RULES OF PERSATUAN PENGANUT BUDDHA SERDANG, SELANGOR

PERSATUAN PENGANUT BUDDHA SERDANG, SELANGOR
(SERDANG BUDDHIST ASSOCIATION, SELANGOR)
1968, JALAN SK13/8, 43300 SERI KEMBANGAN
SELANGOR DARUL EHSAN
(Reg. No. 4993/91(Selangor), Bil PPM/SEL 1468/90(8), PPP/SEL 271/90)

RULES OF PERSATUAN PENGANUT BUDDHA SERDANG, SELANGOR (Approved 2009/08/04)

***Contents***
Paragraph

1. NAME AND PLACE OF BUSINESS
2. OBJECTIVES
3. LOGO
4. MEMBERSHIPS
5. ENTRANCE FEES SUBSCRIPTIONS AND OTHER DUES
6. RESIGNATION AND EXPULSION
7. COMMITTEE
8. DUTIES AND POWERS OF OFFICE- BEARERS AND MEMBERS
9. HONORARY AUDITORS
10. RELIGIOUS ADVISERS AND PATRONS
11. ANNUAL GENERAL MEETING
12. EXTRAORDINARY GENERAL MEETING
13. QUORUM FOR ANNUAL GENERAL MEETING AND EXTRAORDINARY GENERAL MEETING
14. VOTE AND POLL
15. INFRINGEMENT OF RULES
16. PROHIBITIONS
17. RESIGNATION
18. DISSOLUTION OF THE ASSOCIATION
19. AMENDMENT TO RULES
20. FINANCIAL PROVISIONS
21. INTERPRETATION
22. ASSETS AND TRUSTEES


1. NAME AND PLACE OF BUSINESS
a) The Association shall be known as Persatuan Penganut Buddha Serdang, Selangor (Serdang Buddhist Association, Selangor).

b) Its registered place of business shall be at:
1968 Jalan SK 13/8,
43300 Seri Kembangan,
Selangor Darul Ehsan.

or such other place or places as may be decided upon at a meeting of Committee and with written approval of the Registrar of Societies .

2. OBJECTIVES
a) To be the organising body for Buddhists members.
b) To promote the teachings of Lord Buddha among Buddhists.
c) To organise religious, social and recreational activities for Buddhist.
d) To provide religious courses and training for Buddhists.

3. LOGO
a) The logo of the Association is in black and white colour and shall be as follows:

b) The symbol of wheel with its eight spokes represent the Noble Eightfold Path of the Buddha's teaching, which goes round and round like a great wheel that never stops, leading to the central point of the wheel, the only point which is fixed, Nirvana. The eight spokes on the wheel represent the eight parts of the Noble Eightfold Path as follows:-

i. Right view
ii. Right thought
iii. Right speech
iv. Right conduct
v. Right livelihood
vi. Right effort
vii. Right mindfulness
viii. Right concentration

The Chinese characters represent the translation of the name of the Association in Mandarin. A Chinese character 卍 (wàn in Mandarin) is in the centre of the logo meaning "all" or "eternality".



4. MEMBERSHIPS
a) Any person , residing in Serdang and the surrounding areas, irrespective of sex , who has attained the age of 18 years old, and supports the objectives of the Association and willing to abide by the rules and resolutions of the Association is eligible to become a member of Association. The membership consists of Ordinary Member and Life Member.

b) Every application for membership 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 for membership, without assigning any reason thereof.

c) Every member admitted to the Association shall abide by the rules and resolutions of the Association and shall, upon payment of the prescribed entrance fee and annual subscription or Life Member Fee, be entitled to all the privileges of membership.

5. ENTRANCE FEES SUBSCRIPTIONS AND OTHER DUES
a) The entrance fee and subscription payable shall be as follows:

i) Life Member
Entrance fee: RM5.00
Life Member Fee: RM100.00
Annual Subscription: Nil
ii) Ordinary member
Entrance fee: RM5.00
Annual Subscription: RM12.00

b) All annual subscription shall be payable to the Honorary Treasurer during the first three months of each financial year.

c) Any member who fails to pay the annual subscription after the month of March shall automatically be denied the privileges of membership until he /she settles his / her account.

d) Any member who fails to settle his / her account within one month from March shall automatically cease to be a member of the Association.

e) The Committee shall have the power to fix a re-entrance fee for any person who has allowed his membership to lapse through arrears.

f) Special subscriptions or levies for particular purposes may be raised from members by a resolution of the General Meeting of the Association. 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 annual subscription.


6. RESIGNATION AND EXPULSION
a) Any member who wishes to resign from the Association shall give two - week notice in writing to the Honorary Secretary and shall pay up all his /her dues.

b) Any member who fails to comply with the rules and resolutions of the Association or misbehave in a disorderly manners that will smear the name of the Association can be expelled or suspended for a period as the Committee deems reasonable. Before any action is taken by the Committee against the member concerned, the member concerned shall be given a written notice on the grounds for expulsion or suspension. The member concerned must be given an opportunity to explain and defend him/herself. 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 member concerned.

7. COMMITTEE
a) A Committee consisting of the following officers, who shall be termed the office-bearers of the Association, shall be elected at the ANNUAL General Meeting when the election is due.

i. A President
ii. A Deputy President
iii. Two Vice Presidents
iv. An Honorary Secretary
v. An Honorary Assistant Secretary
vi. An Honorary Treasurer
vii. An Honorary Assistant Treasurer
viii. Eight Ordinary Committee Members.

b) Names for the above office-bearers shall be proposed and seconded and election will be conducted by an Ad-hoc Committee which will be decided by Committee. All the office-bearers shall hold office for 2 years and shall be eligible for re-election after the term of office except the President cannot hold office for more than four years continuously (two terms of office in a row).

c) All office-bearers of the Association and every officer performing executive functions in the Association shall be Malaysian citizens.

d) The function of the Committee is to manage (including the planning, organising leading and controlling activities) 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 . It 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.


e) The Committee shall meet at least once in every two months and seven (7) - 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.

f) Any member of the Committee who fails to attend three consecutive meeting of the Committee without satisfactory explanation shall be deemed to have resigned from the Committee.

g) In the event of the death or resignation of a member of the Committee or any vacancy, the Committee shall have the power to co-opt any member of the Association to fill the vacancy until the next Annual General Meeting.

h) The President can be authorised by the Committee to appoint a maximum of four Ordinary Committee Members as part of the Committee (appointed Ordinary Committee Members) via the approval by the Committee Meeting as and when the needs arise. Such authority given shall continue in force until the Association's next election of office-bearers or such shorter time as it is decided by the Committee.

i) Subject to these Rules questions arising at any meeting of Committee shall be decided by a majority of votes and a determination by a majority of office-bearers shall for all purposes be deemed a determination of the Committee. In the case of an equality of votes, the chairman of the meeting shall be entitled to a second or casting vote.

j) A office-bearer shall not vote in respect of any contract or proposed contract with the Association in which he/she is interested, whether directly or indirectly, or any matter arising thereout and if he/she does so vote his/her vote shall not be counted. He/she shall be counted only to make the quorum at the Committee meeting.

k) 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 reason which it deems good and sufficient in the interest of the Association.

8. DUTIES AND POWERS OF OFFICE- BEARERS AND MEMBERS
a.) President
i. The President shall during his/her term of office preside at all general meetings and meetings of the Committee, shall be responsible for all such meetings. He/She shall be the spokesman of the Association. He/She shall have his/her second or casting vote, and shall sign minutes of each meeting at the time they are confirmed.

ii. Call for meetings of the Committee.

iii. Supervise activities of the office-bearers

b.) Deputy President

i. Assist the President in his / her duties.

ii. Assume all duties, authority and responsibilities of the President during his/her absence.

c.) Vice-President
i. Assist the President and Deputy President in their duties.

d.) Honorary Secretary

i. Be the main executive of the Association and shall conduct the business of the Association in accordance with the rules, and shall carry out the instructions of the general meeting and of the Committee.

ii. Conduct the correspondence and take charge of all books, documents, membership register and papers except the accounts and Financial records.

iii. Shall attend all meetings and record all proceedings.

iv. Convene all meetings in the manner as prescribed herein.

He/She shall be responsible for conducting all correspondence in such form and manner as the Committee may direct. He/She shall record the proceedings of all meetings. He/She shall keep a membership register containing the names and addresses for all the members, the membership number and the date on which they joined the Association. He/She shall file annual returns within 60 days from the annual general meeting to the Registrar of Societies.



e.) Honorary Assistant Secretary

i. Shall assist the Honorary Secretary in carrying out his/her duties and shall act for him in his/her absence.

f.) Honorary Treasurer

i. Take charge of all money received and make payments in accordance with the direction of the Committee.

ii. Be responsible for the proper and up-to-date keeping of all accounts of the Association.

iii. Present the balance sheet and statement of account for the previous year at the Annual General Meeting.

iv. Keep a sum of not exceeding RM1,000.00 as petty cash. Any sum exceeding this amount shall be deposited in the bank. The bank accounts shall be in the name of the Association.

v. Issue of receipt for all money received.

vi. Keep an inventory of the properties.

g.) Honorary Assistant Treasurer

i. Shall assist the Honorary Treasurer in carrying out his/her duties and shall act for him in his/her absence.

h.) All the above office-bearers and other ordinary committee members shall carry out such duties as directed by the Committee.

9. HONORARY AUDITORS
Two Honorary Auditors who shall not be office-bearers of the Association shall be appointed by the Annual General Meeting. They shall be required to audit the accounts of the Association and present their annual report to 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.

10. RELIGIOUS ADVISERS AND PATRONS
a) Prominent Buddhists may be invited to be Advisers and Patrons of the Association.

b) Advisors and Patrons shall enjoy all privileges of the Association except voting and holding of any office.

11. ANNUAL GENERAL MEETING
a) Annual General Meeting of the members of the Association, notice for which shall be released at least 14 days prior to the date fixed for the meeting, shall be held before the month of April each year for transacting the following business:

i. To consider and receive the Committee's report on the working of the Association during the previous year

ii. To consider and approve the accounts and balance sheet duly audited for the previous financial year end

iii. To elect a Committee for the term of two years from those present and among those who are absent who have given written consent, and handed to the Honorary Secretary at least 7 days before the Annual General Meeting

iv. 1) To appoint two Honorary Auditors who shall not be office-bearers of the Association at the Annual General Meeting and shall hold office for only one term (2 years) and not eligible for reappointment

2) A paid External Auditors who shall be a qualified accountants (or firm of accountants) may be appointed by the Annual General Meeting and shall hold office for only one term (2 years) and eligible for reappointment.

v. To consider any other business for which not less than 7-day notice have been given by any member in writing to the Honorary Secretary in the form of resolution.

b) The Honorary Secretary shall send a copy of the annual audited accounts of the Association for the previous financial year together with the notice of Annual General Meeting to all the members of the Association.

12. EXTRAORDINARY GENERAL MEETING
a) An Extraordinary General Meeting shall be convened:

i. Whenever the Committee deems it necessary; or

ii. At a joint request in writing of not less than 3/5 (60%) of the total members stating the objectives and reasons for such meeting.

b) An Extraordinary General Meeting requisitioned by members shall be convened for a date within 30 days of the receipt of such requisition.

c) Notice and agenda for an Extraordinary General Meeting shall be forwarded by the Honorary Secretary to all members within 15 days before the date fixed for the Meeting.

13. Quorum for Annual General Meeting and Extraordinary General Meeting

a) The supreme authority of the Association is vested in a general meeting of the members. At least 1/3 of the total voting membership of the Association or twice the number of the committee members, whichever is lesser must be present at a general meeting for its proceedings to be valid and to constitute a quorum.

b) 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 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 rules of the Association or make decisions affecting the whole membership.

c) The quorum and postponement of an Annual General Meeting shall apply also to an Extraordinary General Meeting, but with the proviso that if no quorum is present half an hour after 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.

14. VOTE AND POLL
Unless specifically provided for in these Rules, at any general meeting a resolution put to the vote of the meeting shall be decided on a show of hands and by a simple majority of the votes. Every member is entitled to one vote and no member shall be entitled to vote at any general meeting unless his / her account has been fully settled. In the case of an equality of votes, the chairman of the meeting shall be entitled to a second or casting vote.

15. INFRINGEMENT OF RULES
Member infringing any of the Rules and Regulations of the Association shall be dealt with by the Committee who may at their discretion refuse the privileges of the Association for such period as may deemed proper, provided such affected members have the right to appeal to the General Meeting of members whose decision shall be final.

16. PROHIBITIONS
a) Gambling of any kind or the introduction of material for gambling or drugs within the premises of the Association is prohibited.

b) The funds of the Association shall not be used for payments of members of the Association who have been convicted in the court of Law.

c) No political activities are allowed within the premises of the Association.

d) A university or university -college student shall not be admitted to membership unless with the prior approval of the Vice-Chancellor of the university concerned.

17. RESIGNATION
Any office-bearer who wishes to resign his/her office shall tender his/her resignation in writing to the Honorary Secretary and shall not be deemed to have resigned until his/her resignation has been considered and accepted at the next Committee's meeting.

18. DISSOLUTION OF THE ASSOCIATION
a) The Association may be voluntarily dissolved by a resolution of not less than 3/5 (60%) of the total voting membership present and voting at a general meeting called for the purpose.

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, if any, shall be disposed of in such manner as decided upon by a general meeting.

c) Notice of dissolution shall be given within fourteen days of the dissolution to the Registrar of Societies.

19. AMENDMENT TO RULES
These Rules shall not be altered or amended except by resolution of not less than 3/5 (60%) of the total voting membership present and voting at a general meeting. Such alterations or amendments shall take effect from the date of their approval by the Registrar of Societies. Any alteration or amendment to the rules shall be forwarded to the Registrar of Societies within 60 days of being passed by the general meeting.


20. FINANCIAL PROVISIONS
a) All cheques or withdrawal notices on the Association's bank account shall be signed jointly by any two of the following office-bearers; namely the President, Deputy President, Honorary Secretary and Honorary Treasurer. In the absence of the Honorary Secretary or Honorary Treasurer the Committee shall appoint its members to sign in his/her place.

b) No expenditure exceeding RM6,000 (Ringgit Malaysia Six Thousand Only) at any one time shall be incurred without the prior sanction of the committee, and no expenditure exceeding RM100,000 (Ringgit Malaysia One Hundred Thousand Only) in any one month shall be incurred without the prior sanction of a general meeting. Expenditure of RM6,000 (Ringgit Malaysia Six Thousand Only) and below at any one time may be incurred by the President together with the Secretary or the Treasurer and such expenditure shall be reported by the President to the next meeting of the committee and recorded in the minutes thereof.

c) The Financial Year of the Association shall be from 1st January to 31st December each year.

d) 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, expenses of its activities, projects and events approved by its Committee and/or general meeting, the payment of salaries, allowance and expenses of its office-bearers and paid staff, and the audit of its accounts.

21. INTERPRETATION
a) Between Annual General Meeting, the committee shall interpret the rules of the Association and when necessary, determine any point on which the rules are silent.

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.

22. ASSETS AND TRUSTEES
a) The Association is allowed to own assets.

b) All assets of whatsoever nature shall belong to the Association and shall be under the control of the General Meeting to be dealt with in such manner as it may decide.

c) The trustees shall not sell or transfer the assets of the Association except with the consent of not less than 2/3th of the total members at the General Meeting.

d) All immovable properties shall be vested in trustees upon the execution of a Deed of Trust by such trustees. Any trustees may at any time resign his trusteeship. If a trustee dies, or becomes a lunatic or of unsound mind or is absent from the country for a period of one year, he shall be deemed to have resigned his trusteeship. If a trustee is guilty of misconduct or such a kind as to render it undesirable that he continues as a trustee, a General Meeting may remove him from his trusteeship. Vacancies in the trusteeship may be filled at a General Meeting but so that the number shall not be more than five and not less than three.

e) The Trustees shall hold office for 2 years and shall be eligible for reappointment.

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