中兴校友会章程
RULES AND CONSTITUTION OF TIONG HIN SCHOOLS ALUMNI ASSOCIATION
1.NAME
The name of the Association shall be known as TIONG HIN SCHOOLS ALUMNI ASSOCIATION hereinafter referred to as the Association.
2.REGISTERED/POSTAL ADDRESS
(1)The registered address of the Association shall be SMK TIONG HIN, LORONG IGAN 2, SG MERAH, 96000 SIBU, SARAWAK
(2)The postal address of the Association shall be SMK TIONG HIN, P.O.BOX 211, 96007 SIBU, SARAWAK
(3) The registered address and postal address of the Association shall not be changed without prior approval of the Registrar of Societies.
3.OBJECTIVES
The objectives of the Association shall be:
(1) To promote a deeper and stronger bond between the past and the present students of the Tiong Hin Kindergarten, Primary and Secondary Schools of Sibu.
(2)To render all possible assistance to the poor and needy members or their children and for the advancement of the Tiong Hin Kindergarten, Primary and Secondary Schools, Sibu.
(3)To establish and/or operate properties including care-centers including day-care centers, clinics, halls and special facilities for the use of its members, students and/or staff of the schools.
(4)To own, purchase, takes lease or otherwise acquire lands, buildings or properties for the purpose of the Association.
(5)To solicit, receive and accept grants, gifts, scholarships, donations including movable and immovable properties and to raise funds for the furtherance of any of the above objects with the prior consent of the Registrar of Societies and then approval of the authority concerned.
4.MEMBERSHIP QUALIFICATION
There shall be only one type of membership which shall consist of ordinary life member
(1) Ordinary Life Member – Qualification
Every old or ex-student of Tiong Hin Kindergarten, Primary and or Secondary schools, Sibu shall be eligible for the life membership of the Association.
5.APPLICATION FOR MEMBERSHIP
(1)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.
(2)Every applicant, whose application has been approved as aforesaid, shall, upon payment of prescribed entrance fee and life membership subscription fee, be admitted as a member of the Association and shall be entitled to all the privileges of membership.
6.MEMBERSHIP REGISTER
The Secretary shall keep a membership register containing the following particulars:-
(1) Serial No.
(2)Date of Admission
(3) Name
(4) Date of Birth
(5) Identity Card Numbers
(6) Nationality
(7) Occupation
(8) Office Address
(9) Home Address
(10) Telephone Number
7.CHANGE OF ADDRESS
Every member shall notify the Secretary of his change of address, failing which any letter, circular or notice sent to his last registered address, shall be deemed to have been given to and received by such member for any purpose provided by these rules.
8.RESIGNATION
Any member may resign his membership by giving to the Secretary, notice in writing to that effect. Every such notice shall, unless otherwise expressed, be deemed to take effect as from the first day of January next, following the receipt thereof.
9.EXPULSION OF MEMBERS
(1)The Committee may, if at any time it shall be of the opinion that the interests of the Association so require, by letter invite any member to withdraw from the Association within such time as is specified in such letter, and in default of such withdrawal to submit the question of his expulsion to an Extraordinary General Meeting to be held within six weeks after the date of such letter. Not less than four weeks’ notice of the meeting shall be given to the members. It shall be the duty of the Secretary to inform the member in question of the time and place of the meeting and of the nature of the complaints against him in sufficient time to afford him a proper opportunity of offering his explanations. At such meeting, the member shall be allowed to offer any explanation of his conduct verbally or in writing, and thereupon, two-thirds of the members present shall vote for his expulsion, he shall thereupon cease to be a member of the Association: Provided that the voting at any such Extraordinary General Meeting shall be by ballot if not less than five members present thereat shall so demand. It shall be in the power of the Committee to exclude such member from the Association’s premises until such Extraordinary General Meeting is held as required above.
(2)No person who has been expelled from the Association under paragraph (1) above shall at any time be re-admitted as a member.
10.EFFECT OF CEASING TO BE A MEMBER
Any person shall, upon ceasing to be a member of the Association, whether on account of resignation or expulsion, forfeit all rights to any claim upon the Association and its property and funds.
11. ENTRANCE FEE, SUBSCRIPTION AND OTHER DUES
(1)The entrance fee and subscription payable shall be as follows:-
(a)Life member – Entrance feeRM2.00
(b)Life member – Subscription fee RM 10.00
(2)Special subscriptions or levies for particular purposes may be raised from members by resolution of the General Meeting of the Association. These dues are on a voluntary basis.
12.ANNUAL GENERAL MEETING
(1)The supreme authority of the Association shall be rested in the general meeting of the members.
(2)An Annual General Meeting of the Association shall be held as soon as possible after the close of each financial year on a date and at a time and place to be decided by the Committee, but not later than 30th, June. The business of the Annual General Meeting stall be:‑
(a)To receive the Committee’s report on the working of the Association during the previous year;
(b)To receive the Treasurer’s report and the audited accounts of the Association for the previous year;
(c)To elect a Committee and to appoint Auditors for the ensuing year; (if the current term expired)
(d)To deal with such other matters as may be put before it.
(3)A preliminary notice of the Annual General Meeting stating the date, time and place, and calling for motions for discussion and motions for amendment of the rules shall be sent by the Secretary to all members not later than 30 days before the date fixed for the meeting, and this notice shall also be prominently displayed at the registered office/address of the Association. The mode of communication can be by mail, email, fax, SMS, etc as deemed fit with the modern technology of the day.
(4) Motions for discussion at the meeting must be sent to reach the Secretary not later than 10 days from the date of the preliminary notice.
(5) The Secretary shall send to all members at least 15 days before the meeting agenda including copies of minutes and reports, motions and the audited accounts of Association for the previous year. Copies of these documents will also be made available the registered office/address of the Association for the perusal of members.
13.EXTRAORDINARY GENERAL MEETINGS
(1)An Extraordinary General Meeting of the Association shall be convened:-
(a)Whenever the Committee deems it desirable;
(b)At the joint request in writing of not less than twenty members, stating the objects and reasons for such meeting.
(2)An Extraordinary General Meeting requisitioned by members shall be convened for a date within thirty days of the receipt of such requisition.
(3)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.
14.QUORUM AND POSTPONEMENT OF GENERAL MEETINGS
(1)The quorum for any General Meeting shall be at least twice the number of the Committee Members or one-half of the total voting membership, whichever is the lesser.
(2)In the absence of a quorum after half an hour, the meeting shall be postponed to a later date to be decided by the Committee.
(3)Where no quorum is present at the subsequent date decided in accordance with paragraph (2) above,
(a)An Annual General Meeting shall proceed to business provided that such meeting shall not amend these rules or make decisions affecting the whole membership.
(b)A Extraordinary General Meeting requisitioned by members shall be cancelled and no extraordinary General Meeting shall be requisitioned for the same purpose until after a lapse of six months from the date thereof.
15.COMMITTEE
(1)(a)A Committee consisting of the following who shall be termedthe office-bearers of the
Association, shall be elected biennially at the Annual General Meeting:-
A Chairman
A Vice-Chairman
A Secretary
An Assistant Secretary
A Treasurer
An Assistant Treasurer
An Service & Membership Director
An Assistant Service & Membership Director
A Social & Welfare Director
An Assistant Social & Welfare Director
A Finance & Project Director
An Assistant Finance & Project Director
5 Ordinary Committee Members
(b)All members of the Committee and every officer performing executive functions in the Association shall be Malaysian citizens.
(2)Names for the above offices shall be proposed and seconded by nomination forms and received by the Secretary 7 days before the Annual General Meeting. If the nominations didn’t exceed the total required number of the committee members of seventeen (17), then the election is not required.If, however, the nominations exceeded the stipulated number, then the election will be carried out by a majority vote of the voting members at the Annual General Meeting to retain the required number of nominees. The out-going committee will preside and oversee the smooth nomination, election and appointment of the new committee during the AGM. All the office-bearers shall hold office for a term of two (2) years and shall be eligible for re-election.
(3)The function the Committee is to organize and supervise the day-to-day activities of the Association 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 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.
(4)The Committee shall meet at least once every three months, and 7 days notice of each meeting shall be given to the members. The Chairman 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.
(5)Any member of the Committee who fails to attend three consecutive meeting of the Committee without satisfactory explanation shall be deemed to have resigned from the Committee.
(6)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 next Annual General Meeting
(7)The Committee shall give instructions to the Secretary and other officers for the conduct of the affairs of the Association. 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 decisions of the Committee, or for any other reason which it deems good and sufficient in the interest of the Association
(8)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
(9)Subject to the provision hereinafter contained the Committee shall have the powers to perform all acts which it considers to be in the interests of the Association or Tiong Hin Kindergarten, Primary and/or Secondary Schools, Sibu.
(10)The committee shall have the powers to invite other suitable person or persons to be patron or patrons of the Association, and duly endorsed by the General Meeting.
(11)The Committee shall have the power to appoint sub-committees. It shall delegates to them such powers it may deem necessary or expedient and to withdraw from such sub-committee all or any of powers so delegated and to revoke all such appointments.
16.DUTIES OF OFFICE-BEARERS
(1)The Chairman shall, during his 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. He shall have the casting vote and shall sign the minutes of each meeting at the time they are approved.
(2) The Vice-Chairman shall assist the Chairman in carrying out his duties and shall deputize for the Chairman during the latter’s absence.
(3) The Secretary shall conduct the business of the Association in accordance with its 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 papers except the accounts and financial records. He shall attend all meetings and record the proceedings.
(4) The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence.
(5) 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.
(6) The Assistant Treasurer shall assist the Treasurer in carrying out his duties and shall act for him in his absence.
(7)The Service & Membership Director shall be responsible for the recreation and membership drive of the Association to promote deeper and stronger bond between the past and present students of the schools.
(8)The Assistant Service & Membership Director shall assist and act in the absence of the related Director.
(9)The Social & Welfare Director shall render all possible assistance to the poor and needy members or their children or the past and present staff of the schools and the advancement of the schools.
(10)The Assistant Social & Welfare Director shall assist and act in the absence of the related Director.
(11)The Finance & Project Director shall solicit, receive and accept grants, gifts, scholarships, donations, and to raise funds for the furtherance projects as well as establishing and/ or operating properties for the use of its members, students and/or staff of the schools.
(12)The Assistant Finance & Project Director shall assist and act in the absence of the related Director.
(13)The Committee members shall assist the committee in carrying out its functions.
(14)The Ordinary Members shall take charge of duties allocated to them by the Committee.
17.FINANCIAL PROVISIONS
(1)The financial year of the Association shall commence on 1st January annually.
(2) The incomes and property of the Association and profits derived from participation in any business or investment shall be applied solely towards the furtherance promotion and execution of the objects of the Association and no portion thereof shall be paid or transferred directly or indirectly by way of dividend or bonus or otherwise to the person or persons who at any time are or have been members of the Association or to any person claiming through them. But nothing herein contained shall prevent the payment in good faith of remuneration to any office-bearers or servants of the Association or to any member thereof or other person in return for any services actually rendered to the Association.
(3)The Treasurer may hold a petty cash advance not exceeding One thousand ringgit (RM1,000.00) 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.
(4)All cheque or withdrawal notices on the Association’s bank account shall be signed jointly by the Chairman (or in his absence the Vice-Chairman), the Secretary (or in his absence the Vice-Secretary) and the Treasurer (or in his absence the Vice-Treasurer).
(5)No expenditure exceeding Ringgit Ten thousand (RM10,000.00)at any one time shall be incurred without the prior sanction of the Committee and no expenditure exceeding Ringgit one hundred thousand (RM100,000.00) at any one time shall be incurred without the prior sanction of a General Meeting.
(6)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 Auditor/Auditors appointed under Rule 18. The audited accounts shall be submitted for approval of next Annual General Meeting, and copies shall be made available at the registered office address of the Association for the perusal of members.
(7)To raise fund for the attainment of the objectives of the Association with the approval of the Registrar Of Societies and the authority concerned.
18.AUDIT
(1)One or more persons, who shall not be office-bearers of the Association, shall be appointed by the Annual General Meeting as Auditors. He/They shall hold office for one year and can be re-appointed.
(2)The Auditor/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. He/They may also be required by the Chairman to audit the accounts of the Association for any period within his/their tenure of office at any date, and to make a report to the Committee.
19.APPOINTMENT OF OFFICERS UNDER SECTION 9(b) OF THESOCIETIES ACT, 1966
(1)The immovable property of the Association may, if not registered in the name of trustees, notwithstanding the provisions of any written law of contrary, be registered in the name of Association, and all instruments relating to that property shall be as valid and effective as if they had been executed by the registered proprietor provided that they are executed by three (3) office- bearers for the time being of the Association, whose appointments are authenticated by a certificate of the Registrar, and sealed with the seal of the Association.
(2)They shall hold office until their term expires at the next Annual General Meeting and shall be eligible for re-election.
(3)The officers appointed under this rules shall deal with the immovable property of the Association in such manner as the General Meeting may direct provided that all immovable properties shall be registered in the name of the Association.
(4)The officers shall not sell, withdraw or transfer any of the properties of the Association without the consent and authority of a General Meeting.
An officer may be removed from office by a General Meeting on the grounds that, owing to ill health, unsoundness of mind, absence from the country or for any other reason, he is unable to perform his duties or unable to do so satisfactorily. In the event of the death, resignation or removal of an officer before the Annual General Meeting, the vacancy shall be filled by an Extraordinary General Meeting convened for the purpose.
20.BY-LAWS
The Committee may make, repeal and alter by-laws which are not inconsistent with these rules. All by-laws or rescissions and alterations thereof shall be posted on the notice board in the Association’s premises for a fortnight, during which time any twenty members may, by notice in writing to the Secretary, require the opinion of an Extraordinary General Meeting to be taken thereof. If no such notice is given, the by-laws or rescissions or alterations thereof shall become binding on all members.
21.SUB-COMMITTEES
The Committee shall have the power to appoint sub-committees for the furtherance of the objectives of the Association as it may deem fit and to delegate to sub-committees all or any of the powers so delegated and revoke all such appointments. Any sub-committee so appointed shall, in exercising the powers so delegated, conform to any of the regulations that may, from time to time, be imposed upon it by the Committee.
22.DAMAGES/REMOVAL OF PROPERTY
(1)Any member of the Association breaking or damaging any article or property of the Association shall pay the cost of repairing or replacing it, if he is called upon to do so by the Committee.
(2)No books, periodicals, newspapers or any other property of the Association shall be removed from the Association without the prior consent of the Committee.
23.INJURIES TO MEMBERS
The Association shall not be liable in respect of the death of or any injury sustained by any member or arising in any way whatsoever from his membership of the Association or from his use or of the Association, its amenities, privileges or facilities or otherwise howsoever arising.
24.GUESTS
(1)Any member shall have the privilege of introducing his friends and relatives as guests to Association’s premises.
(2) Members shall be responsible for the conduct and behaviour of their guests and for all expenses incurred on behalf of their guests or for any breakage or damage caused by their guests to the property of the Association.
25.PATRONS/ADVISORS
The persons holding the following positions shall be the permanent patron/advisors of the Association, namely: Chairmen of the Tiong Hin Kindergarten, Primary and Secondary Schools Board of Management; Principals of Tiong Hin Kindergarten, Primary and Secondary Schools; and President of Hin Hua Pou Sen Association, Sibu.
Other patrons/advisors may be elected at a General Meeting on the proposal of the Committee.
26.ANNUAL RETURN
The Secretary shall forward to the Registrar of Societies an annual return in the prescribed forms under Section 14(1) of the Societies Act, 1966 within 60 days after the Annual General Meeting or if no General Meeting is held, once in every calendar year.
27.SPECIAL PROVISIONS
(1)No benefits as defined under Section 2 of the Societies Act, 1966 shall be given by the Association to any of its members.
(2)Any person shall not hold office in the Association or become an advisor or employee of the Association if he is disqualified under Section 9A of the Societies Act, 1966.
(3)Neither the Association nor its members shall engage or try to engage in any Trade Union activities as defined in the Trade Union Act, 1959.
(4)No gambling or any other illegal activities shall be carried out in the premises of the Association.
28.INTERPRETATION OF RULES
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.
29.AMENDMENT OF RULES
These rules may not be altered or amended except by resolution of a General Meeting. Such alterations or amendments shall take effect from the date of their approval by the Registrar of Societies.
30.DISSOLUTION
(1)The Association may be voluntarily dissolved by a resolution of not less than three-fifths of the total voting membership at a General Meeting convened for the purpose.
(2)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 fund disposed in such manner as may be decided upon by a General Meeting.
(3)Notice of dissolution shall be given to the Registrar of Societies within 14 days of such dissolution.