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Corporate Governance & Disclosure

Corporate Governance & Disclosure

Corporate Governance & Disclosure

1. Executive Committee
  1. The Association is governed by its own Constitution.
  2. The management of the Association is vested in an Executive Committee comprising a minimum of 10 and a maximum of 12 elected members.
  3. The Executive Committee (the Board) of the Association are elected through a voting process, with a term limit of two years in office.
  4. All Committee members are required to step down when their two-year term ends. They are allowed to be nominated or elected again at the AGM, except for the Honorary Treasurer and Honorary Assistant Treasurer, who have to step down after two consecutive terms (or 4 years) and cannot be immediately re-elected to the treasurer posts. Treasurers will have to allow at least one term of ‘break of service’, before they can be re-elected as treasurers again.
  5. Exco members may be re-elected for a maximum of 5 consecutive terms or 10 years. Should HWA consider it is necessary to retain a particular board member beyond the maximum term limit of 10 consecutive years, the extension should be deliberated and approved at the AGM. In such situations, HWA should disclose the reasons for retaining the Board Member(s) beyond the maximum term limit in its annual report and other relevant sites
  6. The Executive Committee meets on a regular basis (or at least 12 times within the two-year term, as stipulated in the Constitution), with a quorum of at least 50% of elected board members or five, whichever is lower.
  7. The duties of each Executive Committee position are defined in the Association’s Constitution.
  8. In addition to the maximum 12 elected board members, the Committee may co-opt up to four persons to serve in the Committee. Such members shall have no voting rights and may be physically disabled persons or able-bodied persons.
  9. At the beginning of the term, all Exco members must disclose their positions or associations with all external entities, so as to prevent or avoid any potential conflict of interest during the term of office.
  10. Whenever a member of the Exco has, in any way, directly or indirectly, an interest in a transaction, project or other matter to be discussed at a meeting, the member shall disclose the nature of his interest before the discussion on the matter begins.
  11. The member concerned should not participate in the discussion or vote on the matter and should also offer to withdraw from the meeting. The committee shall decide if this should be accepted.
  12. The Executive Committee serves in a voluntary capacity and its members are not paid any salary or honorarium.
  13. We have clear and stipulated guidelines on Board recruitment, induction process and training.
  14. No staff member sits on the Executive Committee.
  15. The Executive Committee is actively involved in evaluating the organisation’s performance and service effectiveness.
  16. All Board members have equal access to organisation’s information, protocols and practices to make sound judgement and decisions.
  17. The Board provides strategic leadership and manages organisational risks related to
    the longer-term sustainability of the organisation.
  18. The Board ensures that the organisation complies with all governing instruments,
    laws and regulations.
  19. The Board ensures ethical and transparent practices within the organisation.
  20. The Board encourages good working relationships with all its stakeholders, including employees, volunteers, donors, members and beneficiaries, based on mutual respect and commitment towards the organisation’s values and mission.
  21. The Membership and Engagement Committee recommends recruiting younger
    members to the Board as ‘Interns’ in preparation for future leadership transition
    and succession planning, as well as to inject new ideas.
  22. The Board conducts a self-evaluation to assess its performance and effectiveness
    once during its term or as and when necessary.
  23. The Board is supported and advised by various Sub-Committees and Professional
    Advisors. The current Sub-Committees for the term 2021-2023 are as follows;
  • HR and Nomination Sub-Committee
    – HR protocol and practices, recruitments, remunerations, competencies etc.
  • Organisational Risk and Strategy Sub-Committee
    – Evaluate various organisational and strategic risks for long-term sustainability.
  • Fund-Raising, Finance & Investment Sub-Committee
    – Evaluate funding needs, fund allocation and investment of reserve funds.
  • Internal Control & Audit Sub-Committee
    – Evaluate and advise on ethical practices and compliance with the regulatory framework.
  • IT Sub-Committee
    – Evaluate and advise on regular IT needs and upgrading requirements.
  • Membership, Engagement, Befriender and Volunteer Sub-Committee
    – Assess needs and advise on programmes to meet those needs and facilitate engagement.
  • Premises Sub-Committee
    – Evaluate the regular needs and upgrading requirements of HWA’s premises.
  • Sports Sub-Committee
    – Encourage members to participate in various sporting activities.
  • The Association’s Annual Report is made available to all its stakeholders and includes detailed information on its programmes and services, reports from the President, Secretary, and the Audited Financial Statements.
  • The Annual Report and Financial Statements are presented at the Association’s Annual General Meeting for adoption and approval by its members.
  • The Association is committed to adhering closely to the Code of Governance for Charities and Institutions of a Public Character (IPCs).
  • The Association discloses the annual remuneration detail of its key staff who each receives remuneration exceeding $100,000 in its Financial Audit Report.
  • The Association discloses the external auditor’s opinion that the Financial Statements are properly drawn up in accordance with the relevant provisions.
  • Auditors are changed every 5 years, with the Sector Administrator’s approval.
  • The Association does not employ any employees who are related to members of its Executive Committee or management staff.
  • The Association does not provide any financial loans to its employees.
  • The Association’s operating and financial year is from 1 April to 31 March of the following year.
  • The Board ensures that internal control systems and Standard Operating Procedures are in place and properly monitored.
  • Three quotations are to be obtained for purchases of S$1,000 and above. For expenditures within the budgeted amount, Managers / Executives are authorised to approve amounts up to $500; Senior Managers are authorised to approve amounts above $500 and up to $2,000; the Executive Director is authorised to approve amounts above $2,001 and up to $10,000; and the Board Committee is authorised to approve amounts above $10,001.
  • For better financial control, all payments (including cheques, online bank transfers and/or other alternative payment methods) are signed/approved by the Honorary Treasurers and either the President or the Honorary Secretary.  In the absence of any of these office-bearers, the Vice-President, the Honorary Assistant Secretary and the Honorary Assistant Treasurer shall act as alternates for the respective positions. No staff member is authorised to make any payment.
  • The Board approves the annual operating budget and regularly monitors its expenditure through month-end status reports.
  • The Board monitors its reserve and restricted funds through monthly status updates. The reserve fund is set aside to meet contingency needs and to safeguard the Charity’s ability to continue its operations. The restricted funds are utilised on an ongoing basis when required, for their designated purposes.
  • The Association discloses its reserves policy each year in the annual audited statement.
  • The Association invests its reserves in accordance with the investment policy approved by the Board. The Board seeks advice from professionals, if deemed necessary.
  • At present, the Association has no loan policy except for a micro-finance scheme supported through a trust fund. The scheme encourages persons with disabilities to start small-scale business and provides the seed funding for the new start-ups.
  • The Association only donates the unclaimed prizes to other charities or manage such unclaimed prizes in accordance with the regulations and directions set by the authorities.

HWA’s Constitution sets out the fundamental principles governing its operations and the by-laws established, highlighting the procedures on how HWA should conduct its internal affairs.

To view and download, click here (HWA’s Contitution 2024)

HWA adheres to the guidelines set out by the Office of the Commissioner of Charities (OCC), National Council of Social Service (NCSS) and the Ministry of Social and Family Development (MSF) for our charity activities. 

To maintain good governance practices, HWA submits the Governance Evaluation Checklist annually through the online Charity Portal (www.charities.gov.sg). The Code covers key guidelines and best practices in areas of governance and management that charities are encouraged to adopt.

Code of Conduct

The Association’s Executive Committee and all employees are guided by a number of internal policy and guidelines related to the expected behavior and code of conduct. The policy and guidelines are:

  • Acceptable use of HWA’s assets, IT and computers
  • Access and Equity
  • Anti-discrimination
  • Bullying
  • Code of ethics
  • Confidentialities
  • Environmental sustainability
  • Sexual harassment
  • Whistle Blowing policy
  • Board Attendance
  • Confidentiality
  • Dispute resolution
  • Conduct of meetings
  • Crisis response
  • Delegation
  • Risk Management
  • Transparency and accountability

Conflict of Interest

  • The Association has the above policies in place to ensure better checks and regulations.
  • There are documented procedures for Board members and staff to declare any potential conflict of interest.
  • Board members and staff are advised not to vote or participate in decision-making on matters where there could be a conflict of interest.
  1. The Board actively participates with key staff in reviewing the Association’s Strategic Plans on a regular basis to ensure that the Association continues to meet its purpose and objectives.
  2. The relevant plans are communicated with its stakeholders.
  3. The current thrust is towards improving quality of services and care that are provided to the beneficiaries and the effective use of operational resources to maximise overall organisational service efficiency.
    • Achieve at least 50% of the operational cost through various service provisions
      (fee recovery).
    • Expand HWA’s services into non-designated service areas.
    • Initiate new social and engagement activities for members.
    • Review staff skills competency framework and create provisions for appropriate training and development to achieve service excellence.
  1. HWA has a Risk Management Framework in place that addresses all potential strategic, financial, operational and sustainability risks.
  2. In conducting the risk assessment, reference was made to ISO 31000:2018.
  3. A total of 20 risks across 8 departments were identified by HWA Management with facilitation from Shared Services for Charities (SSC).
  4. The top 8 risks comprise of 1 risk rated as ‘Critical’ and 7 risks rated as ’High’.
RiskCategoryRisk EventRating
STRAT - ASCO1StrategicOverall business strategy and plan may be ineffective / irrelevant due to changes in the sector landscape, planning objective and demand of the sector that can impair long-term sustainability of services.Critical
STRAT - ASCO2StrategicLack of robust board succession planning which may result in not having desired requisite skills on the Board.High
FIN - ASCO1FinancialLoss of major donor due to change in donor's intent of charitable cause leading to loss of donations.High
FIN - ASCO2FinancialLower than expected demand for traditional services due to competition from new service centres / bigger service providers with ample resources and enhanced service offerings.High
FIN - ASCO3FinancialDeclining revenue for HWA's certain major services due to falling demand for service users, leading to longer-term financial sustainability issues.High
OPS - TPT01OperationalRisk that HWA will not able to renew the COE of existing vehicles due to high COE premium / changes in COE prices.High
IT - ITO1Information TechnologyRisk of cyberattacks due to robust IT data controls mechanismHigh
IT - ITO2Information TechnologyLack of staff cybersecurity awareness may lead to Data exposure which may result in data loss / data corruption.High
  1. The Board, upon the recommendation from HR Sub-Committee, approves the HR policies for staff.
  2. The HR policies are reviewed annually. Staff salaries are benchmarked with the Social Service Sector and the Intermediate and Long-Term Care (ILTC) Sector. HWA is accredited with the Progressive Wage Mark for implementing Progressive Wages to uplift lower-wage workers.
  3. All Key staff appointments and remunerations are recommended by the HR Sub-Committee to the Board for approval and adoption.
  4. No staff member is involved, directly or indirectly, in determining his/her own salary or remuneration.
  5. The HR Sub-Committee works with the HR Department in planning and implementing manpower planning and recruitment, performance development reviews, the competency framework, compensation and benefits, and training and development for all staff.
  6. The Association does not employ any person, who is a family member or close relative of a Board member or key management staff.
  7. The Association has a “gift” receiving policy in place. Staff are informed and encouraged not to accept any gift from any stakeholders of the Association, such as beneficiaries, volunteers, contractors, vendors etc.
  1. The Association has an ethical fundraising policy in place and adheres to it accordingly.
  2. All fundraising events and programmes are conducted in accordance with the guidelines stipulated by the relevant authorities.
  3. The Association undergo regular audits by the appointed external auditor after each major fundraising activity, and the relevant statements are submitted to the licensing /regulatory authorities.
  4. The Association does not engage third-party fundraisers.
  5. As an Institution of a Public Character (IPC) charity, all donations collected by the Association are properly recorded, promptly deposited and reported via the IPC link to Inland Revenue Authority of Singapore (for tax-exemption purposes).
  6. The Association has consistently maintained its fundraising expenses at less than 30% of the funds raised throughout the financial year.
  7. The Association has a policy in place to prevent money laundering and the acceptance or use of funds from unethical source. Reporting guidelines have also been established to prevent the occurrence of such situation.
  1. Volunteers are a key cornerstone of HWA, contributing their time and efforts to support our mission of serving persons with physical disability and the elderly. Volunteering with HWA can take many shapes and forms, including delivering food rations, organising indoor and outdoor activities as well as participating in our fundraising events.
  2. The Association has a clearly defined Volunteer Management Internal policy.
  3. HWA will ensure that volunteers are properly inducted and integrated according to their areas of interest.
  4. HWA should respect all volunteers and works positively with everyone, regardless of their race, religion, gender, background and nature of involvements.
  5. HWA should recognise and respect the privacy of every volunteer.
  6. HWA seeks to understand volunteers’ needs and to align their interests with HWA’s volunteering needs and opportunities.
  7. To prepare them for their volunteering assignments, all volunteers (individual and corporate) are briefed on HWA’s mission, services and fundraising events. Volunteers are also specially orientated on the purposes and requirements of the volunteering service they  undertake.

We are committed to maintaining a high standard of moral and ethical conduct. In line with this commitment, we strive to comply with all the requirements and stipulations of accounting, financial reporting, internal controls, corporate governance, auditing and other relevant legislation.

In keeping with this commitment and our belief in open communication and transparency, our Whistle-Blowing Policy aims to provide an avenue for our employees, volunteers and external parties to raise concerns where applicable. We provide assurance that individuals will be protected from reprisals or victimisations for whistle blowing in good faith.

The Policy covers issues where the following may be suspected:

  1. Criminal offences
  2. Failure to comply with legal obligations
  3. Miscarriages of justice
  4. Actions which endanger the health or safety of staff and/or the public
  5. Actions which cause damage to the environment and,
  6. Actions which are intended to conceal any of the above.

Data Protection Policy

1. Introduction

HWA is committed to its obligations under the Personal Data Protection Act 2012 (PDPA), including the collection, use, and disclosure of personal data for purposes to which an individual has consented. This Privacy Policy outlines how HWA manages personal data in compliance with the PDPA. It applies to all personal data collected in connection with HWA’s activities, events, and services.

2. Personal Data Collected

HWA may collect the following personal data:

  • Full name, NRIC, passport number, or other identification numbers.
  • Contact details (e.g., telephone numbers, mailing addresses, email addresses).
  • Clinical and care records: Health-related data, mobility assessments, and care plans.
  • Information submitted through forms, surveys, or other interactions with HWA[cite: 11].
  • Any additional data required for the provision of our services.

We rely on individuals to ensure the accuracy and completeness of the personal data provided. Inaccurate data may result in an inability to deliver services effectively.

3. Purposes for the Collection, Use, and Disclosure of Personal Data

HWA collects, uses, and discloses personal data for the following purposes:

  • Service Provision:
  • Assessment of suitability for HWA membership, programmes, and services]
  • Case management, service planning, and delivery.
  • Contacting clients, family members, or caregivers regarding services and emergencies.
  • Facilitating referrals to external agencies.
  • Responding to enquiries, applications, complaints, and feedback.
  • Sharing information with relevant third parties (Consortium) involved in client programmes.
  • Engagement and Communication:
  • Contacting individuals about HWA events, training, or volunteering opportunities.
  • Invitations to fundraising events and activities.
  • Seeking donations and cultivating relationships with donors.
  • Operational and Administrative Purposes:
  • Generating reports, statistics, and internal records.
  • Programme evaluation, research, and tax-exemption receipt issuance.
  • Managing grant or funding applications.
  • Human Resources activities (recruitment, payroll, performance management).
  • Compliance with laws, regulations, and government agency requests.
  • Identity verification to prevent unauthorized access.
  • Publicity:
  • Use of photographs and video recordings for corporate publications (newsletters, annual reports) and online platforms.

4. Consent for Collection, Use, and Disclosure

HWA ensures that personal data is collected, used, and disclosed only with the individual’s consent. Where applicable, data may be disclosed to:

  • Supporting government agencies.
  • Social Service Agencies (SSAs) and Consortium partners.
  • Corporate organisations, medical institutions, and educational institutions.
  • Law enforcement bodies and regulators.

Photographs and Video Recordings: HWA takes recordings during events for publicity and fundraising. Participants will be notified in advance via announcements or invitations.

5. Protection and Retention of Personal Data

HWA implements reasonable security measures to protect personal data against unauthorized access. Access is restricted to authorized personnel for legitimate purposes only. Data is retained only as long as necessary to fulfill its purpose or as required by law. Unnecessary data is securely disposed of.

6. Your Rights: Withdrawal, Access, and Correction

Individuals have the right to:

Contact Our Data Protection Officer (DPO)

For assistance, please contact the DPO via:

Email: dpo@hwa.org.sg
Mailing Address: Attention: Data Protection Officer, HWA, 16 Whampoa Drive, Singapore 327725

HWA will respond to requests within a reasonable timeframe (at least 3 days).

HWA may update this Privacy Policy from time to time. The latest version is always available on our website.

Consent to Collection, Use, and Disclosure of Personal Data

By submitting this form and processing my donation, I agree and consent to HWA collecting, using, and disclosing the personal data provided for the following purposes:

  • Processing, verifying, and managing my donation transaction.
  • Issuing official donation receipts and managing financial record-keeping or auditing.
  • Submitting my personal details (including NRIC/FIN/UEN if provided) to the Inland Revenue Authority of Singapore (IRAS) for automatic tax deduction processing.
  • Sending me updates on HWA’s programs, future fundraising campaigns, and impact reports (unless I opt out below).

I understand that I retain the right to withdraw my consent, access, or correct my personal data at any time by following the procedures in the Personal Data Protection Policy or by contacting the Data Protection Officer at dpo@hwa.org.sg. I acknowledge that certain statutory data (such as financial and tax records) may be retained in accordance with prevailing legal obligations despite a withdrawal request.

Consent to Collection, Use, and Disclosure of Personal Data

By submitting this form and submitting my inquiry or feedback, I agree and consent to HWA collecting, using, and disclosing the personal data provided for the following purposes:

  • Processing, responding to, and resolving my inquiry, feedback, or request.
  • Contacting me for further clarification or follow-up regarding the matters raised in my submission.
  • Improving HWA’s services, programs, and operations through internal review, quality assurance, and feedback analysis.
  • Maintaining service records and handling administrative matters related to my inquiry.

I understand that I retain the right to withdraw my consent, access, or correct my personal data at any time by following the procedures in the Personal Data Protection Policy or by contacting the Data Protection Officer at dpo@hwa.org.sg. I acknowledge that certain data may be retained in accordance with prevailing legal or operational obligations despite a withdrawal request.

Consent to Collection, Use, and Disclosure of Personal Data

By submitting this form, I agree and consent to HWA collecting, using, and disclosing my personal data provided above for the purposes of:

  • Processing my volunteer application and managing my volunteer profile.
  • Contacting me regarding volunteering opportunities, events, and organizational updates.
  • Administrative and record-keeping purposes related to my volunteer activities.

I understand that I retain the right to withdraw my consent, access, or correct my personal data at any time. To exercise these rights, or for any data protection inquiries, I can submit a request via the channels outlined in the Personal Data Protection Policy or directly contact the Data Protection Officer at dpo@hwa.org.sg.

Consent to Collection, Use, and Disclosure of Personal Data

By submitting this form, I agree and consent to HWA collecting, using, and disclosing the personal data provided above for the following purposes:
  • Processing, evaluating, and responding to my rehabilitation service enquiry.
  • Assessing eligibility for the selected services and coordinating initial consultations or assessments.
  • Contacting me or the designated individual via phone, email, or mail regarding service availability and administrative arrangements.
  • Maintaining internal records and service quality administration within HWA.

I understand that I retain the right to withdraw my consent, access, or correct my personal data at any time. To exercise these rights, or for any data protection inquiries, I can submit a request via the channels outlined in the Personal Data Protection Policy or directly contact the Data Protection Officer at dpo@hwa.org.sg.

Consent to Collection, Use, and Disclosure of Personal Data

By submitting this form, I agree and consent to HWA collecting, using, and disclosing the personal data provided above for the following purposes:
  • Processing, evaluating, and responding to my transport service inquiry.
  • Verifying my membership status and assessing service eligibility.
  • Contacting me via phone or email to coordinate transport arrangements and operational schedules.
  • Internal administration, service quality tracking, and record-keeping related to HWA transport services.

I understand that I retain the right to withdraw my consent, access, or correct my personal data at any time. To exercise these rights, or for any data protection inquiries, I can submit a request via the channels outlined in the Personal Data Protection Policy or directly contact the Data Protection Officer at dpo@hwa.org.sg.

Consent to Collection, Use, and Disclosure of Personal Data

By submitting this form, I agree and consent to HWA collecting, using, and disclosing the personal data provided above for the following purposes:

  • Processing, evaluating, and responding to my home care service inquiry or application.
  • Assessing eligibility for home care services and coordinating initial care assessments or home visits.
  • Contacting me or the designated beneficiary via phone, email, or mail regarding care schedules, service arrangements, and operational updates.
  • Maintaining internal records, service evaluation, and quality assurance for HWA home care services.

I understand that I retain the right to withdraw my consent, access, or correct my personal data at any time. To exercise these rights, or for any data protection inquiries, I can submit a request via the channels outlined in the Personal Data Protection Policy or directly contact the Data Protection Officer at dpo@hwa.org.sg.

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