Rules & Regulations

Name

The name of the Branch is the Institute of Printing (Asia Pacific Branch)

 

Place Of Business

It’s place of business shall be at 2, Jurong East St. 21 #04-18, IMM Building Singapore 609601 or such other address as may subsequently be decided upon by the Committee and approved by the Registrar of Societies.

 

Objects

It’s objects are:

  • promoting and disseminating knowledge
  • promoting appropriate standards leading to recognized professional competence and increased status
  • helping members to enhance their career prospects
  • developing a common sense of purpose and participation among members
  • providing information on statutory and other requirements
  • establishing strong links with other organizations and with the colleges
  • serving the community at large

 

Council Rules

Any decision taken by the Branch in a General Meeting or by its Executive Committee shall be subject and in accord with any Rules which the Council of the Institute may make from time to time as to the conduct of the affairs and Meetings of the Branch and as to the functions which they are to perform.

 

Membership

All members of the Institute who are resident or who attend a place of business in the area of the Branch shall be entitled to be registered as members of the Branch

All members of the Branch shall be subject to this Constitution and shall be bound by any alterations or additions to it made in accordance with Clause 21

A member of the Branch shall cease to be a member:

 

  • if such member resigns by giving one month’s notice of resignation
  • if he ceases to be a member of the Institute
  • if he ceases to reside or to attend a place of business in the area of the Branch, unless in the opinion of the Executive Committee and the member there are special circumstances for the continuation of his Branch membership
  • if, in the opinion of the Executive Committee, he persistently refuses to accept the ruling of the President (subject to a right of appeal to the Council of the Institute)

 

Entrance Fees, Subscription and Other Dues 

Each member of the Institute of whatever class or grade shall be bound:

  • to pay to the Institute the relevant entrance fee and actual subscription at the times and in the manner and subject to the conditions set out in these presents and such rules and regulations of the Institute as may be in force from time to time
  • to further to the best of his ability the objects interests and influence of the Institute and to observe all the rules and regulations of the Institute for the time being in force

The fees payable on admission to a class or grade of membership or transfer to a higher class or grade of membership of the Institute and the annual subscription shall be such as may from time to time be determined by the Council and published in the journal of the Institute

All subscriptions shall be payable in advance, and shall become due in respect of each year on 1st January in that year. A member admitted or transferred during any year shall pay a subscription at the full rate in respect of such year except when the admission or transfer is made after 30th June, when one-half of the annual subscription shall be paid. In the case of transfer from one class or grade of membership to another:

  • there shall be deducted from the entrance fee payable in respect of the higher class or grade of membership any entrance fee already paid or exempted in respect of the relevant lower class or grade of membership; and
  • there shall be deducted from the subscription payable in respect of the higher class or grade of membership for the first year or half year (any the case maybe) any subscription already paid in respect of a lower class or grade of membership for such year

 

Financial Year

The financial year shall commence on 1st January and end on 31st December in each year. Exceptionally, on the formation of a Branch, the financial year shall commence on the date of its formation and end on 31st December in that year.

 

Executive Committee

An Executive Committee consisting of the following shall be elected at each Annual General Meeting:

  • A President
  • Two Vice Presidents
  • An Honorary Secretary
  • An Assistant Honorary Secretary
  • An Honorary Treasurer
  • An Assistant Honorary Treasure
  • Three Committee Members

At least one-third of the members of the Executive Committee should be corporate members of the Institute

  • The Executive Committee shall be responsible for the administration of the Branch
  • Meetings of the Executive Committee shall be held as necessary. A meeting shall be called at the request of either the President or Vice Presidents or of at least any three members of the Executive Committee
  • Seven days’ notice shall be given of each meeting
  • All questions affecting the Branch shall be brought before and decided by the Executive Committee except:
  • such matters as are specifically left to the Annual General Meeting by this Constitution
  • questions referred to a General Meeting
  • The Executive Committee may appoint Sub Committee, not necessary confined to members of the Executive Committee, to enquire into and report on any particular matter, but any decision arrived at must be submitted to the Executive Committee for ratification except where otherwise decided by the Committee
  • The Executive Committee may fill vacancies that occur during its tenure of office and shall have power from time to time to co-opt not more than additional members. Any person so appointed shall be entitled to remain on the Executive Committee until the conclusion of the next following Annual General Meeting after such appointment
  • At least one half of the committer members present at a committee meeting shall constitute a quorum
  • Every member of the Executive Committee personally present shall have one vote and voting shall be by a show of hands
  • In the case of an equality of votes, the President shall be entitled to a second of casting vote

 

General Meeting

  • The management of the Branch is vested in a general meeting of the members presided over by the President. An Annual General Meeting of the Branch shall be held in March each year
  • The Honorary Treasurer shall present the audited accounts of the Branch of the previous financial year to 31st December and the amount of subscription (if any) may then be determined
  • At this meeting, the Honorary Secretary shall present a report on the affairs of the Branch
  • At this meeting shall be elected: The President, two Vice Presidents, the Honorary Secretary, the Assistant Honorary Secretary, the Honorary Treasurer, The Assistant Honorary Treasure, three members of the Executive Committee, and two Honorary Auditors, who shall hold office until the conclusion of the next Annual General Meeting. All officers except the Honorary Treasurer, Assistant Honorary Treasure and the two Honorary Auditors may be re-elected year after year
  • No member shall be eligible to the Executive Committee unless, not less than fourteen days before the meeting, he has been nominated by notice in writing to the Honorary Secretary by not less than two members of the Branch, or nominated at the Branch Meeting held before the Annual General Meeting. In the event of nominations not being received to fill any vacancy, the member in office shall be deemed to have been reappointed unless it shall be resolved not to fill the vacancy
  • A General Meeting shall be convened by the Honorary Secretary on the instruction of the Executive Committee or at the request in writing of any ten members of the Branch, provided in each case that the Honorary Secretary is clearly notified of the purpose of convening such meeting and the business intended to be discussed
  • At least seven day’s notice shall be given of a General Meeting of the Branch, with the exception of the Annual General Meeting, for which at least fourteen days’ notice shall be given
  • The time and place of any General Meeting shall be determined by the President or by the Executive Committee, provided that if the Honorary Secretary shall not within twenty-one days of receipt of a request in writing from members complying with sub-paragraph (above) have given notice of a General Meeting to be held within fourteen days of the date of such notice, the members who made such request shall be entitled to call a General Meeting at such time and place as they think fit and shall for such purpose be supplied by the Institute with an up-to-date list of members and their addresses
  • The quorum at a General Meeting shall be at least one quarter of the total membership personally present and entitled to vote. In the event of there being no quorum, 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 alter, amend or make additions to any of the existing rules
  • A General Meeting may discuss any matter referred to in the notice convening the meeting and the Honorary Secretary shall include in such notice any matter which a member wishes to be raised and of which such member gives written particulars to the Honorary Secretary at least twenty-one days before such meeting
  • Voting at all meetings shall be by show of hands unless a poll should be demanded by five or more members
  • Each member personally present at a General Meeting shall be entitled to vote
  • All questions except alterations of the Branch Constitutions shall be decided by a simple majority of votes cast
  • In the case of an equality of votes, the Chairman shall be entitled to a second or casting vote

 

Vacation Of Office 

A member of the Executive Committee or any Sub Committee shall vacate office:

  • if he ceases to be a member of the Branch
  • If he ceases to be a member of the Institute
  • if his continuance in office be regarded by the Executive Committee as detrimental to the interest of the Branch, and be so declared at a General Meeting
  • If at an Annual General Meeting he does not offer himself for re-election or if the Branch elects another member in his place or resolves not to fill the vacancy for which he offers himself for re-election

 

Office Bearers

President

All meetings of the Branch and the Executive Committee shall be presided over by the President or a Vice President who shall act as Chairman

 

Vice President

The Vice President shall deputize for the President in the latter’s absence

 

Honorary Secretary / Assistant Honorary Secretary

The Honorary Secretary or his deputy shall:

  • summon and, whenever possible, attend all meetings of the Branch and of its Executive Committee
  • maintain a record of all members of the Branch
  • keep a record of all business proceedings in a Minute Book, to be signed by the Chairman of the following meeting, and shall generally conduct all correspondence on behalf of the Branch
  • implement all decisions made at General Meetings and all instructions given by the Executive Committee and conduct the routine business of the Branch
  • keep the Executive Committee and, as necessary, the members of the Branch informed of any Rules made by the Council of the Institute as to the conduct of the affairs and meetings of the Branch and as to the functions which they are to perform, and carry out any duties imposed on him by such Rules
  • submit to the Institute, as and when necessary (and at least once a year), the names of members of Executive Committee, and a copy of the audited business account of the Branch

 

Honorary Treasurer / Assistant Honorary Treasurer

The Honorary Treasurer or his deputy shall:

  • be responsible to the Executive Committee for all monies and for keeping the accounts of the Branch. All monies received shall be banked in the name of the Branch. All payments except petty cash payments shall be made by cheque signed by the President or Vice President or Secretary in addition to the Treasurer
  • be authorised to expend up to $200 for petty expenses on behalf of the Branch. He will not keep more than $200 in the form of cash and money in excess of this will be banked in the name of the Branch
  • shall be responsible for preparing the accounts for audit
  • Honorary Auditors

 

Two persons not members of the Committee will be elected as Honorary Auditors at each Annual General Meeting and will hold office for one year and may not be re-elected. They will be required to audit each financial year’s accounts and present a report upon them to the Annual General Meeting. They may be required by the President to audit the Branch’s account 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 of each year.

 

Notice

Any notice required to be given to a member may be dispatched by ordinary letter post addressed to the address on the Branch record or to the member’s last known address and any notice so posted shall be deemed to be received 72 hours after posting

 

Alteration Of Constitution

No alteration or additions shall be made to this “Constitution” except by a resolution carried by not less than two-thirds of those members present and voting at a General Meeting and shall be subjected to ratification by the Council of the Institute and they shall not come into force without the prior sanction of the Registrar of Societies

 

Interpretations

In the event of any question or matter arising out of any point which is not expressly provided for in the rules, the Committee shall have the power to use their own discretion

 

Dissolution

  • The branch may be dissolved at any time by the Council of the Institute in pursuance of the power reserved to it under Article 52 of the Articles of the Institute (subject, however, to a prior right of appeal by the Branch to the Council of the Institute). Any business funds remaining after the satisfaction of all liabilities of the Branch shall be paid into the general fund of the Institute
  • The branch shall not be dissolve, except with the consent of not less than three-fifth (3/5) of the members of the Branch 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 Branch being dissolved as provided above, all debt and liabilities legally incurred on behalf of the Branch must be fully discharge
  • Notice of dissolution shall be give within 7 days of the dissolution to the Registrar of Societies

 

Prohibitions

  • Gambling of any kind and the playing of paikow or mahjong, whether for stakes or not, is forbidden on the Branch’s premise. The introduction of materials for gambling and drug taking and of bad characters into the premise is prohibited
  • The funds of the Branch shall not be used to pay the fines of members who have been convicted in Court
  • The Branch shall not attempt to restrict or in any other manner interfere with trade or prices or 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 Branch shall not hold any lottery, whether confined to its members or not, in the name of the Branch or its office bearers, Committee or member
  • The Branch shall not indulge in any political activity or allow its funds and / or premise to be used for political purpose
  • The Branch shall not raise funds for the public for whatever purpose without the prior approval in writing of the Registrar of Societies and other relevant authorities