PERSATUAN PENDUDUK TAMAN SRI NIBONG PULAU PINANG TAMAN SRI NIBONG RESIDENTS ASSOCIATION PENANG RULES & CONSTITUTION
RULES & CONSTITUTION PERSATUAN PENDUDUK TAMAN SRI NIBONG, PULAU PINANG (TAMAN SRI NIBONG RESIDENTS ASSOCIATION, PENANG) rd PPM/PG 1819/99(2) PPP/PG 781/99 Approved on 23 May, 2000 Article 1 - Name The Association shall be known as the Persatuan Penduduk Taman Sri Nibong, Pulau Pinang (Taman Sri Nibong Residents Association, Penang) hereinafter referred to as the Association. b) Logo for Persatuan Penduduk Taman Sri Nibong Pulau Pinang (refer to cover) Association logo : House in green Rings in yellow Doves and Heart in white Association name : White on red background Green House White doves White heart Yellow rings : Care and love for our environment : Peace and harmony : Purity of love and purpose : Unity among all communities
Article II - Address 1. Its place of meeting shall be at the basketball court, Taman Sri Nibong, (hereinafter referred to as Taman)Penang or at such other place or places as may from time to time be decided upon by the Committee. 2. Its registered office and postal address for correspondence shall be 73, Tingkat Bukit Kecil Dua, Taman Sri Nibong, 11900 Bayan Lepas, Penang. However, any change of address must have the approval of the Registrar of Societies. Article III Aims and Objectives 1. To protect the rights and interests of the residents of Taman Sri Nibong. 2. To ensure proper services and facilities are provided to Taman Sri Nibong. 3. To improve the quality of life in the Taman by: a) Promoting civic consciousness. b) Promoting integration between various racial and social groups through educational, cultural, recreational and social activities. 4. To raise funds to promote its objectives as and when required with the approval of the Registrar of Societies. Article IV Membership 1. Ordinary Member a) Any Malaysian Citizen over 18 years old who is a resident in Taman Sri Nibong is eligible to join as an ordinary member.
b) Duties and Privileges of Ordinary Membership :- i. ii. iii. He/She is entitled to a single vote and is eligible to stand for office in the Association He/She is entitled to participate in all activities organized by the Association and enjoy or utilize the facilities provided by the Association. He/She shall pay all fees/subscriptions due to the Association. 2. Associate Membership a) Associate membership shall be open to all Malaysians above 18 years old who are non-residents of Taman Sri Nibong. They must support the objectives and are willing to abide by the rules of the Association. b) Duties and Privileges of Associate Membership :- He/She can participate in all the activities of the Association but shall not have the right to vote or hold any elected post. 3. Membership Application a) An ordinary member needs to fill up and submit the appropriate form together with the prescribed fees to enable the Committee to accept his/her application. b) No University or College student shall be admitted as a member of the Association unless he/she has obtained a written permission from the Vice Chancellor of the University concerned. c) Any application for Associate Membership shall be proposed and seconded by ordinary members and submitted to the Committee.
d) The Committee may reject any application without assigning any reason. e) Every applicant whose application has been approved as aforesaid shall, upon payment of the prescribed entrance fee and yearly subscription, be admitted as a member of the Association and shall be entitled to all the privileges of membership. Article V Entrance Fees & Subscription 1. An entrance fee of RM10.00 is to be paid upon entry as a member. 2. The annual subscription is RM12.00 payable in advance. Annual st subscription is due by 1 January and payment shall be made to Hon. Treasurer. 3. Life membership fee is RM100 for a family with children under 21 years old. Husband and wife are entitled to two votes. Membership is not transferable. Vote by proxy is not allowed. 4. Associate members are eligible to apply for Life Membership by paying the same amount as Ordinary Members subject to the same conditions as stipulated under Article 2. Article VI Registration and Discipline 1. Any member who wishes to resign from the Association shall give two weeks notice in writing to the Hon. Secretary and shall pay up all dues. There shall not be any refund of any balance of his subscription and entrance fee. 2. Any member who has lapsed in the payment of his/her subscriptions by more than three (3) months shall have his name removed from the register and shall henceforth cease to be a member of the Association.
3. Any member who subverts or undermines the objectives of the Association and by his/her words or actions prove to be prejudicial to the unity and good relationship between members and the Association can similarly be suspended or expelled by the Executive Committee. Before expulsion or suspension, the aforesaid member shall be given a written notice on the grounds for expulsion or suspension and the aforesaid member shall be given an opportunity to explain and defend himself. The decision of the Committee on expulsion or suspension shall then be carried out unless the general meeting reverses or cancels such decision upon the appeal of the aforesaid member. Article VII General Meeting 1. The supreme authority of the Association is vested in a General Meeting of the Ordinary Members. 2. The Annual General Meeting of the Association shall be held not st later than 31 March and on a date, time and place to be decided by the Committee. 3. Notice and agenda together with the audited accounts of the Association for the previous year shall be given to all ordinary members not less than seven (7) days before the Annual General Meeting. 4. The quorum for the Annual General Meeting and Extraordinary General Meeting shall be at least one-half (1/2) of the total ordinary membership of the Association or twice the total number of the Committee members whichever is lesser. 5. The agenda for the Annual General Meeting shall consist of :- i. To confirm minutes of previous General Meeting ii. To receive and adopt the Annual Report by the Honorary Secretary of the Association for the previous year.
iii. iv. To receive and adopt the Financial Report by the Honorary Treasurer of the Association for the previous year. To receive and adopt the Auditor s Report v. To consider proposition of Amendments of constitution received, if any. vi. vii. To elect a Committee and to appoint Auditors for the ensuing year. To discuss matters of general interest of which 3 days notice shall have been given in writing. 6. An Extraordinary General Meeting of the Association shall be convened :- a) whenever the Committee deems it necessary, or b) at the joint request in writing of not less than 1/5 of the total number of members eligible to vote 7. An Extraordinary General Meeting requisitioned by members shall be convened within thirty days upon the receipt of such requisition. 8. Notice and agenda for an Extraordinary General Meeting shall be forwarded by the Hon. Secretary to all members at least fourteen (14) days before the date fixed for the meeting. 9. If half an hour after the time fixed for the Annual General Meeting, a quorum is not present, the meeting shall be postponed to a date (not exceeding 14 days) to be decided by the Committee, and if a quorum is not present half an hour after the time fixed 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 the rules of
the Association or make decisions affecting the whole membership. This rule shall apply to Extraordinary General Meeting, but with the provise that if no quorum is present after a lapse of half an hour from the time fixed for a postponed Extraordinary General Meeting requisitioned by members, the meeting shall be cancelled forthwith, 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. Article VIII Committee The Committee shall consist of the following posts :- a) President b) Vice-President c) Honorary Secretary d) Assistant Honorary Secretary e) Honorary Treasure f) 14 ordinary Committee Members consisting of 2 representatives from each of the following areas :- (i) Mawar (ii) Lavinia (iii) Perisaran (iv) Lebuh (v) Melati (vi) Lintang and (vii) TIngkat Election a) The election of the above office bearers namely the President, Vice-President, Hon. Secretary, Assist. Hon. Secretary, Hon. Treasurer, and the committee members shall be held annually at the Annual General Meeting. b) The internal auditors shall be elected at the Annual General Meeting. c) Names for the above offices shall be proposed and seconded and election will be by a simple majority vote of the ordinary members.
d) Voting shall be by secret ballot. e) Each ordinary member is entitled to a single vote and the right to hold office. f) Should any office fall vacant during the year, the Committee is empowered to co-opt to fill the post. g) All members of the Committee and every officer performing executive functions in the Association shall be Malaysian citizens Functions of the Committee a) The Committee is elected by the General Meeting to carry out the aims and objectives of the Association and is jointly responsible in its duties and functions to the Association in between General Meetings. b) It shall uphold the Constitution at all times, make all policy decisions and assume overall responsibility for the proper functioning of the existing Sub-Committees in the Association. c) It shall be responsible for any recruitment and employment of salaried staff should the need arise. d) It shall have the power to form sub-committees for specific purposes from time to time. e) The Committee shall meet at least once every two months and seven days notice of each meeting shall be given to the Committee Members. The President or at least three of its members may call for a meeting of the Committee to be held at any time. At least one half of the Committee Members shall form a quorum for the meeting. f) Where any urgent matter requiring the approval of the Committee arises and it is not possible to convene a meeting, the Hon. 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 obtained :- i. The issue must be clearly set out in the circular and forwarded to all members of the Committee ii. iii. 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 a majority vote Any decision obtained by circular letter shall be reported by the Hon. Secretary at the next Committee meeting and recorded in the minutes thereof. g) Any member of the Committee who fails to attend three (3) consecutive meetings of the Committee without satisfactory explanations shall ipso facto cease to be a member of the Committee. h) In the event of the death of a committee member or for whatever reason the position of committee member has been left vacant, the Committee shall have the power to co-opt any other ordinary member as a member of the Committee until the next Annual General Meeting. i) The Committee shall give instructions to the Hon. 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. stating the objectives and reasons for such a meeting. Article IX Duties of Office-Bearers President a) He is to preside at all meetings of the Committee and
General Meetings and to maintain proper conduct in the proceedings. He shall sign the minutes of each meeting at the time they are approved b) He shall have a second or casting vote if there is a tie c) He can call for a meeting of the Committee or General Meeting if he so decides upon giving a notice of two weeks. d) He is the representative of the Association at all official functions. However, he can appoint any member to deputize for him should the Vice-President fail to do so. e) The President, after consultation with the Committee shall the power to co-opt members from within or outside the Committee to the appointed posts. Such appointment shall cease by the next Annual General Meeting. f) The President similarly, shall have the power to suspend or terminate such appointments after consultation with the Committee. g) He or his assignees shall approve all vouchers prepared by the Hon. Treasurer. Vice-President He is to assist the President as desired by him and stand in for him during his absence from duty. Honorary Secretary a) He shall keep a proper register which contains the names, age, identity card number, occupation and address of each member at all times tithe the aid of his assistant. b) He shall attend and record the proceedings of all meetings and to record minutes accordingly including attendance of participants.
c) He shall carry out the instructions of the General and Committee Meetings. d) He shall be responsible for conducting all correspondences, issuance of all notices of Meetings, circulars, newsletters and conduct the business of the Association in accordance with the rules and/or any matter required by the Committee from time to time. e) All membership forms, correspondence, minute books, etc. are to be maintained and kept by him in proper order. f) He shall prepare the Annual Report for the Annual General Meeting. g) He shall within 60 days after holding of its Annual General Meeting submit Annual returns of the Association to the Registrar of Societies as required under Section 14(1) of the Societies Act 1966. Assistant Honorary Secretary a) He shall generally assist the Honorary Secretary in performing his duties and act for him during his absence. b) He shall be responsible for the maintenance of the register of membership. c) He shall be responsible for receiving, keeping and maintenance of reports from the Sub-Committee. d) He shall carry out all necessary correspondences, notices and directives in keeping with his duties. Honorary Treasurer a) He shall be responsible for collecting and keeping all monies received for the Association and maintain a correct account of all finances. b) He shall prepare and approve the necessary bills and vouchers for expenditure and sign the official receipts for money collected by
the Association. c) He shall maintain proper up-to-date account books indicating the true financial position of the Association, and present such accounts bi-monthly at the Committee Meeting. d) He shall deposit all money exceeding RM200.00 at any one time with a bank approved by the Committee. e) He shall prepare an Annual Financial Report for the Auditors ti check and be responsible for all enquiries from the Auditors or members. f) He shall submit a quarterly report to the Committee on the true financial position of the Association and its Sub-Committees. Ordinary Committee Member a) Each ordinary Committee member shall assist in the collection of the subscription fees. b) They are to generally assist the Committee in performing their duties. c) They are to represent their respective areas. Article X - Financial Provisions a) The Association shall collect from its members the entrance fees, subscriptions, donations, and public collection, for its expenditure. b) All fees and donations are to be given official receipts by the Honorary Treasurer. c) The Association through its Honorary Treasurer shall maintain its financial records according to the norms in Accountancy. d) The funds of the Association may be expended for any purpose necessary for the carrying out of its objectives, including the expenses of its administration, the payment of salaries, allowances and expenses to its office-bearers and paid staff, and
(i) The President or (ii) The Vice-President, and (iii) The Hon. Treasurer f) No expenditure exceeding RM200.00 at any one time shall be incurred without the prior sanction of the Committee, and no expenditure exceeding RM5000.00 at any one time shall be incurred without the prior sanction of a General Meeting. Expenditures of less than RM200.00 at any one time shall be sanctioned by the President of the Vice-President in the absence of the President and the Hon. Secretary or the Hon. Treasurer. g) Within a month after the end of the financial year a statement of receipts and payments and a balance sheet shall be prepared by the Hon. Treasurer and audited by the Auditors. The audited account shall be submitted for 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. h) the audit of its account, but shall on no account be used to pay the fine of any member who may be convicted in a court of law. e) The Honorary Treasurer shall not keep more than RM200.00 as petty cash at any one time. All money in excess of this sum shall be deposited in a bank by the Committee. The bank account shall be in the name of the Association. Authorised signatures shall be any two of the three of the following :- st The financial year of the Association shall be from 1 January to st 31 December of each year. Article XI Auditors a) There shall be an election of two (2) internal auditors at the Annual General Meeting. They shall hold office for one year and shall be eligible for re-appointment each year.
b) Each of them shall examine the accounts of the Association every three months and should submit a report to the President. c) There shall be an External Auditor who shall be a certified accountant. The external auditor shall be appointed by the Committee. He shall audit the accounts of each financial year and submit a report to the Annual General Meeting. Article XII Patron and Advisors a) The Association may by a resolution of a general meeting invite prominent citizens to be a patron and/or Advisor(s) of the Association. b) There shall not be more than one patron and mot more the Five (5) advisors at any one time. c) Any person so invited shall be Patron or Advisor to the Association for a period of one year. Article XIII Prohibitions a) Dadah taking on the premises and the introduction of prostitution and bad characters into the premises of the Association are strictly prohibited. b) None of the following games shall be played in the premises of the Association :- c) Mahjong, Roulette, Lotto, Fan Tan, Poh, Peh Bin, Belangkai, Pai Kau, Tan Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty-one, Ten and a half, all games ofdice, banker s games, video games and all games of mere chance. d) Neither the Association nor its members shall in the name of the Association, engage in any Trade Union activities as defined in the Trade Union Act, 1959.
e) The Association shall not hold any lottery, whether confined to its members or not, in the name of the Association or its officebearers or members, unless an official permit is given by the appropriate authorities. f) The Association shall not have any affiliation or connection with any society established outside Malaysia. g) Benefits as stated in Section 2 of the Societies Act, 1966 shall not be given by the Association to any member or members dependents. Article XIV Amendment of Rules a) No amendment may be made to this Constitution unless it is approved by a General Meeting specifically called for such a purpose or at the Annual General Meeting. b) Application for alteration or amendment of the Rules shall be made to the Registrar of Societies within 60 days from the date of the decision made for the alteration of amendment. c) Such amendments must have a two-third (2/3) majority decision and shall take effect from the date of their approval by the Registrar of Societies. d) Amendments or Resolutions received from members must have a proposer and a seconder and must reach the Honorary Secretary at least one week before the Annual General Meeting. Article XV Interpretation of Rules a) Between Annual General Meetings, the Committee shall interpret the rules of the Association and, where necessary, determine any point on which the rules aresilen.t
b) 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. Article XVI Dissolution a) The Association may be dissolved by the resolution of not less than two-thirds of the total ordinary membership eligible to vote and attend a general meeting specially held for the purpose of dissolution. b) 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 funds shall be disposed o in such manner as may be decided upon at a general meeting. c) The Registrar of Societies shall be informed of the dissolution within fourteen (14) days by the Committee.