SCF Constitution

SINGAPORE CYCLING FEDERATION
RULES OF THE CONSTITUTION

CONTENTS

RULE HEADING

1. NAME

2. PLACE OF BUSINESS AND MEETINGS; NOTICES; WEBSITE
(a) Place of Business
(b) Place of Meetings
(c) Notices
(d) Website

3. OBJECTS
(a) Cycling
(b) Cyclists
(c) Bicycle Racing
(d) Representatives
(e) Prizes etc.
(f) Disputes
(g) Promotion and Funding
(h) Affiliations
(i) Competitions
(j) Cycle Titles
(k) Misc.

4. MEMBERSHIP
(a) Types of Membership
(i) Individual Members
(ii) Ordinary Members and Club Members
(1) Ordinary Member
(2) Club Member
(3) Club Representative
(iii) Automatic Members
(iv) Associate Members
(v) Honorary Members

(b) Membership Subscription Procedure
(i) Individual Member
(ii) Ordinary Member and Club Member

(c) Annual Subscription Fee

(d) Term and Termination
(i) Individual Members, Club Members and Ordinary Members
(1) Term
(2) Expiry
(3) Voluntary Termination – Individual Member
(4) Voluntary Termination – Ordinary Member
(5) Voluntary Termination –
Club Member
(ii) Automatic Members
(iii) Associate and Honorary Members

(e) Control of Membership
(i) New Applications
(ii) Cancellation of Existing Members
(iii) Appeals

5. RIGHTS OF MEMBERS
(a) Right to Vote
(i) Ordinary Members
(ii) Other Members
(b) Right to Stand for Office
(c) Other Rights

6. ORGANISATION AND MANAGEMENT
(a) Management Committee
(b) Vice Presidents
(c) Election and Term
(d) Maximum Term
(i) Management Committee Members
(ii) President
(iii) Hon. Treasurer and Asst. Hon Treasurer.
(iv) Longer Term
(v) Representation in Affiliates
(e) Resignation and Vacancy
(f) Key Positions and Staff

7. FUNCTIONS OF THE MANAGEMENT COMMITTEE
(a) Objects and Bye-Laws
(b) Interpretation
(c) Questions Not In Rules
(d) Fill Vacancy
(e) Special or Sub-Committee
(f) Unauthorised Races
(g) Disputes
(h) Disciplinary Actions
(i) Daily Activities
(j) Decisions
(k) Use of Funds

8. RESPONSIBILITIES OF MAIN COMMITTEE MEMBERS
(a) President
(b) Vice President
(c) Hon. Secretary
(d) Asst. Hon Secretary
(e) Hon. Treasurer
(f) Asst. Hon. Treasurer

9. DISPUTE AND DISCIPLINARY COMMITTEE
(a) Referral of Disputes and Complaints
(b) D&D Committee
(c) D&D Proceedings

10. MEETINGS
(a) Annual General Meeting
(b) Biennial General Meeting
(c) Extraordinary General Meeting
(d) Management Committee Meeting
(e) Notice of Meeting

11. QUORUM
(a) General Meetings
(1) Quorum
(2) Absent Member
(3) No Quorum
(b) Management Committee Meetings
(1) Quorum
(2) Absent Member
(3) No Quorum

12. ELECTION AND VOTING AT MEETINGS
(a) General Meetings
(i) Eligibility to Vote
(ii) Method of Voting
(iii) Election of Management Committee
(iv) Nomination of Management Committee
(b) Management Committee Meetings
(i) Eligibility to Vote
(ii) Method of Voting
(iii) Conflict of Interest
(iv) Unanimous Vote
(v) Majority Vote

13. NATIONAL ATHLETE SELECTION
(a) Athlete Selection Committee
(b) Selection Process
(c) Appeals Committee
(d) No Personal or other Interests

14. PATRON AND ADVISERS

15. FINANCE, ACCOUNTS AND REPORTS
(a) Financial Year
(b) Audited Accounts, Annual Report and Other Reports
(i) Audited Accounts
(ii) Annual Report
(iii) Distribution
(iv) Management Report
(c) Bank Account
(d) Request for Funds
(e) Accounting Records
(f) Auditor and Audit Committee

16. TRUSTEES

17. PROHIBITIONS
(a) Gambling and Drugs
(b) Fines
(c) Trade Union
(d) Lottery
(e) Political Purposes

18. AMENDMENT TO RULES

19. INTERPRETATION

20. DISSOLUTION
(a) Consent for Dissolution
(b) Consequences of Dissolution
(c) Certificate of Dissolution

1. NAME

The Federation shall be called the “Singapore Cycling Federation” abbreviated as SCF (hereinafter referred to as the “Federation” or “SCF”).

2. PLACE OF BUSINESS AND MEETINGS; NOTICS; WEBSITE

(a) Place of Business: The place of business shall be at Blk 106 Tampines St 11 #01-339 Singapore 521106 or such other address as may subsequently be decided upon by the Management Committee and approved by the Registrar of Societies. The Federation shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.

(b) Place of Meetings: The place of meetings of the Management Committee or members thereof shall be determined by the President and the Hon. Secretary and notified to the relevant members 7 days prior to every meeting.

(c) Notices : All notices to the Federation shall be sent to such mailing address, fax number and e-mail address to be agreed to by the Management Committee by way of a majority vote of the Management Committee members.

(d) Website

(i) The Federation shall maintain a website for the purposes of providing information to its members and the public of its mission, programmes and activities.
(ii) The current website url is http://www.cycling.org.sg (hereinafter referred to as the “Website”) and the Management Committee may by way of a unanimous vote change the url of the Website.
(iii) The Hon. Secretary only and/or such other person designated by the Management Committee by way of a majority vote shall have access to maintain the website.

3. OBJECTS

The objects of the Federation are:

(a) Cycling: To encourage, promote, organize, develop and control the art and pastime of cycling in Singapore.

(b) Cyclists: To support and protect the interest of cyclists in Singapore.

(c) Bicycle Racing: To control bicycle racing and arrange bicycle race meetings in Singapore, and to give technical advice or other instructions thereon.

(d) Representatives: To select competitors to represent Singapore or the Federation.

(e) Prizes etc.: To give prizes, medals and other awards, and to obtain, collect, receive and hold funds and property by subscription, voluntary contributions, gifts or legacies or otherwise, for the objects of the Federation.

(f) Disputes : To settle any dispute that may arise between the members of the Federation and decide all doubtful and disputed points in connection with the sport and the rules and regulations thereof.

(g) Promotion and Funding: To promote and safeguard the interests of the sport, and employ, when necessary, the funds of the Federation for the purpose

(h) Affiliations: To affiliate with the Singapore Sports Council (“SSC”), Singapore National Olympic Council (“SNOC”), the International Cycling Union (Union Cycliste Internationale or “UCI”), BikeTrial International Union (“BIU”), or other international body or bodies whose objects are the same as or similar to those of the Federation.

(i) Competitions: To sponsor, support and/or participate in any national or international cycling races or competitions.

(j) Cycle Titles: To decide on the official recognition of cycling titles established in Singapore.

(k) Misc: Generally to do all such other acts or things as may be incidental to or connected with or conducive to the attainment of any of the above-mentioned objects.

The Management Committee shall determine the Mission, programmes and activities of the Federation for the period prescribed by SSC, and shall ensure that they are consistent with the abovementioned objects of the Federation.

4. MEMBERSHIP

(a) Types of Membership: There shall be 5 types of memberships as follows :-

(i) Individual Members : Individuals who have complied with the membership subscription procedure set out in Rule 6 (b)(i) below (hereinafter referred to as “Individual Members”).

(ii) Ordinary Member and Club Members :

(1) Ordinary Member : Any of the following clubs which is directly related to promoting the sport of cycling through youth development programmes, participation in competitions and/or other related programmes (hereinafter referred to as “Ordinary Members”). :-

(aa) clubs registered with the Registry of Societies; or
(bb) entities within the Singapore government or statutory boards; or
(cc) any cycling club with at least 30 valid members,

and which have complied with the membership subscription procedure set out in Rule 6 (b)(ii) below.

(2) Club Member : Each individual member of each Ordinary Member submitted to the Federation in compliance with the membership subscription procedure shall be referred to as a “Club Member”. For the avoidance of doubt, any individual may choose to apply either as an Individual Member, or as a Club Member, but not both.

(3) Club Representative : Each club wishing to become an Ordinary Member shall be represented by 2 representatives (hereinafter referred to collectively as the “Club Reps” and individually as a “Club Rep”), and shall furnish to the Federation the names of the Club Reps who shall be responsible for complying with the subscription procedure and all matters relating to the Club Members within that Ordinary Member. The Federation shall have no obligation to deal with any matters relating to any Ordinary Member and/or Club Member except through the relevant Club Reps. If there are any changes to the names of the Club Reps, either of the Club Reps or the President of the Ordinary Member shall inform the Federation in writing as soon as possible.

(iii) Automatic Members: All Management Committee members, full-time staff and national athletes representing Singapore (if so approved by the Management Committee) (hereinafter referred to as “Automatic Members”) will automatically become members of the Federation free of payment for their work and service to the Federation.

(iv) Associate Members: The Management Committee shall have the right to admit individuals, corporates or other entities who have substantially contributed to the Federation, in cash or in kind (hereinafter referred to as “Associate Members”) as members of the Federation free of payment and on a case-by-case basis by way of a majority vote of the Management Committee members.

(v) Honorary Members: The Management Committee shall have the right to admit selective individuals such as the patron of the Federation (hereinafter referred to as “Honorary Members”) as members of the Federation free of payment and on a case-by-case basis by way of a unanimous vote of the Management Committee members.

(b) Membership Subscription Procedure

(i) Individual Member : Each individual wishing to become an Individual Member shall comply with the following subscription procedure: -

(1) successfully complete and submit the prescribed membership application form to the Hon. Secretary;

(2) pay the requisite annual membership subscription fee specified in paragraph (c) below, unless otherwise exempted; and

(3) be confirmed as a valid member by the Hon. Secretary.

Applications for Individual Membership may be made at anytime during the calendar year commencing on the membership application start date notified to members and ending 31 December of the relevant year.

(ii) Ordinary Member and Club Member : Each club wishing to become an Ordinary Member shall ensure that the Club Reps comply with the following subscription procedure on behalf of the club and the individuals of the club : -

(1) provide supporting documentation to satisfy the criteria for becoming an Ordinary Member as prescribed in Rule 4(a)(ii). The Ordinary Member shall continue to satisfy the criteria prescribed in Rule 4(a)(ii) throughout the membership year. In the event the Federation receives any documentation evidencing, or it comes to the attention of the Federation, that the Ordinary Member no longer satisfies the criteria prescribed in Rule 4(a)(ii), that Ordinary Member shall cease to be an Ordinary Member at the end of that relevant membership year and the Club Members of that club shall also cease to be a Club Member under that club at the end of that relevant membership year;

(2) successfully complete and submit the prescribed membership application forms for application for both the Ordinary Member and the Club Members to the Hon. Secretary;

(3) pay the requisite annual membership subscription fee specified in paragraph (c) below, unless otherwise exempted; and

(4) the Ordinary Member and each Club Member must be confirmed as valid members by the Hon. Secretary.

Applications for Ordinary Membership may be made at anytime during the calendar year commencing on the membership application start date notified to members and ending 31 December of the relevant year.

Applications for Club Membership may be made at anytime on or after the Ordinary Member to which he / she is a member has applied for Ordinary Membership, provided that it is confirmed as an Ordinary Member.

(c) Annual Subscription Fee

Annual subscription fees shall be paid by all Individual Members, Ordinary Members and/or Club Members. The fee structure and fee amount payable by each member shall be decided by the Management Committee by way of a majority vote of the Management Committee members and taking into account the current circumstances. For the avoidance of doubt, the Federation shall have the right to adjust the subscription fees to take into account subscription to its affiliates and associates.

(d) Term and Termination : The term and termination of each membership is as follows :-

(i) Individual Members, Club Members and Ordinary Members:

(1) Term : The term of membership of Individual Members, Club Members and Ordinary Members shall be from and including 1 January of each calendar year or the date of acceptance of membership application, whichever is the later, up to and including 31 December of each year.

(2) Expiry : The membership of each Individual Member, Club Member and Ordinary Member shall automatically expire on 31 December and he/she/it will have to comply with the subscription procedure for the following year.

(3) Voluntary Termination – Individual Member : Any Individual Member may terminate his/her membership by giving written notice to the Hon. Secretary of his/her intention to do so, subject to the payment of arrears and other dues, and he/she shall not be entitled to any refund of subscription fees paid for the remainder of the membership term.

(4) Voluntary Termination – Ordinary Member : Any Ordinary Member may terminate its membership by any of the Club Reps giving written notice to the Hon. Sec the relevant Club Rep of its intention to do so, subject to the payment of arrears and other dues from that Ordinary Member and its Club Members, and it shall not be entitled to any refund of subscription fees paid for the remainder of the membership term by that Ordinary Member or any of its Club Members.

(5) Voluntary Termination – Club Member : Any Club Member may terminate his/her membership by giving written notice to the relevant Club Rep of his/her intention to do so, who shall in turn give written notice of the same to the Hon. Secretary, subject to the payment of arrears and other dues, and he/she shall not be entitled to any refund of subscription fees paid for the remainder of the membership term.

(ii) Automatic Members: The term of membership of all Automatic Members shall be from such date he/she becomes a member of the Management Committee or commences employment or is designated a member of the National Team, as the case may be, and shall end on such date he/she ceases to be such a member of the Management Committee or ceases to be employed or ceases to be part of the National Team, as the case may be.

(iii) Associate and Honorary Members: The term of membership of all Associate Members and Honorary Members shall be determined by the Management Committee by way of a majority vote of the Management Committee members.

(e) Control of Membership

(i) New Applications : The Management Committee shall use reasonable endeavours to process all membership applications within 3 months of receipt of such application. The Management Committee shall accept the applications which have complied with the membership subscription procedures set out in this Rule 4 and shall have the right to reject applications based on defensible reasons with supporting documentation.

(ii) Cancellation of Existing Members: The Management Committee shall have the right to cancel the membership of any member based on defensible reasons with supporting documentation.

(iii) Appeals : Any prospective member or existing Member wishing to appeal against the decision of the Management Committee made pursuant to this Rule 4(e) may comply with the procedures set out in Rule 9.

5. RIGHTS OF MEMBERS

(a) Appeals : Any prospective member or existing Member wishing to appeal against the decision of the Management Committee made pursuant to this Rule 4(e) may comply with the procedures set out in Rule 9.

(i) Ordinary Members : Each Ordinary Member shall be eligible to vote at all General Meetings, provided that it has been an Ordinary Member for at least 3 months as at the date of the relevant meeting. Each Ordinary Member shall be entitled to be represented at any General Meeting by its two Club Reps. The Club Reps shall be entitled to attend and vote at all General Meetings of the Federation. Each Club Rep shall be entitled to one vote each and two votes in total for both Club Reps per Ordinary Member.

(ii) Other Members : All Individual Members, Club Members, Automatic Members, Associate Members and Honorary Members are entitled to attend all General Meetings as observers, but they shall not be entitled to vote unless they are attending as a Club Rep representing an Ordinary Member.

(b) Right to Stand for Office : Each member who is an individual shall be eligible to stand for office at the relevant meeting, provided that that member :-

(i) is 21 years and above as at 31 December of the relevant year;

(ii) has a good track record in the cycling fraternity in Singapore; and

(iii) does not and shall not hold any salaried positions within the Federation nor receive any compensation for his / her role as an office holder.

(c) Other Rights: All members of the Federation shall be entitled to the following rights: -

(i) The right to compete and participate in local and international races in Singapore organized by the Federation and overseas international races organized by other organizations where a membership of the Federation is required, provided that non members of the Federation may compete and participate in the same upon the payment of higher race fees of an amount to be decided by the Management Committee by way of majority vote of the Management Committee members.

(ii) Such other rights and benefits to be notified to the relevant member by postings on the Website or such other means as the Management Committee shall decide by way of majority vote of the Management Committee members.

6. ORGANISATION AND MANAGEMENT
The majority of the Management Committee should ideally be Singaporeans and preferably, the Committee member should not be an immediate family member related by blood or marriage to any other Committee member. (In any event, not more than half of the Committee shall be family members related by blood or marriage.)

(a) Management Committee: The Management of the Federation shall be fully vested in the Management Committee comprising members holding the following key positions: -
(i) The President;
(ii) The Honorary Secretary (“Hon. Secretary”);
(iii) The Assistant Honorary Secretary (“Asst. Hon. Secretary”);
(iv) The Honorary Treasurer (“Hon. Treasurer”);
(v) The Assistant Honorary Treasurer (“Asst. Hon. Treasurer”); and
(vi) Six Vice Presidents for the then current biking disciplines of the Federation,

(the aforesaid members shall hereinafter be referred to as the “Main Committee”), and such additional number of Committee Members to be agreed by the aforesaid Management Committee members by way of a majority vote of the Management Committee members.

(b) Vice Presidents: Currently, the designations for Vice Presidents (in alphabetical order) are as follows: -
(i) Vice President – B.M.X;
(ii) Vice President – BikeTrial;
(iii) Vice President – Leisure;
(iv) Vice President – Mountain Bike;
(v) Vice President – Road; and
(vi) Vice President – Safety and Education.

(c) Election and Term : Members of the Management Committee shall be elected at every biennial Annual General Meeting and shall hold office until the next biennial Annual General Meeting, when they shall retire, but shall be eligible for re-election in accordance with paragraph (d) below. No member of the SCF Management Committee shall be appointed by any government or public authority.

(d) Maximum Term

(i) Management Committee Members : Subject to paragraphs (ii), (iii) and (iv) below, each individual may serve an accumulative tenure of 8 years as a Management Committee member.

(ii) President : Subject to paragraph (iv) below, each individual may serve an accumulative tenure of 8 years as the President, regardless of the number of years served as a member of the Management Committee other than as President.

(iii) Hon. Treasurer and Asst. Hon Treasurer : Each individual may serve an accumulative tenure of 4 years as Hon. Treasurer or the Asst. Hon. Treasurer.

(iv) Longer Term : Each Management Committee member may serve for a period longer than the maximum term prescribed in the preceding paragraphs only in the following events :-

(1) there are no other candidates available to fill the vacancy of any of the Management Committee portfolios; or

(2) where there are other candidates, 2/3 majority voted in favour for the outgoing Management Committee member’s continued service as a Management Committee member.

(v) Representation in Affiliates : The Management Committee may co-opt Management Committee members who have reached the maximum accumulative tenure for the purpose of representation in any of the affiliates of the Federation.

(e) Resignation and Vacancy

(i) Any member of the Main Committee wishing to resign prior to the expiry of his/her term shall send a notice of his/her intention to the Hon. Secretary and shall assist the Management Committee in searching for and handing over his/her responsibilities to another suitable replacement candidate acceptable to the members of the Management Committee.

(ii) In the event a suitable candidate is not available to fill the vacancy before the expiry, such member shall continue to hold office until the next Annual General Meeting unless any Management Committee member other than the Main Committee members or any other member acceptable to the Management Committee accepts the replacement position until the next Annual General Meeting and the Management Committee agrees by way of unanimous vote to his/her appointment.

(iii) Any Management Committee member other than a Main Committee member wishing to resign prior to the expiry of his/her term shall send a notice of his/her intention to the Hon. Secretary. He/she shall cease to be a Management Committee member on the date specified in the aforesaid notice.

(iv) Any change in the Management Committee shall be notified to the Registrar of Societies and the Commissioner of Charities within two weeks of the change.

(f) Key Positions and Staff

(i) The Management Committee may by way of a unanimous vote of the Management Committee members recruit any person to be its Chief Executive Officer, General Manager, Technical Director, or such other key or other staff on a full time or on a part time basis, or any entity with the relevant qualification and ability, to manage the operations of the Federation. The Management Committee will make such recommendations to SSC as part of its annual funding/budgetary requirements prior to recruiting such persons or entity(ies).

(ii) For key executives eg. the Chief Executive Officer, the Federation and SSC shall jointly recruit such key staff through joint interviews and evaluation, and the appointment of such key staff will be subject to SSC’s approval, which will not be unreasonably withheld.

(iii) The appointment, remuneration, key performance indicators and terms of employment of such staff shall be determined by the Management Committee and approved by SSC.

(iv) The Management Committee shall formulate policies and procedures to help assess, screen, supervise and train volunteer appointees including procuring appropriate HR provisions for its staff, officials and volunteers, e.g. insurance coverage. Such decisions will be documented in the meeting minutes of the Management Committee.

7. FUNCTIONS OF THE MANAGEMENT COMMITTEE
The Management Committee shall have the following functions:

(a) Objects and Bye-Laws: To carry out the objects of the Federation as set out in Rule 3, and to make, maintain and publish all regulations and bye-laws in connection therewith.

(b) Interpretation: To act as the sole authority for the interpretation of these Rules and the decision of the Management Committee thereon shall be final and binding on all members.

(c) Questions Not In Rules: To decide on any question which may arise and which may not be covered by these Rules, and such decision shall be binding on all members.

(d) Fill Vacancy: To fill up vacancies occurring during its tenure of office.

(e) Special or Sub-Committee: To appoint any Special Committees and/or Sub-Committees, which may, during its tenure of office, be deemed necessary.

(f) Unauthorised Races: To prohibit the holding of unauthorised Singapore Cycling Championships and/or races.

(g) Disputes: To decide on any doubtful and disputed points in connection with Championships, Competitions, Contests or friendly races in accordance with the provisions of Rule 9.

(h) Disciplinary Actions: To prohibit any act or practice of any member which in the opinion of the Dispute and Disciplinary Committee appointed pursuant to Rule 11 is detrimental to the interests of the sport, and to refer such matter to the Dispute and Disciplinary Committee for it to deal with any such member who disregards such prohibitions in such manner as the Dispute and Disciplinary Committee may think proper.

(i) Daily Activities: To organise and supervise the daily activities of the Association.

(j) Decisions: To make decisions on matters affecting the running of the Association in the best interest of the Federation and its members, and not to act contrary to any expressed resolutions approved and adopted at any General Meeting.

(k) Use of Funds: To authorize the expenditure of the funds of the Federation in accordance with the approved budget and within authorization limits prescribed by SSC and/or the general meeting (if any), from the funds of the Federation (including, without limitation, SSC funds and sponsorship funds), for the Federation’s purposes.

8. RESPONSIBILITIES OF MAIN COMMITTEE MEMBERS

(a) President: The President shall:

(i) Preside at all Management Committee meetings, General Meetings, Annual General Meetings and Extraordinary General Meetings, and shall have a second and casting vote.

(ii) Represent the Federation in dealings with outside persons or bodies, and when attending functions or to other associations.

(iii) Decide and act on emergency matters without referring the emergency matter to the Management Committee.

In the President’s absence, the Hon. Treasurer or Hon. Secretary, or any Committee Member appointed by the President, shall perform the duties of the President.

(b) Vice President: Each of the Vice Presidents will be responsible for managing activities for their respective biking disciplines including without limitation and where relevant or applicable: -

(i) Arranging for the finance and fundraising for such activities including liaising with the Hon. Secretary in respect of funding requirements and obtaining sponsorship;

(ii) Arranging for the coaching, training and selection of bikers to represent the Federation and/or Singapore in overseas races in accordance with Rule 13;

(iii) Organizing competitions; and

(iv) Responsible for Federation equipment used for such events and for membership and race registration for such events.

(c) Hon. Secretary: The Hon. Secretary shall:

(i) Record the proceedings at each meeting and submit the same at
the next meeting.

(ii) Call meetings of the Management Committee.

(iii) Keep a file of all correspondences received and copies of all letters sent out by the Federation.

(iv) Keep and maintain a register of members and advise the Management Committee of new members and members removed from the register.

(v) Submit to the Management Committee written complaints and suggestions received from members at meetings and in the case of complaints, to refer the matter to the Dispute and Disciplinary Committee for settlement.

(vi) Report to the Management Committee all of his/her dealings and activities on behalf of the Federation.

(vii) Prepare and submit the Annual Report of the Federation after it has been passed by the Management Committee.

(viii) Carry out instructions given by the President and/or the Management Committee.

(ix) Notify all members by mail, email or website, when new rules and amendments are made relating to the Federation and/or any of its affiliate referred to in Rule 3(h) as applicable, or any amendments to these Rules.

(x) Inform the Management Committee of any member contravening Rule 4.

(xi) Keep all records of racing events and activities, as prepared by the relevant Vice Presidents.

(d) Asst. Hon Secretary: The Asst. Hon. Secretary shall:-

(i) Assist the Hon. Secretary in any manner as directed by the Management Committee.

(ii) Perform the duties of the Hon. Secretary in the latter’s absence.

(e) Hon. Treasurer: The Hon. Treasurer shall:-

(i) Advise Management Committee members on all matters connected with the finance of the Federation.

(ii) Prepare all cheques drawn against the funds of the Federation in accordance with Rule 15.

(iii) Receive all monies collected and issue receipts thereto and deposit the same in the Bank Account specified in Rule 15.

(iv) Keep an account of income and expenditure of the Federation.

(v) Submit a report of accounts to the Management Committee at each meeting.

(vi) Keep a Petty Cash account not exceeding S$1000.00.

(vii) Keep a list of all equipment belonging to the Federation and record particulars of any article lost or damaged.

(f) Asst. Hon. Treasurer: The Asst. Honorary Treasurer shall :-
(i) Assist the Hon. Treasurer in a manner as directed by the Management Committee.

(ii) Perform the duties of the Hon. Treasurer in the latter’s absence.

9. DISPUTE AND DISCPLINARY COMMITTEE

(a) Referral of Disputes and Complaints : In the event of any dispute between any members or any member and non-member (the “Disputing Parties”) or any matter of complaint concerning any member (the “Complaint Subject”) in any matter relating to the Federation or which the Federation has the power and capacity to decide on and which requires further investigation and disciplinary action, the Vice President concerned, or if there is none, the President and/or the Secretary shall meet with the Complaint Subject or the Disputing Parties, as the case may be, to discuss the subject matter immediately to reach an amicable solution. Any proposed solution reached shall be referred to the Dispute and Disciplinary Committee referred to in paragraph (b) below.

(b) D&D Committee : Upon the referral of any dispute or complaint in accordance with paragraph (a) above, a committee comprising the following persons (hereinafter referred to as the “Dispute and Disciplinary Committee” or “D&D Committee”) shall be formed to settle the dispute or complaint :-

(i) all members of the Main Committee,

(ii) a representative from an independent body;

(iii) a representative from SSC (if available) or the relevant related affiliate (if any),

provided that in the event any of the above members are the Disputing Party or a Complaint Subject or has any direct interest in the subject matter, he/she shall not form part of the D&D Committee.

(c) D&D Proceedings

The D&D Committee shall as soon as practicable commence dispute and disciplinary proceedings as follows :-

(i) The Disputing Parties or Complaint Subject, as the case may be, and any other parties involved in the dispute or subject matter, shall be given a reasonable opportunity to explain the circumstances surrounding the dispute or his/her actions, as the case may be.

(ii) The D&D Committee shall, acting in the best interest of the Federation, decide on the best course of action to take. All decisions by the D&D Committee shall be reached by a unanimous vote of the D&D Committee and shall be binding on all parties involved. In the event a unanimous vote cannot be reached, the parties shall refer the matter to SSC for resolution. In the event a solution is not offered by SSC, a majority vote by the D&D Committee shall suffice and shall be binding on all parties involved.

(iii) In the event of any non-compliance by the Disputing Parties or the Complaint Subject of the decisions of the D&D Committee, such non-complying parties shall cease with immediate effect to be a member, shall be personally responsible for his/her actions, and shall indemnify the Federation for any actions taken against the Federation and any of the Management Committee and staff as a result of his/her actions.

(iv) Any Disputing Party or Complaint Subject or third party wishing to appeal may do so to SSC, subject to SSC’s written consent.

10. MEETINGS

(a) Annual General Meeting.
An Annual General Meeting of the Federation shall be held each year within the first half of each new financial year of the Federation, at such time and place as the Management Committee shall determine. The business of the Annual General Meeting shall be as follows: -

(i) To confirm the Minutes of the previous General Meeting.

(ii) To receive from the Management Committee and, if approved, to adopt the Annual Report and Audited Accounts for the preceding financial year.

(iii) To transact any other business of which at least 14 days’ notice in writing shall have been given to the Hon. Secretary and the notice requirements to members in paragraph (e) below are complied with.
(iv) To transact any other business as the Management Committee deems necessary.

(b) Biennial General Meeting.
On each biennial Annual General Meeting, the business of that General Meeting shall include the election of members of the Management Committee in accordance with Rule 12.

(c) Extraordinary General Meeting.
An Extraordinary General Meeting shall be called by the President or upon his /her receiving a signed requisition of not less than 3/5 of the total number of members who are Ordinary Members stating the business of the meeting. No Extraordinary General Meeting shall be convened for the same purpose within the following 6 months.

(d) Management Committee Meeting.
The Management Committee shall meet at least once in 3 months. Any member absenting himself / herself for two consecutive meetings without giving satisfactory reasons in writing to the Hon. Secretary shall ipso facto cease to be a member thereof unless the Management Committee otherwise decides.

(e) Notice Of Meeting.
(i) For any Annual General Meeting or Extraordinary General Meeting (each hereinafter referred to as a “General Meeting”), at least 14 days’ notice shall be given.
(ii) For a Management Committee Meeting, at least 7 day’s notice shall be given.
(iii) Each notice shall state the time and place of meeting and contain the business or agenda for the meeting.
(iv) The Management Committee shall have the right to send notices by way of postings on the Website or by way of e-mail, and members shall provide such e-mail address for this purpose. In the event any member does not have an e-mail address, notices may be sent by post.

11. QUORUM

(a) General Meetings

(i) Quorum : The quorum for any General Meeting shall be not less than ten (10) full voting members of the Federation.
(ii) Absent Member : If any Club Rep is not able to physically attend the meeting for any valid reason, he/she may appoint a proxy to attend and vote on his / her behalf by sending in the requisite proxy form to the Hon. Secretary no later than 7 days prior to the meeting.

(iii) No Quorum : In the event of there being no quorum at any General Meeting, the Chairman shall adjourn the meeting for half an hour, after which time the members present, whatever the number, shall form the quorum, but they shall have no power to alter, amend or make additions to these Rules and this Constitution.

(b) Management Committee Meetings.

(i) Quorum : The Quorum for a Management Committee meeting shall be not less than 6 Management Committee members, 3 of which shall be the relevant Vice President concerned and any 2 of the following: –
(1) President;
(2) Hon. Secretary; and
(3) Hon. Treasurer.

(ii) Absent Member : If a Management Committee member is not able to physically attend the meeting for any valid reason, he/she may do any of the following :-

(1) call in in person to vote on matters; or
(2) write in in person to vote on matters, by written notice or by way of email; or
(3) appoint a proxy to attend and vote on his or her behalf;

and he/she shall do the above on or by the time the matter is called for a vote.

(iii) No Quorum : In the event of there being no quorum at a Management Committee Meeting, the Chairman shall postpone the meeting until such time a proper quorum is formed.

12. ELECTION AND VOTING AT MEETNGS

(a) General Meetings

(i) Eligibility to Vote: The eligibility to attend, to vote at and to stand for office at General Meetings is provided for in Rule 5. Each Ordinary Member present shall be entitled to two votes through its Club Reps at all General Meetings. In the event of an equality of votes, the Chairman shall have a second and casting vote.

(ii) Method of Voting: Voting at all Annual General Meetings and Extraordinary General Meetings shall be by way of secret ballot, and not a show of hands. Voting other than by way of secret ballot shall be taken provided that consent of at least 3/5 of the total number of voting members present is obtained.

(iii) Election of Management Committee

(1) Election of the Management Committee members shall be held biennially at the Annual General Meeting, unless otherwise provided herein.

(2) The outgoing Management Committee shall be dissolved before the start of fresh elections.

(3) The outgoing President will be responsible for overseeing the election process unless he/she is seeking re-election, in which case the next most senior outgoing key appointment holder will take the chair as determined by the outgoing Management Committee.

(4) Once elected, the new President will then oversee the election process.

(iv) Nomination of Management Committee

(1) Nominations for members of the Management Committee shall be submitted to the Hon. Secretary at least 7 days prior to date of the General Meeting.

(2) Nominees must declare to the Hon. Secretary by stating in their nomination forms, any personal or business interests related to the sport of cycling and/or the Federation, and in particular, any issues which may raise concerns of partiality or pose any conflict of interest situation. This material information must be made known to voters before the election, and the Federation shall post this information on the Website and/or otherwise send the information to the voters prior to the General Meeting.

(3) If no nominations are lodged, the election may be open to the members present at the General Meeting provided that any nominations made on the date of the General Meeting shall be accepted by a majority vote of the outgoing Management Committee members present at the General Meeting.

(4) Alternatively, if the Management Committee in its absolute discretion determines, the General Meeting may be postponed for 14 days and nomination closed 3 days before the rescheduled General Meeting.

(5) Any nomination shall be accepted only with the consent of the nominee to stand for election and if it is duly proposed and seconded.

(6) Any nomination of an absent number shall be accepted only with the prior written consent of the nominee.

(7) The party being nominated must abstain from voting for the position for which he has been proposed.

(b) Management Committee Meetings

(i) Eligibility to Vote: Subject to paragraph (iii) below, each Management Committee member who is a Main Committee member shall be entitled to one vote at all Management Committee meetings. Management Committee members who are not Main Committee members may attend and participate in Management Committee meetings but shall have no voting rights.

(ii) Method of Voting: All decisions at Management Committee meetings shall be made by way of majority vote of all present and entitled to vote, unless a unanimous vote is specified otherwise. Voting shall be by way of a show of hands. Voting other than by way of a show of hands shall be taken provided that the consent of more than half of the voting members present be obtained.

(iii) Conflict of Interest

(1) The Management Committee shall formulate a “Conflict of Interest” policy specifying the types of business conduct or transactions that may raise concerns of partiality, and provide clear procedures for disclosure of actual or potential conflict/s, including the review of such business conduct or transactions by the Dispute and Disciplinary Committee in accordance with the provisions of Rule 9 if necessary.

(2) All Management Committee members must declare all business, commercial and/or personal interests that may directly relate to the sport of cycling or the management of the Federation. This will be recorded by the Hon. Secretary at the first Management Committee meeting, and subsequent meetings as and when such situations arise. A Management Committee member shall abstain from any evaluation or decision-making if the issues are directly related to his/her declared interests. In such matters, the discussion and evaluation of the Management Committee leading to the final decision shall be documented by the Hon. Secretary.

(3) If a Management Committee member is found to have not expressly declared an instance of conflict, those decisions where he/she had actively participated in may be voided by the Management Committee, and he/she may face disciplinary action in accordance with the provisions of Rule 9.

(iv) Unanimous Vote: All references to “a unanimous vote” shall be to the votes of all the Management Committee members present at the meeting and entitled to vote.
(v) Majority Vote: All references to “a majority vote“ shall be to more than half the number of Management Committee members present at the meeting and entitled to vote. In the event of an equality of votes, the Chairman shall have a second and casting vote.

13. NATIONAL ATHLETE SELECTION

(a) Athlete Selection Committee : The Management Committee shall form an athlete selection committee comprising persons who are proficient and competent to make decisions relating to athlete selection (the “Athlete Selection Committee” or “ASC”).

(b) Selection Process : Before initiating selection, the ASC will formulate an objective selection process, including but not limited to the selection criteria, communication methods and selection trials. This selection process will be endorsed by the Management Committee and approved by SSC before being announced publicly before the selection trials.

(c) Appeals Committee

(i) The Management Committee will form an independent appeals committee responsible to deliberate fair queries and appeals/ protests lodged by athletes (the “Athlete Appeals Committee” or “AAC”). The AAC will comprise individuals not involved in the original athlete selection committee, with the following composition :
(1) a coach (if any);
(2) a Management Committee member selected by the Management Committee by way of majority vote;
(3) a representative from an independent body;
(4) a representative from SSC; and
(5) a representative from SNOC (if participation is for multi-sports Major Games).

(ii) The AAC will formulate a set of criteria to pre-qualify appeals. From the outset, the AAC will assess if the established selection process was implemented fully and properly.

(iii) The AAC will deliberate fair appeals from non-selected athletes as well as athletes injured during selection trials, and submit its findings and recommendations concurrently to the Management Committee, SSC and SNOC.

(d) No Personal or other Interests : Members of the ASC and/or the AAC must declare any personal interest, e.g. relation to an athlete. In such instance, that member will abstain from involvement when the particular athlete is being assessed. The Management Committee will endeavour to disclose any material matter, e.g. selection of coaches, venue providers, equipment suppliers, etc. where there may be potential conflict of interest. In the event of any dispute, any complaint shall be settled in accordance with Rule 9.

14. PATRON AND ADVISERS

With the consent and acceptance of the persons concerned, the Management Committee shall elect, at a Management Committee meeting, Patrons, in most cases prominent public figures, who are keenly interested in the sport and who are willing to assist the Federation in the promotion of the interest of the sport and the Federation. Advisors will also be appointed, if necessary.

15. FINANCE, ACCOUNTS AND REPORTS

(a) Financial Year: The Financial Year of the Federation shall be from 1st April to 31st March.

(b) Audited Accounts, Annual Report and Other Reports

(i) Audited Accounts : A Statement of Accounts for the year duly audited by the auditor appointed in accordance with Rule 15 (f) (the “Audited Accounts”) shall be submitted by the Hon. Treasurer, or, in his absence, by the Asst. Hon. Treasurer, at the Annual General Meeting. The Audited Accounts shall be signed by the President, the Hon. Treasurer and the appointed auditor.

(ii) Annual Report : An Annual Report for the year shall be submitted at the Annual General Meeting and shall include the following items :-

(1) Performance for the year (e.g. medals won in major games, other competitive achievements, number of participants, ranking, etc);

(2) Progress of elite and developmental programmes;

(3) Financial reports;

(4) Comments on adequacy of internal controls (if any); and

(5) Disclosure of material information by the Management Committee members.

The Annual Report shall be signed by the President, the Hon. Secretary and the Hon. Treasurer.

(iii) Distribution : The Annual Report and a Audited Accounts shall be made available to each member by any appropriate means decided by the Management Committee, at least 14 days before the Annual General Meeting. A copy of the final audit report, the Audited Accounts and the Annual Report must be submitted to SSC for approval prior to the Annual General Meeting.

(iv) Management Report : The Management Committee shall record its performance/achievement review based on a six-month period, present the review at a Management Committee meeting and make such report available to SSC upon request.

(c) Bank Account

(i) Bank Account : An account shall be or is opened in the name of the Federation with a local bank approved by the Management Committee (the “Bank Account”).

(ii) Deposits : All monies and funds received shall be duly deposited in the Bank Account (including without limitation, all income for the current financial year).

(iii) Withdrawals and Cheques : All authorizations for the withdrawal of monies from the Bank Account shall be in accordance with the approved budget and within authorization limits prescribed by SSC and/or the Management Committee (if any). Any cheques prepared must be signed jointly by any two of the following:
(1) President;
(2) Hon. Treasurer; or
(3) Hon. Secretary.

(d) Request for Funds: All requests for funds (including but not limited to grants from SSC) shall be submitted by the Management Committee member concerned to the Hon. Treasurer within a reasonable period of time prior to the required use of such funds. SSC funds shall be allocated in accordance with the annual budget requirements approved by SSC, and any additional funds shall be allocated in such manner as the Management Committee deems fit, by way of a majority vote of the Management Committee members.

(e) Accounting Records: The Hon. Treasurer will keep records of all monies collected for specific purposes (e.g. grants, donations, races or events), and ensure that the appropriate amounts are disbursed for its intended use as directed by the Management Committee. The Management Committee may recruit a full-time or part-time accounting staff to assist and report to the Hon. Treasurer. Alternatively, the Management Committee may appoint an external accounting firm to maintain the accounts.

(f) Auditor and Audit Committee

(i) The Management Committee shall appoint a certified auditor or an external audit firm by way of a unanimous vote of the Management Committee members to carry out an annual audit of its accounts as well as internal control systems.

(ii) The Management Committee may appoint an Audit Committee, whose primary responsibility is to ensure cost effectiveness, independence and objectivity of the appointed external auditors. Additionally, the Audit Committee will review the effectiveness of the Federation’s internal and financial control systems annually.

(iii) Additionally, the Audit Committee will review the effectiveness of the Federation’s internal and financial control system annually. The External Auditors shall be changed at least once in every (5) years.

16. TRUSTEES
If the Federation at any time acquires any immovable property, such property shall be vested in Trustees subject to a Declaration of Trust. Any Trustee may at any time resign his/her Trusteeship. If a Trustee dies or becomes a lunatic or of unsound mind or moves permanently or is absent from the Republic of Singapore for a period of one year, he/she shall be deemed to have resigned his/her Trusteeship. Vacancies in the Trusteeship may be filled at an Annual General Meeting, but the number shall not be greater than five or less than two. Notice of any proposal to remove a Trustee from his/her Trusteeship or to appoint a new Trustee to fill a vacancy, must be given to members at least 14 days before the meeting at which the proposal is to be discussed. The result of such meeting shall then be notified to the Registrar of Societies and the Commissioner of Charities for approval.

The address of each immovable property, name of each trustee and any subsequent change must be notified to the Registrar of Societies and the Commissioner of Charities within two weeks of the change.

17. PROHIBITIONS

(a) Gambling and Drugs: 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 Federation’s premises. The introduction of materials for gambling or drug taking and of bad characters into the premises is prohibited. Any drugs (including without limitation performance enhancing drugs) that are prohibited by the laws of Singapore or any other applicable rules e.g. UCI rules are forbidden at any event organized by the Federation.
(b) Fines: The funds of the Federation shall not be used to pay the fines of members who have been convicted in Court.

(c) Trade Union: The Federation 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.

(d) Lottery: The Federation shall not hold any lottery, whether confined to its members or not, in the name of the Federation or the Management Committee, its staff or its members unless with the prior approval of the relevant authorities.

(e) Political Purposes: The Federation shall not indulge in any political activity or allow its funds and/or promises to be used for political purposes.

The Federation 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.

18. AMMENDMENT TO RULES
The Federation shall not amend its Constitution without the prior approval in writing of the Registrar of Societies and the Commissioner of Charities. No alteration or addition/deletion to this Constitution shall be passed except at a general meeting and with the consent of two-third (2/3) of the voting members present at the General Meeting.

19. INTERPRETATION
In the event of any question or matter arising out of any point which is not expressly provided for in these Rules, the Management Committee shall have power to use its own discretion in the interpretation of such Rules.

20. DISSOLUTION
(a) Consent for Dissolution : The Federation shall not be dissolved, except with the consent of not less than 3/5 of the members of the Federation eligible to vote and for the time being resident in Singapore expressed, either in person or by proxy at a General Meeting convened for the purpose, or by postal vote.

(b) Consequences of Dissolution : In the event of the Federation being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Federation shall be fully discharged, and the remaining funds shall be distributed to other charities or Institutions of a Public Character (IPCs) approved under the Charities Act.

(c) Certificate of Dissolution : A certificate of dissolution shall be given within 7 days of the dissolution to the Register of Societies and the Commissioner of Charities.