PPM WKL0032/05 (2)
PPP WKL00013/05
THE CONSITUTIONS OF THE ASSOCIATION OF GRADUATES FROM UNIVERSITIES AND COLLEGES OF CHINA , MALAYSIA
RULES OF PERSATUAN BEKAS SISWAZAH UNIVERSITI DAN KOLEJ DI CHINA , MALAYSIA
(THE ASSOCIATION OF GRADUATES FROM UNIVERSITIES AND COLLEGES OF CHINA , MALAYSIA )
1. Name
The Association shall be known as Persatuan Bekas Siswazah Universiti Dan Kolej Di China, Malaysia.( The Association of Graduates From Universities And Colleges Of China , Malaysia ) hereinafter referred as “The Association”.
2 . Place of Business
Its registered place of business shall be 12-20, 12 th floor, Wisma Zelan, Jalan Permaisuri 2, Bandar Tun Razak, 56000 Kuala Lumpur or at such other place as may from time to time be decided by the Committee. The registered place of business of the Association shall not be changed without the prior approval of the Registrar of Societies.
3. Aims and Objects
The objects of the Association shall be as follows: -
• To promote and foster friendship among the members.
• To promote all kinds of welfare among the members.
• To promote educational, recreational and welfares activities that are beneficial to the community and the country.
• To promote goodwill, unity and cultural exchange among the people of the country.
• To promote and foster friendship and cultural exchange among the people of Malaysia and China ,
• To concern and react if necessary on government policy and its implementation that are affecting the members,
• To concern and comment if necessary on domestic current affairs that is affecting the members.
• To uphold the principles of human rights and the basic rights of the members as stipulated in the Constitution of Malaysia.
• To coordinate and achieve common objectives with other similar registered societies.
• To receive contributions, donations and gifts from well-wishers whether members or otherwise with prior approval from the Registrar of Societes and the relevant authority.
The A ssociation shall not contravene any law of the country in implementing the above-mentioned objects.
4. Membership
• Membership shall be opened to all MALAYSIAN who are graduates of the universities and colleges of China (Inclusive of Mainland China , Taiwan , Hong Kong and Macau) and is working and residing in Malaysia .
• Every application for membership shall be proposed and seconded by two existing members and shall be forwarded to the Secretary who shall at the first convenient opportunity, submit it to the Committee for approval. The Committee may at its discretion reject any application without assigning any reason thereof.
• Every applicant whose application has been approved as aforesaid shall, upon payment of the prescribed entrance fee and first annual subscription and or life member subscription, be admitted as a member of the Association and shall be entitled to all the privileges of membership.
• For any application, which has not been approved as aforesaid, the prescribed Entrance fee shall be refunded to the applicant.
5. Entrance Fees, Subscriptions and other dues.
• The entrance fee and subscription payable shall be as follows: -
Entrance fee RM10.00
Annual subscription RM20.00
Life member subscription RM100.00
• All annual subscription shall be payable to the Treasurer not later than 30 March, each year.
• Any member who had paid his annual subscription for five (5) consecutives years shall automatically become the life member.
• Any member who allows his arrears to exceed six months for that particular year shall receive a written notification signed by or on behalf of the Secretary, and shall be denied the privileges of membership until he settles his account.
• Any member who allows his arrears to exceed one year shall automatically cease to be a member of the Association.
• The Committee shall have the power to fix a re-entrance fee for any person who has allowed his membership to lapse through arrears.
6. OBLIGATIONS & PRIVILEGES OF MEMBERS
(1) Obligations of the members are as follows:-
• To pay entrance fees and other dues in accordance with these rules.
• To abide by the rules set herein and any resolution which may from time to time be introduced .
• To attend meetings
• To protect the interests of the Association.
• To promote the Association's objectives and to participate in the Association's activities.
(2) Privileges of the members are as follows:-
(a) To elect members to the committee and other posts up for election
(b) To be elected to the Committee or other posts up for election.
(C) To voice opinion.
(d) To vote
(e) To make use of all the Association's facilities and be entitled to
all benefits made available by the Association.
(f) To be entitled to all other privileges specified herein.
7. Resignation & Termination
• Any member who wishes to resign from the Association shall give two weeks' notice in writing to the Secretary and shall pay up all dues .
• Any member who fails to comply with the rules of the Association or has acted in a manner to bring disrepute upon the Association may be expelled or suspended for a period of time as the Committee deems fit. Before the Committee expels or suspends the member, the member shall be informed of the grounds for such expulsion or suspension in writing and be given an opportunity to explain and clear himself in person. Such suspension or expulsion shall be enforced, unless otherwise reversed by a general meeting upon appeal by the said member.
• Deceased members are automatically deleted from the Register of Members.
8. General Meeting
• The supreme authority of the Association is vested in a general meeting of the members. At least one-half of the voting membership of the Association or the voting members present represent twice the total number of committee members, whichever is the lesser, must be present at a general meeting for its proceedings to be valid and to constitute a quorum.
• If half an hour after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the Committee; and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have the power to proceed with the business of the day but shall not have the power to alter the rules of the Association or make any decision affecting the whole membership.
• An annual general meeting of the Association shall be held as soon as possible after the close of each financial year but not later than April on a date and a time and place to be decided by the Committee. The business of the annual general meeting shall be: -
• To receive the minutes of the previous annual general meeting,
(b) To receive the Committee's report on the working of the Association during the previous year;
(c) To receive the Treasurers' report and the audited accounts of the Association for the previous year;
• If applicable ,t o elect a Committee and to appoint auditors for
two years.
• To deal with such other matters as may be put before it.
• A preliminary notice of the annual general meeting stating the date, the time and the place and calling for motions for discussion, motions for amendment of the Rules and nominations for the election of the Committee shall be sent by the secretary to all members not later than 21 days before the date fixed for the meeting, and this notice shall also be prominently displayed at the registered office or place of meeting of the Association.
• Nominations for the election of officers and motions for discussion at the meeting must be set to reach the Secretary not later than 7 days after the receipt of the preliminary notice.
• The Secretary shall send to all members at least 7 days before the meeting an agenda including copies of minutes and reports, motions and nominations for the election of officers, together with the audited accounts of the association for the previous year. Copies of these documents will also be made available at the registered office or place of meeting of the Association for the perusal of members
• The members present at any general meeting shall elect among themselves a person to preside at the meeting.
• At all general meetings, resolutions put to the vote of the meeting shall be decided on a show of hands; unless before or upon the declaration of the result by the show of hands, a poll be demanded by the President or by any person for the time being entitled to vote at the said meeting. Unless a poll is so demanded, a declaration by the President of the meeting that a resolution has on a show of hands been carried or carried unanimously or by a particular majority shall be conclusive.
• (a) All resolutions, save for those concerning the Association's Rules and Constitutions, shall be passed with a majority vote. In the case of an equality of votes, either on a show of hands or on a poll, the President of the meeting shall be entitled to a further or casting vote.
(b) All resolutions amending the Association's Rules and Constitutions can only be passed by a two third (2/3) majority of the members present.
• An extraordinary general meeting of the Association shall be convened: -
• Whenever the Committee deems it desirable; or
• At the joint request in writing of not less than twice the number of committee members, stating the objects and reasons for such meeting.
• An extraordinary general meeting requisitioned by members shall be convened for a date within thirty days of the receipt of such requisition.
• Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least fifteen days before the date fixed for the meeting.
• Paragraphs 8(1) and 8(2) of this rules regarding the quorum and the postponement of an annual general meeting shall apply also to an extraordinary general meeting, but with the provision that if no quorum is present after half an hour from the time appointed for a postponed extraordinary general meeting requisitioned by the members, the meeting shall be cancelled, and no extraordinary general meeting shall be requisitioned for the same purpose until after the lapse of at least six months from the date thereof.
• The Secretary shall forward to all members a copy of the draft minutes of each annual and extraordinary general meeting as soon as possible after its conclusion.
9. Committee
(1) A committee consisting of the following s , who shall be termed the office-bearers of the Association , shall be elected at the annual general meeting on each alternative year. This means that each office bearer will be elected to a two years term.
A President
A Deputy President
2 Vice President
A Secretary
An Assistant Secretary
A Treasurer
An Assistant Treasurer
• Ordinary Committee Members
(2) All office-bearers of the Association and every officer performing executive functions in the Association shall be Malaysian citizens.
(3) Names for the above offices in paragraph (1) shall be proposed and seconded and election will be by a simple majority vote of the members at the annual general meeting. All the office-bearers shall be eligible for re-election each alternative year except the President shall not serve for more than two (2) terms of four (4) years consecutively.
(4) The function of the Committee is to organize and supervise the day-to-day activities of the Association and to make decisions on matters affecting it's running within the general policy laid down by the general meeting. The Committee shall not act contrary to the expressed wishes of the general meeting without prior reference to it and shall always remain subordinate to the general meeting. It shall furnish a report to each annual general meeting on its activities during the previous year.
(5) The Committee shall meet at least once every two months; a 7 days ' notice of each meeting shall be given to the members. The President acting alone or not less than three of its members acting together may call for a meeting of the Committee to be held at any time. At least one half of the Committee members must be present for its proceedings to be valid and to constitute a quorum.
(6) Where any urgent matter requiring the approval of the Committee arises and it is not possible to convene a meeting, the Secretary may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the Committee is deemed to have been obtained: -
• The issue must be clearly set out in the circular and forwarded to all members of the committee;
• At least one-half of the members of the Committee must indicate whether they are in favor or against the proposal; and
• The decision must be by a majority vote.
Any decision obtained by circular letter shall be reported by the Secretary to the next Committee meeting and recorded in the minutes thereof.
(7) Any member of the Committee who fails to attend three consecutive meetings of the committee without satisfactory explanation shall be deemed to have resigned from the Committee.
(8) In the event of the death or resignation of a member of the Committee, the Committee shall have the power to co-opt any other member of the Association to fill the vacancy until the next election of office-bearers.
(9) The Committee shall give instructions to the Secretary and other officers for the conduct of the affairs of the Association .It may appoint such officers and such staff as it deems necessary. It may suspend or dismiss any officers or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Committee, or for any other reason, which it deems good and sufficient in the interest of the Association .
(10) The Committee may appoint any sub-committee for any purpose arising out of or connected with any of the duties, functions and aims laid down under the rules. Any members can become members of this sub-committee.
10. Duties of Office-Bearers
• The President shall during his term of office preside at all meetings of the committee and shall be responsible for the proper conduct of all such meetings. He shall have the casting vote and shall sign the minutes of each meeting at the time they are approved. He shall, in conjunction with the Secretary and Treasurer sign all cheques on behalf of the Association .
• The Deputy-president shall assist the President in carrying out his duties and shall be in the absence of the President act for and have power vested in the President.
• The Vice Presidents shall assist the President and or the Deputy President in carrying out their duties.
• The Secretary shall conduct the business of the Association in accordance with the rules, and shall carry out the instructions of the general meeting and of the Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and paper except the accounts and financial records. He shall attend all meetings, and record all proceedings. He shall keep a membership register consisting of details such as name, identity card number, date and place of birth, occupation, name and address of employer and residential address. He shall in conjunction with the President and the Treasurer, sign all cheques on behalf of Association .He shall file annual returns within 60 days from the date of the annual general meeting to the Registrar of Societies.
• The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence.
• The Treasurer shall be responsible for the finances of the Association . He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He shall in conjunction with the President and the Secretary sign all cheques on behalf of the Association .
• The assistant Treasurer shall assist the Treasurer in carrying out his duties and shall in the absence of the Treasurer act for and have the power vested in the Treasurer.
• The Ordinary Committee Members shall carry out such duty as directed by the President or the Committee
.
11. Financial Provisions
• Subject to the following provisions in this rules, the funds of the Association may be expended for the purpose necessary for the carrying out of its objects, including the expenses of its office-bearers and paid staff, and the audit of its accounts, but they shall on no account be used to pay the fine of any member who may be convicted in a court of law.
• The Treasurer may hold a petty cash advance not exceeding RM300.00 (Malaysian Ringgit Three Hundred only) at any one time. All money in excess of this sum shall within seven days of receipt be deposited in a bank approved by the Committee. The bank account shall be in the name of the Association .
• All cheques or withdrawal notices on the Association 's account shall be signed jointly by the President, the Secretary and the Treasurer. In the absence of the President, the Secretary or the Treasurer for a long period, the Committee shall appoint one of its members to sign in his place.
• No expenditure exceeding RM3000.00 (Malaysian Ringgit Three Thousand only) at any one time shall be incurred without the prior sanction of the committee, and no expenditure exceeding RM5000.00 (Malaysian Ringgit Five thousand only) in any one month shall be incurred without the prior sanction of a general meeting. Expenditure less than RM 3 000.00 (Malaysian Ringgit T hree thousand only) at any one time may be incurred by the President together with the Secretary or the Treasurer.
• As soon as possible after the end of each financial year, a statement of receipts and payments and a balance sheet for the year shall be prepared by the Treasurer and audited by the Auditors appointed under the rule 12. The audited accounts shall be submitted for the approval of the next annual general meeting, and copies shall be made available at the registered place of business of the Society for the perusal of members.
• The financial year of the Association shall commence on the 1 st January and end on the 31 st December every year.
12. Audit
• Two persons, who shall not be office-bearers of the Association , shall be appointed, by the annual general meeting as Honorary Auditors. They shall hold office for two year s and may be reappointed.
• The Auditors shall be required to audit the accounts of the Association for the year, and to prepare a report or certificate for the annual general meeting. They may also be required by the President to audit the accounts of the Association for any period within their tenure of office, at any date, and to make a report to the Committee.
13. Interpretation
• Between annual general meetings the committee shall interpret the rules of the Association and when necessary, determine any point on which the rules are silent.
• Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting, the decisions of the Committee shall be binding on all members of the Association unless and until countermanded by a resolution of a general meeting.
14. Advisor / Patron
The Committee shall if it deems fit and necessary appoint past President of the Association and persons who have rendered meritorious services to the Association to be the Advisor or Patron of the Association . The person appointed must give his consent in writing.
15. Prohibitions
• None of the following games shall be played in the premises of the Association : Roulette, Lotto, Fan Tan, Poh, Peh Bin, Belankai, Pai Kau, Tau Ngau, Tien Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty One, Thirty One, Ten and a half, all games of dice, bankers' games, all video games and all games of mere chance.
• Neither the Association nor its members shall attempt to restrict or in any other manner interfere with the trade or prices or engage in any Trade Union activities as defined in the Trade Union Act, 1959...
• The Association shall not hold any lottery, whether confined to its members or not, in the name of the Association , its office-bearers or members without prior approval from the authorities concerned.
• “Benefits” as mentioned under section 2 of the Societies Act 1966 shall not be given by the Association to any of its member.
16. Amendments of Rules.
These Rules shall not be amended except by resolution of a general meeting. Such amendments shall take effect from the date of their approval by the Registrar of Societies. Any amendment to the rules shall be forwarded to the Registrar of Societies within 60 days of being passed by the general meeting.
17. Dissolution
• The Association may be voluntarily dissolved by a resolution of not less than three-fifths of the membership present in a general meeting.
• In the event of the Association being dissolved as provided above, all debts and liabilities legally incurred on its behalf shall be fully discharged, and the remaining funds shall be disposed of in such manner as may be decided upon by a general meeting.
• Notice of dissolution shall be forwarded to the Registrar of Societies within 14 days of its dissolution.
18. ACQUISITIONS AND DISPOSAL OF IMMOVABLE PROPERTY
(1) The Association shall only acquire or dispose off any immovable property only
Upon the approval of a general meeting of members.
• All immovable property shall be registered in the name of the Association as provided under Section 9 (b) of the Societies Act 1966.
• All proceeds from the disposal of any immovable property shall be deposited into the bank account s pecified in Rule 1 1 .
• All instruments relating to the property shall be executed by three members of the committee, namely the President, Secretary and Treasurer whose appointment are authenticated by a certificate of the Registrar of Societies and the seal of the Association shall also be affixed thereon.
• Any requisition for a resolution to be put to a Annual or Extraordinary General Meeting to dispose of any Association's immovable property can only be made by not less than ONE HUNRED (100) members and such resolution so requisitioned can only be passed at the Annual or Extraordinary General Meeting by a three-fourth (3/4) majority of the members present.
…………………………………… ……………… …………………
Name: Ting Chee Seng Name: Wong Shaw Yip
Position: President Position: Secretary |
