Rules and Regulations
The Society
shall be called the PERSATUAN ALUMNI SEKOLAH MENENGAH ASSUNTA. (Hereinafter
is referred to as "the Society").
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The registered
address and place of business of the Society shall be c/o 4, Jalan 16/7,
46350 Petaling Jaya or such other place or places from time to time as
may be decided-on by the Committee; and its postal address shall be PERSATUAN
ALUMNI SEKOLAH MENENGAH ASSUNTA, PO Box 6603, Kampung Tunku, 47309 Petaling
Jaya. Any change of address shall require the prior approval of the Registrar
of Societies.
The objects
of the Society shall be:
1. to carry
on activities to aid, support or assist Sekolah Menengah Perempuan) Assunta,
Petaling Jaya (hereinafter referred to as "the School");
2. to conduct
fundraising for and/or make donations to the School; and
3. to subsidise
in the areas of education and development of the School so as to directly
or indirectly benefit the same.
4.1
Membership
of the Society is classified as follows:
a) she is a
Malaysian citizen;
b) she is
a former student of the School;
c) she is
18 years of age and above,
d) she agrees
and undertakes to observe the rules and regulations of then Society; and
e) she has
paid all fees due and payable as set out in Clause 5 herein.
4.2
Every application
for membership shall be proposed and seconded by two (2) existing members
and shall be forward to the Secretary who shall submit it to the
Committee for approval. The Committee may at its discretion reject any
application without assigning any reason therefor.
4.3
Every applicant
whose application has been approved as aforesaid shall upon payment of
the prescribed first yearly subscription, be admitted as a member of the
Society and shall be entitled to all the privileges of membership.
4.4
No University
or College - University student shall be admitted as a member of the Society
unless she has obtained a prior written permission from the Vice Chancellor
of the University concerned.
| 5.
ENTRANCE FEES, SUBSCRIPTIONS AND OTHER DUES |
5.1
The subscriptions
payable shall be as follows:-
Registration
Fee: RM10.00
Annual Subscription:
RM10.00
5.2
All yearly
subscription must be paid to the Treasurer in advance on or before the
31st March every year.
5.3
Any member
who does not pay her annual subscription by the 31st March each year shall
receive a written notification signed by or on behalf of the Secretary
and shall be denied the rights and privileges of membership until she settled
her dues.
5.4
Any member
who allows her arrears to exceed one (1) year subscription, she shall automatically
cease to be a member of the Society and the Committee may direct
that legal action be taken against her, provided that they are satisfied
that she has received due notice of her debts.
5.5
The Committee
shall have the power to fix a re-entrance fee for any person who has allowed
her membership to lapse through years.
5.6
Special subscriptions
or levies for particular purpose may be raised from members by resolution
of the General Meeting of the Society. If any member fails to pay such
subscription within such period as may be resolved, the amount due shall
be treated in the same way as arrears of yearly subscription.
| 6.
RESIGNATION AND EXPULSION |
6.1
Any members
who wishes to resign from the Society shall give two (2) weeks notice
in writing to the Secretary and shall pay up all dues.
6.2
If any member
violate the By-laws or acts in a manner prejudicial to the interest of
the Society, the Committee may expel or suspend the member concerned for
a certain period of time. However, the Committee shall give a written
notification to the member on what ground she is being expelled or suspended.
The member shall be given the opportunity to explain and defend herself.
The decision of the Committee shall be implemented unless and until the
General Meeting reverses or postpones the decision of the Committee after
the member has appealed against the decision of the Committee.
7.1
The supreme
authority of the Society is vested in a General Meeting of the members.
At least one half of the total voting membership of the Society or twice
the total number of the Committee whichever is lesser must be present at
a General Meeting for its proceedings to be valid and to constitute a quorum.
7.2
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 power to proceed with the business of the day but they shall not have
the power to alter the rules of the Society or to make decisions affecting
the whole membership.
7.3
An Annual
General Meeting of the Society shall be held as soon as possible
after the close of each financial year but not later than 31st of March
on a date and at a time and place to be decided by the Committee. The business
of the annual General Meeting shall be:
a) To receive
the Committee's report on the working of the Society during the previous
year.
b) To receive
the Treasurer's report and the audited accounts of the Society for the
previous year.
c) To elect
a Committee and to appoint Auditors for the two years.
d) To deal
with such other matters as may be put before it.
7.4
The Secretary
shall send a notice of meeting to all members at least 14 days before the
meeting, an agenda including copies of minutes and reports, motions and
nominations for the election of officers, together with the audited account
of the Society for the previous year. Copies of these documents will also
be made available at the registered address or place of meeting of the
Society for the perusal of members.
7.5
An Extraordinary
General Meeting of the Society shall be convened:
a) Whenever
the Committee deems it desirable, or
b) At the
joint request in writing of not less than one fifth (1/5) of the total
members who are eligible for voting, stating the objectives and reasons
for such meeting. The request shall be addressed to the President of the
Society.
7.6
An Extraordinary
General Meeting requisitioned by members shall be concerned for a date
within thirty days of the receipt of such requisition.
7.7
Notice and
agenda for an Extraordinary General Meeting shall be forwarded by the Secretary
to all members at least fourteen (14) days before the date fixed
for the meeting.
7.8
Paragraphs
7(1) and 7(2) of this rule regarding the quorum and the postponement of
an Annual General Meeting shall apply also to an Extraordinary General
Meeting, but with the proviso that if no quorum is present after half an
hour from the time appointed for a postponed Extraordinary General Meeting
requisitioned by members the meeting shall be cancelled, and no Extraordinary
Annual General Meeting shall be requisitioned for the same purpose until
after the lapse of at least six months from the date thereof.
7.9
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.
8.1
A Committee
consisting of the following who shall be termed the office bearers of the
Society shall be elected at the Annual General Meeting:
a) A President
b) A Deputy
President
c) A Secretary
d) A Treasurer
e) 6 Ordinary
Committee Members
8.2
All office
bearers of the Society and every officer performing executive functions
with the Society shall be Malaysian citizens.
8.3
Names for
the above officers 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 two years.
8.4
The function
of the Committee is to organize and to make decisions on matters affecting
its running within the general policy laid down by the General Meeting.
The Committee may not act contrary to the expressed wishes of the General
Meeting without prior references 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.
8.5
The Committee
shall meet at least once every three months, and seven (7) days notice
of each meeting shall be given to the members. The President acting alone,
or not less than four 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.
8.6
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:
a) The issue
must be clearly set out in the circular and forwarded to all members of
the Committee.
b) At lease
one-half of the members of the Committee must indicate whether they are
in favour or against the proposal, and
c) The decision
must be by 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.
8.7
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.
8.8
In the event
of the death or resignation of a member of the Committee, the candidate
who received the highest number of votes In the previous election for the
post affected shall be invited to fill the vacancy. If there is no such
candidate or if such candidate declines to accept the office, the Committee
shall have power to co-opt any other member of the Society to fill the
vacancy until the next Annual General Meeting.
8.9
The Committee
shall give instruction to the Secretary and other officers for the conduct
of the affairs of the Society. It may appoint such organizers and such
staff as it deems necessary. It may suspend or dismiss any organizer or
member of the staff for neglect of duty, dishonesty, incompetence, refusal
to carry out the decision of the Committee, or for any other reason which
it deems fit and sufficient in the interest of the Society.
8.10
The Committee
may appoint sub-committees when necessary and its members are entrusted
with special responsibility.
| 9.
DUTIES OF OFFICE-BEARERS |
9.1
The President
shall during her term of office preside at all General Meetings and all
meetings of the Committee and shall be responsible for the proper conduct
of all such meetings. She shall have the casting vote and shall sign the
minute of each meeting at the time they are approved. She shall, in conjunction
with the Secretary and the Treasurer, sign all cheques on behalf of the
Society.
9.2
The Vice-President
shall deputise for the President during the latter's absence.
9.3
The Secretary
shall conduct the business of the Society in accordance with its rules,
and shall carry out the instructions of the General Meeting and of the
Committee. She shall be responsible for conducting all correspondence and
keeping all books, documents and papers except the accounts and financial
records. She shall maintain a membership register with particulars of name,
age, identity card numbers, occupation and address of every member. She
shall attend all meetings and record the proceedings. In conjunction with
the President and the The Treasurer she shall sign all cheques on behalf
of the Society. Within 60 days after the holding of the annual General
Meeting the Secretary shall send the Annual Report to the Registrar of
Society in accordance with the requirement of Section 14(1) of the Societies
Act 1966.
9.4
The Treasurer
shall be responsible for the finances of the Society. She shall keep accounts
of all its financial transaction and shall be responsible for their correctness.
She shall, in conjunction with the President and the Secretary, sign all
cheques on behalf of the Society.
9.5
The Ordinary
Committee Members shall assist the other office- bearers in their duties.
10.1
Subject to
the following provisions in this rule, the funds of the Society may be
expend for any purpose necessary for the carrying out of its objects including
expenses of its administration, the payment of salaries, allowances and
expense to 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.
10.2
The Treasurer
may hold a petty cash advance not exceeding RM500.00 (Ringgit Malaysia
Five Hundred Only) at any one time. All money in excess of this sum shall
be deposited within seven (7) days of receipt in a bank approved by the
Committee. The bank account shall be in the name of the Society.
10.3
All cheques
or withdrawal notices on the Society's account shall be signed jointly
by the President, the Secretary and the Treasurer. In the absence of the
President, the Secretary and the Treasurer, the Committee shall appoint
one of its members to sign her place.
10.4
No expenditure
exceeding RM500.00 at any one time shall be incurred without the prior
sanction of the Committee and no expenditure exceeding RM2,000.00 at any
one time shall be incurred without the prior sanction of a General Meeting.
Expenditure of less than RM500.00 at any one time may be approved by the
President, together with the Secretary and the Treasurer.
10.5
As soon as
possible after the end of each financial year, a statement of income and
expenditure and a balance sheet for the year shall be prepared by the Treasurer
and audited by the Auditors appointed under rule 11. The audited accounts
shall be submitted for the approval of the next Annual General Meeting
and copies shall be made available at the registered office or place of
meeting of the Society for the perusal of members.
10.6
The financial
year will commence on 1st January and close on 31st December every year.
11.1
Two persons,
who shall not be office-bearers of the Society, shall be appointed by the
Annual General Meeting as Auditors. They shall hold office for two
(2) years and may be re-appointed.
11.2
The Auditors
shall be required to audit accounts of the Society for the year, and prepare
a report or certificate for the Annual General Meeting. They may also be
required by the President to audit the accounts of the Society for any
period within their tenure of office at any date, and make a report to
the Committee.
12.1
Three Trustees,
who must be over 21 years of age, shall be appointed when necessary at
the Annual General Meeting and shall hold office during the pleasure of
the Society. They shall have vested in them all immovable property belonging
to the Society by signing the Deed of Trust and shall deal with it in such
a manner as the General Meeting may direct.
12.2
The Trustees
shall not sell, withdraw or transfer any of the property of the Society
without the consent and authority of a General Meeting of members.
12.3
A Trustee
may be removed from office by the General Meeting on the grounds that,
owing to ill health, unsoundness of mind, absence from the country or for
any other reason, she is unable to perform her duties or unable to do so
satisfactorily. In the event of death, resignation or removal of
a Trustee the vacancy shall be filled by a new Trustee appointed by a General
Meeting.
13.1
Between Annual
General Meetings, the Committee shall interpret the rule of the Society
and when necessary determine any point on which the rules are silent.
13.2
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 Society unless and until countermanded by a resolution
of a General Meeting.
14.1
None of the
following games shall be played in the premises of the Society: Roulette,
Lotto, Fan Tan, Poh, Peh Bin, Belangkai, Pai Kau, Tau Ngau, Tien Kow, Chap
Ji Kee, Sam Cheong, Twenty- One, Thirty-One, Ten and a Half, all games
of dice, banker's game and all games of mere chance.
14.2
Neither
the Society 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.
14.3
The Society
shall not hold any lottery, whether confined to its members or not, in
the name of the Society or its office bearers or Committee members.
14.4
The Society
shall not pay out any benefits as defined under Section 2 of the Societies
Act, 1966 to am of its members.
These Rules
may not be altered or amended except by resolution of a General Meeting.
Application for any such alterations or amendments shall be made to the
Registrar of Societies within 60 days from the date of the decision or
alterations or amendment and shalltake effect from the date of their approval
by the Registrar of Societies
16.1
The Society
may be voluntarily dissolved by a resolution of not less than three-fifths
of the total membership at a General Meeting specially convened for
the purpose.
16.2
In the event
of the Society 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.
16.3
The notice
of dissolution shall be given within 14 days of the dissolution to the
Registrar of Societies.
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