This Society shall be known as the “ASIAN SOCIETY OF PEDIATRIC DERMATOLOGY”, hereinafter referred to as the “Society”.
PLACE OF BUSINESS
Its place of business shall be at 22 Sin Ming Lane, #03-85, Midview City, Singapore 573969, or such other address as may subsequently be decided upon by the committee and approved by the Registrar of Societies.
The Society will be registered under the Registry of Societies (ROS) in Singapore. The Society Office/Secretariat shall be located in Singapore.
VISION AND MISSION
The Society is a non-stock, non-profit organization of the Pediatric Dermatological Interest Groups of Singapore and neighboring Asia, devoted to clinical service, training, and research in pediatric dermatology, as well as establishing linkages and collaborations and fostering camaraderie with other member interest groups.
Its objectives are:
- To provide a venue for exchange of ideas, best clinical practices, innovations and updates among member countries
- To conduct research locally, regionally and internationally, with topics relevant to each country
- To promote international recognition of the society in other parts of the world
- To establish linkages with other countries to promote the sharing of teaching and research facilities, opening venues for exchange trainees (residents/fellows), exchange faculty or dermatological practitioners
- To establish accreditation, scholarships, fellowship grants, and awards to deserving members, faculty, practitioners and trainees
- To foster camaraderie among society members and colleagues
- To promote excellence in Pediatric dermatological training and practices among member countries
FUNDS OF THE SOCIETY
- Funds for the Society will be held in Singapore Dollars (SGD) in a bank account in Singapore.
- 1% of the total operating cost of organizing the Regional Scientific Meeting of Pediatric Dermatology (RSMPD) or S$5000 whichever is the higher, generated from the organization of the Regional Scientific Meeting of Pediatric Dermatology (RSMPD) shall be deposited into this bank account.
- The Bank account shall be assessed by the Treasurer or Assistant Treasurer AND the President, or Vice President, or Secretary General.
MEMBERSHIP QUALIFICATION AND RIGHTS
- The founding member countries of the ASPD are Hong Kong, India, Indonesia, Malaysia, Philippines, Singapore, Taiwan and Thailand. The pediatric dermatology societies / interest groups of other Asian countries can apply to be a ‘member’ country of the ASPD when there are more than 10 members from the country.
- The ASPD will accept applications for membership from the member countries, other Asian countries and internationally.
TYPES OF MEMBERSHIP
- The membership of the Society shall consist of Ordinary Members and Affiliate Members.
- Each member country will provide a panel of up to 3 members to form the Membership Committee. The Membership Committee decides on eligibility of registrants to be accepted as ordinary or affiliate members. Both applicants from member and non-member countries can apply for ordinary or affiliate membership.
- "Ordinary" members shall consist of doctors who are pediatric dermatologists in their country OR who have undergone subspecialty training in pediatric dermatology. Ordinary members have voting rights and rights to hold EXCO positions.
- Affiliate members shall be healthcare professionals who do not fall in the category of “ordinary” members.
RIGHTS OF THE MEMBERSHIP
- Opportunity to attend the Regional Scientific Meeting of Pediatric Dermatology (RSMPD) at a discounted rate
- Access to Members section of the Society website, newsletter and journal
- Mentorship or further training within the region
DUTIES OF THE MEMBERSHIP
- The Members shall pay the annual membership fee as determined by the EXCO
- The Members shall support projects initiated by the Society
- The Members shall submit articles and research papers for the Society newsletter, website and journals
ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES
- The entrance fee shall be determined by the EXCO from time to time. Membership into the ASPD will only be accepted upon payment of the determined entrance and subscription fee.
- An annual subscription fee shall be determined by the Council from time to time. Under the Rules, fees have to be specified in order for approval. The membership committee reserves the right to expel any member who have accumulated arrears of 3 years of annual fees.
SUPREME AUTHORITY AND GENERAL MEETINGS
- The supreme authority of the Society is vested in a General Meeting of the members.
- An Annual General Meeting (AGM) shall be held within 6 months from the close of its financial year. The date of the AGM will be decided by the Executive Committee (EXCO)
- The notice shall be sent to all members who are required to reply within two weeks from receiving such notice. The notice will be sent within 60 days of the specified date of the AGM.
THE FOLLOWING POINTS WILL BE CONSIDERED AT THE ANNUAL GENERAL MEETING :
- The previous financial year's accounts and annual report of the EXCO.
- Where applicable, the election of office‑bearers for the following term.
- Any member who wishes to place an item on the agenda of the AGM may do so provided he gives notice to the Secretary 30 days before the meeting is due to be held.
- At other times, an Extraordinary General Meeting (EGM) can be called by the President on the request in writing of not less than 25% of the total voting membership or fifteen (15) voting members, whichever is the lesser, and may be called at any time by order of the EXCO. The notice in writing shall be given to the Secretary-General setting forth the business that is to be transacted. The Extraordinary General Meeting shall be convened within two (2) months from receiving this request to convene the Extraordinary General Meeting.
- Voting by proxy shall not be allowed at all General Meetings.
- The members may attend the meeting on a remote basis through the use of audio-visual electronic communication facility which enables all the members participating in the meeting to communicate concurrently with each other without any intermediary and to participate effectively in the meeting.
- Voting during the AGM or EGM shall be by show of hands or secret ballot as decided upon by the Presiding Officer who is the Secretary-General and/or the Assistant Secretary General and in their absence, the President or Vice President will preside over the General Meeting. If the voting is conducted secret ballot, the votes shall be counted openly during the meeting in the presence of the Presiding Officer/s and Members. A vote by the majority of the delegates with voting rights is needed for approval of matter/s to be decided upon.
- The declaration of the result of the voting by the Presiding Officer during the meetings shall be conclusive. The result of the vote shall be recorded in the minutes of the meeting.
- At least 25% of the total voting membership or fifteen (15) 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.
- 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.
BOARD OF DIRECTORS
- The Society shall be governed by a Board of Directors made up of one or two members from each founding member country.
- The term of office for the board of directors is 3 years and they shall hold office until their successors have been appointed
- The Board of Directors are to provide an oversight of the EXCO and they shall have final executive rights on matters relating to the constitution, direction of the association and finance (including membership fees).
MANAGEMENT AND COMMITTEE
The Society shall be managed by the Executive Committee (EXCO) whose functions are to :
- be responsible for directing the course of the according to its mission and vision
- carry out the objectives of the Society
- The administration of the Society shall be entrusted to the EXCO consisting of at least two representatives from each of the member countries.
- The EXCO Officers shall be the President, Secretary-General, Vice Secretary-General, Treasurer and Vice-Treasurer. The President, Secretary-General and Vice Secretary-General shall be from the country hosting the next Regional Scientific Meeting for Pediatric Dermatology (RSMPD). The Treasurer will always be from Singapore. The EXCO shall be supported by other sub-committees or workgroups as may be formed from time to time.
- The EXCO and its Officers shall serve for a term of three (3) years or up to the completion of the Regional Scientific Meeting of Pediatric Dermatology (RSMPD) that they are currently hosting.
SELECTION OF THE EXCO SHALL BE :
- selected from the country hosting the following RSMPD. This will be selected internally within the country and presented to the other EXCO members of the incumbent EXCO.
- Nominations and the curriculum vitae (CV) of the nominees shall be submitted to the incumbent EXCO.
- The new EXCO will be presented to all members at the end of each RSMPD.
- The Society shall hold the EXCO Business Meeting at least once a year. On the year that the Regional Scientific Meeting for Pediatric Dermatology (RSMPD) is held, the meeting will take place at the RSMPD. On other years, a suitable time and place for the Council Meeting will be selected by the President.
- The notice shall specify the date, time, venue and agenda of the meeting.
- The EXCO members may attend the meeting on a remote basis through the use of audio-visual electronic communication facility which enables all the EXCO members participating in the meeting to communicate concurrently with each other without any intermediary and to participate effectively in the meeting. Remote attendance of this meeting shall constitute towards the quorum count.
- Notice of all EXCO Business Meetings with any Agenda attached thereto, shall be sent to each Committee Member at least seven clear days before the date of the meeting.
- The quorum of the EXCO Business Meeting shall be half the number of members. In the event of there being no quorum, the meeting shall be cancelled or postponed.
DUTIES OF OFFICE‑BEARERS
- The President shall chair all General and EXCO meetings. He shall also represent the Society in its dealings with outside parties.
- The Vice‑President shall assist the President in the discharge of his/her duties and deputise for him/her in his/her absence. The Vice President will succeed the President in the event of his/her resignation, removal or death.
- The Secretary-General shall keep all records, except financial, of the Society and shall be responsible for their correctness. He/she will call for meetings as directed by the President and keep minutes of all General and Council meetings. He/she shall maintain an up‑to‑date Register of Members at all times. He/she shall oversee the Society Secretariat. He/she will submit an annual report of the Society’s activities to the EXCO. The Assistant Secretary-General will assist the Secretary-General in his/her duties.
- The Treasurer shall be a member from Singapore. He/she will 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/she shall submit a detailed financial report annually to the EXCO. He/she shall submit detailed financial report for an external audit and to the Registry of Societies (Singapore). Cash and money will be deposited in a bank to be named by the EXCO.
- Ordinary Committee Members shall assist in the general administration of the Society and perform duties assigned by the Committee from time to time.
AUDIT AND FINANCIAL YEAR
- The accounts of the Society shall be audited by a firm of Public Accountants and Chartered Accountants if the gross income or expenditure of the Society exceeds $500,000 in that financial year, in accordance with Section 4 of the Societies Regulations.
- The financial year shall be from 1st January till 31st December every year.
- Gambling of any kind, excluding the promotion or conduct of a private lottery which has been permitted under the Private Lotteries Act Cap 250, 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.
- The funds of the Society shall not be used to pay the fines of members who have been convicted in court of law.
- 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.
- The Society shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
- The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society or its office‑bearers, Council or members unless with the prior approval of the relevant authorities.
- The Society shall not raise funds from the public for whatever purposes without the prior approval in writing of the Assistant Director Operations, Licensing Division, Singapore Police Force and other relevant authorities.
AMENDMENTS TO CONSTITUTION
- The Society shall not amend its Constitution without the prior approval in writing of the Registrar of Societies. No alteration or addition/deletion to this Constitution shall be passed except at any regular or special meeting and with the consent of two-thirds (2/3) of the EXCO.
- Advanced notice of the proposed amendments shall be received by the EXCO members at least one (1) month prior to the actual voting.
In the event of any question or matter pertaining to day-to-day administration which is not expressly provided for in this Constitution, the EXCO shall have power to use their own discretion. The decision of the EXCO shall be final unless it is reversed at a General Meeting of members.
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 members fail to resolve the matter, they may bring the matter to a court of law for settlement.
- The Society shall not be dissolved, except with the consent of not less than two-thirds (2/3) of the total voting membership of the Society at a General Meeting convened for the purpose.
- 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.
- A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.