Constitution

CONSTITUTION OF SOCIETY OF ENDODONTISTS (SINGAPORE)

 

NAME 

1         This Society shall be known as the "Society of Endodontists", hereinafter referred to as the "Society".

 

PLACE OF BUSINESS 

2         Its place of business shall be at "Department of Restorative Dentistry, Faculty of Dentistry, National University of Singapore, 5 Lower Kent Ridge Road, Singapore 119074” or such other address as may subsequently be 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 the prior written approval from the relevant authorities, where necessary.

 

OBJECTS 

3         Its objects are :

a)         To promote Endodontics as a speciality and branch of the dental sciences.

b)         To maintain a consistently high standard of ethics and professional conduct within the Society.

c)         To further education, research and practice in the field of Endodontics and related subjects. 

d)         To enlighten and direct public opinion on aspects of Endodontics.

e)         To foster a close working relationship with other specialities in Dentistry.

f)         To be affiliated to other Endodontic organisations to foster good relationships with them.

g)         In furtherance of the above objects, the Society may organise lectures, courses, and conferences, set up research funds and other related activities.

 

MEMBERSHIP QUALIFICATION AND RIGHTS 

4.1         Membership is open to persons with an interest in Endodontics.

4.2         The categories of membership are as follow :

a         Ordinary Member 

Ordinary membership shall be open to any person with a recognised Endodontic degree or equivalent, who is registered or entitled to be registered in Division One of the Register of the Singapore Dental Council, provided that he/she resides in Singapore. All Ordinary Members shall be liable for subscriptions, enjoy all privileges and have the rights to vote and to hold office in the Society.

b         Absent Member 

Absent membership is open only to Ordinary Members who are away from Singapore for a period of not less than one year and not greater than five years but who continue to take an interest in the affairs of the Society. Absent Members shall not be liable for subscriptions or any postal communications or be eligible to vote or hold office in the Society. However, electronic communications may be sent if requested.

c         Associate Member 

Associate membership is open to any person who does not qualify to be an Ordinary Member but who has an interest in the field of Endodontics. All Associate Members shall be liable for subscriptions and will enjoy all privileges except the rights to vote and to hold office in the Society.

d         Life Member 

Life membership shall be open to Ordinary Members of the society of good standing of at least twenty years and has rendered distinguished services to the profession and has retired from active participation in the profession. Life Members shall not be liable for subscriptions but will enjoy all privileges and be eligible to vote and to hold office in the Society. The criteria of twenty years membership will be waived for ordinary members who joined before 1 January 2003.

e         Honorary Member 

Honorary membership may be conferred on persons of the Endodontic profession or related sciences who are eminent in their fields of study and/or persons who have rendered distinguished service to the Society. Honorary Members shall not be liable for subscriptions, but will enjoy all privileges except for the rights to vote and to hold office in the Society.

f         Student Member 

Student membership shall be open to full-time postgraduate students in Endodontics working in an approved Institution in Singapore. Student members shall be liable to reduced subscriptions but will enjoy all privileges except the rights to vote and to hold office in the Society.

 

APPLICATION FOR MEMBERSHIP 

5.1         A person wishing to join the Society should submit his particulars to the Secretary on a prescribed form.

5.2         The Committee will decide on the application for membership and shall not be bound to give any reasons for refusal.

5.3         A copy of the Constitution shall be furnished to every approved member. An applicant shall be considered a member only upon payment of the entrance fee if applicable, and subscription. 

  

CESSATION OF MEMBERSHIP 

6.1         A member may resign from his/her membership by notifying the Secretary in writing. He/she shall be required to pay any monies due to the Society.

6.2         Any member whose subscription is in arrears for more than one year shall cease to be a member.

6.3         The Committee shall have the power to suspend or expel any member whose conduct is found to be derogatory to the prestige of the Society or detrimental to the honour and interest of the profession.

6.4         The member who is being suspended or expelled shall have the right to appeal to the General meeting within one month from the date of the notification. The decision of the General Meeting shall be final and binding. 

  

ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES 

7.1         The entrance fees and annual subscriptions shall be determined by the General Meeting on recommendation from the Committee from time to time.

7.2         Annual subscriptions are payable in advance within the first month of the year of the financial year. If a member falls into arrears with his subscription or other dues, he shall be informed immediately by the Treasurer. If he fails to settle his arrears within 24 weeks of their becoming due, the President may order that his name be posted on the Society's notice board and that he be denied the privileges of membership until he settles his account. If he falls into arrears for more than 12 months' dues, he will automatically cease to be a member and the Committee may take legal action against him provided that they are satisfied that he has received due notice of his debts.

7.3         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 MEETING 

8.1         The supreme authority of the Society is vested in the General Meeting of the members presided over by the President.

8.2         A Biennial General Meeting shall be held within three months of the end of every other financial year.

8.3         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 4 weeks from receiving this request to convene the Extraordinary General Meeting.

8.4         If the Committee does not within 4 weeks 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 Society's notice board.

8.5 At least 2 weeks' notice shall be given of an Annual General Meeting and at least 10 days' notice of a Biennial 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 4 days in advance of the meeting.

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

8.7         The following points will be considered at the Biennial General Meeting :

a         The previous financial year's accounts and biennial report of the Committee.

b         Where applicable, the election of office-bearers and Honorary Auditors for the following term.

8.8         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. 

  

8.9         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. 

  

8.10         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 

9.1         The administration of the Society shall be entrusted to a Committee consisting of the following to be elected at each Biennial General Meeting: 

A President 

A Vice-President 

A Secretary 

A Treasurer 

Three (3) Ordinary Committee Members 

  

9.2         Names for the above offices shall be proposed and seconded at the Biennial General Meeting and election will follow on a simple majority vote of the members. All office-bearers may be re-elected for a consecutive term to the same or related post except the President, if already elected for two consecutive terms of office, and the Treasurer. The term of office of the Committee is 2 years. 

  

9.3         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. 

  

9.4         A Committee Meeting shall be held at least four times a year 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 ½ of the Committee Members must be present for its proceedings to be valid. 

  

9.5         Any member of the Committee absenting himself from three meetings consecutively without satisfactory explanations shall be deemed to have withdrawn from the Committee 

  

9.6         The Committee shall have the power to appoint a successor to fill any vacancy in any of the offices, to serve until the next Biennial General Meeting. Any change in the committee shall be notified to the Registrar of Societies within two weeks of the change. 

  

9.7         The duty of the Committee is to organise 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. 

  

9.8         The Committee has power o authorise the expenditure of a sum not exceeding $10,000/- per year from the Society's funds for the Society's purposes. 

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DUTIES OF OFFICE-BEARERS 

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

  

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

  

10.3         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. 

  

10.4         The Treasurer shall keep all funds and collect and disburse all moneys on behalf of the Society and shall keep an account of all monetary transactions and shall be responsible for their correctness. He is authorised to expend up to $500/- per month for petty expenses on behalf of the Society. He will not keep more than $500/- in the form of cash and money in excess of this will be deposited in a bank to be named by the Committee. Cheques, etc. for withdrawals from the bank will be signed by the Treasurer and either the President or the Vice-President or the Secretary. The Treasurer is also responsible for circulating the audited accounts to all members within 3 months of the end of the financial year when a Biennial General Meeting is not scheduled. 

  

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

  

Standing Committees   

11.1         A standing committee on Education shall be formed. Other standing committee may be formed from time to time. 

  

11.2         The chairman of standing committee shall be elected at a Biennial General Meeting and hold office for a term of four years. Members of the committee shall be appointed by the Society's committee in consultation with the Chairman of the standing committee. The President or his nominee shall be an ex-officio member of all standing committee. 

  

AUDIT AND FINANCIAL YEAR 

12.1         Two voting members, not being members of the Committee, shall be elected as Honorary Auditors at each Biennial General Meeting and will hold office for a term of 2 year only and shall not be re-elected for a consecutive term. 

  

12.2         They : 

a         Will be required to audit each year's accounts and present a report upon them to the Biennial General Meeting. 

b         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 Committee. 

  

12.3         The financial year shall be from 1 st June to 31 st May. 

  

TRUSTEES 

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

  

13.2         The trustees of the Society shall : 

a         Not be more than 4 and not less than 2 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. 

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13.3         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. 

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13.4         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 Society's premises 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. 

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

  

VISITORS AND GUESTS 

14         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 

15.1         Gambling of any kind, whether for stakes or not, 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. 

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15.2         The funds of the Society shall not be used to pay the fines of members who have been convicted in court of law.

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15.3         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.

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15.4         The Society 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 service which adversely affect consumer interests.

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

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15.6         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. 

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

  

AMENDMENTS TO CONSTITUTION 

16         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 

17         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 their own discretion. The decision of the Committee shall be final unless it is reversed at a General Meeting of members. 

  

DISPUTES 

18         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 member fail to resolve the matter, they may bring the matter to a court of law for settlement. 

  

DISSOLUTION 

19.1         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. 

  

19.2         In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred 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. 

  

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

  

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