ROS REF:  149/83/SPO    DATE OF APPLICATION:  02 MAY 2000

Lion City Hash House Harriers Constitution

(Incorporating amendments approved through EGM 18^th July 2008, and approved by the Registry of Societies)

A.  NAME AND PLACE OF BUSINESS

     1.  The club shall be known as the LION CITY HASH HOUSE HARRIERS.

     2.  The club's place of business shall be in Singapore.  The exact address shall be decided upon by the Committee and approved by the Registry of Societies.

B.  AIMS AND OBJECTIVES

     1.  To organize weekly cross-country runs and occasional social events for its members.

     2. To foster mutual goodwill, understanding, and friendship between its members.

     3.  To foster relations with similar societies throughout the world.

     4.  Within reason, to maintain equal numbers of male and female members.

C.  MEMBERSHIP

     1.  Membership is open to all living in the Republic of Singapore who are not less than eighteen years of age, regardless of race, religion, and nationality.

     2.  The Committee has the right to refuse membership without giving any reason, and its decision is final.

     3.  All members, guests, and applicants for membership shall run at their own risk.  No member of the club shall be liable for injury or loss incurred by any member, guest, or applicant for membership while taking part in or organizing any activity connected with the club.

     4.  A person wishing to join the club shall submit a completed membership form to the Hon. Secretary, along with the subscription fees for the current quarter and the applicable refundable deposit.  A copy of the constitution shall be provided to every approved applicant.

     5.  Membership shall consist of no more than 75 of either sex. Membership count shall exclude Absent Members in this case as well as in the determination of quorum.

     6.  At the Committee's discretion, former members of similar societies overseas may not be subject to clause C.5 and shall be given priority for membership.

     7. Absent Membership will be allowed for members who do not plan to run during a quarter or more due to medical causes, travel, or other reasons deemed appropriate by the Committee, provided the member notifies the Committee prior to that quarter. There will be an annual subscription fee of $50 for Absent Membership, payable at the beginning of each financial year that the member is on Absent Membership or at the start of the financial quarter the member goes on Absent Membership. This fee is payable only once during each financial year. An absent member’s deposit is held by the Club though he/she will cease to enjoy full privileges, such as being eligible to vote or attend Club AGMs and EGMs. If an Absent Member attends a run or any special event, he/she must pay the guest fee whether or not he/she attends the circle or consumes beverages, and he/she will have that run credited to his/her total run count. An Absent Member can, at any time, revert to full membership status by paying that quarter’s membership fee in full.

     8. Absent Membership is unlimited in length of time, providing the Absent Member pays the annual subscription fee as per section 7 under Membership. The Treasurer shall inform an Absent Member who falls into arrears with his/her subscription fee. If such member fails to settle the arrears within one month from notification, the President may order that he/she be denied membership and the outstanding fee be deducted from the member’s deposit (as per section D.4)

     9. No members shall be allowed to back-date their requests to become an Absent Member for prior quarters or to become an Absent Member for only part of a quarter.

D.  ENTRANCE FEES, SUBSCRIPTION, AND OTHER DUES

     1.  There will be no entrance fee charges.

     2.  A refundable deposit equivalent to one quarter of subscriptions shall be payable by each new member.  Upon receipt by the Hon. Secretary of a letter or resignation, this deposit shall be returned to the member in good standing with their subscription and any other fees.  The deposit shall be forfeited if the member is in arrears.

     3. Quarterly subscriptions, due January 1, April 1, July 1, and October 1, shall be $130 for male members and $85 for female members.  Based on current membership levels, revenues, and expenses, changes in rates may be proposed by the Committee, and shall be altered upon simple majority approval by the membership in attendance at an AGM or EGM. Subscription must be for a complete quarter regardless of date of joining or termination, or change of membership status.

     4.  The Treasurer shall inform a member who falls into arrears with his/her subscriptions or other fees.  If such member fails to settle the arrears within one month the President may order that he/she be denied membership.

E.  GUESTS

     1.  Anyone who is not a regular member who attends any part of a hash shall pay the guest fee, whether or not they attend the circle or consume beverages.

     2.  The guest fee per run shall be $20 for males and $15 for females, or such other sums as determined from time to time by the Committee.

F.  RESIGNATION AND EXPULSION

     1.  Any member who wishes to resign from the club shall give two weeks notice in writing to the Hon. Secretary and shall pay all dues before leaving.

     2.  A member may be expelled from the club if he/she commits acts which are injurious to the club.  A decision by the Committee shall come into force unless it is countermanded at an AGM or EGM.

G. MANAGEMENT

     1. The club shall be administered by a Committee of ten members, five of which shall be males and five females. An Absent Member shall not be allowed to hold any position in the Committee or any working Committee convened for the purpose of organizing special events. A Committee member who becomes an Absent Member during his/her term will effectively be deemed as resigned from office from the date of change of membership status.

     2.  The Committee shall consist of a President, Vice President, Hon. Secretary, Asst. Hon. Secretary, Treasurer, Asst. Treasurer, and four Committee Members.  The Vice President must be of the opposite sex from the President.

     3.  The functions of the Committee shall be as follows:

          a)  To execute the resolutions passed at any AGM or EGM and to deal with the affairs of the club.

          b)  To raise funds and to plan programs for the club.

     4.  Names for the above offices shall be proposed and seconded at the AGM (or EGM) and election will follow on a simple majority vote of the members present.  All officers except the Hon. Treasurer and the Hon. Asst. Treasurer may be re-elected year after year to the same or related posts.

     5.  The principal office bearers of the club are the President, Vice President, the Hon. Secretary, and the Treasurer.  The principal office bearers must be at least 21 years of age.

H.  DUTIES OF THE COMMITTEE

     1.  PRESIDENT: Preside at any AGM, EGM, and Committee Meetings; be responsible for the affairs of the club; have the deciding vote at any meeting in the event of a tie vote; represent the club in its dealings with the public.

     2.  VICE PRESIDENT:  Assist the President in all matters concerning the club and act as President in the latter's absence.

     3.  HON. SECRETARY:  Record and keep minutes of any AGM, EGM, and Committee Meeting and ensure their correctness; keep a membership register.

     4.  ASST. HON. SECRETARY:  Assist the Hon. Secretary.

     5.  TREASURER:  Responsible for the collection of all subscriptions and dues and keeping the accounts of the club in proper order; prepare monthly and annual accounts of the club for the Committee Meetings and AGM; sign all checks and approve cash disbursements.

     6.  ASST. TREASURER:  Assist the Hon. Treasurer.

     7.  FOUR COMMITTEE MEMBERS:  Carry out of instructions of the Committee.

I.   MEETINGS

     1.  COMMITTEE MEETINGS

          a)  The Committee shall meet at least once a month.  The Hon. Secretary shall inform all Committee members of the date and time of the meeting at least seven days in advance.

          b)  For the Committee Meeting to be valid and constitute a quorum, at least six Committee members must be present.

     2.  ANNUAL GENERAL MEETING (AGM)

          a)  An AGM shall be held in April each year.  At least one quarter of the total membership of the society must be present at the AGM for its proceedings to be valid.  Notice of the shall be sent to all members of the club at least fourteen days before the AGM.

          b)  The following matter shall form the agenda for the Annual General Meeting:

               i)   Read and confirm the minutes of the previous AGM,

               ii)   Address any matters arising thereof,

               iii)  Review the audited financial statement for the preceding year,

               iv)  Elect the Committee for the upcoming year,

               v)  Elect two Auditors for the upcoming year,

               vi)  Any other matters.

          c)  Any member who wishes to place an item on the agenda of the AGM may do so by giving written notice to the Hon. Secretary not less than one week prior to the meeting date.

          d)  In the event of there being no quorum, the meeting shall be adjourned to the same day in the following week at a place and time to be appointed.  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 the existing rules.

e)    Nominations for the new Committee are to be published not less than three weeks prior to the AGM.

     3.  EXTRAORDINARY GENERAL MEETING (EGM)

          a)  To discuss any urgent matter, the Committee has the power to call for an EGM by giving at least ten day's notice.  Clause I.2.d) of this constitution regarding the quorum and postponement of an AGM shall apply.

          b)  An EGM requested by the members must be held within thirty days of receipt by the President of a written request signed by at least one third of the members.  Only matters stated in the letter of request shall be discussed.  Clause I.2.d) of this constitution regarding the quorum and postponement of an AGM shall apply.  However, if no quorum is present after thirty minutes from the scheduled commencement of the EGM postponement meeting, the meeting shall be cancelled, and the meeting shall not be held for the same purpose until the lapse of at least six months from the date thereof.

J.  AUDIT

     Two persons who are not members of the Committee shall be elected as Hon. Auditors at AGM.  The Hon. Auditors shall hold office for one year only and shall not be re-elected.  They shall be required to audit each year's accounts and present a report upon them.  They may also be required by the President to audit the accounts of the club for any period within their tenure of office and make a report to the Committee.

K.  AMENDMENTS

     Any additions or amendments to this constitution must be approved at an AGM or EGM.  No addition or amendment to this constitution shall come into force until it has been approved by the Registrar of Societies.

L.  FINANCIAL PROVISIONS

     1.  All transactions with the bank shall be signed jointly by the President or the Secretary, and the Treasurer.

     2.  No member may solicit sponsorship on behalf of the club or commit the club financially without the written consent of the Committee.

     3.  The fiscal year of the club shall end on 31 March each year.

M. PROHIBITIONS

     1.  Gambling of any kind and the playing of pai kow or mahjong, 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.

     2.  The funds of the club shall not be used to pay the fines of members who have been convicted in court.

     3.  The club shall not attempt to restrict or in any manner interfere with trade or prices or engage in any trade union activities.

     4.  The club shall not hold any lottery, whether confined to its members or not, in the name of the club or its Committee members.

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

N.  INTERPRETATION

     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 power to use its discretion.

O. DISSOLUTION

     1.  The club shall not be dissolved, except with the consent of not less than three fifths of the members of the club, expressed either in person or by proxy at an EGM convened for the purpose.

     2.  In the event the club is dissolved as provided above, all debts and liabilities legally incurred on behalf of the club shall be fully discharged and the remaining funds shall be donated to charity or disbursed in any way as approved at the EGM in which dissolution is approved.

     3.  Notice of dissolution shall be given to the Registrar of Societies within seven days of the dissolution.