RESIDENT ASSOCIATION CONSTITUTION
FOR
PERSATUAN PENDUDUK SEKSYEN 9,
1.
Name
The Society shall be known
as the PERSATUAN PENDUDUK SEKSYEN 9, KOTA DAMANSARA (KD9), PETALING JAYA,
SELANGOR
hereinafter referred to as “
The Society ”.
2. Place of Business
Its registered place of
business shall be NO.7, JALAN RIMBA RIANG 9/3 SEKSYEN 9, KOTA DAMANSARA, 47810
PETALING JAYA, SELANGOR.
or at such other place as
may from time to time be decided by the
Committee. The registered place of business of
the Society shall
not be changed
without the prior approval of the Registrar of Societies.
3. Flags, Symbols, Badges Or
Other Insignia.
a) KD9 Flag
Red :- Bravery – meaning brave to defend
KD9’s peaceful
and
harmonious community
Light Green :-
meaning freshness, cleanliness and virtuos
Blue :- meaning being a united rather than
Symbolic
explanation:
1.
Colour of
2.
The Light Green oval combining the two colours signifies the everlasting
freshness of our environment.
3.
The KD9 writing in Blue signifies the existence of true unity.
b) KD9 Logo
Light Green :- signifies flourishing and beauty
Blue (writing) :- signifies unity void of dissenting
Hand and Olive :-signifies
unity amongst KD9 residents irregardless status,
age or sex.
Heart Shape :- signifies the love and spirit of
unity, kindness and interaction within KD9 community whether it is at national
or international level
4.
Aims and Objects
a) To carry out activities to
raise the neighbourhood spirit among residents irregardless of age, race
and religion giving rise to a united, kind, and loving community across the
principle of respect and cooperation
b) To uphold the interest, welfare
and the rights of the residents so that the residents have a peaceful, tranquil, comfortable and harmonious community
c) To work together with all
relevant authorities to repair and upgrade whatever facilities and
infrastructure with the intention for residents’ comfort
d) To encourage social ,
sports, and cultural event in the community for greater interactions among
neighbours
e) To concentrate on the spirit
of unity, cooperation, togetherness, and interaction not only within KD9
community but the whole of Kota Damansara, Petaling Jaya, Selangor and at
international level as well
5.
Membership
(1)
Conditions of Membership:
i)
Open to all Malaysian citizen age 18 and above living in Section 9
Kota Damansara, Petaling Jaya, Selangor
irregardless of race, religion or sex. No limitation on the numbers of members
in the association.
(2)
Member’s Rights
i)
Members can offer to contest, propose or support such a nominee and vote
during the Association’s Office Bearers election.
ii)
Members can vote, voice and suggest their views during the Annual
General Meeting
iii)
Members can suggest ideas and complaints to the Association should
there be any
(3)
Members Obligations
Every members must follow
the below rules;
i)
To follow and uphold the Association’s Constitution and rules of relevant bodies associated with it.
ii)
To respect and implement the Association administrators’ decisions.
iii)
To defend the integrity, respect and ambition of the Association.
iv)
Respect and care for the Association’s asset.
v)
Settle the Association’s fees as listed in Clause (6) section (ii)
(4)
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.
(5)
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.
(6)
A university or university-college student shall not be eligible for
membership without the prior approval of
the Vice-chancellor of the university concerned.
6. Entrance Fees, Subscriptions and other
dues.
(1)
The entrance fee and subscription payable shall be as
follows:-
Entrance
fee RM 10.00
( Ringgit : TEN )
Monthly subscription RM 5.00
( Ringgit : FIVE )
(2)
All monthly subscription shall be payable to the Treasurer in advance
within 7 days of the first of each month.
(3)
Any member who allows his arrears to exceed two months’ subscriptions
shall receive a written notification signed by or on behalf of the Secretary,
and shall be denied the privileges of membership until he settles his account.
(4)
Any member who allows his arrears to exceed three months’ subscription
shall automatically cease to be a member of the Society, and the Committee may
direct legal action be taken against him, provided that they are satisfied that
he has received due notice of his debts.
(5)
The Committee shall have the power to fix a re-entrance fee for any
person who has allowed his membership to lapse through arrears.
(6)
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
amount due shall be treated in the same way as arrears of monthly subscription.
7. Resignation & Termination
(1)
Any member who wishes to resign from the Society shall give two weeks’
notice in writing to the Secretary and
shall pay up all dues.
(2)
Any member who fails to comply with the rules of the Society or has
acted in a manner to bring disrepute upon the Society 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.
8.
General Meeting
(1)
The supreme authority of the Society is vested in a general meeting of
the members. At least one-half of the voting membership of the Society or the
voting members present represent twice the total number of committee members,
whichever is the lesser, 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 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 the power to proceed with the business of the day but shall not have the
power to alter the rules of the Society or make any decision affecting the
whole membership.
(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
MARCH on a date and a time and place to be decided by the Committee. The
business of the annual general meeting shall be:-
(a)
To receive the minutes of the previous annual general meeting;
(b) To receive the Committee’s report on the
working of the Society during the
previous year;
(c) To receive the Treasurers’ report and the audited accounts of the Society for the previous year;
(d) To elect a Committee and to appoint
auditors for the ensuing year;
(e) To deal with such other matters as may be
put before it.
(4)
The Secretary shall send to all members at least 7 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.
(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
registered and valid members stating the objectives and reasons for such
meeting. Request for such a meeting must be sent to the Association Secretary.
(6)
An extraordinary general meeting requisitioned by members shall be
convened for a date within thirty days of the receipt of such requisition.
(7)
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.
(8)
Paragraphs 8(1) and 8(2) of this rules regarding the quorum and the
postponement of an annual general meeting shall apply also to an extraordinary
general meeting, but with the provision that if no quorum is present after half
an hour from the time appointed for a postponed extraordinary general meeting
requisitioned by the 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 months from the date thereof.
(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.
9.
Committee
(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 President
A Vice-President
A Secretary
An
Assistant Secretary
A
Treasurer
Nine
(9) Ordinary Committee Members
(2)
All office-bearers of the Society and every officer performing
executive functions in the Society shall be Malaysian citizens.
(3)
Names for the above offices in paragraph (1) 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.
(4)
The function of the Committee is to organize 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 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.
(5)
The Committee shall meet at least once every three months. A 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.
(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 least 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 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.
(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)
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 society to
fill the vacancy until the next election of office-bearers.
(9)
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.
(10)
The Committee may appoint any sub-committee for any purpose arising out
of or connected with any of the duties, functions and aims laid down under the
rules. Any members can become members of these sub-committee.
10.
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.
He shall, in conjunction with the Secretary and Treasurer sign all cheques on behalf of the Society.
(2)
The Vice-president shall deputize for the President during the latter’s
absence.
(3)
The Secretary shall conduct the business of the Society in accordance
with the 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 paper except the accounts and financial
records. He shall attend all meetings, and record all proceedings. He shall keep a membership register
consisting of details such as name, identity card number, date and place of
birth, occupation, name and address of employer and residential address. He
shall in conjunction with the President and the Treasurer, sign all cheques on
behalf of Society. He shall file annual
returns within 60 days from the date of the annual general meeting to the Registrar of
Societies.
(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 Society. He
shall keep accounts of all its financial transactions and shall be responsible
for their correctness. He shall in
conjunction with the President and the Secretary sign all cheques on behalf of the Society.
(6)
The Ordinary Committee Members shall carry out such duty as directed by
the President or the Committee.
11.
Financial Provisions
(1)
Subject to the following provisions in this rules, the funds of the
Society may be expended for the purpose necessary for the carrying out of its
objects, including the expenses of 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.
(2)
The Treasurer may hold a petty cash advance not exceeding RM 500.00 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
Society.
(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
or the Treasurer for a long period, the Committee shall appoint one of its
members to sign in his place.
(4)
No expenditure exceeding RM
1,500.00 at any one time shall be incurred
without the prior sanction of the committee, and no expenditure
exceeding RM 10,000.00 in any one month shall be incurred without the prior
sanction of a general meeting. Expenditure less than RM 1,500.00 at any one time may be incurred
by the President together with the Secretary or the Treasurer.
(5)
As soon as possible after the end of each financial year, a statement
of receipts and payments and a balance sheet for the year shall be
prepared by the Treasurer and audited by
the Auditors appointed under the Clause 12. 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.
(6)
The financial year of the Society shall commence on the 1st
January and end on the 31st December every year.
12.
Audit
(1)
Two persons, who shall not be office-bearers of the Society, shall be
appointed, by the annual general meeting as Honorary Auditors. They shall hold
office for one year and may be
reappointed.
(2)
The Auditors shall be required to audit the 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.
13.
Trustee
(1)
Three Trustees, who must be over 21 years of age, shall be appointed at
the annual general meeting and shall hold office during the pleasure of the
society. They shall be vested in them all immovable properties whatsoever
belonging to the Society upon execution of a Deed of Trust.
(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.
(3)
A Trustee 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 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.
14.
Interpretation
(1)
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.
(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.
15.
Advisor / Patron
The Committee shall if it deems fit and necessary appoint qualified persons to be the Advisor or Patron of the Society. The person appointed must give his consent in writing.
16.
Prohibitions
(1)
None of the following games shall be played in the premises of the
Society: Roulette, Lotto, Fan Tan, Poh, Peh Bin, Belankai, Pai Kau, Tau Ngau,
Tien Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty One, Thirty One, Ten and a
half, all games of dice, bankers’ games, all video games and all games of mere
chance.
(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..
(3)
The Society shall not hold any lottery, whether confined to its members
or not, in the name of the society, its office-bearers or members without
prior approval from the authorities
concerned.
(4)
“Benefits” as mentioned under
section 2 of the Societies Act 1966 shall not be given by the society to any of
its member.
17.
Amendments of Rules.
These Rules shall not be amended except by resolution of a
general meeting. Such 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 60 days of being passed by the
general meeting.
18.
Dissolution
(1)
The Society may be voluntarily dissolved by a resolution of not less
than three-fifths of the membership
present in a general meeting.
(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.
(3)
Notice of dissolution shall be forwarded to the Registrar of Societies
within 14 days of its dissolution.
…………………………………….. …………………………………..
Name:
Position: President
Position: Secretary