RULES OF PERSATUAN ALUMNI KOLEJ IMPERIAL MALAYSIA
(IMPERIAL COLLEGE ALUMNI ASSOCIATION MALAYSIA)
1. Name and Place of Business
- The Society shall be known as the Persatuan Alumni Kolej Imperial, Malaysia ( Imperial College Alumni Association, Malaysia)
- Its registered place of business shall be Beacon House, 1 Jalan Gereja, Kuala Lumpur or such other place or places as may from time to time be decided on by the Committee; and its postal address shall be Beacon House, 1 Jalan Gereja, Kuala Lumpur. The registered place of business of the Society shall not be changed without the prior approval of the Registrar of Societies.
2. Aims and Objects
The Association is a non-profit making body and its objectives shall be:-
- To promote association and mutual assistance among its members, to develop matters of general interest to them, to further the interests of the College and its past and present students, to co-operate with any body or bodies to these end.
- To promote and facilitate academic, social, recreational and cultural activities among members.
- To further any cause or project of whatsoever nature as may seem to the Committee to be in the interests of either of the College or the members thereof.
- To promote scholarships for studies at Imperial College.
- Membership of the Association shall be open to any person of either sex who is a graduate of the Imperial College of Science, Technology and Medicine or involved in higher education at the College for at least one academic year or who are closely associated with the College, residing or working in Kuala Lumpur and the States 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 therefor.
- Every applicant whose application has been approved as aforesaid shall, upon payment of the prescribed entrance fee and first monthly subscription, be admitted as a member of the Society and shall be entitled to all the privileges of membership.
4. Entrance Fees, Subscription and Other Dues
- The life membership fee payable shall be RM160.00
- All paying members who have been members for at least two consecutive years be automatically granted life membership.
- Any member who is in arrears of more than 2 years in their subscription fee payment can reactivate their membership by paying RM160.0 to be a life member.
- Any member who is in arrears of less than 2 years in their subscription fee must settle the arrears before he/she can be considered as a life member, failing which he/she shall cease to be a member.
- Special subscriptions or levies for particular purposes 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 member shall loose his right to vote and hold office in the society.
Any member who wishes to resign from the Society shall give two (2) weeks notice in writing to his Secretary and shall pay up all dues.
6. General Meeting
- 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 of the voting members present represent twice that total number of committee members 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 Committees; and if the 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 power to alter the rule of the Society or make decisions affecting the whole membership.
- 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 April on a date and at a time and place to be decided by the Committee. The business of the annual general meeting shall be:-
- To receive the Committee’s report on the working of the Society during the previous year;
- To receive the Treasurer’s report and the audited accounts of the Society for the previous year;
- To elect a Committee and to appoint auditors for the ensuing years;
- To deal with such other matters as may be put before it
- The Secretary shall send to all members at least 14 days before the meeting an agenda including copies of minutes and reports, together with the audited accounts of the Society for the previous year. Copies of these documents will also be made available at the registered place of business of the Society for the perusal of members.
- An extraordinary general meeting of the society shall be convened:-
- Whenever the Committee deems it desirable; or
- At the joint request in writing of not less than twenty 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 (1) and (2) of this rules regarding 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 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 form the date thereof.
- The Secretary shall forward to all members a copy of the draft minuted of each annual and extraordinary general meeting as soon as possible after its conclusion.
- A Committed consisting of the following , who shall be termed the office-bearers of the Society, shall be elected at the annual general meeting:-
- A President
- A Vice President
- A Secretary
- An Assistant Secretary
- A Treasurer
- 2 Ordinary Committee Members
All office-bearers of the Society and officer performing executive functions in the society shall be Malaysian citizen.
- Names of the above offices 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 year.
- The function of the Committee is to organise and supervise the day-to-day activities of the Society 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 express wishes of the general meeting 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.
- The Committee shall meet at least every three months and 7 days notice of each meeting shall be given to the member. 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.
- 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 mean 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 our 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 favour 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.
- 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.
- 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 declined to accept office, the Committee shall have the power to co-opt any other member of the Society to fill the vacancy until the next annual general meeting.
- The Committee shall give instructions to the Secretary and other officers for the conduct of the affairs of the Society. 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 Society.
- Between annual general meetings the Committee shall interpret the rules of the Society 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 Society unless and until countermanded by a resolution of a general meeting.
8. Duties of Office-Bearers
- The President 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. He or the Vice-President, in conjunction with either the Secretary or the Treasurer, sign all cheques on behalf of the Society.
- The Vice-President shall deputise for the President during the latter’s absence.
- The Secretary shall conduct the business of the Society in accordance with the rules, and shall carry out 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 the proceedings. He shall maintain, a proper membership register of the members consisting of details such as name, identity card no., date/place of birth, occupation, name/address of employer and residential address. He, or the Treasurer, in conjunction with either the President or the Vice-President shall sign all cheques on behalf of the Society.
- 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 Society. He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He or the Secretary, shall in conjunction with either the President or Vice-President sign all cheques on behalf of the Society.
- The Ordinary Committee Members shall carry out such duty as directed by the President or the Committee.
9. Financial Provision
- Subject to the following provisions in this rules, the funds of the Society may be expended for any purpose necessary for the carrying out of its objects, including the expenses of its administration, the payment of salaries, allowance 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 who may be convicted in a court of law.
- The Treasurer may hold a petty cash advance not exceeding RM200 dollars at any one time. All money 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 society.
- All cheques or withdrawal notices on the Society’s account shall be signed jointly by the President (or in his absence the Vice-President) and the Secretary or the Treasurer. In the absence of the Secretary of the Treasurer the Committee shall appoint one of its members to sign in his place.
- No expenditure exceeding RM2,000 dollars at any one time shall be incurred without the prior sanction of the Committee, and no expenditure exceeding RM5,000 dollars in any one month shall be incurred without prior sanction of a general meeting. Expenditure less than RM2,000 dollars may be incurred by the President or the Vice-President together with the Secretary or the Treasurer.
- As soon as possible after the end of each financial year i.e. 31st of December, as statement of receipts and payments and balance sheet for the year shall be prepared and audited by the Auditors appointed under rule 10. 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.
- Two persons, who shall not be office-bearers of the Society, shall be appointed at the annual general meeting as Honorary Auditors. They shall hold office for one year and shall be eligible for reappointment.
- The Auditors shall be required to audit accounts of the Society 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 Society for any period within their tenure of office at any date, and to make a report to the Committee.
- Three Trustees, who must be over 21 years of age, shall be appointed at the annual general meeting shall hold office during the pleasure of the Society. They shall have vested in them all immovable property whatsoever belonging to the Society upon execution of Deed of Trust.
- The Trustees shall not sell, withdraw of transfer any of the property of the Society without the consent and authority of a general meeting of members.
- 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 reasons, he is unable to perform his duties or unable to do so satisfactorily. In the event of the death, resignation or removal of a Trustee the vacancy shall be filled by a New Trustee appointed by a general meeting.
- Opium smoking on the premises and the introduction of prostitutes and bad characters into the premises are strictly prohibited.
- 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, bankers’ game and all games of mere chance.
- 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 Ordinance, 1959.
- The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society or its office-bearers, Committee or member.
- No university or university-college students can be allowed to be a member of the Society without the prior written approval from the Vice-Chancellor of the University concerned.
13. Amendments 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. Any amendment to the rules shall be forwarded to the Registrar of Societies within 28 days of being passed by the general meeting.
- The Society may be voluntarily dissolved by a resolution of not less than three-fifths of the total membership.
- 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.
- Notice of dissolution shall be forwarded to the Registrar of Societies within 14 days of its dissolution.