Constitution and By-Laws

 SINGAPORE NUTRITION AND DIETETICS ASSOCIATION CONSTITUTION

NAME

  1. This association shall be known as the Singapore Nutrition and Dietetics Association, hereafter called "The Association".

 

PLACE OF BUSINESS

  1. The Association's place of business shall be at the “90 Yishun Central, Khoo Teck Phuat Hospital Singapore 768828” or such other address as may subsequently be decided upon by the Committee and approved by the Registrar of Societies.

 

OBJECTIVES

  1. The objectives of The Association are:

3.1            To protect professional interests of nutritionists and dietitians in Singapore.

3.2            To advance the practical and theoretical knowledge of nutritionists and dietitians in Singapore to provide evidence-based practice and education.

3.3            To provide professional advice on matters relating to nutrition and dietetics to the public.

3.4            To establish strategic partnerships to enable closer cooperation between dietitians, nutritionists and other stakeholders.

 

MEMBERSHIP

  1. The Association shall consist of:

□           Full Members - Accredited

□           Full Members - Non-Accredited

□           Provisional Members

□           Corporate Members

□           Honorary Members

□           Student Members

 

  1. All applications for membership shall be made online through the Association database and submitted to the Membership Approval Subcommittee.

5.1            Membership approval process will only be initiated upon receipt of membership fees and supporting documents.

5.2            Upon approval of membership, new members will be sent their membership number, allowing access to the Members’ Section of the Association’s website and the online Constitution of the Association.

  1. Membership Categories Defined

6.1            Full Members shall be:

6.1.1       Any person holding a degree, postgraduate diploma or any other recognized professional qualification in dietetics or nutrition.

6.1.2       Dietitians must have a minimum of 6 months supervised academic and/or clinical experience as part of their hospital internship or from employment by the time of application.

6.1.3       Full Members – Accredited

6.1.3.1            Full Members – Accredited are members who have obtained accreditation from the Association.

6.1.4       Full Members – Non-Accredited

6.1.4.1            Full Members – Non-Accredited are members who are Full Members at the time of implementation of this category of membership (Full Members – Non-Accredited), but were not awarded Accreditation Certificates by the Association

 

6.2            Accreditation of Full Members

6.2.1       Accredited Dietitian of Singapore (ADS) or Accredited Nutritionist of Singapore (ANS) are recognised professionals who have credible qualifications and expertise to provide expert nutrition and dietary advice to the healthy population.

6.2.1.1            ADS is equipped with additional knowledge and skills in clinical nutrition and is trained to work with various diseased populations in various settings.

6.2.2       The criteria for accreditation include:

6.2.2.1            Recognised professional qualifications in dietetics or nutrition;

6.2.2.2            Continual professional development that meets the Continuing Education scheme; and

6.2.2.3            Commitment to the Code of Professional Conduct.

6.2.2.4            Only entry level graduate Dietitian and Nutritionist Full Members with more than 12 months membership are eligible for accreditation

6.2.3       Accredited full members can use the designations Accredited Dietitian of Singapore (ADS) or Accredited Nutritionist of Singapore (ANS) after their names. Accredited member status is reviewed annually and listed on the Association’s website.

6.3            Provisional Members shall be:

6.3.1       Any new applicant holding a degree, postgraduate diploma or any other recognized professional qualification in dietetics or nutrition who has not been working in a position related to the profession of dietetics and nutrition but will participate in the Continuing Education scheme to work towards Full Membership – Accredited. Provisional Members will have one year to achieve Full Membership – Accredited.

6.4            Corporate Members shall be:

6.4.1       Any suitable corporate body interested in the work of the Association and in the promotion of the science of nutrition and dietetics.

6.4.2       Each Corporate Member may nominate a maximum of 2 representatives to the Association.

6.4.3       Corporate Members shall not use the Association for commercial gain or product endorsement.

6.5            Honorary Members shall be persons who, in the opinion of The Association, have rendered eminent service to the dietetic or nutrition profession.

6.6            Student Members shall be:

6.6.1       Persons studying nutrition and/or dietetics full-time at the tertiary level.

6.6.2       Persons who are eligible for Full Membership shall not be approved for Student Membership.

6.7            Student   Membership   automatically   expires   at   the   receipt  of graduation certificate

  1. No Provisional, Corporate, Honorary, or Student Members are entitled to vote.

 

SUBSCRIPTIONS

  1. All members, except Honorary Members, shall be required to pay an annual subscription, as agreed upon at the Annual General Meeting. The rate of annual subscriptions may only be varied by a general meeting of the members. Any special subscriptions for particular purposes may only be raised from members with the consent of a general meeting of members
  2. Payment of subscriptions shall be in a lump sum Those whose subscriptions are in arrears shall be sent three reminders at one monthly intervals. The final reminder shall have a date by which the money must be received. Failure to pay by this date will automatically result in the cessation of membership, and a notice to that effect shall be sent to the last known address of the member concerned.
  3. Members with lapsed memberships will need to resubmit  their application to continue to be a member of the Association. This will be considered as a new application. An administration fee will be charged for processing of all new applications.

 

Code of Professional Conduct

  1. A breach of any of the following code of professional conduct shall be deemed detrimental to the interests of the dietetic and nutrition profession, and shall render any member guilty thereof and liable to suspension of membership:

11.1         Professional Competence

□           Apply professional practice based on scientific principles and current information

□           Assume responsibility and accountability to maintain a high standard of professional competence through participation in continuing professional development (CPD) activities

11.2         Confidentiality

□           Maintain confidentiality of privileged information

□           Seek consent wherever applicable

11.3         Objectivity

□           Strive for objectivity and respect for unique needs and values of  individual clients without discrimination

□           Do not compromise standards of care and avoid bias in any kind of professional evaluation to meet commercial targets or when there is a conflict of interest

 

11.4         Integrity

□           Maintain integrity, honesty and empathy in professional practice

□           Accurately present professional qualifications and credentials

□           Do not advertise, promote or endorse products in a false or misleading manner

□           Alert to situations that might cause a conflict of interest and prevent the occurrence

□           Provide advise on dietetic treatment of disease only with cooperation of a registered medical practitioner*

*Applicable to Dietitians only.

 

MANAGEMENT, GENERAL MEETINGS

  1. The management of The Association is vested in a general meeting of the members. At least one quarter of the total voting members of The Association present at a general meeting shall form a quorum.

 

  1. The Annual General Meeting shall be held in March. At other times a general meeting must be called by the President on request of half or more of the members and may be called at any time by order of the Committee.

 

  1. At least two weeks' notice will be given of an AGM and at least ten days' notice of any other general meetings. The following matters will be considered at the AGM:

 

14.1         The previous financial year's accounts and report of the Committee.

 

14.2         Election of office-bearers for the new year.

Any member who wishes to place an item on the agenda of a general meeting may do so provided he gives notice to the Hon Secretary one week before the meeting is due to be held.

  1. In the event of there being no quorum, the meeting will be adjourned to half an hour later of the scheduled  programme; 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 part of the existing Constitution.

 

 

MANAGEMENT COMMITTEE

  1. A committee consisting of the following shall be elected at the Annual General Meeting (AGM) every two years:

 

President

Vice-President Honorary Secretary Honorary Treasurer

Eleven Ordinary Committee Members

  1. The election of the above committee members shall be in accordance with the by-laws.

 

17.1         Voting by proxy is allowed at all general meetings in accordance with the by-laws

17.2         All office-bearers, except the Treasurer may be re-elected to the same or related post for a consecutive term of office. The term of office of the Committee is two years.

 

  1. A Committee meeting shall be held for a minimum number of 8 times per year.
    1. The duty of the Committee is to organize and supervise the daily activities    of The Association 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.
    2. Expenditure of any amount exceeding $100.00 from The Association's funds must have prior approval of the Committee.

 

 

OFFICE BEARERS

  1. The duties of the office bearers are as follows:

 

21.1         The President shall act as Chairman at all General and Committee meetings and represent the Association in its dealings with outside persons.

 

21.1a President can serve no more than two consecutive terms of office.

21.1   b The President shall remain on the Main Committee for two additional years after his/her term is up as an ex-officio member but shall not have a vote on the Main Committee

 

21.2          The Vice President shall deputise for the President whenever necessary.

 

21.3          The Hon Secretary shall keep all records, except financial, of the association and shall be responsible for their correctness. Minutes will be kept of all general and committee meetings. He shall also maintain an up-to-date membership register.

 

 

21.4          The Hon Treasurer shall keep all funds and collect and disburse all moneys on behalf of the association and shall keep an account of all monetary transactions and shall be responsible for their correctness. Expenditures up to $100.00 per month for petty expenditures on behalf of the association are authorised. He will not keep more than

$100.00 in the form of cash and money in excess of this will be deposited in a bank to be named by the Committee.

 

21.5       Checks, etc. for withdrawals from the bank will be signed by the President, or Vice President, or Hon Secretary in addition to the Treasurer.

 

21.6       Every member of the Committee must attend at least 75% of the number of meetings convened for the year. If the Committee member is unable to attend the meetings in person, the member must submit their respective Subcommittee progress report to the Secretary, with details that is acceptable to the Committee to make decisions on progressing the association’s activities.

 

21.7   Other duties of the Office Bearers and Ordinary Committee Members shall abide the By-laws.

 

AMENDMENTS TO RULES

  1. No alteration or addition/deletion to this Constitution and By-laws shall be passed except at a general meeting and with the consent of two-thirds (2/3) of the voting members present at the General Meeting.

22.1    Notwithstanding the provisions of Clause 23, the Association in general meeting, may amend or repeal any By-laws changes proposed by the main committee

 

AUDIT

  1. Two persons not members of the Committee will be elected as Hon Auditors at each annual general meeting and will hold office for one year only and may not be re-elected. They will be required to audit each financial year's accounts and present a report upon them to the annual general meeting. They may be required by the President to audit the association's accounts for any period within their tenure of office at any date and make a report to the Committee. The financial year shall be 1st January to 31st December.

 

TRUSTEES

  1. If the association at any time acquire any immovable property, such property shall be vested in Trustees subject to a declaration of trust. Any trustee may at any time resign his 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 shall be deemed to have resigned his trusteeship. If a trustee is guilty of misconduct of such a kind as to render it undesirable that he continue as a trustee, a General Meeting may remove him from his trusteeship. Vacancies in the trusteeship may be filled at a General Meeting, but the number shall not be greater than four or less than two. Notice of any proposal to remove a trustee from his trusteeship or to appoint a new trustee to fill a vacancy must be given by affixing in the premises of the association a document containing such proposal at least two weeks 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. The names of trustees and their subsequent changes must be notified to the Registrar of Societies.

 

 

VISITORS AND GUESTS

25. Visitors and guests may be admitted into the premises of the Society but they shall not be admitted into the privileges of the Society. All visitors and guests shall abide by the Society’s rules and regulations.

 

 

PROHIBITIONS

26.1      Gambling of any kind and the playing of paikow or mahjong, whether for stakes or not, is forbidden on the association's premises. The introduction of materials for gambling or drug taking and of bad characters into the premises is prohibited.

26.2      The funds of the association shall not be used to pay the fines of members who have been convicted in Court.

26.3 The association shall not attempt to restrict or in any other manner interfere with trade or prices or engage in any Trade Union activity as defined in any written law relating to trade unions for the time being in force in Singapore.

26.4 The association shall not hold any lottery, whether confined to its members or not, in the name of the association or its office-bearers, Committee or members.

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

 

AMENDMENTS TO RULES

  1. No alterations or additions 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.

 

 

INTERPRETATION

  1. 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 their   own discretion.

 

 

DISSOLUTION

29.1    The association shall not be dissolved, except with the consent of not less than 3/5 of the members of the association for the time being resident in Singapore expressed, either in person or by proxy at a general meeting convened for the purpose.

29.2    In the event of the association being dissolved as provided  above,  all debts  and liabilities legally incurred on behalf of the association shall be fully discharged, and the remaining funds will be donated to the Community Chest of Singapore.

29.3    Notice of dissolution shall be given within 7 days of the dissolution to the Registrar of Societies.

 

Amended July 2019

  • President: Izabela Kerner
  • Vice President: Kalpana Bhaskaran
  • Honorary Secretary: Loh Win Nie

Approved by ROS on 9th July 2019


 

BY-LAWS OF THE SINGAPORE NUTRITION AND DIETETICS ASSOCIATION


Singapore Nutrition and Dietetics Association is managed by a Main Committee elected by the members every two years. The Main Committee consists of: 


Four Office Bearers: 

President

Vice-President

Honorary Secretary

Honorary Treasurer


Eleven Ordinary Committee Members 


The election process of the SNDA committee members shall be in accordance with the following by-laws.


Section 1: Election Process By-laws


  1. Call for nominations for the office bearers and ordinary committee members will be announced not later than one month before the annual general meeting (AGM).

    1. The Secretary will email the eligibility criteria together with the roles and responsibilities of the President, Vice-president, Honorary Secretary, Honorary Treasurer and Ordinary Committee Members to all members eligible to vote.

  2. The nominations will close two weeks before the announced AGM date. Late or incomplete applications will not be accepted after the closing date.

  3. Each member is only eligible to be nominated for one position in the committee.

  4. The profile of all the nominees who meet the eligibility criteria will be circulated to members of the association not later than 7 days before the announced AGM date. 

  5. In the event that there are no eligible nominees for any of the Office Bearers, the committee reserves the right to nominate a suitable member for the position, followed by the support of the voting members present at the AGM.

  6. In the event of insufficient nominations for Ordinary Committee Members the nominations will be opened during the AGM to fill in the vacancies.

  7. Each nominee must have a proposer and seconder and election will follow on a simple majority vote of the members present.

    1. Proposers and seconders must be eligible voting members of the association.

  8. Voting by proxy is allowed at all general meetings of the association. 

    1. Members voting by proxy must submit the proxy form to secretaryvia emailnot later than48 hours prior to AGM. 

    2. Each member can only be appointed as proxy for one eligible member.



Eligibility criteria for Office Bearers:


  • Singaporean or Permanent Resident of Singapore 

  • Full member of SNDA for a minimum of 5 consecutive years prior to election 

 

  • SNDA Committee member for a minimum of 2 years 

  • Proven, relevant work experience within the Singapore dietetic / nutrition environment 

  • Each nominee must submit a resume outlining relevant skills and experience 

  • Each nominee must submit a personal statement and vision for SNDA 

  • For position of Treasurer, previous accounting experience/ knowledge is desirable 


Eligibility criteria for Ordinary Committee Members:


  • Full SNDA member for at least 2 consecutive years 

  • Each nominee must submit a short bio with a personal statement 



Section 2: The duties and responsibilities of the Main Committee Members 


President 

 

The President serves as the chair of the Main Committee. The President ensures that the Main Committee fulfills its responsibilities for the governance of the Association. The President works with the Main Committee team to fulfill the mission and vision of the Association. 

 

Responsibilities of the President: 

 

  • Lead the Association in achieving the vision and mission 

  • Chair all general and committee meetings 

  • Serve as the official spokesperson for the Association 

  • Represent SNDA in government and public engagements to facilitate mutualpartnership and collaborations for the association 

  • Maintain a professional working relationship with representatives of the government and other professional agencies 


Qualities and Skills Required: 

 

  • Ability to listen, analyze, think strategically and creatively, and work well with individuals and teams 

  • Ability to consider multiple viewpoints about controversial issues and to communicate SNDA's position effectively with members, stakeholders and media 

  • Willing to develop certain skills if one does not possess them, such as understanding financial statements and learning more about the substantive programs of the Association 

  • Honesty, sensitivity to and tolerance of differing views; a friendly, responsive, and patient approach; community-building skills; personal integrity; a developed sense of values; and concern for the Association's development 

  • Experience in leadership

  • Team-building skills 


Vice President 

 

The Vice President shall deputize for the President whenever necessary. 

 

Responsibilities of Vice President: 

 

  • To represent SNDA on behalf of the President as needed 


Qualities and Skills Required: 

 

  • As for President above 


Honorary Secretary 

 

The role of the Honorary Secretary is to support the President in ensuring the smooth functioning of the Main Committee. 

 

Responsibilities of Honorary Secretary:

 

  • Ensure responsible administration

  • Arrange Main Committee Meetings and Annual General Meeting

  • Prepare and circulate agendas, minutes, subcommittee minutes/notes and associated papers of Annual General Meetings and any Special General Meetings of the Association; and to make AGM minutes available on the Association's website

  • Receive agenda items from other committee members

  • Ensure that quorum is present at meetings

  • Minutes writing and circulate the draft minutes to President for vetting

  • Ensure that committee members have carried out action(s) agreed upon at the meetings

  • Maintain current membership records

  • Maintain current member correspondence details

  • Ensure statutory requirements of Registry of Societies (ROS) 

  • Ensure all data handling complies with Personal Data Protection Act (PDPA) 

 

Other duties:

 

  • Respond to the correspondence (both email and snail mail) received from members, nonmembers and organizations and where necessary coordinate the correspondence with the appropriate main committee members

  • Act as the point of contact with the Association's solicitors 

  • Keep abreast of developments affecting the Association, especially the requirements under the ROS and to propose actions where necessary 

 

Qualities and Skills Required:

 

  • Organisational skills

  • Good communication and interpersonal skills

  • Impartiality, fairness and the ability to respect confidences

  • Approachable

  • Well organised with an eye for detail

  • Ability to work well with the President and secretariat (if available)

  • Good time-keeping 


Honorary Treasurer 

 

The role of The Honorary Treasurer is to keep all funds and collect and disburse all moneys on behalf of The Association and shall keep an account of all monetary transactions and shall be responsible for their correctness. 


Responsibilities of Honorary Treasurer: 

 

  • Ensure that the association complies with its governing document, any other relevant legislation or regulations.

  • Prepare the annual budget for The Association

  • Prepare the monthly treasurer report

  • Prepare the annual treasurer report 

  • Prepare and accept responsibility for the balance sheet, filing and income tax

  • Prepare the accounts for the audit by auditors prior the presentation at Annual General Meeting 


Qualities and Skills Required:

 

  • Willingness to devote the necessary time and effort

  • Good independent judgement

  • Ability to work as a team members

  • Knowledge or prior experience in related role is desirable

  • Ability to respect the confidences

  • Well organized with an eye for details

  • Honesty


Committee Members 

 

Responsibilities of Committee Members: 

 

  • Ensure the organization makes efficient use of its resources 

  • Effectively support and manage the activities of the association 

  • Ensure that all events and activities are well developed and designed to meet the specific needs of the Association’s members 


Qualities and Skills Required:

 

  • Willingness to devote the necessary time and effort

  • Good independent judgement

  • Ability to work effectively as a member of a team 


Section 3: Amendments


No alteration or addition/deletion to this Constitution and By-laws shall be passed except at a general meeting and with the consent of two-thirds (2/3) of the voting members who are present at the General Meeting. Specific written notice of the proposed amendment of the by-laws setting forth the proposed amendment or a summary of the changes to be affected thereby shall be circulated to all members at least 7 days in advance of such a meeting. 


ADOPTION OF THE BY-LAWS


These bylaws were proposed and approved as of 24th March 2018 by the members of the Singapore Nutrition and Dietetics Association during 35th Annual General Meeting.