Singapore Polytechnic (Clubs) Regulations - Singapore Statutes Online

Singapore Polytechnic Act

(Chapter 303, Section 23(1))

Singapore Polytechnic (Clubs) Regulations

Rg 2

REVISED EDITION 1997

(15th June 1997)

[21st June 1996]

Citation

1. These Regulations may be cited as the Singapore Polytechnic (Clubs) Regulations^*.

^*Replaces Rg 2, 1990 Ed. (S 232/80).

Definitions

2. In these Regulations, unless the context otherwise requires —

“academic year” means an academic year of the Polytechnic;

“Chairman” means the Chairman of the Council;

“club” means any constituent body of the Union;

“Council” means the Council of the Union;

“Executive Committee” means the Executive Committee of the Union;

“management committee” means the management committee of a club;

“Polytechnic” means the Singapore Polytechnic;

“Principal” means the principal of the Polytechnic;

“student” means a student of the Polytechnic, but shall not include a member of the staff of the Polytechnic who is pursuing a course of study at the Polytechnic;

“term” means a study term during the course of an academic year;

“Union” means the Singapore Polytechnic Students’ Union.

Constituent bodies

3. The constituent bodies of the Union shall be the following clubs or their successors as approved by the Board:

(a)	the Civil Engineering and Building Club;
(b)	the Electrical Engineering Club;
(c)	the Electronics and Communication Engineering Club;
(d)	the Mechanical and Manufacturing Engineering Club;
(e)	the Chemical Process and Biotechnology Club;
(f)	the Maritime Technology and Transportation Club;
(g)	the Business Administration Club;
(h)	the Software Technology Club;
(i)	the Sports Club;
(j)	the Community Service and Cultural Club;
(k)	the Current Affairs and Debating Club; and
(l)	any other club as may be approved by the Board.

Student to be member of club

4.—(1) A full-time student shall be an ordinary member and a part-time student shall be an associate member of the club related to the department or institution in which he is enrolled.

(2) A full-time student may be an ordinary member and a part-time student may be an associate member of any of the clubs referred to in regulation 3(i), (j), (k) and (l).

(3) A student may change his membership in any club in accordance with paragraph (1) or (2) by notice in writing addressed to the Polytechnic’s officer-in-charge of the Union and clubs.

(4) Any such change shall be made during the first 2 weeks of the commencement of an academic year.

(5) No club with less than 50 members may be formed.

(6) A club may not be dissolved except by resolution of the Board.

(7) A person shall cease to be a member of a club if he ceases to be a student.

Purposes of club

5.—(1) Every club shall foster corporate life among its members without regard to race, religion, politics or nationality.

(2) Every club shall organise activities consistent with its aims as defined in these Regulations.

(3) A club shall not make pronouncements on matters of a political nature or engage in political activities.

Management committee

6.—(1) A club shall be managed by a management committee elected by its ordinary members.

(2) The management committee shall consist of the following members:

(a)	President;
(b)	Honorary Secretary;
(c)	Treasurer; and
(d)	such other members, not being less than 2 or more than 12, as the Principal may determine.

(3) In determining the number of other members under paragraph (2)(d), the Principal shall take into consideration the total number of members of the club.

(4) Subject to paragraph (2), the ratio of the members of a management committee to the total number of members of the club shall be not more than 1:100.

(5) All members of the management committee shall be elected annually by the members of the club not later than the sixth week from the date of commencement of the academic year.

(6) The office-bearers of the management committee shall be elected by the management committee from among its own members.

(7) A member of the management committee shall hold office until a new management committee is elected.

(8) A member of the management committee shall cease to be such when he ceases to be a full-time student.

(9) All the names of the members of the management committee shall be submitted to the Principal within one week of their election to the committee.

Vacancy

7.—(1) Where there is a vacancy in the management committee, the committee may appoint an ordinary member of the club to fill the vacancy.

(2) A management committee shall not appoint any person to be a member of the committee except with the approval of the Principal.

(3) Where a management committee fails to appoint a person to fill a vacancy on the committee, the Principal may appoint a person to fill the vacancy.

Functions

8.—(1) Every club formed under the relevant academic department or institution referred to in regulation 3 shall promote among its members the specific interest served by the club.

(2) The Sports Club shall —

(a)	promote sports among its members;
(b)	assist the Polytechnic in planning and co-ordinating the sports activities of the Polytechnic;
(c)	inculcate the spirit of sportsmanship, team work, fair-play and friendship; and
(d)	represent the Polytechnic in such sports and games as it may participate in.

(3) The Community Service and Cultural Club shall —

(a)	promote community service by its members; and
(b)	promote the cultural interests of its members.

(4) The Current Affairs and Debating Club shall promote the interests of its members in current affairs and debates.

Privileges of ordinary membership

9. An ordinary member of a club may —

(a)	stand for election as a management committee member or nominate or second the nomination of a candidate for such election, and vote in such elections;
(b)	attend, speak and vote at a general meeting of the club; and
(c)	participate in the activities of the club.

Privileges of associate membership

10. An associate member of a club may —

(a)	attend and speak at a general meeting of the club; and
(b)	participate in the activities of the club.

Members to abide by Regulations

11. A member of a club shall abide by these Regulations and not act in any way inconsistent with the objects of the club.

Only members may participate in club’s activities

12. Except with the approval of the Board, a person who is not a member of a club shall not participate in any activity of the club.

Administration of club

13. The administration of a club shall be vested in the members of a management committee elected and appointed under these Regulations.

Functions of management committee

14. The management committee of a club shall —

(a)	organise activities which are consistent with the aims of the club;
(b)	take charge of the premises of the club;
(c)	be responsible for the proper expenditure of the club’s finances in accordance with a budget endorsed by the Union and approved by the Board; and
(d)	publish an annual report of the club’s activities including the annual accounts of the club.

Powers of management committee

15.—(1) The management committee of a club may —

(a)	elect Union representatives from among its committee members in accordance with regulation 10 of the Singapore Polytechnic (Students’ Union) Regulations (Rg 1);
(b)	receive the resignation of any elected Union representative in the Council, and fill the vacancy by appointing another representative from among the committee members;
(c)	receive the resignation of any representative of the club in the Union’s Executive Committee, and fill the vacancy by appointing a student from among the club’s members;
(d)	receive the resignation of any member of the management committee or any other office bearer of the club, and fill the vacancy by appointing a student from among the club’s members;
(e)	consider any provisional annual budget prepared by the Treasurer of the management committee prior to its submission to the Board for approval;
(f)	appoint sub-committees for the proper administration of the club and exercise control over them;
(g)	delegate to such sub-committees such powers as it thinks fit;
(h)	recommend that disciplinary action be taken under any regulations made under the Act relating to the conduct and discipline of students against any member of the club who contravenes or fails to comply with any of the provisions of these Regulations;
(i)	subject to regulations 46 and 80 of the Singapore Polytechnic (Students’ Union) Regulations (Rg 1) and paragraphs (3), (4) and (5), authorise publications of the club and issue statements to the press on behalf of the club;
(j)	provide a recognised means of communication between the members of the club and the Polytechnic or any other person; and
(k)	convene meetings of the club.

(2) An appointment made under paragraph (1)(c) shall not be made from among the members of the management committee.

(3) Any publication or statement issued under paragraph (1)(i) shall be consistent with the aims of the club.

(4) Only the President or Honorary Secretary of the club may, with the approval of the management committee, make and issue statements on behalf of the club.

(5) All publications and statements issued shall be in the name of the club and not the Union.

Meeting of management committee

16.—(1) A meeting of a management committee shall be either an ordinary or extraordinary meeting.

(2) Half of the number of members of the management committee shall constitute a quorum.

(3) In the absence of the President of the club at any meeting, the management committee shall elect a member of the management committee, other than the Honorary Secretary, to preside over the meeting.

Ordinary and extraordinary meetings

17.—(1) An ordinary meeting shall be held at least twice a term.

(2) The Honorary Secretary shall give at least 7 days’ notice of an ordinary meeting.

(3) A member of the management committee shall give at least 3 days’ notice to the Honorary Secretary of any matter to be included in the agenda for the ordinary meeting.

(4) The date and time of an ordinary meeting shall be determined by the President of the club, but the first ordinary meeting in an academic year shall be held by the end of the first term.

(5) An extraordinary meeting shall be held whenever a matter requiring urgent attention arises, or when a written request signed by the President of the club or by not less than 3 members of the management committee is received by the Honorary Secretary.

(6) Only the matter for which the extraordinary meeting is called shall be on the agenda.

(7) An extraordinary meeting shall be convened by the Honorary Secretary within 5 days of the receipt of a written request for the meeting; but if the urgency of the matter requires a shorter notice, it may be convened within 3 days of, but at least 24 hours after, the receipt of the request.

President

18.—(1) The President of the club —

(a)	shall preside as chairman at all meetings of the management committee;
(b)	may call meetings of the management committee; and
(c)	shall countersign all bills, vouchers and invoices of the club.

(2) The President of the club or in his absence a member of the management committee, other than the Honorary Secretary, elected to preside over the meeting of the management committee, shall have a casting vote.

Honorary Secretary

19. The Honorary Secretary shall —

(a)	convene all meetings of the club and its management committee;
(b)	keep minutes of meetings of the club and of the management committee;
(c)	carry out the decisions of the club and of the management committee;
(d)	have charge of all the club’s records and carry out the correspondence of the club;
(e)	submit at a management committee meeting any matter for discussion raised by a member of the club; and
(f)	submit the records of the club for inspection by any member of the club who has given at least one week’s notice for the inspection.

Treasurer

20. The Treasurer shall —

(a)	prepare and submit to the Bursar of the Polytechnic on behalf of the management committee the provisional budget of the club for the approval of the Board;
(b)	keep a record of the club’s accounts;
(c)	present at the annual general meeting the club’s audited accounts for the preceding financial year; and
(d)	receive, on behalf of the club, any funds that may be paid to the club; and such funds shall be remitted to the Bursar of the Polytechnic for credit to the club’s accounts.

Financial year

21. The financial year of the club shall correspond to the financial year of the Union.

Income

22. Any income received by the club shall be paid by the Treasurer to the Bursar of the Polytechnic for credit to the appropriate account.

Bills of expenditure

23.—(1) All bills, vouchers or invoices for expenditure incurred by the club and any of its committees shall be submitted to the Treasurer who shall endorse and forward all such bills, vouchers and invoices to the Bursar of the Polytechnic for payment.

(2) A bill, voucher or invoice for expenditure incurred by a club shall be countersigned by the President of the club before it is forwarded by the Treasurer to the Bursar for payment.

(3) A management committee shall not incur any expenditure on behalf of a club if there is no provision for such expenditure in the budget endorsed by the Union and approved by the Board.

Grants

24. Any application for special or supplementary grants shall be made by the management committee and shall be submitted by the Treasurer to the Board for approval.

Collection of moneys

25.—(1) All sub-committees of the club shall, before making any collection of moneys on behalf of the club, obtain the approval of the management committee and the Polytechnic.

(2) All funds collected shall be paid by the club to the Bursar of the Polytechnic for credit to the appropriate account.

Club not to have bank account

26. The club and its committees shall not have any bank account.

Auditors

27.—(1) The auditors of the Union shall be the auditors of the club’s annual accounts.

(2) The fees for the audit of the club’s accounts shall be paid from the club’s funds.

Election of member of management committee

28. The election of a member to the management committee of the club shall be conducted and supervised by a returning officer who shall be the Polytechnic’s officer-in-charge of the Union and clubs.

Notice of election

29.—(1) The returning officer shall give notice of the elections at least 7 days before the date fixed for the receipt of nomination papers.

(2) The returning officer shall then publish the register of voters and announce the seats that are to be filled in accordance with these Regulations.

Nomination

30.—(1) Each candidate nominated for election shall have a proposer and a seconder.

(2) No proposer or seconder may sign more nomination papers than there are vacancies to be filled.

Signing nomination papers

31. A nomination form shall be signed by the proposer and seconder and shall contain the written consent of the candidate for election as a member of the management committee.

Receipt of nomination

32. The returning officer shall announce to members of the club the time and place at which he shall receive the nomination papers.

Rejection of nomination

33. The returning officer shall reject any nomination that does not comply with any of the provisions of these Regulations.

Appeal

34. A candidate whose nomination has been rejected by the returning officer may appeal to the returning officer.

Elected candidates

35.—(1) On the close of nominations, if the valid nominations received by the returning officer is less than the vacancies to be filled, he shall declare the candidates nominated to be elected.

(2) If the returning officer receives more valid nominations than there are vacancies to be filled, a secret ballot shall be held for the contested seats.

Ballot

36.—(1) Balloting shall take place not earlier than one week and not later than 10 days after the close of nominations.

(2) The time, date and place for such ballot shall be announced on the Union’s notice boards by the returning officer.

Returning officer

37. The returning officer shall be in charge of the ballot with the assistance of all the election officers appointed by him.

General meeting

38.—(1) All general meetings of a club shall be convened by its Honorary Secretary.

(2) Ordinary and associate members of the club, and officers of the Polytechnic, shall be entitled to attend and speak at general meetings of the club.

(3) Notice of a general meeting of a club shall be given by posting the notice on the club’s notice board.

Annual general meeting

39.—(1) The annual general meeting of a club shall be held not later than the last week of September.

(2) Notice of the meeting shall be given at least 10 days before the date of the meeting by posting the notice on the club’s notice board.

(3) Any matter to be included in the agenda for the annual general meeting shall be handed in writing by any 2 members to the Honorary Secretary at least one week before the meeting.

Extraordinary general meeting

40.—(1) An extraordinary general meeting shall be convened by the Honorary Secretary of the club —

(a)	on the instructions of the President of the club or the management committee; or
(b)	at the written request of at least 20 members of the club, together with a written statement of the purpose for which the meeting is to be called.

(2) An extraordinary general meeting shall be held within one week of the receipt of the request for the meeting by the Honorary Secretary under paragraph (1).

(3) Notice of an extraordinary general meeting shall be given not less than 3 days before the date of the meeting by posting the notice on the club’s notice board.

(4) No extraordinary general meeting shall be convened during the Polytechnic’s vacations, or on a Sunday or public holiday.

(5) Only the matter for which an extraordinary general meeting is called shall be on the agenda.

Removal of management committee

41.—(1) A vote of censure or of no confidence against the management committee or any member thereof may be taken at the annual general meeting or at an extraordinary general meeting if it is on the agenda for that meeting.

(2) If the motion is passed, the club shall elect a new management committee or another member of that committee, as the case may be, at that meeting for the remainder of the term of office of the management committee or the member.

Resignation of management committee

42. The management committee of a club may resign en bloc at an extraordinary general meeting convened for that purpose and the club shall then elect a new management committee at that meeting to hold office for the remainder of the term of office of the committee.

Quorum

43.—(1) Twenty-five per cent of the total number of members or 100 members of the club, whichever is the less, present at the commencement of a general meeting of a club shall constitute a quorum.

(2) Where there is no quorum, the meeting shall be postponed to a date within one week of the postponement, but not within 72 hours, when irrespective of the number of members present, and at such meeting, the business fixed shall be proceeded with.

(3) No alteration of the agenda shall be made during the period of postponement of a general meeting under paragraph (2).

Motion

44.—(1) A motion shall be carried by a simple majority vote and a member shall not vote by proxy.

(2) All decisions made at a general meeting shall be binding on all members of the club.

Discipline

45.—(1) Disciplinary action may be recommended by a club’s management committee to any disciplinary committee constituted under any regulations made under the Act relating to the conduct and discipline of the students against any member of the club who contravenes or fails to comply with any of the provisions of these Regulations or the Singapore Polytechnic (Students’ Union) Regulations (Rg 1).

(2) Paragraph (1) shall not apply to ragging by a member of the club.

Management committee to recommend disciplinary action

46. The management committee may recommend that disciplinary action be taken against a member of the club only if two-thirds of the members of the committee present at a meeting vote for such action.

Vacancy

47. A vacancy in the office of a Union representative or Executive Committee member of the Council or any committee of the Council arising from any cause other than resignation shall be filled in the same manner as that in which the office was previously filled.

Interpretation of these Regulations

48.—(1) Any dispute between the students arising over the interpretation of any provision of these Regulations shall be referred to the Principal.

(2) The Principal to whom a dispute is referred under paragraph (1) shall hear and determine the dispute, and his decision shall be binding on all parties without appeal.

Consideration of amendment to these Regulations

49. The management committee may request the Board to consider making such amendments to these Regulations as the Committee thinks fit if not less than two-thirds of the members of the Committee shall have voted in favour of such amendments at a meeting of the Committee.

Saving of appointments

50. A person who immediately before 21st June 1996 was holding office in any management committee shall continue to hold such office under these Regulations as if he had been appointed under these Regulations on the same terms and conditions for a term expiring on the day on which the appointment under the Singapore Polytechnic (Clubs) Regulations (Rg 2, 1990 Ed.) revoked by these Regulations would expire.

[G.N. No. S 277/96]

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