Thie Association shall be known as PERSATUAN SISWAZAH-SISWAZAH UNIVERSITI KEBANGSAAN TAIWAN, MALAYSIA”. ( ALUMNI ASSOCIATION OF NATIONAL TAIWAN UNIVERSITY,MALAYSIA)Hereinafter referred to as "the Association".
Meaning of name：PERSATUAN SISWAZAH-SISWAZAH UNIVERSITI KEBANGSAAN TAIWAN, MALAYSIA”. ( ALUMNI ASSOCIATION OF NATIONAL TAIWAN UNIVERSITY,MALAYSIA)
CLAUSE 2 ADDRESS
The registered address is 9, Jalan SS 2/64, S. E. A. Park, Petaling Jaya, Selangor.or at such other place or places as may from time to time be decided on by the committee;and the postal address is 9, Jalan SS 2/64, S. E. A. Park, Petaling Jaya, Selangor.
The registered and postal addresses shall not be changed without the prior approval of the Registrar of Societies.
CLAUSE 3 OBJECTIVE Its objects are:-
To promote educational, recreational and welfare activities that are beneficial to the members.
To coordinate and achieve common objectives with other registered societies.
To provide goodwill, unity, and cultural exchange among the people of the country.
To concern and react if necessary on current affairs which are relevant to members.
CLAUSE 4 MEMBERSHIP
RULE 1. MEMBERSHIP
There shall be two types of membership:-
Ordinary membership is opened to graduates, past students of National Taiwan University who are Malaysian citizens residing in Malaysia.
Associate membership is opened to the following:-
Graduates or past students or former staff of National Taiwan University who are now staying in Malaysia but not citizens of this country.
Husband/wife and adult children of the ordinary members.
RULE 2. APPLICATION FOR MEMBERSHIP
Every application for membership shall be made in writing on a prescribed form which shall be submitted together with entrance fee to the secretary who shall then submit it to the Committee for approval.
For any applicant whoseapplication has not been approved as aforesaid, the prescribed entrance feeshall be refunded to the applicant
RULE 3. OBLIGATIONS & PRIVILLEGES OF MEMBER
To pay fees, subscriptions and other dues in accordance with these rules.
To abide by these rules and resolution which may from time to time be introduced.
To attend meetings
To protect the interests of the Association.
Ordinary Members shall have the following privileges three (3) months after the application for membership is approved:-
To be elected
To voice opinions
To be entitled to all other privileges specifiedin these rules.
Associate Members shall be entitled to privileges as per specified in Clause 2 except (a) (b) (d) of Rule 6.
RULE 4. ENTRANCE FEES & SUBSCRIPTION
The entrance fee for an ordinary member is One Hundred Ringgit (RM100.00). After the Committee approves the application, the applicant shall become a Life Member.
The entrance fee for an associate member is One Hundred Ringgit (RM100.00). After the Committee approves the application, the applicant shall become a Life Associate Member.
Under special circumstances, the Committee shall approve and exempt any applicants from paying his entrance fee.
Yearly subscriptions shall be payable before June of each year.
Any member who allows his arrears to exceed six 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.
The Committee shall have the power to approve and exempt any member who applies in writing for exemption from paying his subscription during his financial difficulty period.
Upon payment of the entrance fee and subscription, membership card will be issued and it will be endorsed yearly on paying the subscription.
CLAUSE 5 RESIGNATION AND TERMINATION
LOSSO F MEMBERSHIP
Members may lose their membership for one of the following reasons:
Upon death or relinquishment of membership
The Committee has decided to terminate the membership with a two-third majority vote.
Should the loss of membership be based on Clause 1 b) of this Rule, the member concerned is entitled to appeal at the Annual General Meeting. The decision reached at the Annual General Meeting is deemed final.
Members who wish to relinquish their membership should do so via written notification to the Secretariat. This will only come into effect with the Committee's approval.
Members who have lost their membership shall have no rights to claim for any fees or donations they have previously contributed.
CLAUSE 6 SOURCE OF INCOME DONATION
CLAUSE 7 GENERAL MEETING
The supreme authority of the Association is vested in a general meeting of the members. At least one third or 25 whichever is the lesser of the total ordinary membership of the Association must be present at an annual general meeting for its proceedings to be valid and to constitute a quorum.
Should the Annual General Meeting fail to obtain the quorum one hour from the time stipulated for the start of the meeting, the meeting shall be postponed to a date (not exceeding 14 days) to be decided by the Committee; and should the postponed meeting fail to obtain the quorum one hour from the time stipulated for the start of the 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 to make decisions affecting the whole membership.
An annual general meeting of the Association shall be held as soon as possible after the close of each financial year but in any case not later than the month of April, on a date and at a time to be decided by the Committee. The business of the annual general meeting shall be:-
To elect the chairman and minutes-taker of the meeting.
To approve and review the meeting minutes of the previous annual general meeting.
To examine and receive the annual activity report.
To examine and receive the annual financial report.
To consider proposals for adoption of resolution.
To elect a Committee (if applicable) according to the stipulations of this Constitution.
A notice of the annual general meeting stating the date, the time and the place shall be sent by the Secretary to all members not later than 14 days before the date fixed for the meeting, and this notice shall also be prominently displayed at the registered office or place or meeting of the Association.
The Secretary shall also 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 Association for the previous year. Copies of these documents will also be made available at the registered office or place of meeting of the Association for perusal of members.
An extraordinary general meeting of the Association shall be convened:
Whenever the Committee deems it desirable, or
At the joint request in writing of not less than twenty ordinary members, stating the objects and reasons for such meeting.
An extraordinary general meeting requisitioned by members shall be convened by the president for a date within thirty days of the receipt of such requisition, failing which the Requisitionist may by themselves convene the meeting.
Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary in the case of Rule 10 Clause 6 (a) & (b) to all members at least fourteen days before the date fixed for the meeting.
Paragraphs (1) and (2) of this rule regarding the quorum and 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 one 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 months from the date thereof.
The Secretary shall forward to all members a copy of the draft minutes of each annual and extraordinary general meeting as soon possible after its conclusion.
CLAUSE 8 COMMITTEE
A Committee of fifteen officers consisting of the following, shall organise and supervise the Association’s daily affairs. The term of office shall be of two years. All committee members shall be entitled for re-election. However, no President shall serve for more than two consecutive terms.
The following eleven officers of the committee shall be elected by ballot at each alternate Annual General Meeting from the ordinary members of the association:-
One Deputy President
Six Ordinary Committee members.
Honorary Secretary, Assistant Honorary Secretary and two Ordinary Committee Members shall be recommended by elected President and approved and appointed by the elected Committee Members. The four appointed members shall be entitled to all privileges stated in Rule 6 of Article (2).
Re-election of Committee:
The Committee will name a three-member Election Commission one month before the re-election of the Committee. Members of the Election Commission shall not participate in the re-election. The Election Commission will automatically dissolve when the office-bearers of the new Committee are sworn in.
Candidates shall declare that they are ordinary members, have not breached the nation's law or the stipulations of this Constitution, and are not bankrupt.
A candidate shall be nominated by an ordinary member, and seconded by another. A completed nomination form, designed by the Election Commission, will have to be submitted to the Election Commission at least seven days before the election.
The Election Commission will issue written notification of the results of nomination within three days upon receipt of the nomination form and examination of the candidates' qualification. The list and qualification of the candidates will also be posted on the Association's website.
The Election Commission will post the list and qualifications of the candidates at the voting centre on the day of election for members' reference. Election will be conducted according to the Annual General Meeting's agenda.
Should there be no candidates nominated, or insufficient number of candidates nominated prior to the annual general meeting, nomination can be conducted on the spot, notwithstanding, the qualifications of candidates shall comply with conditions listed in Clause b) above.
The function of 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 policies 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. The Committee may appoint Patrons for the Association according to the rules.
The Committee shall meet at least once every two months and four-day notice of each meeting shall be given to the members. 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 means of a circular letter. The following conditions must be fulfilled before decision of the Committee is deemed to have been obtained:-
The issue must be clearly set out in the circular or through electronic communication 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 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.
The Committee shall give instructions to the Secretary and other officers for the conduct of the affairs of the Association. If may appoint such organisers and such staff as it deems necessary. It may suspend or dismiss any organisers or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decision of the Committee or for any other reason which it deems good and sufficient in the interest of the Association.
The Committee shall subject to the prior decision of a General meeting give instructions to the trustees, regarding the use or disposal of the immovable property of the Association.
CLAUSE 9 DUTIES OF OFFICE BEARERS
The President shall during his term of office presides 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 time they are approved. He shall, in conjunction with the Secretary or Treasurer, sign all cheques on behalf of the Association.
The Deputy President shall assist the President in carrying out his duties and shall act on behalf of the President during his absence.
The Vice-President shall assist the President and the Deputy President in carrying out their duties.
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. In conjunction with the President or the Treasurer he shall sign all cheques on behalf of the Association. He shall maintain membership register containing the following particulars:- - Serial No. - Name Date of Admission - Age - I.C. No. - Address - Occupation
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 Association. He shall keep subscription and account books of all its financial transactions and shall be responsible for their correctness. He shall, in conjunction with the President or the Secretary sign all cheques on behalf of the Association.
The Assistant –Treasurer shall assist the Treasurer in carrying out his duties and shall act for him in his absence.
Ordinary Committee Members shall assist in the management of the affairs of the Association.
CLAUSE 10 FINANCE PROVISION
Subject to the following provisions in this rule, the funds of the Association may be expended for any 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 who may be convicted in a court of law.
The Treasurer may hold a petty cash advance not exceeding one thousand Ringgit at any one time. All money in excess of this sum shall within seven day of receipt be deposited in a bank approved by the Committee. The bank account shall be in the name of the Association.
All cheques or withdrawal notices on the Association’s account shall be signed by the President, and co-signed by either the Treasurer or the Secretary in order to be valid. If the President cannot perform his/her duties, the Deputy President can sign in his/her place.
The President and the Secretary or the President and the Treasurer shall jointly approve any expenditure below RM5,000. The Committee is authorized to approve expenditure between RM5,000 and RM10,000. Any expenditure exceeding RM10,000 shall have to be approved at the Annual General Meeting.
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 and audited by the Auditors appointed under Rule 14. The audited accounts shall be submitted for the approval of 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 the members.
CLAUSE 11 AUDITORS
One or more persons, who shall not be office-bearers of the Association shall be appointed by the annual general meeting as Honorary Auditors. They shall hold office for two year only and shall not be reappointed. They should hold an Accounts qualification or experienced in auditing at an Audit Firm
The annual general meeting shall appoint as paid Auditor a qualified Accountant (or firm of Accountant) who shall not be a member of the Association. The Auditor thus appointed shall hold his appointment until he resigns or until his appointment is otherwise terminated by the general meeting.
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 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.
CLAUSE 12 PROPERTY ADMINISTRATOR / TRUSTEES TIADA
CLAUSE 13 INTERPRETATION Between Annual General Meetings, the Committee shall interpret the rules of the Association and when necessary, determine any points on which the rules are silent. Except when 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 unless and until countermanded by a resolution of a general meeting.
CLAUSE 14 ADVISOR / PATRON Patrons: Past president, deputy presidents and vice-presidents of the Association and persons who have rendered meritorious services to the Association may be elected by the general meeting as Patrons of the Association.
CLAUSE 15 PROHIBITION
The Association shall not affiliate or have any connection with any Association established outside Malaysia.
Neither the Association 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 Ordinace, 1959.
The Association shall not hold any lottery, whether confined to its members or not, in the name of the Association or its office-bearers, committee or members, unless a licence has been obtained from the proper Authority.
CLAUSE 16 AMENDENT OF CONSTITUTION AMENDENT OF RULES: These rules may not be altered or amended except by resolution of a general meeting. Such alteration or amendments shall take effect from the date of their approval by the Registrar of Societies.
CLAUSE 17 DISSOLUTION
The Association may be voluntarily dissolved by a resolution of not less than three-fifths of the total membership, expressed either in person or by postal votes at a General Meeting convened for the purpose.
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 of in such manner as may be decided upon by a general meeting.
Notice of dissolution will be given in writing by the Committee within 14 days of the dissolution to the Registrar of Societies.
CLAUSE 18 FLAG, LOGO AND BADGE
Description PERSATUAN SISWAZAH-SISWAZAH UNIVERSITI KEBANGSAAN TAIWAN, MALAYSIA (ALUMNI ASSOCIATION OF NATIONAL TAIWAN UNIVERSITY, MALAYSIA )
CLAUSE 19 STRUCTURE OF ORGANIDATION
General Meeting:- The supreme suthority of the Association is vested in a general meeting of the members.
Committee:- A Committee of fifteen members of which eleven committee members shall be elected by ballot at the relevant Annual General Meeting and the other four committee members shall be recommended by elected President and appointed by the elected committee
Sub-Committee: The Committee shall have power to appoint a number of members to form sub-committee in charge of various functions.
The Committee may appoint suitable number of coordinators who are members of the Association to take charge of coordination among members in various states of Malaysia.
Patrons: Past presidents, deputy presidents and vice-presidents of the Association and persons who have rendered meritorious services to the Association may be elected by the general meeting as Patrons of the Association.
Trustees: When the Association acquires immovable property, five trustees shall be elected at a General Meeting of Members to hold in trust, the property according to the proper legal procedure.
*All versions are subject to Registry of Societies(ROS) Malaysia*