RULES OF PERSEKUTUAN PERTUBUHAN-PERTUBUHAN HUIAN QUANGANG MALAYSIA
1. NAME The Association shall be known as PERSEKUTUAN PERTUBUHAN-PERTUBUHAN HUIAN QUANGANG MALAYSIA ( THE FEDERATION OF HUIAN QUANGANG ASSOCIATIONS OF MALAYSIA) (here in after referred as the Federation)
2. OBJECTS The objects of the Federation are to federate all Huian Quangang Associations and to strengthen the unity of all fellow countrymen so as to plan their welfare and to promote culture, charity, social welfare and other lawful undertakings.
3. ADDRESS The Federation shall be established in Kuala Lumpur. Its address and place of meeting shall be at the KUALA LUMPUR AND SELANGOR HUIAN QUANGANG ASSOCIATION. No. 107, Jalan Raja Laut, Kuala Lumpur. The registered address and place of meeting shall not be changed without the prior approval of the Registrar of Societies.
4. MEMBERSHIP
i. Membership is open to duly registered Huian Quangang Associations in Malaysia under the Societies Act.
ii. 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 General Council for approval. The General Council may at its discretion reject any application without assigning any reason therefore.
5. FUNDS
i. The subscription shall be RM 1,000.00 annually.
ii. Special subscriptions may be levied on members or enthusiastic individuals from among members upon the approval of the Council.
6. ORGANISATION
i. The supreme authority of the Federation is vested in a Delegates Conference. An Association may be represented by four (4) delegates who shall not be University or University College students. Every delegates shall have the right to speak; but every member shall be entitled to only one vote.
ii. The Delegates Conference shall have the power to recommend one or more Huian Quangang persons who are distinguished and respectable and have rendered valuable services to country in general to be the President for the term of office of the Council.
iii. The General Council shall be elected by the Annual Delegates Conference. The Council shall comprise of twenty-seven (27) members. Two (2) persons who are not members of the Council will be elected as Auditors.
iv. The General Council shall consist of a Chairman, 2 Vice Chairman, a Secretary, an Assistant Secretary, a Treasurer, an Assistant Treasurer, a Culture Officer, an Assistant Culture Officer, 2 Social Welfare Officer, a Social Officer, an Assistant Social Officer and 14 ordinary Council Members. ( I from Youth Section Chairman and I from Women Section Chairman).
v. The Office-Bearers of the General Council shall manage the affairs of the Federation and are authorized to expend not more than RM 5,000.00 each time. Expenditure more than RM 5,000.00 shall be approved by the General Council. Their term of office is two (2) years and they are eligible for a second term. No Auditors shall be re-elected for a second term.
   
vi. The Office-Bearers and duties of the General Council are as follows :-
 
a. I CHAIRMAN : The Chairman shall be Chairman at Council Meeting of the Federation. He shall be carry out resolutions passed by the Delegates Conference and the Council Meetings; represent the Federation in its dealings with outside persons or societies.
b. 2 VICE-CHAIRMAN : The Vice-Chairman shall assist the Chairman in managing the Federation's affairs and, in the absence of the Chairman, act on his behalf in order of seniority.
c. I SECRETARY : The Secretary shall conduct the business of the Association in accordance with its rules, and shall carry out the instructions of the Delegates Conference and of the General Council. He shall be responsible for conducting all correspondence and keeping membership register and all other necessary books, documents. He shall attend all meetings, and record the proceedings.
d. I ASSISTANT SECRETARY: The Assistant Secretary shall assist the Secretary in carrying out his duties and to deputies for him in his Absence.
e. I TREASURER : The Treasurer shall be responsible for safe-keeping of proper books of account containing all collections and disbursement of funds of the Federation. He shall not keep more than RM 1,000.00 as petty cash. Any sum more than RM1,000.00 shall be deposited under the name of the Federation. Withdrawals from the Bank shall be made with joint signatures of any two of the followings:- Chairman, The Secretary and the Treasurer together with the seal of the Federation affixed thereon.
f. I ASSISTANT TREASURER: The Assistant Treasurer shall assist the Treasurer in carrying out his duties and to deputise for him in his absence.
g. I CULTURE OFFICER : The Culture Officer shall be responsible for promoting activities concerning art and culture.
h. I ASSISTANT CULTURE OFFICER: The Assistant Culture Officer shall assist the Culture Officer in carrying out his duties and deputise in his absence.
i. I SOSIAL WELFARE OFFICE: The Social Welfare Officer shall be responsible for dealing with the welfare of members, fellow-countrymen and the public.
j. I ASSISTANT SOCIAL WELFARE OFFICER : The Assistant Social Welfare Officer shall assist the Social Welfare Officer in carrying out his duties and deputise for him in his absence.
k. 14 ORDINARY COUNCIL MEMBERS : The Ordinary Council Members shall assist in the business of the Council in any business and matters in connection with the management of the Federation.
l. 2 AUDITORS : The Auditors shall be responsible in auditing all accounts of the Federation and shall be responsible for submitting a report concerning the accounts to the Delegates Conference.
m. I SOCIAL OFFICER : The Social Officer shall take charge of external social affairs of the Association.
n. I ASSISTANT SOCIAL OFFICER : The Assistant Social Officer shall assist the Social Officer in carrying out his duties and deputise for him in his absence.
o. The Youth Chairman shall be responsible for the management on all youth activities of the Association including the operation of the Youth Section under supervision of the Executive Committee and all other activities beneficial to the youth. And accountable to the General Council.
p. The Women Chairman shall be responsible for the management on all women's activities of the Association including the operation of the Women Section under the supervision of the Executive Committee and all other activities beneficial to women. And accountable to the General Council.
7.
Whenever necessary, the General Council shall appoint sub-committees to deal with matters as delegated to them by the General Council.
8. ANNUAL DELEGATES CONFERENCE
i. An Annual Delegates Conference shall be convened by the Chairman and shall be held before the month of April each year for the purpose of electing Office-Bearers (who shall hold office for a period of two years), receiving the Council's report and the audited accounts for the previous year, discussing matters in connection with the management of the Federation and, considering and adopting any motion. Notice of the Annual Delegates Conference shall be delivered to all the members at least thirty (30) days before the Conference together with a copy of agenda and audited accounts of the preceding year. The quorum shall be twice the total number of the General Council Members of the Federation or ½ of the total membership, whichever is lesser.
ii. If half an hour after the time appointed for the Annual Delegates Conference a quorum is not present, the meeting shall be postponed to a date (not exceeding 14 days) to be decided by the General Council; and if a 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 rules of the Federation or to make decisions affecting the whole membership.
iii. Should there be any special matter arising and the General Council thinks it expedient or upon the written requisition by eleven (11) members, an Extraordinary Delegates Conference shall be convened by the General Council. Notice of meeting and quorum of Annual Delegates Conference shall apply also to an extraordinary delegates conference.
iv. The General Council Meeting shall be held once in every six (6) months. Two weeks' notice in writing shall be given to every Council Member. The quorum of the meeting shall be eleven (11). Any member of the General Council who fail to attend three consecutive meeting of the General Council without satisfactory explanation shall be deemed to have resigned from the General Council. If there is any vacancy in the General Council, the General Council shall have power to co-opt any other member of the Federation to fill the vacancy until the next Annual Delegates Conference.
9. PERMANENT TRUSTEES
i. Any immovable property acquired by the Federation shall be vested in four (4) permanent Trustees appointed by the Delegates Conference.
ii. No part of the immovable property of the Federation shall be sold, mortgaged or transferred to any person except with the prior sanction of the Delegates Conference.
iii. Any Trustee who is guilty of any one of the following shall vacate his trusteeship: -
a. if he is declared a bankrupt by a Court of Law;
b. if he is convicted of a crime by a Court of Law;
c. if he is found guilty of misconduct or others of such a kind render his undesirable that he continues as a Trustee.
10. ALTERATION OF RULES No additions or alterations to these rules shall be made except at a Delegates Conference and they shall not be enforced without the prior sanction of the Registrar of Societies.
11. DISSOLUTION The Federation shall not be dissolved except with the consent of not less than three-fifth (3/5) of the members expressed at a Delegates Conference convened for the purpose. In the event of the Federation being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Federation shall be fully discharged, and the remaining fund will be distributed among members or donated to charitable organizations in accordance with the resolution of the Delegates Conference. Notice of the dissolution signed by the three principal Office-Bearers shall be given within two (2) weeks of the dissolution to the Register of Societies.
12. INTERPRETATION Between annual delegates conference, the General Council shall interpret the rules of the Federation 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 delegates conference the decisions of the General Council shall be binding on all members of the Federation unless and until counter-mandated by a resolution of delegates conference.
13. PROHIBITION The Federation shall not have any affiliation or connection outside Malaysia.
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