LKM Constitution

Last amended and approved by LKM members at LKM 66th AGM on 18 May 2023.

1. ABOUT

The Lembaga Khairat Muslimin Polis Repablik Singapura is an approved voluntary Force enterprise formed to advance religious instruction among its members.

2. RULES

All rules of the Lembaga Khairat Muslimin Polis Repablik Singapura are to be in line with PGO A34 – Police Force Institutions, Police Institutional Funds, Associations and Force Enterprises, A&F SOP 61 – Loss of Public Money and Stores, A&F SOP 64 – Financial Framework for Management of Police Institutional Funds (PIFs) which are Public Moneys, Guidelines for Appointment of Officers onto Singapore Police Force (SPF) Boards and SOP on Financial Procedures of Collection of Public Monies in SPF.

3. NAME

The name of this Association shall be the “Lembaga Khairat Muslimin Polis Repablik Singapura”, hereinafter referred to as the “Lembaga”.

4. OFFICE

The official address of the Lembaga shall be:

Police Headquarters
c/o Manpower Department (EW&S Division) New Phoenix Park, Level 15
28 Irrawaddy Road
Singapore 329560

5. LANGUAGE

The official languages of the Lembaga shall be Malay and English.

6. OBJECTIVES

The objectives of the Lembaga shall be:

a) To enhance the understanding of religious teachings amongst its members.

b)  To provide financial assistance/support for the welfare of its members, especially in matters involving bereavement, hospitalisation and pilgrimage.

c)  To provide material assistance to needy welfare organisations, educational institutions and charitable organisations, subject to the approval of the Management Committee.

d)  To organise sports, recreational and/or social activities for its members. Non-members may be invited (e.g. members' family members), subject to approval of the Management Committee.

e)  To be a resource organisation within the Home Team pertaining to Islamic teachings and/or practices of Muslim officers within the SPF and the Home Team, which may involve providing relevant inputs/advice and addressing queries, conducting seminars and lectures, as well as facilitating discussions.

7. MEMBERSHIP

Ordinary

a)  Muslim officers including the civilian staff in the Singapore Police Force, Central Narcotics Bureau (hereinafter referred to as CNB) and Internal Security Department (hereinafter referred to as ISD) may apply for membership in the Lembaga.

b)  The Lembaga may allow any existing member to remain as a member in the Lembaga regardless of his/her transfer to any department within or outside the Home Team or any changes to the composition of its membership.

Associate

c) Members who have retired from service may apply for associate membership in the Lembaga.

Application

d) Applications for membership shall be made to the Honorary Secretary on a form prescribed by the Management Committee.

Approval

e) The Management Committee shall either accept or reject the applications at the monthly meetings.

8. ENTRANCE FEE AND MONTHLY SUBSCRIPTION

A member who has been accepted by the Management Committee as a member of the Lembaga shall pay:

a)  an entrance fee of $3.00; and

b) a monthly subscription:

i)  Ordinary - $8.00 per month

ii)  Associate - $5.00 per month

9. CESSATION OF MEMBERSHIP

A person shall cease to be a member in the event of:

a)  death;

b)  retirement, resignation from service or termination of service;

c)  withdrawal from Lembaga membership on one month’s notice in writing; and

d)  expulsion by the Management Committee at a monthly meeting, on the ground of three or more months' arrears in payment of subscription fees without any acceptable reasons (by the Management Committee) for such non-payments or for the reason that such continuing membership is prejudicial to the mission and objectives of the Lembaga.

10. ANNUAL GENERAL MEETING

a)  The Annual General Meeting shall be held within six months after the close of the financial year.

b)  Two weeks' notice shall be given to members when an Annual General Meeting or an Extraordinary General Meeting is being convened and a copy of the agenda shall accompany such notice.

c)  The Annual General Meeting shall have the powers:

i) to read and confirm minutes of the previous Annual General Meeting;

ii) to read and confirm the Annual Statement of Accounts;

iii) to elect the Management Committee members for the following term; and

iv) to consider any other matters.

d)  An Extraordinary General Meeting may be called at any time by the Management Committee or on petition to the Honorary Secretary signed by a number of members not less than three times the total number of current Management Committee members, including Divisional Representatives.

e)  Any member desiring to raise any matter for consideration at the Annual General Meeting or Extraordinary General Meeting shall submit his motion in writing to the Honorary Secretary seven clear days before the meeting.

f)  The quorum for the Annual General Meeting shall be three times the total number of the current Management Committee members, including Divisional Representatives. In the event of insufficient quorum, the General Meeting can be conducted after a lapse of 30 minutes from the scheduled time and those present shall be considered a quorum, but they shall have no power to alter, amend or make additions to any of existing rules.

11. ELECTION OF THE MANAGEMENT COMMITTEE

a) The Management Committee, which holds office for two years, shall comprise the following:

i)President

ii)  Vice-President

iii)  Honorary Secretary

iv)  Honorary Assistant Secretary

v)  Honorary Treasurer

vi)  Honorary Assistant Treasurer

vii)  Committee Members (x 3 elected posts)

b)  The following Management Committee members shall be appointed by the Commissioner of Police and the said appointments shall be announced at the Annual General Meeting for the endorsement of members:

i) President

ii)  Vice-President

iii)  Honorary Treasurer

iv)  Honorary Secretary

v)  Honorary Assistant Treasurer

c)  Vacancies occurring in between Annual General Meetings shall be filled by co-option by the Management Committee for the duration of the Management Committee’s term of office.

d)  Two Internal Auditors who are not members of the Management Committee shall be appointed at the Annual General Meeting. They shall hold the office until the next Annual General Meeting.

12. MEETING OF THE MANAGEMENT COMMITTEE

a)  The Management Committee shall hold at least one meeting each month for the smooth administration of the Lembaga.

b)  The Management Committee members are allowed to resign from office, and the result shall be made known at the Management “Monthly Meeting” or “Extraordinary Meeting”.

c)  Management Committee Members are allowed to organise goodwill tours anywhere within or outside the Republic for the welfare of members of the Lembaga.

13. PRESIDENT

The President shall:

a)  preside at the Annual General Meeting, the Extraordinary General Meeting and the monthly meetings of the Management Committee;

b)  ensure that all resolutions of all meetings are properly implemented;

c)  approve all payments and sign all cheques issued by the Lembaga;

d)  approve applications for leave of all employees after consultation with the Honorary Secretary and thereafter bring to the Management Committee’s attention, if necessary; and

e)  have a casting vote.

14. VICE-PRESIDENT

The Vice-President shall:

a)  assist the President in his duties under Rule 13(a) to (e); and

b)  act for the President in his absence.

15. HONORARY SECRETARY

The Honorary Secretary shall:

a)  convene the Annual General Meeting, Extraordinary General Meeting and the monthly Management Committee meeting as directed by the President/Vice-President;

b)  prepare and keep all minutes of meetings;

c)  transact all correspondence;

d)  prepare the Annual Report for discussion at the Annual General Meeting;

e)  keep all books, records and registers;

f)  pay the salaries of all employees of the Lembaga and make any other payments as approved by the Management Committee;

g)  attend all meetings under Rule 13(a);

h)  carry out the duties normally required of him and discharge any other responsibilities as and when directed by the Management Committee;

i)  submit the reports of activities received from the Divisions/Units to the Management Committee;

j)  maintain an up-to-date register of members; and

k)  endorse all payments and sign all cheques issued by the Lembaga.

16. HONORARY TREASURER

The Honorary Treasurer shall:

a)  prepare the Annual Statement of Accounts and estimates of annual expenditure and income for submission to the Annual General Meeting;

b)  prepare vouchers which have been approved by the Management Committee;

c)  be responsible for collecting and receiving money and depositing them into a bank as necessary and directed by the Management Committee;

d)  issue and sign all receipts;

e)  prepare monthly statement of accounts for submission to the monthly meeting of the Management Committee; and

f)  prepare and maintain a record of all properties.

17. OTHER ROLES

(a)  Honorary Assistant Secretary

The Honorary Assistant Secretary shall:

i)  assist the Honorary Secretary in his duties under Rule 15(a) to (k); and

ii)  act for the Honorary Secretary in his absence.

(b)  Honorary Assistant Treasurer

The Honorary Assistant Treasurer shall:

i)  assist the Honorary Treasurer in his duties under Rule 16(a) to (f); and

ii)  act for the Honorary Treasurer in his absence.

18. INTERNAL AUDITORS

The Internal Auditors shall:

a) audit and confirm all books and financial documents at least once in two months;

b)  certify all the audited books and documents;

c)  certify all the Annual Statement of Accounts; and

d)  perform any other duties connected with finance as directed by the Management Committee.

19. SIGNING OF CHEQUES

All cheques issued by the Lembaga shall be signed by:

a)  Assistant Director (Employee Well-Being & Services) or Manager (Employee Well-Being), Manpower Department (MPD);

b)  the President or Vice-President; and

c)  the Honorary Secretary or Honorary Assistant Secretary.

20. BOARD OF TRUSTEE

a)  A Board of Trustees shall be responsible for the immovable properties and investment of funds; and

b)  The Board shall comprise of the following:

i) Director, Manpower;

ii) Assistant Director (Employee Well-Being & Services), MPD;

iii) the President; and

iv) any other Police Officer or official as the Commissioner of Police thinks fit to nominate from time to time.

21. DIVISIONAL REPRESENTATIVES

a)  Director of Departments / Commander of Divisions shall nominate two representatives to sit in the monthly Management Committee meetings.

b)  A divisional representative who has been absent from three consecutive meetings without a satisfactory reason will be considered as having vacated his position.

c)  Director of Departments / Commander of Divisions shall nominate another representative to fill in the vacancy on the advice of the Management Committee.

22. VOLUNTARY WORK

The services of all members of the Management Committee and Divisional Representatives are gratuitous.

23. PROHIBITION

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

b)  The funds of the Lembaga shall not be used to pay the fines and/or legal expenses of members who have been convicted in Court. The Lembaga shall not raise funds from the public without the approval of the Registrar of Societies and other relevant Government authorities.

c)  The Lembaga 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.

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

e)  The Lembaga shall not indulge in any political activity or allow its fund and/or premises to be used for political purposes.

24. FINANCIAL GRANTS, CONTRIBUTIONS AND DONATIONS

The following are the benefits for Ordinary members:

a) Death Grants:

i) Member

ii) Member’s Parent

iii) Member’s Spouse

iv) Member’s Child (under 21 years of age)

b)  Hospitalisation Grant:
Cap at once per annum – to be claimed within one year from the date of discharge

c)  Grants for the Haj and Umrah

d)  Privileges to join activities organised by the Lembaga

e)  Each member may receive one of the following items on a yearly basis (subject to Management Committee’s decisions):

i)  Member’s Birthday Vouchers;

ii)  Islamic Calendar;

iii)  Prayer Time Table;

iv)  Hari Raya Greeting Card; and

v)  Hari Raya Money Envelopes.

An associate member shall receive similar benefits as an ordinary member.

25. SALARIES AND ALLOWANCES

The salaries and/or allowances of all employees of the Lembaga shall be determined by the Management Committee.

26. MORAL / RELIGIOUS EDUCATIONAL ACTIVITIES

All lectures, seminars, conferences, classes or outdoor activities pertaining to religious and/or moral education to members and/or non members must be conducted by Asatizahs from Asatizah Recognition Scheme (ARS) / recognised by MUIS, and/or subject to the approval of the Management Committee.

27. EDUCATIONAL GRANTS / BURSARIES / SCHOLARSHIP

a)  The Management Committee may provide scholarships/bursaries or educational grants to members', associate members’ and non members’ child(ren), either directly or jointly with SPF MPD and/or any other relevant organisations.

b)  For this purpose, the Management Committee shall appoint a Scholarship Sub-Committee from time to time to consider the applications for such scholarships.

c)  The Scholarship Sub-Committee shall comprise five members appointed from the Management Committee.

d)  The Management Committee shall decide on the number and the value of scholarships to be awarded.

28. CONSTITUTIONAL AMENDMENTS

Any additions or amendments to the existing rules of the Lembaga can only be made at an Annual General Meeting or Extraordinary General Meeting. The amendments to the Rules, which have been accepted by the members, shall subsequently be approved by the Commissioner of Police before submission to the Registry of Societies.

29. GRIEVANCES

a)  Any member or body of members who has grievances against the Lembaga may refer the matter to the Management Committee who shall endeavour to redress the grievances.

b) In the event of no settlement being arrived at, the Management Committee and the aggrieved party shall present their cases, either jointly or severally to a general meeting of members.

30. DISSOLUTION

The Lembaga may be dissolved with the approval of three-quarter of the total number of members who have appended their signatures on a document of dissolution.