CONSTITUTION OF
PERSATUAN ALUMNI SEKOLAH HUA LIAN (TAIPING), SELANGOR DAN KUALA LUMPUR (PPM-001-10-23101972)

CLAUSE 1 : NAME
The name of the Association shall be PERSATUAN ALUMNI SEKOLAH HUA LIAN (TAIPING), SELANGOR DAN KUALA LUMPUR (“Association”).

CLAUSE 2 : ADDRESS
The address of the Association shall be at 23A, Jalan Anggerik Mokara F31/F, Section 31, Kota Kemuning, 40460 Shah Alam, Selangor Darul Ehsan, Malaysia or at any other place as shall be decided by the Committee with the prior approval of the Registrar of Societies.

CLAUSE 3 : OBJECTS
The objects of the Association shall be:
(a) To establish contact and promote co-operation among members for their mutual benefit;
(b) To promote goodwill, racial harmony and national duty; and
(c) To participate in charitable activities.

CLAUSE 4 : MEMBERSHIP

(1) (a) Membership of the Association shall be opened to any person irrespective of ethnic background or gender, who is not less than Eighteen (18) years of age and has studied in any Hua Lian Schools in Taiping (“Alumnus or Alumni”).

(b) Alumni who are at present still receiving education in any schools or educational institutions shall not be admitted as members.

(c)  Membership of the Association shall be divided into two (2) classes namely; Life Member and Associate Member (collectively “member” and when the context so permits shall mean the Life Member and/or the Associate Member  as the case may be):-

(i) Life Member means any Alumnus who qualify under Clauses 4(2) and pays the Entrance Fee as defined in Clause 5(1);

(ii) Associate Member shall be any person irrespective of ethnic background or gender, who is not less than Eighteen (18) years of age :-

(aa) is the spouse and/or children of an Alumnus; or

(bb) has worked in any Hua Lian Schools in Taiping which includes without limitation present or past teachers and staff of the Hua Lian Schools in Taiping ;

and qualify under Clauses 4(2) and pays the Entrance Fee.

(2) Every application for membership shall be proposed and seconded by Two (2) existing Life 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.

(3) The Life Member whose application has been approved as aforesaid shall, upon payment of the Entrance Fee, be admitted as a member of the Association and shall be entitled to all the privileges of membership.

(4) The Associate Member whose application has been approved as aforesaid shall, upon payment of the Entrance Fee, be admitted as a member of the Association and shall be entitled to all the privileges of membership save and except with no voting rights, no holding of any office-bearers or committee post and be allowed to attend as an invitee in any general meetings.

CLAUSE 5 : ENTRANCE FEE AND OTHER FEES

(1) All membership applications shall require payment of a one-time entrance fee (“Entrance Fee”), the amount of which shall be determined by the general meeting.  This shall qualify the successful applicant as a Life Member or Associate Member of the Association as the case may be.

(2) Special subscriptions or fees levies for particular purposes may be raised from members by resolution of the general meeting of the Association.  If any member fails to pay such subscriptions within such period as may be resolved, the Committee shall have the power to suspend this particular member of his membership and shall be denied the privileges of membership until full settlement of his arrears.  The Committee shall then through the Committee Meeting to decide the re-admission of such person to be its member again.  The Committee may at its discretion reject such admission without assigning any reason thereof.

CLAUSE 6 : RESIGNATION AND TERMINATION BY ASSOCIATION

(1) Any member who wishes to resign from the Association shall give One (1) month’s notice in writing to the Secretary.

(2) Any member who fails to comply with the Constitution 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.

CLAUSE 7 : GENERAL MEETING

(1) The supreme authority of the Association is vested in the general meeting of the members.  At least three (3) times of the number of Committee members must be present at a general meeting for its proceedings to be valid and to constitute a quorum.

(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 twenty-one (21) days from the date of the general meeting) 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 they shall not have the power to alter or amend the Constitution of the Association or make any decision affecting the whole membership.

(3) Any or all members may participate in any meeting of the members by means of telephone conference, video conference, or similar communications equipment whereby all persons participating in the meeting can hear and speak to each other at the same time. Participation in a meeting by these means will constitute presence in person at the meeting.

(4) An annual general meeting of the Association shall be held not later than six (6) months after the close of each financial year 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 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 once every Two (2) years,

(d) To deal with such other matters as may be put before it.

(5) Notice and agenda of the annual general meeting together with copies of the minutes, reports, and audited statement of accounts of the Association for the previous year shall be sent to all members (either by means of hardcopy through post or softcopy via email or mobile messaging platform acceptable by the Committee such as WhatsApp) not less than fourteen (14) days before the annual general meeting.

(6) An extraordinary general meeting of the Association shall be convened

(a) Whenever the Committee deems it desirable, or

(b) At the joint request in writing of not less than Twenty (20) members, stating the objects and reasons for such meeting.

(7) An extraordinary general meeting requisitioned by members shall be convened for a date within thirty (30) days of the receipt of such requisition.

(8) Notice and agenda for an extraordinary general meeting shall be sent to all members (either by means of hardcopy through post or softcopy via email or mobile messaging platform acceptable by the Committee such as WhatsApp) not less than fourteen (14) days before the date fixed for the extraordinary general meeting.

(9) Clauses 7(1), 7(2) and 7(3) of this rule regarding the quorum, the postponement of an annual general meeting and meetings by telephone or video conference 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 general meeting shall be requisitioned for the same purpose until after the lapse of at least Six (6) months from the date thereof.

CLAUSE 8: COMMITTEE

(1)  A Committee shall consist of a minimum of sixteen (16) members and no more than twenty-one (21) members.  Election for members of the Committee shall be held during every alternate annual general meeting.  Up to twenty-one (21) candidates who garnered the most votes shall be deemed elected into the Committee.

(2) The Committee shall from amongst its members of the Committee elect the following:-

(a) A President;
(b) A Vice President;
(c) A Secretary;
(d) An Assistant Secretary;
(e) A Treasurer; and
(f) An Assistant Treasurer

who shall be terms the office bearers of the Association.

The President elected by the members of the Committee shall only serve for a maximum of two (2) terms and thereafter shall not be re-elected and served as a President for the Association.

(3) The function of the Committee is to organise 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 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.

(4) The Committee shall meet at least once every three (3) months, a seven (7) days’ notice of each meeting shall be given to the members of the Committee.  The President acting alone, or not less than three (3) of its members of the Committee acting together may call for a meeting of the Committee to be held at any time.  At least half (1/2) of the Committee members must be present for its proceedings to be valid and to constitute a quorum.

(5) The members of the Committee may participate in a meeting of the Committee by means of telephone conference, video conference or similar communications equipment whereby all persons participating in the meeting can hear and speak to each other at the same time.  Participation in a meeting by these means will constitute presence in person at the meeting.

(6) Any member of the Committee who fails to attend Three (3) consecutive meetings of the Committee without satisfactory explanation shall be deemed to have resigned from the Committee.

(7) In the event of the death or resignation of a member of the Committee, the candidate who received the next highest number of votes at 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 office, the Committee shall have the power to co-opt any other member of the Association to fill the vacancy until the next annual general meeting.

(8) The Committee shall give instruction 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 reasons which it deems good and sufficient in the interest of the Association.

(9) The Committee may appoint any sub-committee for any purpose arising out of or in connection with any of the duties, functions and aims laid down under the Constitution.  Any member can be appointed as member of these sub-committees.

(10) Between annual general meetings the Committee shall interpret the Constitution of the Association and, when necessary, determine any point on which the Constitution is silent.

(11) 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.

CLAUSE 9 : DUTIES OF OFFICE-BEARERS

(1) The President shall during his term of office preside at all general meetings, 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 President shall deputise for the President during the latter’s absence.

(3) The Secretary shall conduct the business of the Association in accordance with its Constitution, 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.  He shall maintain a membership register consisting of details such as:-

(a) Name

(b) Identity Card Number

(c) Date and Place of Birth

(d) Nationality

(e) Occupation

(f) Address

(g) Membership Number

(h) Date of Admission

(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.

CLAUSE 10 : FINANCIAL PROVISION

(1) Subject to the following provisions in this Constitution, the funds of the Association may be expended for the purpose necessary for the carrying out of its objects, including the expenses of its administration, the payment of salaries, allowances and expenses 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 when he may be convicted in a court of law.

(2) The Treasurer may hold a petty cash advance not exceeding Ringgit Malaysia Five Hundred (RM500.00) only at any one time.  All money in excess of this sum shall within seven (7) days of receipt be deposited in a bank approved by the Committee.  The bank account shall be in the name of the Association.

(3) All cheques or withdrawal notices on the Association’s bank account shall be jointly signed by three (3) of the Four (4) office bearers, namely the President, the Vice President, the Secretary and the Treasurer.

(4) No expenditure exceeding Ringgit Malaysia Two Thousand (RM2,000.00) only at any one time shall be incurred without the prior sanction of the Committee.  This provision shall be applicable on the Association’s operational funds as well as the various Education Funds held in trust by the Association.

(5) As soon as possible after the end of each financial year, a statement of income and expenditure and balance sheet for the year shall be prepared and audited by the auditors appointed under Clause 11. The audited accounts shall be submitted for the approval at the next annual general meeting, and copies shall be made available at the registered office or place of meeting of the Association for the perusal of members.

CLAUSE 11 : AUDITORS

(1) Two (2) Life Members, who shall not be members of the Committee of the Association, shall be appointed at every alternate annual general meeting as Honorary Auditors. They shall hold office for two (2) years and may be re-appointed.

(2) The Honorary Auditors shall be required to audit the accounts of the Association for the year, and to prepare a report 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.

(3) In the event of the death or resignation of the Honorary Auditor, the Committee shall have the power to invite any other member of the Association to fill the vacancy until the next annual general meeting.

CLAUSE 12 : PROPERTY

(1) All immovable property (ies) of the Association shall be registered in the name of the Association and all instruments and documents relating to property (ies) including any purchase, acquisition, transfer, assignment, lease, charge, sale or disposal, shall be as valid and effective as if they had been executed by a 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 of Societies and sealed with the seal of the Association.

(2) The Association shall not acquire, purchase, assign, sell, charge, pledge, mortgage, or otherwise dispose any immovable property(ies) without a resolution of the majority of the members present at a general meeting and entitled to vote thereat.

CLAUSE 13 : AMENDMENT OF THE CONSTITUTION

No part of this Constitution may 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.  Any amendment to the Constitution shall be forwarded to the Registrar of Societies within sixty (60) days of being passed by the general meeting.

CLAUSE 14: DISSOLUTION

(1) The Association may be voluntarily dissolved by a resolution of not less than three-fifths (3/5) of the total membership.

(2) In the event of the Association being dissolved as provided above, all debts and liabilities legally incurred on its behalf be fully discharged and the remaining fund shall be disposed of in such a manner as may be decided upon by a general meeting.

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