FORMATION OF MEMBERS’ SUB-COMMITTEES
- The purpose of the Members’ Sub-committees is as follows:
a) To promote Members’ active participation in activities linked to specific sectors.
b) To provide channels for grooming future Executive Committee members.
- The Members’ Sub-committees will be regulated according to the guidelines detailed below.
GUIDELINES FOR FORMATION OF MEMBERS’ SUB-COMMITTEES
1) Approval for Formation of Members’ Sub-committees
a) Any current Corporate or Associate or Ordinary or Spouse Members may propose the formation of Members’ Sub-committee to the Singapore Business Group (SBG) Executive Committee.
b) The purpose of the Members’ Sub-committee must be indicated to the SBG Executive Committee in the form of a written proposal.
c) This proposal is subject to review and approval by the SBG Executive Committee which will vote on the formation during their regular Executive Committee meetings.
d) Approval is based on a simple majority of the Executive Committee members who are present for the vote.
e) This voting must be recorded in the Minutes of the Executive Committee Meeting along with the names of the committee members who approved the formation.
f) The Minutes will include the proposal as an attachment.
2) Formation of Members’ Sub-Committee
a) The Secretariat can seek interest from relevant stakeholders to join the sub-committee
b) ExCo members may also recommend or approach relevant stakeholders to join
c) More members can join the sub-committee later based on recommendations from the key appointment holders or sub-committee members themselves.
d) However, this is provided that the number of sub-committee members has not exceeded the maximum number of 05 members.
e) Each member is only allowed to sit in one sub-committee.
3) Appointment of key appointment holders in the members’ sub-committee
a) Sub-committee members must sign and abide to a code of conduct of an office-bearer of SBG. This signed Code of Conduct will be filed in the SBG Secretariat Office. Sub-committees members are not to use/abuse the name of SBG to promote/benefit individual/business gains, but to promote suitable activities to benefit SBG’s members.
b) The key positions (i.e. Chair of sub-committee, Deputy Chair of sub-committee) are tied to both the individuals elected or appointed by the Executive Committee (by votes) into these positions. In the event that the appointed Chair and/or Deputy Chair are unable to personally attend the Members’ Sub-committee meetings, their alternates or stand-ins do not automatically assume their positions.
c) Secretariat will send an invitation to the Executive Committee for Selfnomination of Chair prior to the first Member’s Sub-Committee meeting
d) Each member of the Sub-Committee with voting rights will be eligible to nominate up to three candidates (“Nominees”) for the Chair and Deputy Chair
e) Nominations shall be submitted via email to the Secretariat
f) There would be an open vote on all nominees during the first Members’ Sub-Committee Meeting
g) The Member with the highest vote will be appointed as Chair which will be valid until the current term of membership ends in December.
h) The Member with the second-highest vote will be appointed as Deputy Chair which will be valid until the current term of membership ends in December.
i) Subsequently, voting for the Chair and Deputy Chair will recommence during the new calendar year in the month of January.
4) Meetings
a) Any meetings organized by the sub-committee must be planned and have advanced approval by the President and/or the Honorary Secretary of SBG.
b) The Members’ Sub-Committee members shall make their best efforts to attend at least 50% of the sub-committee meetings.
c) Each meeting shall accommodate up to 05 committee members
d) A simple majority (i.e., attendance by more than 50% of the total number of members with voting rights) shall constitute a quorum. At least one representative from the Secretariat Team must also be present.
e) Minutes will be recorded by the Secretariat and approved by the Chair before circulation to the rest of the Sub-committee and the Executive Committee.
f) The frequency of meetings will be a minimum of once every two months.
g) A simple majority of the members present will carry a motion when put to a vote.
5) Activities
a) The Members’ Sub-committee must update the proposed activities in Article 4.
b) The Executive Committee reserves the right to disapprove any activities of the Members’ Sub-committee deemed not aligned with SBG’s mission or disparaging the reputation of SBG and the Singapore business community in Vietnam.
6) Resources
a) The Members’ Sub-committee must indicate in writing by email to the Executive Committee on the usage of the Secretariat Team regarding support to Article 5:
i. Details of Activities
ii. Purpose of utilizing the Secretariat Team
iii. Other Resources must also be included in the email.
b) The Executive Committee will review the resource request and provide approval by a reply in email. Any amendment may be decided by the Executive Committee in the same email.
c) In case of any disagreement, the decision by the Executive Committee is final.
7) Dissolution of Members’ Sub-committees
a) If the sub-committee fails to meet at least two consecutive times, or there has been inactivity of the sub-committee for 3 months or more, then the Executive Committee has the right to dissolve the Members’ Sub-committee.
b) The Executive Committee will announce the official decision in their regular ExCo meeting which will be written in the minutes of the ExCo meeting.
c) Announcement of the dissolution will then be posted on SBG’s Facebook page and through the weekly bulletin / EDMs.
d) The members may vote to dissolve the Sub-committee during their regular meeting with a simple majority to carry the motion.
e) This motion will be indicated in the final minutes and circulated to the rest of the Sub-committee and the Executive Committee.
For our members who would like to join us in any Sub-committee, don’t hesitate to contact us.
Ms. Vicky – Event & Marketing Executive – vy.tran@singchamvn.org
