Constitution

Constitution of
Quan Zhen Cultural Society (Singapore)

1.    Name

This Society shall be known as the “Quan Zhen Cultural Society (Singapore)”, hereinafter referred to as the “Society”.

2.    Place of Business

Its place of business shall be at “ 200 Turf Club Road, The Grandstand, #05-K6, Singapore 287994” or such other address as may subsequently be decided upon by the Executive Board and approved by the Registrar of Societies. The Society shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.

3.    Place of Meetings

The place of meeting shall be conducted at the registered office or other place that is decided upon by the Executive Board.

4.    Aims and Objects

The aims and objects of the Society shall be:

  • To propagate the teachings of Taoism through educational courses, public lectures, forums, seminars and exhibitions, and to provide a platform for any individual, particularly youths, to learn and appreciate Taoism.
  • To continue the lineage of the Taoist Complete Perfection Dragon Gate Tradition and to teach the orthodox teachings and rituals.
  • To serve the community and assist the underprivileged in our society, guided by the teachings of Taoism.
  • To engage and collaborate with other organisations locally and internationally which share similar objects of the Society, and to participate in any event or function locally and internationally which are in line with the objects of the Society.
  • In furtherance of the above objects, the Society may:
  1. Train and deploy members to engage in social services and any charitable works.
  2. Ordain Taoist priests to serve the religious needs of the Taoist community.
  3. Engage in inter-faith and intra-faith dialogues and activities.
  4. Provide religious consultancy and services to members and also any individual or institution.
  5. Organize recreational activities for members and their families.
  • The Society shall not engage in any activities that may undermine the racial or religious harmony in Singapore.

5.    Types of Membership and Membership Qualification

  • Membership shall be opened to all individuals keen to learn and practice Taoism.
  • Persons who are below 18 years of age shall not be accepted as members without the written consent of their parent or guardian.
  • The Executive Board shall at its discretion reject any application without assigning any reasons.
  • Application for membership of the Society shall be made on prescribed form and submitted to the Honorary Secretary or to any member of the Executive Board.
  • There shall be two types of membership, Ordinary Membership and Affiliate Membership:
  1. Ordinary Membership
    1. Ordinary Membership is offered to any individual who is an ordained Taoist priest of the Complete Perfection Tradition.
    2. Ordinary Membership shall be conferred with the approval of Executive Board. A copy of the rules and regulations of the Society shall be provided to every approved applicant who has paid his entrance fee of one hundred Singapore dollars (S$100).
  2. Affiliate Membership
    1. Any individual may join the Society as Affiliate Member.
    2. Any additional fund required for special purposes may only be raised from members with the consent of the general meeting of the members.
  • The income and property of the Society whensoever derived shall be applied towards the promotion of the objects of the Society 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.
  • Any member whose conduct, in the opinion of the Executive Board, is detrimental to the well-being of the Society may be struck off the list of Membership, and thereby forfeit all rights in the Society. The member who has been struck off the list of Membership may within one month of the notification, appeal to the General Meeting of members against the decision of the Executive Board.  The decision of the General Meeting shall be final.

6.    Rights and Duties of Members

  • All Ordinary members shall have the right to hold office in the Society.
  • All Ordinary Members shall have the right to vote.
  • Affiliate Members shall have no voting rights and no rights to hold office in the Society.
  • All Ordinary Members and Affiliate Members shall observe and abide by the Constitution of the Society.
  • Any member changing his or her particulars such as residential address or contact details shall notify and update the Honorary Secretary as soon as possible.

7.    General Meetings and Supreme Authority

  • The supreme authority of the Society is vested in a General Meeting of the members.
  • The General Meetings of the Society shall be:
    1. Annual General Meeting
    2. Extraordinary General Meeting
  • An Annual General Meeting shall be held within 3 months from the close of its financial year.
  • Notice of Annual General Meeting shall be given to all members at least 30 days before the date of meeting.
  • The Annual General Meeting
  1. The following shall be considered at the Annual General Meetings:
  2. President’s Address
  3. The previous year’s accounts and report of the Executive Board.
  4. Dissolution of the Executive Board (at alternate Annual General Meeting only)
  5. Election of the office-bearers and Honorary Auditors for the following term.
  6. Any other business.
  • Any member who wishes to place an item on the agenda of the meeting may do so provided he or she gives notice to the Honorary Secretary in writing one week before the meeting is due to be held.
  • The Extraordinary General Meeting
  1. The Extraordinary General Meeting will be held as and when the Executive Board thinks is necessary.
  2. On written application to Honorary Secretary by at least 5 members of Executive Board, stating the objective for which the meeting is desired.
  3. The President shall convene the meeting stating the Agenda.
  4. 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 thirty (30) voting members, whichever is the lesser, and may be called at anytime by order of the Executive Board. The notice in writing shall be given to the Honorary 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.
  5. If the Executive Board 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.
  • The Quorum
  1. 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.
  2. 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.
  3. Voting
  4. No member shall vote by proxy.
  5. Election shall be decided by a simple majority vote of members present.
  6. A vote of censure or no confidence against the Executive Board or any member of the Executive Board may be taken only at General Meeting provided it has included in the agenda of that meeting.
  7. All resolutions and motions adopted at General Meetings shall be binding on all members in the Society.

8.    Patrons

  • Patrons shall be prominent members of public who have contributed to the development and welfare of the Taoist community.
  • The Executive Board may at its discretion invite any eminent person or persons to become patrons of the Society.
  • Patrons shall have no voting rights and no rights to hold office in the Society.

9.    Advisors

  • Advisors shall be elected from prominent members of the religious or inter-religious community.
  • The Executive Board may at its discretion invite any Taoist priest or religious leader to serve in the capacity of Advisor.
  • Advisors shall not interfere with the management of the Society.
  • Advisors shall have no voting rights and no rights to hold office in the Society.

10. Management

The management of the Society is vested in the Executive Board.

11. Executive Board

  • Composition
    1. The Executive Board consisting of the following shall be elected at alternate Annual General Meeting:
      1. A President
      2. An Honorary Secretary
      3. An Honorary Treasurer
      4. 8 Executive Board Members
  • Unless with the prior approval in writing of the Registrar or an Assistant Registrar of Societies, majority of the Executive Board Members shall be Singapore Citizens.  In addition, the President, Secretary, Treasurer and their deputies shall be Singapore Citizens or Singapore Permanent Residents. Foreign Diplomats shall not serve as Executive Board Members.
  • Election
  1. 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 Honorary Treasurer may be re-elected to the same or related post for a consecutive term of office.  The term of office of the Executive Board is two years.
  2. 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, a re-vote shall be taken and if it still results in a tie, a lot shall be drawn to determine who shall be the successful candidate unless the contesting candidate(s) withdrew in favour of one of themselves.
  • Meeting
  1. An Executive Board Meeting shall be held at least once every three (3) months after giving seven (7) days’ notice to Executive Board Members. Majority of the Executive Board Members must be present for its proceedings to be valid.
  2. Meetings shall be convened by the Honorary Secretary.
  • Changes to the Executive Board
  1. Any changes in the Executive Board shall be notified to the Registrar of Societies within two (2) weeks of the change.

12. Office-Bearers

Duties and powers of office-bearers in the Executive Board

  • The President
    1. The President shall chair all General and Executive Board meetings.
    2. He shall also represent the Society in its dealings with outside persons.
    3. Maintain an up-to-date Register of Members at all times.
    4. Supervise the general administration of the Society.
    5. May delegate any of his functions within reasonable limits.
  • The Honorary Secretary
    1. Secretary of all meetings in the Society.
    2. Take charge of the Society’s records and attend to correspondences of the Society.
    3. Responsible in convening all meetings of the Society.
    4. Review and distribute information to the members of the activities of the Society.
    5. Implement policies and regulations for the operations of the Society.
  • The Honorary Treasurer
    1. The collection of membership fees and all donations.
    2. The issue of receipts for all funds received by the Society.
    3. Keeping of Society’s bank accounts.
    4. Reporting of financial status of the Society at the meeting.
    5. Payment of all bills approved by the Executive Board.
    6. Manage allocated budgets and cash flows, accounting practices and controls in compliance with statutory requirements.
  • Executive Board Members
    1. Executive Board Members shall assist in the general administration of the Society and perform duties assigned by the Executive Board from time to time.

13. Audit and Financial Year

  • Two (2) voting members, not being members of the Executive Board, shall be elected as Honorary Auditors at alternate Annual General Meeting and will hold office for a term of two years only and shall not be re‑elected for a consecutive term. The accounts of the Society 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:
  1. Will be required to audit each year’s accounts and present a report upon them to the Annual General Meeting.
  2. May be required by the President to audit the Society’s accounts for any period within their tenure of office at any date and make a report to the Executive Board.
  • The financial year shall be from 1st February to 31st

14. Trustees

  • If the Society at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.
  • The trustees of the Society shall:
  1. Not be more than four (4) and not less than two (2) in number.
  2. Be elected by a General Meeting of members.
  3. Not effect any sale or mortgage of property without the prior approval of the General Meeting of members.
  4. Shall not be a member of the Executive Board.
  • The office of the trustee shall be vacated:
  1. If the trustee dies or becomes a lunatic or of unsound mind.
  2. If he is absent from the Republic of Singapore for a period of more than one (1) year.
  3. If he is guilty of misconduct of such a kind as to render it undesirable that he continues as a trustee.
  4. If he submits notice of resignation from his trusteeship.
  • 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 Society’s premises at least two (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.
  • The address of each immovable property, name of each trustee and any subsequent change must be notified to the Registrar of Societies.

15. Visitors and Guests

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.

16. Prohibitions

  • 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 materials for gambling or drug taking and of bad characters into the premises is prohibited.
  • The funds of the Society shall not be used to pay the fines of members who have been convicted in court of law.
  • 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.
  • The Society shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
  • The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society or its office‑bearers, Executive Board or members unless with the prior approval of the relevant authorities.
  • The Society shall not raise funds from the public for whatever purposes without the prior approval in writing of the Assistant Director Operations, Licensing Division, Singapore Police Force and other relevant authorities, where necessary.

17. Amendments to Constitution

The Society 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.

18. Interpretation

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

19. Disputes

In the event of any dispute arising 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 for settlement.

20. Dissolution

  • The Society shall not be dissolved, except with the consent of not less than three-fifths (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.
  • In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred by the Society shall be fully discharged and the remaining funds and properties of the Society shall be given to approved charitable organizations in Singapore.
  • A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.

END OF CONSTITUTION

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