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 SEKOLAH MENENGAH ASSUNTA, Jalan Changgai,
46000 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 former student of the School
b) she is 18
years of age and above
c) she agrees and undertakes to observe the
rules and regulations of then Society
d) 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.
7.10
Registered and paid-up members who are unable to
attend the Annual General Meeting be allowed to vote for office bearers
via e-mail.
7.11
Proxy forms may only be used for the passing of
resolutions and adoption of financial statements and/or accounts.
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
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.
8.3
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.
8.4
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.
8.5
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.
8.6
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.
8.7
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.
8.8
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.
8.9
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 expended 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
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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