HP Alumni Constitution
NAME
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TThis Society shall be known as “HP Alumni” (hereinafter referred to as the “HP Alumni”).
PLACE OF BUSINESS
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The Society’s place of business shall be at 152 Beach Road #02-08 Singapore 189721, or such other address as may subsequently be decided upon by the Executive Committee and approved by the Registrar of Societies. The Alumni shall carry out its activities only in places and premises that have the prior written approval from the relevant authorities, where necessary.
OBJECTS
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The Alumni’s objects are:
3.1 to provide members with opportunities for social interaction, networking and recreation;
3.2 to promote mutual support and collaboration between members in areas of mutual interest;
3.3 to keep the members informed of the latest developments in Singapore’s economy and business environment in the world, which are not proprietary or confidential in nature;
3.4 to organize and present developmental, educational, cultural, recreational and social programs as determined by the Alumni; and
3.5 to offer opportunities to contribute as a group to the improvement of Singapore’s social health and economic development by participating in philanthropic and education programs at all levels.
In furtherance of the above objects, the Alumni may do all such things that are conducive or incidental to attain the above objects which are consistent with a non-profit making organization.
MEMBERSHIP
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4.1 Membership is open to:
4.1.1 Any former employee of Hewlett-Packard Singapore, Hewlett-Packard Enterprise and/or HP Inc (collectively referred to as “HP”), whose duration of employment with HP was for a period of at least two (2) years;
4.1.2 Any person seconded to work at HP for a continuous period of at least five (5) years but who is currently not working at or seconded to HP; and
4.1.3 Any individuals who can help the Alumni achieve its objectives; and entities which have business dealings and good relationship with HP, and which are of good standing in the business environment.
4.2 There shall be six (6) types of memberships:
4.2.1 Founding Members - Founding Members are members who founded HP Alumni in 2002.
4.2.2 Ordinary Members - Ordinary Members are members qualifying under either clause 4.1.1 or 4.1.2
4.2.3 Life Members - Any Member may at any time become a Life Member on payment of all arrears of subscription and a one-time subscription for Life Membership (being a sum fixed by the Executive Committee from time to time) provided always that the Executive Committee may, in its absolute discretion, suspend the issuance of Life Memberships for such periods as it may consider necessary.
4.2.4 Associate Members - Associate Membership are (a) spouses of Founding or Ordinary Members; and (b) persons who do not meet the criteria of employment set out in clause 4.1.1 and 4.1.2.
4.2.5 Corporate Members - Corporate Members are companies in Singapore who take on membership.
4.2.6 Honorary Members - Outstanding individuals who can help the Alumni to achieve its objectives may, at the discretion of the Executive Committee, be invited to be Honorary Members.
4.2.7 Associate Members, Corporate Members and Honorary Members shall not have voting rights during the Annual General Meeting and may participate only as non‑voting members.[
APPLICATION FOR MEMBERSHIP
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5.1 Applications for membership shall be submitted to the Secretary on the prescribed form. The Executive Committee will decide on the application for membership.
In the event that any objection is raised by the members, the Executive Committee shall have the discretion in, and shall be responsible for deciding on all applications for membership in the Alumni.
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6.1 The entrance fee and annual subscription shall be determined by the General Meeting on recommendation from the Executive Committee from time to time. The General Meeting may delegate to the Executive Committee the authority to determine the entrance fee and annual subscription. The Executive Committee may declare a discount on any fees at such times as it deems fit without having to refer the matter to the General Meeting, but any discount declared shall be applied to all members in the same category.
6.2 The entrance fee and annual subscription shall be payable at the point of application for membership. The monies shall be refunded to the applicant if the application is unsuccessful.
6.3 Annual subscriptions are payable in advance within the first month of each year. The Executive Committee may terminate a member’s membership if the member shall fall into arrears with his/her subscriptions or other dues and shall fail to settle the arrears or subscriptions within one (1) month of a notice from the Treasurer requiring him to do so.
6.4 The Executive Committee may in its discretion reinstate a member who has paid all arrears due and owing to the Alumni and furnished a satisfactory explanation for his/her default.
6.5 Additional funds required for special purposes may only be raised from members with the consent of the General Meeting.
GENERAL MEETINGS
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7.1 The supreme authority of the Alumni shall be vested in the General Meeting of the members presided over by the President.
7.2 An Annual General Meeting shall be held in March every calendar year.
7.3 At other times, an Extraordinary General Meeting must be called by the President on the request in writing of not less than 25% of the total voting membership or thirty (30) voting members, whichever is less, and may be called at any time in the Executive Committee’s discretion.
7.4 The notice in writing shall be given to the Secretary setting forth the business that is to be.
7.5 The Extraordinary General Meeting shall be convened within two (2) months from receiving this request to convene the Extraordinary General Meeting.
7.6 If the Executive Committee does not, within two (2) months after the date of the receipt of the written request, proceed to convene an Extraordinary General Meeting, the members who requested for the Extraordinary General Meeting shall convene the Extraordinary General Meeting by giving ten (10) days’ notice to voting members setting forth the business to be transacted and simultaneously by electronic mail and/or publication on the Alumni’s official communication platform..
7.7 At least two (2) weeks’ notice shall be given of an Annual General Meeting and at least ten (10) days’ notice shall be given of an Extraordinary General Meeting. Notice of the meeting stating the date, time and place of meeting shall be sent by the Secretary to all voting members. The particulars of the agenda shall be posted by electronic mail and/or publication on the Alumni’s official communication platform four (4) days in advance of the meeting.
7.8 Unless otherwise provided for in this Constitution, voting by proxy is allowed at all General Meetings provided always that the proxy shall also be an Ordinary member of the Alumni.
7.9 All Meetings may be conducted physically, electronically, or in hybrid format, and participation through electronic means shall constitute presence.[KP5.1][MH5.2]
7.10 The following points shall be considered at each Annual General Meeting:
7.10.1 the previous financial year’s accounts and annual report of the Executive Committee;
7.10.2 where applicable, the election of office-bearers and Honorary Auditors for the following term.
7.10.3 Any item placed by a member on the agenda of a General Meeting provided the member gives notice to the Secretary three (3) weeks before the meeting is due to be held.
7.11 At least 25% of the total voting membership or thirty (30) voting members, whichever is less, present at a General Meeting shall form a quorum. Proxies shall not be constituted as part of the quorum. In the event of there being no quorum at the commencement of a General Meeting, the meeting shall be adjourned for half an hour and should the number then present be insufficient to form a quorum, those present shall be considered a quorum, but they shall have no power to amend this Constitution. Every matter submitted to an Annual General Meeting or Extraordinary General Meeting shall be decided by a simple majority of votes of the members present at the meeting.
EXECUTIVE COMMITTEE
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8.1 The administration of the Alumni shall be entrusted to an Executive Committee consisting of the following office-bearers, each to be elected at alternate Annual General Meetings:
8.1.1 Chairman
8.1.2 President
8.1.3 Vice-President
8.1.4 Secretary
8.1.5 Treasurer
8.1.6 Up to eight (8) Ordinary Committee Members
8.2 Election will be either by a show of hands or, subject to the agreement of the majority of the voting members present, by a secret ballot. The candidate or candidates who shall receive the most votes for each position shall be declared elected. In the event of a tie, a re-vote shall be taken and if it still results in a tie, lots shall be drawn to determine who shall be the successful candidate unless the contesting candidate(s) withdraw in favour of one of themselves. If there are only sufficient nominations for each position of the Committee, it shall be competent for the President to declare the election of the member or members so nominated.
8.3 An Executive Committee Meeting shall be held at least once every three (3) months after giving seven (7) days’ notice to Executive Committee Members. The President may call an Executive Committee Meeting at any time by giving seven (7) days’ notice. At least half (1/2) of the Executive Committee Members must be present for its proceedings to be valid.
8.4 The decision of the Executive Committee shall be determined by a simple majority of votes of the Executive Committee Members present at the meeting.
8.5 A resolution signed by a majority of the Executive Committee members for the time shall be valid and effectual as if it had been a resolution passed at an Executive Committee Meeting duly convened and held. For the purpose of this clause, “signed” includes approval by electronic transmission.
8.6 If the Executive Committee member who is holding the position of Secretary or Treasurer resigns or is unable to discharge his/her duties, the Executive Committee members shall appoint one of its elected Executive Committee members as a successor.
8.7 The positions of Chairman and President may be occupied by a single elected member concurrently as determined by the Executive Committee at the start of any term, and this will remain in effect till the next Executive Committee elections at the Annual General Meetings.
8.8 Any member of the Executive Committee absenting himself or herself from three (3) meetings consecutively without good reason shall be deemed to have withdrawn from the Executive Committee.
8.9 An Executive Committee member may be removed from office before the expiry of his/her term by a resolution passed by a simple majority of the voting members present and voting at a General Meeting convened for that purpose.
8.10 In the event of any vacant Executive Committee member position (except the position of Secretary or Treasurer as precluded in Part 8.6), a member from any category under Clause 4.2 can be co-opted by the Executive Committee to serve until the next Annual General Meeting. Such co-opted Executive Committee member will stand for election as Executive Committee member at the Annual General Member and upon being elected shall be vested with full voting rights.
8.1 1 Any changes in the Executive Committee shall be notified to the Registrar of Societies within two (2) weeks of the change.
8.12 The duty of the Executive Committee is to organize and supervise the daily activities of the Alumni. The Executive Committee 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.
8.13 Any Executive Committee member who has a direct or indirect personal or financial interest in any matter under consideration shall disclose the nature of such interest at the earliest opportunity. The member shall abstain from deliberation and voting on the matter. Such disclosure and abstention shall be recorded in the minutes of the meeting.
8.14 The Executive Committee has power to authorize the expenditure of a sum not exceeding S$100,000.00 per month from the Alumni’s funds for the Alumni’s purposes. Any expenditure exceeding this amount shall require approval at a General Meeting.
DUTIES OF
OFFICE-BEARERS
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9.1 The Chairman shall provide the direction and guidance to the Executive Committee to facilitate the fulfilment of the objects so set forth.
9.2 The President shall chair all General and Executive Committee Meetings. He or she shall also represent the Alumni in its dealings with outside persons.
9.3 The Vice-President shall assist the President and deputize for him/her in his/her absence.
9.4 The Secretary shall keep all records, except financial, of the Alumni and shall be responsible for their correctness. He/she will keep minutes of all General and Executive Committee Meetings. He/she shall maintain an up-to-date Register of Members at all times.
9.5 The Treasurer shall keep all funds and collect and disburse all moneys on behalf of the Alumni and shall keep an account of all monetary transactions and be responsible for their correctness. He/she is authorized to expend up to S$500.00 per month for petty expenses on behalf of the Alumni. He/She will not keep more than S$500.00 in the form of cash, and money in excess of this will be deposited in a bank to be named by the Executive Committee. All withdrawals, electronic payments, and financial instruments shall require joint authorization by the Treasurer and any of the following office-bearers: President, Vice-President or Secretary.
9.6 Ordinary Committee Members shall assist in the general administration of the Alumni and perform duties assigned by the Executive Committee from time to time.
FINANCIAL YEAR AND AUDIT
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10.1 Two (2) voting members, not being members of the Executive Committee, shall be elected as Honorary Auditors at each Annual General Meeting and will hold office for a term of two (2) years only and shall not be re-elected for a consecutive term.
10.2 They:
10.2.1 will be required to audit each year’s accounts and present a report upon them to the Annual General Meeting.
10.2.2 may be required by the President to audit the Alumni’s accounts for any period within their tenure of office at any date and make a report to the Executive Committee.
10.3 The financial year shall be from 1st January to 31st December.
TRUSTEES
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11.1 If the Alumni at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.
11.2 The trustees of the Alumni shall:
11.2.1 not be more than four (4) and not less than two (2) in number; and
11.2.2 be elected by a General Meeting of members; and
11.2.3 not affect any sale or mortgage of property without the prior approval of the General Meeting of members.
11.3 The office of the trustee shall be vacated:
11.3.1 if the trustee dies or becomes of unsound mind;
11.3.2 if he/she is guilty of misconduct of such a kind as to render it undesirable that he/she continues as a trustee;
11.3.3 if he/she shall be an undischarged bankrupt or has made a composition or arrangement with creditors;
11.3.4 if he/she submits notice of resignation from his/her trusteeship; or
11.3.5 upon a majority of votes at a General Meeting.
11.4 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 by posting it on the Alumni’s notice board at least two (2) weeks before the General Meeting at which the proposal is to be discussed. The result of such General Meeting shall then be notified to the Registrar of Societies.
11.5 The address of each immovable property, name of each trustee and any subsequent change must be notified to the Registrar of Societies.
VISITORS AND GUESTS
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Visitors and guests of a member may be admitted to the premises of the Alumni but shall not be entitled to the privileges offered by the Alumni.
PROHIBITIONS
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13.1 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 Alumni’s premises. The introduction of materials for gambling or drug taking and of bad characters into the Alumni’s premises is prohibited.
13.2 The funds of the Alumni shall not be used to pay the fines of members who have been convicted in a court of law.
13.3 The Alumni 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.
13.4 The Alumni shall not attempt to restrict or interfere with trade or make directly or indirectly any recommendation to or any arrangement with its members which has the purpose or is likely to have the effect of fixing or controlling the price or any discount, allowance or rebate relating to any goods or service which adversely affect consumer interests.
13.5 The Alumni shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
13.6 The Alumni shall not hold any lottery, whether confined to its members or not, in the name of the Alumni or its office-bearers, Executive Committee or members unless with the prior approval of the relevant authorities.
13.7 The Alumni shall not raise funds from the public for whatever purposes without the prior approval in writing of the Head, Licensing Division, Singapore Police Force and/or other relevant authorities.
VALIDITY OF ACTS
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All acts done by the Executive Committee, Trustees or Honorary Auditors shall notwithstanding that it be afterwards discovered that there was some defect in the constitution of the Executive Committee or trust or in the election or appointment of any Executive Committee member, Trustee or Honorary Auditor or that any person was disqualified from holding office or was not entitled to vote, be as valid as if the Executive Committee or trust had been properly constituted and as if every person had been duly elected or appointed or entitled to vote where appropriate, was qualified and had been a Committee member, Trustee or Honorary Auditor.
INDEMNITY TO COMMITTEE MEMBERS AND TRUSTEES
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Every Executive Committee member, Trustee and other officer of the Alumni shall be indemnified by the Alumni against any liability in respect of losses, costs, charges, damages and expenses which might arise from or in the course of his/her duties, but not against any such liability as by virtue of any role of law or the Societies Act Cap. 311, would attach to him in respect of any negligence, default, breach of duty or breach of trust of which he/she might be guilty in relation to the Alumni. He/She shall, however, be indemnified against any liability incurred by him in defending any proceedings, whatsoever, whether civil or criminal, arising out of his/her duties in relation to the Society in which judgment is given in his/her favour or in which he/she is.
AMENDMENTS TO CONSTITUTION
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16.1 No alteration or addition/deletion to this Constitution shall be made except at a General Meeting and they shall not come into force without the prior sanction of the Registrar of Societies.
16.2 Amendments to this Constitution may be proposed by any Executive Committee and Ordinary Members. Proposed amendments must be submitted in writing to the Secretary.
16.3 Notice and Review
16.3.1 Proposed amendments shall be reviewed by the Executive Committee
16.3.2 All members shall be notified of proposed amendments at least 7 days prior to the vote
16.3.3 The full text of proposed amendments shall be provided to all members
16.4 Amendments shall be approved by not less than two-thirds (2/3) of the voting members present and voting at a duly convened General Meeting. The quorum needed for amendment voting is detailed in clause 7.
16.5 All amendments shall be documented with:
16.5.1.1 Date of proposal
16.5.1.2 Date of approval
16.5.1.3 Description of change(s)
16.5.1.4 Version number update
16.5.1.5 Effective date
INTERPRETATION
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In the event of any question or matter pertaining to day-to-day administration, which is not expressly provided for in this Constitution, the Executive Committee shall have power to use their own discretion. The decision of the Executive Committee shall be final unless it is reversed at a General Meeting.
DISPUTES
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In the event of any dispute arising amongst members, they shall attempt to resolve the matter at an Extraordinary General Meeting held in accordance with this Constitution. Should the members fail to resolve the matter, they may bring the matter to a court of law for settlement.
DISSOLUTION
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19.1 The Alumni shall not be dissolved, except with the consent of not less than three fifths (3/5) of the total voting membership of the Alumni for the time being resident in Singapore expressed, either in person or by proxy, at a General Meeting convened for the purpose.
19.2 In the event of the Alumni being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Alumni shall be fully discharged, and the remaining funds will be disposed of in such manner as the General Meeting of members may determine or donated to an approved charity or charities in Singapore.
19.3 A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.
RELATIONSHIP WITH HP
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ENTRANCE FEES SUBSCRIPTIONS
AND OTHER DUES
20.1 This Alumni is not directly or indirectly managed, or supported by HP. The Alumni shall not hold HP of any of its subsidiaries and affiliates liable for any activities conducted by the Alumni and in addition agree to indemnify and keep indemnified HP and any of its subsidiaries and affiliates from and against all costs, claims, demands, liabilities, expenses, damages or losses (including without limitation consequential losses, loss of profit and loss of reputation, and all interests, penalties and legal and other professional costs and expenses) arising out of or in connection with the activities of the Alumni.
20.2 This Alumni shall not represent itself as an agent, legal representative of HP and is neither an agent, partner, joint venture or franchise of HP.
20.3 The Alumni is not authorized to display any of Hewlett-Packard trademarks, logo types, trade names and insignia (“HP Marks”). The Alumni will also not display any name or symbol in a way which may imply that the Alumni is an agency or branch or in any way associated or connected with HP. The Alumni will immediately discontinue any such display of a HP Mark, name or symbol used by the Alumni if so requested by HP, and the Alumni will not attempt to register any of the HP Marks or any part thereof (whether alone or in connection with the other letters or words) in any jurisdiction.
20.4 The Alumni shall in each of its publication and letters set-out the following disclaimer: “HP Alumni” is not directly or indirectly managed or supported by or connected with Hewlett-Packard Company, its subsidiaries and affiliates.”
Document Control
Date of Proposal: 13 March 2026
Date of Approval: 13 March 2026
Current Version: 1.1
Effective Date: 13 March 2026