Ngee Ann Polytechnic (Clubs) Rules

The Union shall have the following constituent bodies:

A constituent body shall not be formed with fewer than 50 members and shall not be dissolved except by a resolution of the Council of the Polytechnic.

A student shall be a member of the club relevant to the department in which he is enrolled.

Every student may be a member of any of the clubs referred to in regulation 3(1)(d), (g) and (j).

Membership of a club shall be confined to members of the Union.

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

A club shall not engage in such activity as the Council of the Polytechnic may determine to be of a political nature.

Except with the approval of the Council of the Polytechnic, no person who is not a member of a club shall participate in any activity of the club.

The administration of a club shall be managed by its management committee.

The management committee of a club shall consist of the following members:

There shall be one member of a management committee of a club to every 50 members, and there shall be at least 5, but not more than 15 members of the committee.

The members of the management committee of a club shall be elected annually by the members of the club not later than the fifth week of the first semester.

Every member of a management committee, except the honorary treasurer, shall be eligible for re-election.

Office-bearers in a management committee shall be elected by the management committee from among its own members.

All the names of the office-bearers and members of a management committee shall be submitted to the Registrar of the Polytechnic within one week of their election.

Where there is a vacancy in the management committee of a club, the committee may appoint a member to fill the vacancy.

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

Where a management committee fails to appoint a person to be a member of the committee, the Principal may appoint a person to fill the vacancy.

Every club referred to in rule 3(1)(a), (b), (c), (e), (f), (h) and (i) shall promote the academic interests of its members.

The Sports Club shall —

The Cultural Activities and Social Service Club shall —

The Literary and Debating Club shall promote the interests of its members in current affairs and debates.

The management committee of a club may —

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

No statement may be issued except by the president or the honorary secretary of the club and only with the approval of the management committee.

A meeting of a management committee shall be either an ordinary or extraordinary meeting.

An ordinary meeting shall be held at least twice a semester.

The honorary secretary shall give at least 7 days’ notice of the meeting.

A member of the management committee shall give 3 days’ notice to the honorary secretary of any amendment to the agenda.

The date and time of the meeting shall be determined by the president, but the first meeting of the academic year shall be held not later than the sixth week of the first semester.

An extraordinary meeting of a management committee shall be held whenever a matter requiring urgent attention arises or when a written request signed by 3 members of the management committee is received by the honorary secretary.

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

An extraordinary meeting shall be convened by the honorary secretary within 5 days of the receipt of a written request for the meeting.

If the urgency of the agenda requires a shorter notice, it may be convened within 3 days of, but not less than 24 hours after, the receipt of the request.

At least half the members of the management committee shall constitute a quorum.

In the absence of the president at any meeting, the management committee shall elect a chairman to preside at the meeting.

The president of a club —

The president or, in his absence, a member of the management committee (other than the honorary secretary) elected to preside at a meeting of the management committee shall have a casting vote.

An organising committee of a club shall consist of the following members:

The organising committee shall —

The publications committee of a club shall consist of the following:

The publications committee shall —

The elections committee of a club shall consist of the following:

The elections committee of a club shall be appointed by the management committee of the club by the second week of the first semester of the academic year.

The elections committee of a club shall —

All bills, vouchers or invoices for expenditure incurred by a club and any of its committees shall be submitted to the treasurer of the club who shall endorse and forward all such bills, vouchers and invoices to the Bursar for payment.

All bills, vouchers or invoices submitted to the Bursar under paragraph (1) shall be signed by the president.

All standing committees of a club shall, before making any collection of money on behalf of the club, obtain the approval of its management committee and the Council of the Polytechnic.

All funds collected shall be paid by the club to the Bursar for credit to the appropriate account.

The auditors of a club’s annual accounts shall be the auditors of the Union.

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

Each candidate nominated for election to the management committee or the executive committee shall have a proposer and seconder.

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

If, after nominations are closed, the returning officer of a club receives fewer valid nominations than there are vacancies to be filled, he shall declare the candidates nominated to be elected.

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.

Balloting shall take place not earlier than one week and not later than 10 days after nominations are closed.

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

The returning officer of a club shall be in charge of the ballot with the assistance of the other members of the elections committee of the club.

A member of the elections committee shall not nominate any candidate or stand for election.

The annual general meeting of a club shall be held in September.

Notice of the meeting shall be given to all members not less than 10 days before the date of the meeting.

Any business to be included in the agenda for the meeting shall be handed in writing by any two members to the honorary secretary not less than one week before the meeting.

An extraordinary general meeting shall be convened by the honorary secretary of a club —

The meeting shall be held within one week of the receipt of the request for the meeting by the honorary secretary under paragraph (1).

Notice of the meeting shall be posted on all the club’s notice boards not less than 3 days before the date of the meeting.

No extraordinary general meeting shall be convened during any vacation, or on a Sunday or public holiday.

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

A vote of censure or of no confidence against the management committee of a club or a member of the committee may be taken at the annual general meeting or at an extraordinary general meeting of the club if it is on the agenda for that meeting.

If the motion is passed, the club shall elect a new management committee at that meeting or another member of the committee for the remainder of the term of office of the management committee or the member.

Ten per cent of the members or 50 members, whichever is the less, present at the commencement of a meeting of a club shall constitute a quorum.

Where there is no quorum, another meeting shall be held within one week of the postponement, but not within 72 hours when, irrespective of the number present, the meeting shall be carried on.

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

No decision may be taken at a general meeting of a club if the number of members present falls below half of the number present at the commencement of the meeting.

A motion at a general meeting of a club shall be carried by a simple majority vote, and no member of the club shall vote by proxy.

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

All the members of a club shall abide by these Rules and any contravention or failure to comply with any provisions of these Rules shall be a disciplinary offence punishable under the Ngee Ann Polytechnic (Students — Conduct and Discipline) Rules (R 3).

Any disciplinary offence committed by a member of a club shall be reported to the council by the management committee.

The council shall, if two-thirds of its members present at a meeting thereof so decide, refer the case to the disciplinary commission of the Union, established under rule 64 of the Ngee Ann Polytechnic (Students’ Union) Rules (R 1), for investigation.

The disciplinary committee shall, after due inquiry, submit its findings to the Principal for such action to be taken under the Ngee Ann Polytechnic (Students — Conduct and Discipline) Rules as he thinks fit.

A management committee may request the Council of the Polytechnic to make such amendment to these Rules as the committee thinks fit, if at least two-thirds of the members of the committee have voted in favour of the amendment at a meeting of the committee.

The Council of the Polytechnic shall inform the honorary secretary of a club of any amendment to these Rules.