undesirable individuals into the premises is also forbidden.

b. The funds of the Association shall not be used to pay fines imposed on members who have been convicted in court.

c. 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.

d. The Association shall not conduct any lottery, whether limited to its members or not, under the name of the Association, its office-bearers, Committee, or members.

e. The Association shall not participate in political activities or allow its funds and/or premises to be used for political purposes.

f. The Association shall not raise funds from the public in a public place for whatever purpose without the grant of a license or a permit as may be required under any written law, including and not limited to a license under the House to House and Street Collections Act 1947, unless exempted under the said Act. The Association shall submit fundraising appeal records, within sixty (60) days of the conclusion of any fundraising appeal, in accordance with Regulation 6 of the Societies Regulations.

ARTICLE 32

a. The Association shall not be dissolved except with the consent of at least three-fifths (3/5) of the total membership residing in Singapore, expressed either in person or by proxy at a General Meeting convened for this purpose.

b. In the event of dissolution as described above, all debts and liabilities legally incurred on behalf of the Association shall be fully settled. Any remaining funds shall be donated to government-approved charitable organizations as decided at a General Meeting.

c. A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.