Incorporating amendments approved by the Registrar of Societies on 30 Sept 1989, 8 Sept 1990, 3 Jul 1991, 13 May 1994, xx xxx 1998 and 7 Feb 2013.
CHINESE AND ORIENTAL LANGUAGES INFORMATION PROCESSING SOCIETY (COLIPS)
1 This society shall be known as the Chinese and Oriental Languages Information Processing Society (COLIPS). In this Constitution the organisation shall be referred to as 'The Society'. In the followings, "Information Processing" should be interpreted as "Processing of Information using computer hardware and software" and the "Chinese and Oriental Languages Information Processing" means the processing of information associated with Chinese language and its ideographic characters or any other oriental language with similar characteristics such as Kanji based information using computer hardware and software.
PLACE OF BUSINESS
2 The place of business of the society shall be at Institute for Infocomm Research, 1 Fusionopolis Way, #21-01 Connexis, Singapore 138632 or such other address as may subsequently be decided upon by the Executive Council and approved by the Registrar of Societies.
3 The Society is a professional organisation. Its objectives are:
(i) To advance the science and technology of information processing including, but not limited to, the study, design, development, construction and application of modern computer systems for general information processing in Asian language processing.
(ii) To promote the free exchange of information about Chinese and oriental languages information processing in the best scientific and professional tradition.
(iii) To maintain a high ethnic conduct within the profession of the Chinese and oriental languages information processing and its applications.
4 The membership of the Society shall only be open to those who are able to maintain a good professional conduct, with proper qualifications, those subscribe to the objectives of the Society and those with no criminal record in the past 5 years. Those who are convicted in court and are either jailed for more than 3 months or fined for more than $10,000 will be barred from joining the Society for 5 years, starting from when the sentence is carried out.
5 The Society shall have five classes of membership each with qualifications, privileges and voting rights as described in the following:
5.1 Ordinary Members - Persons qualified to Ordinary Members are those who subscribe to the objectives of the Society and have attained professional stature by demonstrating intellectual competence and ethical conduct in the arts and science of Chinese and Oriental languages information processing. An Ordinary Member shall have the rights to be nominated and votes, to vote and serve in the Executive Council as a Council Member. He shall participate in all activities organised by the Society.
5.2 Fellow Members - Ordinary Members who have made significant contribution to the fields of Chinese and Oriental languages information processing can be considered to be elected as a Fellow of the Society. A Fellow member of the Society shall have the voting rights as well as all those rights possessed by Ordinary Members. At any one time, the number of Fellow members should be no more than 10% of the total Ordinary Members elected. The Society may confer Honorary membership to outstanding persons who are not members of the Society and who have made significant contribution in the fields of Chinese and oriental languages information processing or to the Society. An Honorary Member shall participate in all activities organised by the Society. But he may not have any voting rights and may not be elected to the Executive Council.
5.3 Institutional Members - Institutions qualified to be Institutional Members are those involved in the research and development, and trading of information processing products, training of information processing professionals and those who subscribe to the objectives of the Society. Each Institutional Member shall nominate one person to be its representative. An Institutional Member shall participate in all activities organised by the Society. However, he may not have any voting rights.
5.4 Student Members - those who are full time registered students can be considered for student membership. A Student Member shall not have any voting rights. Other than that, he shall have all other rights as for Ordinary Members. A Student Member will automatically be transferred to the class of Ordinary Member when he/she is no more a student.
5.5 Overseas Members - those who are not residents of Singapore. An Overseas Member shall not have any right to vote and to serve in the Excutive Council. Other than that, he shall have all other rights as for Ordinary Members. An Overseas Member will automatically be transferred to the class of Ordinary Member or Student Member when he/she transfers to Singapore.
6 A person wishing to join the Society should submit his name as well as all other necessary particulars and documents to the Executive Council in a prescribed application form. A new membership application and the application for transfer of membership class must be proposed and seconded by existing members. His application shall be discussed in the meeting of the Membership Committee where decision on approval or rejection is made. An applicant whose application has been rejected by the Membership Committee can appeal to the Executive Council who has the power to overrule the decision of the Membership Committee.
7 An applicant becomes a member of the Society upon the approval of the application for membership and payment of his dues.
8 The following abbreviations can be used by the members:
Fellow Member - FCOLIPS
Ordinary Member - MCOLIPS
9 Termination of membership
9.1 Membership of all classes (Fellow, Member) shall be terminated under one of the following conditions:
(1) Member can notify the Chairman of Membership Committee in writing if he wishes to terminate his membership;
(2) Membership dues are in arrears for more than 2 years and has been reminded by the council for at least 2 times;
(3) The member has committed criminal offence and is either sentenced to jail for more than 3 months; or fined for more than $10,000. He shall be barred from all classes of membership for 5 years. After that, he may re-apply to join the Society.
(4) In the case of a member who has mis-conducted, who in the view of the Executive Council that his participation in the Society's activities will be damaging to either the members of the Society or the general public, his membership may be terminated by a 2/3 majority vote of the Executive Council. A member who has been expelled in such manner can re-apply to join the Society after 5 years of debarment.
9.2 A member whose membership is terminated will be notified by the Executive Council who shall cite the reason/s under which the termination is effected.14 days will be given to him to file an appeal to the Executive Council who will then, if necessary, set up a Special Board of Appeal consisting of
(i) A member from the Executive Council
(ii) A member from another Society who is dealing with information processing
(iii) A fellow or Ordinary Member of the Society. The decision of this Board of Appeal shall be final.
ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES
10 Annual subscriptions are payable in advance within first month of each calendar year. If a member falls into arrears with his subscriptions or other dues he shall be informed immediately by the Council. If he fails to settle his arrears within one month of their becoming due, he will automatically be denied the privileges of membership until he settles his account. If he falls into arrears for more than two years' dues he will ceases to be a member. However, before the termination of his membership, at least two reminders must be sent to him. The termination of membership will be proposed and approved by the COLIPS council.
11 The rate of annual subscriptions will be decided by the Executive Council and may be revised from time to time.
12 The Society may charge registration fees at its meetings, seminars, workshops and conferences to recover all or parts of the expenditure incurred in those activities.
13 Special Funds: Subject to the approval of the Registrar of Societies, the Society may set up special funds to promote the activities and research in the fields of Chinese and Oriental languages information processing. A special committee will be appointed by the Executive committee to decide on the deployment of the funds.
MANAGEMENT, GENERAL MEETING
14 The supreme authority of the Society is vested in general meeting of the members presided over by the President. At least one seventh of the total paid-up Fellow and Ordinary Members of the Society present at a general meeting shall form a quorum. An annual general meeting (AGM) will be held before April each year.
15 At other times an extra ordinary general meeting (EOGM) may be called by the President or the Honorary Secretary on the request in writing of 1/10 or more Fellow and/or Ordinary Members and may be called at any time by the Executive Council.
16 At least 4 weeks' notice will be given for an annual general meeting and at least 14 days' notice for an extra ordinary general meeting and particulars of its agenda will be posted on the Society's notice board four days in advance of the meeting. The following points will be considered at the annual general meeting.
(1) The previous year's accounts and report of the Executive Council.
(2) The election of office-bearers for the following term, if applicable.
17 Any member who wishes to place an item on the agenda of a general meeting may do so provided he gives notice to the Honorary Secretary one week before the meeting is to be held.
18 In the event that there be no quorum, the meeting shall be adjourned after one 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.
MANAGEMENT, EXECUTIVE COUNCIL
19(a) The Executive Council consisting of the following Council Members shall be elected at alternate annual general meeting:
-Up to Eight Ordinary Committee Members
19(b) The Executive Council shall co-opt two non-voting members into the Council.
19(c) In addition to 19(a) and 19(b), the Executive Council shall include its immediate past president as a Council member.
MANAGEMENT, ADVISORY COUNCIL
20(a) The Advisory Council shall consist of the past presidents of COLIPS who are paid-up Fellows or Ordinary Members.
20(b) The Advisory Council shall serve as the nomination committee to endorse the candidates for council election.
20(c) The Advisory Council shall provide advice to the Executive Council on a range of subjects including, but not limited to, academic and social activities.
21 Only members in the class of Fellow and Ordinary Members can vote and be nominated for election to the Executive Council of the Society.
(1) Fellows and Ordinary Members who are not Singapore citizens shall be eligible for election as members of the Executive Council but not as the following office-bearers: President, Honorary Secretary and Honorary Treasurer. After having been elected into the Council, they shall continue to reside in Singapore for the whole period of their term (two years).
(2) Nominations must be carried out in the prescribed nomination form. Every nomination must be duly proposed and seconded by either Fellow or Ordinary Members of the Society. The consent of the nominee must also be sought by putting his signature on the nomination form.
22 The Honorary Secretary may invite nominations for the office-bearers one month before the AGM. Nomination forms must reach the Honorary Secretary at least 2 weeks before the annual general meeting. The Honorary Secretary shall pass the candidate list to nomination committee for endorsement one week before the election.
23 The following members are not allowed to be nominated to the Executive Council:
(i) Those who serve in the current Council and whose service have been terminated due to their absence from three consecutive Council meetings.
(ii) Those who have served in the previous Council and whose services were terminated by the Executive due to improper conduct.
24 All objections to the nomination shall reach the Honorary Secretary 14 days before the AGM. The Executive Council should hold a meeting to decide if the objections are acceptable.
25 In the case where the number of candidates is less than the number of the vacant posts, the members who are nominated will be declared elected at the AGM and further nominations for the vacant posts should be called during the AGM to fill in other posts. The endorsement for those who are elected and were not nominated earlier should be sought from nomination committee within one week after the election.
26 When there is a contest, voting will be carried out during the AGM. The candidates with the most number of votes will be declared elected.
27 All officers except the Honorary Treasurer may be re-elected to the same post for a consecutive of term of office.
28 An Executive Council meeting shall be held at least 2 times a year. The President may call an Executive Council meeting at any time by given 7 days' notice. At least one half of the Executive Council members must be present for its proceedings to be valid. At the request of a member of the Executive Council, the Honorary Secretary may convene an urgent meeting of the Executive Council provided he has the support of at least 2 other Executive Council members.
29 The duty of the Executive Council is to organise and supervise the daily activities of the Society and to make decisions on matters, affecting its running when the general meeting is not sitting. It 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.
30 No member of the Executive Council including the President shall commit himself to any outside parties for the Society without the prior approval of the Council. The Council reserves the right to disclaim such commitment and initiate legal action for any damage which may be incurred due to these commitments. Any Council Member who commits himself to outside parties without prior approval from the Council will be expelled from the Council. The termination of the Council membership shall be effected by a 2/3-majority vote of the Council members present at the meeting. The member should be notified in writing and he shall be given 14 days to appeal to the Executive Council who shall then appoint a Board of Disciplinary consisting of three members:
(i) An Executive Council Member from the Society
(ii) A representative from another Society of information processing
(iii) A fellow or Ordinary Member of the Society
31 Any Executive Council Member who has embarrassed the Society with un-authorized commitments shall be expelled from the Executive Council and the Society and barred from standing for election to Executive Council forever.
32 An Executive Council Member who has for no reason, been absent from two consecutive Council meetings shall cease to be a member of the Council and in addition, he should be barred from standing for election to the Council in the following term.
33 The duties of the office-bearers are as follows: -
(1) The President shall act as chairman at all general and Executive Council meetings. He shall also represent the Society in its dealings with outside persons. He is also overall in charge of the proper functioning of the Society and all its subcommittees.
(2) The Vice-President shall be appointed by the President or the Executive Council to assist the President and deputises for the President in his absence.
(3) The Honorary Secretary shall keep all records, except financial of the Society and shall be responsible for their correctness. He is responsible for convening all Executive Committee meetings, AGM and EOGM. He shall keep minutes of all general and committee meetings. All details of voting must be recorded. He is also responsible for the functioning of the Society according to the Constitution and all its bylaws. He shall keep an up-to-date register of the members at all times.
(4) The Honorary 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 authorized to expend up to $200 per month for petty expenses on behalf of the Society. He will not keep more than $300 in the form of cash and money in excess of this will be deposited in a bank to be named by the Council. Cheques, etc for withdrawals from the bank must be signed by the President or Vice-President in addition to the Treasurer. He shall inform members whose fees are in arrears. He shall present an Annual financial Report to the AGM.
(5) Any member of the Executive Council absenting himself from two meetings consecutively without satisfactory explanations shall be deemed to have withdrawn from the Council, and a successor may be co-opted by the Council to serve until the next annual general meeting.
(6) The Ordinary Executive Council members shall assist the Executive Council in the general administration of the Society and perform any other duties assigned by the Executive Council.
34 Executive Officers
The Society may hire the service of full-time or part-time secretariat to lighten the load of all its office-bearers.
FINANCIAL YEAR AND AUDITING
35 Two voting members (Fellow or Ordinary Members) not members of the Executive Council will be elected as Honorary Auditors at alternate annual general meeting and will hold office for one term only and shall not be re-elected for consecutive term. They will be required to audit the year's accounts and present a report upon them to the annual general meeting. They 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.
36 The financial year is from 1st March to the last day of February of each year.
DISCIPLINARY ACTIONS, APPEAL
37 Disciplinary actions will be taken for the following cases:
(1) Any members of the Society including the Executive Council members and President who has committed himself to give promises in the name of the Society without the proper authorization of the Executive Council of the Society and has embarrassed the Society, caused damage to its members or the general public is considered to have mis-conducted himself and his membership shall be terminated. He is allowed to apply to join the Society again after two years debarment.
(2) Member who has committed criminal offense and has been sentenced to either more than 3 month's jail or more than S$10,000 fine. His membership will automatically be terminated and no appeal is allowed. He is allowed to apply to join the Society again after 5 years debarment.
38 The termination of a membership due to misconduct (Bylaw 37) is to be effected by the Executive Council by a 2/3 vote of all those present at the Executive Council meeting. Members whose memberships are terminated are given 14 days to appeal. A Board of Appeal will be appointed by the Executive Council consisting of three members:
(i) An Executive Council Member of the Society
(ii) A representative from other Society of information processing
(iii) A Fellow or Ordinary Member of the Society.
The decision of the Board shall be final.
BOARD OF EXAMINERS
39 Examinations may be set for members and public who wish to seek accreditation from the society.
40 The Board of Examiners shall consist of three members who are appointed by the Executive Council. These three members must be either Fellow or Ordinary Members of the Society.
41 It is the Board's duty to ensure that the examination is of appropriate standard with regarding to the particular class of membership that a member is applying. The Board shall submit a report to the Council on the result of the examination together with its recommendation.
42 Gambling of any kind and the playing of paikow 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.
43 The funds of the Society shall not be used to pay the fines of members who have been convicted in Court.
44 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.
45 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 services to be supplied by them.
46 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.
47 The Society shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
48 The Society shall not raise funds from the public for whatever purposes without the prior approval in writing of the Registrar of Societies and other relevant authorities.
AMENDMENTS TO RULES
49 No alternations or additions / deletions to these rules shall be made except at a general meeting, and they shall not come into force without the prior sanction of the Registrar of Societies.
50 In the event of any question or matter arising out of any point which is not expressly provided for in the rules, the Executive Council shall have power to use their own discretion. The decision of the Executive Council shall be final unless it is reversed at a general meeting of members.
51(a) The Society shall not be resolved, except with the consent of not less than 3/5 of the members 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.
51(b) In the event 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 equally distributed to all its members regardless of their grades or donated to an approved charity or charities in Singapore.
51(c) Notice of dissolution shall be given within 7 days of the dissolution to the Registrar of Societies.