Rules & Constitution – THE MALAYSIAN FEDERATION OF LASALLIAN ALUMNI ASSOCIATIONS

RULES & CONSTITUTION OF
THE MALAYSIAN FEDERATION OF LASALLIAN ALUMNI ASSOCIATIONS
(as approved by the Registrar of Societies on 16 April, 2014)
RULES & CONSTITUTION OF
THE MALAYSIAN FEDERATION OF LASALLIAN ALUMNI ASSOCIATIONS
(as approved by the Registrar of Societies on 16 April, 2014)

1. NAME
“The Federation shall be known as “PERSEKUTUAN PERSATUAN-PERSATUAN ALUMNI LASALLIAN MALAYSIA (“The Malaysian Federation of Lasallian Alumni Associations”) and shall hereafter be referred to as the “Federation”.

2. ADDRESS
The address of the Federation shall be at the La Salle Provincialate, 15-D, Jalan Chantek (5/13), 46000 Petaling Jaya, Selangor Darul Ehsan and its mailing address is P.O. Box 304, Jalan Sultan, 46730 Petaling Jaya, Selangor Darul Ehsan . The address of the Federation shall not be changed without the prior approval of the Registrar of Societies.

3. CREST & COLOURS
The Federation shall adopt the crest and colours as shown below (The crest shall be in the form of a shield with five-pointed white and black star on a cyan blue background, with the motto “Signum Fidei” and the words “Lasallian Alumni Associations Malaysia”)

4. OBJECTS
The objects of the Federation shall be:-

4.1. To keep former students of Lasallian educational institutions in Malaysia in close touch with one another.

4.2. To bring into being and to promote a feeling of friendship and unity among the members of the Member Associations.

4.3. To safeguard the interest and to assist in the development and progress of Lasallian educational institutions.

4.4. To assist in the progress and development of the Member Associations and to ensure that they adhere to the aims and ideals of the Federation.

4.5. To render mutual assistance and work for the welfare of Member Associations and their members.

4.6 To establish a foundation to further the objects of the Federation.

5. MEMBERSHIP

5.1. Eligibility
Any Lasallian Alumni Association which has been registered with the Registrar of Societies in Malaysia may apply for membership in accordance with these Rules & Constitution.

5.2. Applications for Admission

(a) Any Lasallian Alumni Association intending to join as a member of the Federation may submit an application for membership in a form prescribed by the Committee to the Honorary Secretary of the Federation for transmission to the Committee for approval.

(b) In the event that the application is rejected, the rejection letter shall be sent to the applicant by registered mail and the applicant may submit an appeal to the Honorary Secretary within thirty (30) days of receipt of such rejection letter.

5.3. Privileges
That every applicant whose application has been approved as aforesaid, upon payment of the prescribed entrance fee and annual subscription, be admitted as a member of the Federation, and shall be entitled to all the privileges of membership, including the use of the words “We Are Lasallians” added after its name.

6. ENTRANCE FEE & ANNUAL SUBSCRIPTION

6.1. The entrance fee and annual subscriptions payable shall be as follows:-
Entrance Fee – RM200.00
Annual Subscription – RM200.00 per annum for every Member Association.
The above fee and subscription may be revised from time to time at the Delegates’ Conference.

6.2. The annual subscription payable by each Member Association shall be payable in one payment to the Honorary Treasurer before the month of June each year.

6.3. Special subscriptions for particular purposes may be raised from Me mber Associations by resolutions of the Delegates’ Conference.

6.4. Any Member Association failing to pay its subscriptions, within the prescribed period shall receive a written notification signed by the Honorary Secretary and shall be denied the privileges of membership until the account is settled.

7. DELEGATES’ CONFERENCE

7.1. An Annual Delegates’ Conference shall be held every year before the 15th December. The date, time and place of each Delegates’ Conference shall be decided by the Committee in office.

7.2. Each Member Association shall be entitled to send five (5) official delegates.

7.3 Each official delegate present shall be entitled to only one (1) vote. In the event of a tie the Chairman of the Delegates’ Conference shall have a casting vote. No proxy votes shall be allowed.

7.4. The delegates from at least one half (1/2) of the Member Associations in the Federation at the relevant time of the Delegates’ Conference, must be present to form a quorum.

7.5. If half (1/2) an hour after the time appointed for the Delegates’ Conference to commence a quorum is not present the meeting shall be postponed to a date not exceeding sixty (60) days. Fourteen (14) days’ notice must be given for such a postponed meeting. If a quorum is again not present for the postponed meeting, the delegates present shall have power to proceed with the business of the day, but they shall not have power to alter the Rules & Constitution of the Federation.

7.6. The duties and powers of the Delegates’ Conference shall be as follows:-

(a) To receive the report of the Honorary Secretary on the working of the Federation during its term of office;

(b) To receive the report of the Honorary Treasurer on the audited accounts of the Federation during the financial term ending 30th June;

(d) To appoint advisers and/or patrons and/or elect trustees of the Federation;

(e) To deal with such other matters which may be put before it.

7.7. All decisions of the Delegates’ Conference shall be final and binding.

7.8. A preliminary notice of the Delegates’ Conference stating the date, the time and place shall be sent by the Honorary Secretary to all Member Associations not later than thirty (30) days before the date fixed for the meeting.

7.9. Motions for discussion at the Delegates’ Conference must be sent to reach the Honorary Secretary not later than fifteen (15) days before the date of the Delegates’ Conference.

7.10. The Honorary Secretary shall send to all Member Associations at least fourteen (14) days before the Delegates’ Conference an official notice of the Delegates’ Conference together with the agenda, the Honorary Treasurer’s report and the audited accounts of the previous term.

7.11. An Extra- ordinary Delegates’ Conference of the Federation shall be convened:-

(a) whenever the Committee deems it desirable; or

(b) at the joint request in writing of not less than three (3) Member Associations stating the reasons for such Delegates’ Conference.

7.12. An Extra-ordinary Delegates’ Conference requested by Member Associations shall be convened for a date within thirty (30) days of the receipt of such a request. Notice and agenda of an Extraordinary Delegates’ Conference shall be forwarded by the Honorary Secretary to all Me mber Associations at least fifteen (15) days before the date fixed for the Delegates’ Conference.

7.13. Rules Nos. 7.4. & 7.5. regarding the quorum and the postponement of an Annual Delegates’ Conference shall apply also to an Extra-ordinary Delegates’ An Extra-ordinary Delegates’ Conference shall not discuss any matter not included in the Agenda.

7.14 The Honorary Secretary shall forward to all Member Associations a draft copy of the minutes of each Delegates’ Conference within thirty (30) days after its conclusion.

8. COMMITTEE

8.1. The highest authority of the Federation shall be vested in the Delegates’ Conference. After its adjournment, the management of the affairs of the Federation shall be vested in the Committee currently in office.

8.2. Composition of Committee
The Committee shall consist of the following office- bearers:-

(a) The President elected at the Delegates’ Conference from amongst the delegates;

(b) a Deputy President elected at the Delegates’ Conference from amongst the delegates;

(d) The Honorary Secretary elected at the Delegates’ Conference from amongst the delegates;

(e) The Honorary Treasurer elected at the Delegates’ Conference from amongst the delegates;

(f) Six (6) Committee members elected at the Delegates’ Conference from amongst the delegates;

(g) Other Committee members consisting of one (1) representative from each Member Association

8.3. Tenure of term of office
Apart from the Vice-Presidents all other members of the Committee shall hold office for the full term until the next Delegates’ Conference (which is an election year).
In addition, the Committee may appoint sub-committees in order to better promote the interests of the Federation and such sub-committees shall hold office for the two (2) years term and may be re-appointed.

8.4. The Committee shall meet at least once every two (2) months and fourteen (14) days’ notice of each meeting shall be given to the Members by the Honorary Secretary. If the President deems it necessary or at the request in writing of not less than three (3) Committee members, a Committee meeting shall be convened by the Honorary Secretary within fifteen (15) days’ of the receipt of such request. Fourteen (14) days’ notice should also be given for such a meeting.

8.5. At a Committee meeting members from at least one- third (1/3) of the Member Associations must be present to constitute a quorum.

8.6. The duties and powers of the Committee are as follows:- (a) to carry out the resolutions passed at the Delegates’ Conference; (b) to discuss and advance the affairs of the Federation; (c) when necessary to set up Sub-Committees to deal with specific matters.

8.7. Any member of the Committee who fails to attend three (3) consecutive Committee meetings without satisfactory explanations shall be deemed to have resigned from the Committee and the Committee shall have power to appoint a suitable person to fill the vacancy unless that vacancy is created by a representative of a Member Association in which case that Member Association shall first fill up that vacancy, failing which the Committee shall be entitled to appoint any member of the Committee elected at General Meeting to fill up such vacancy.

8.8. The Committee may appoint or re-organise such Sub-Committee and engage such paid staff as it deems necessary to assist in the running of the affairs of the Federation.

9. DUTIES & POWERS

9.1. The duties and powers of the office-bearers of the Federation shall be as follows:-

(a) President: The President shall during his/her term of office preside at all Delegates’ Conference and Committee meetings. He/she shall represent the Federation in its dealings with outside bodies or persons. He/she shall direct and supervise the progress of the Federation and shall keep custody of the seal of the Federation. He/she shall have a casting vote in addition to his/her own vote as a member in the event of a tie. During his/her absence, he/she may authorise one of the Vice-Presidents to act for him/her.

(b) Deputy President: The Deputy President shall during his/her term of office deputize the President in his/her duties during the President’s absence”.

(c) Vice-Presidents: If the President and/or the Deputy President fail(s) or refuse(s) to act in accordance with these Rules & Constitution the President or the Deputy President (who is not in default to act) shall with the Committee authorize one of the Vice-Presidents to deputize for the defaulting President or Deputy President as the case may be.”

(d) Honorary Secretary: The Honorary Secretary shall conduct the business of the Federation under the direction of the President or under the direction of the Committee should the President fail or refuse to act in accordance with the Constitution. He/she shall be responsible for the safe custody of all books, documents and papers of the Federation. He/she shall have power to sanction vouchers for payment and shall be responsible for the submission of the report on the working of the Federation during the current term at the Delegates’ Conference. Generally he/she shall be responsible for the efficient administration of the Secretariat of the Federation.
In the event the Honorary Secretary fails or refuses to carry out his duties, the Committee may authorise another Committee Member to do so,

(e) Honorary Treasurer: The Honorary Treasurer shall be responsible for the finance of the Federation. He/she shall keep accounts of all its financial transactions and shall be responsible for the submission of the financial report at the Delegates’ Conference.
In the event the Honorary Treasurer fails or refuses to carry out his duties, the Committee may authorise another Committee Member to do so,

(f) Committee Members: The Committee Members shall work closely together in the Committee to supervise and direct the activities of the Federation and to assist Member Associations in whatever way is appropriately needed.

(g) Secretariat: A Secretariat at the registered address of the Federation shall be set up to assist the Honorary Secretary. The Secretariat shall be under the charge of an Executive Secretary, assisted by such staff members as may be required. The Executive Secretary and such other staff members appointed, shall be employees of the Federation which shall enter into an agreement with each of the staff members and the Executive Secretary. The Honorary Secretary shall be responsible for the efficient administration of the Secretariat to carry out the duties to the Federation, particularly:-

(i) to help and conduct the affairs and business of the Federation;

(ii) to ensure implementation of the decisions of the Delegates’ Conference and of the Committee;

(iii) to maintain close contact and co-operation with the committees of Member Associations;

(iv) to maintain proper records, registers, data, etc of the Federation;

(v) to ensure the dissemination of notices of meetings, minutes of meetings of the Delegates’ Conference as well as those of the Committee;

(vi) to prepare such relevant reports as may be required from time to time relating to the affairs and business of the Federation;

(vii) to attend all meetings of the Delegates’ Conference and of the Committee and of such sub-committee meetings and to render such assistance as may be required;

(viii) to ensure the efficient management of the Secretariat; and

(ix) to facilitate the creation of the Federation archive.

9.2 The President shall at least once each year invite the Honorary Adviser and the Advisory Council (formed under Rule 14) for the purpose of sharing of views and insights on how the Federation should move forward.

10. FINANCE

10.1. The Honorary Treasurer may hold a petty cash of not exceeding RM1,000.00 at any one time. All money in excess of this sum shall be deposited in a bank approved by the Committee in the name of the Federation.

10.2. In order to be valid all cheques for withdrawals shall contain at least two (2) office bearers, namely the signatures of the President or a Vice-President, the Honorary Treasurer or the Honorary Secretary and fixed with the seal of the Federation.

10.3. The Honorary Secretary shall have the power to approve any expenditure not exceeding RM500.00 at any one time. The President shall have the power to approve any expenditure not exceeding RM1,000.00 at any one time.

10.4. Any expenditure below RM5,000.00 at any one time may be approved jointly by the President, the Honorary Secretary and the Honorary Treasurer. No expenditure exceeding RM5,000.00 at any one time shall be incurred without the prior sanction of the Committee.

11. HONORARY INTERNAL AUDITORS

11.1. Two (2) Honorary Internal Auditors elected at the Delegates’ Conference from amongst the delegates.

11.2. The Honorary Internal Auditors shall audit all the accounts of the Federation as soon as possible at the end of each financial term. They shall audit and assist the Honorary Treasurer in preparing a statement of income and expenditure and a balance sheet for the term ending 30th June.

12. TRUSTEES

12.1. The Federation shall have not more than four (4) and not less than two (2) trustees who shall be elected at the Delegates’ Conference. They may hold office for an indefinite period or for such period as may be designated by the Delegates’ Conference.

12.2. All trustees must be over 21 years of age and are Lasallians and citizens of Malaysia.

12.3. The trustees shall have vested in them all immovable properties belonging to the Federation and shall deal with them in such manner as the Delegates’ Conference may direct.

12.4. The trustees shall not sell, transfer or mortgage any of the immovable properties of the Federation without the consent and author ity of a Delegates’ Conference.

12.5. Any trustee who becomes unsound of mind or is absent from Malaysia for more than one (1) full calendar year shall be deemed to have resigned his trusteeship. If any trustee is guilty of misconduct or is declared a bankrupt, he/she may be removed from office if a Delegates’ Conference considers him/her no more fit to perform his/her duties as a trustee. The Delegates’ Conference may elect a new trustee to fill the vacancy.

13. INTERPRETATION

13.1. During the adjournment of each Delegates’ Conference the Committee shall interpret the Rules & Constitution of the Federation and when necessary determine any point on which the Rules & Constitution are silent, but its decision is subject to approval by the Delegates’ Conference.

14. PATRONS/HONORARY ADVISER

14.1. Any Lasallian (person) who takes an interest in the objects of the Federation may be elected as its patron at any Delegates’ Conference on being proposed by a Member Association in writing and approved by a unanimous resolution of the Delegates’ Conference. He/she shall have no voice in the management of the Federation. The current Rev. Brother Visitor of the Christian Brothers Schools, Malaysia is automatically a Patron of the Federation.

14.2. An Honorary Adviser (who shall be an officio member of the Committee of the Federation) shall be appointed by the Brother Visitor in full consultation with the Committee of the Federation.

14.3. The Honorary Adviser so appointed shall assist and motivate the Federation in its functions by giving guidance, advice and if necessary direction during his term of office which shall be terminated only by his resignation or death or by the Brother Visitor.

14.4 There shall be an Advisory Council comprising all past Presidents of the Federation.

15. AWARDS AND HONOURS

15.1 That there shall be a list of Awards and Honours conferred by the Federation to recognize outstanding individuals who have assisted in the promotion of the Lasallian cause since the arrival of the La Salle Brothers to Malaysia in 1852.

15.2 That the awards and honours shall include the recognition of such individuals as Fellow (MFLf”), Long Service Fellow (“MFLlsf”) and Distinguished Fellow (“MFLdf”), upon the acceptance by the Committee of such nominations received from the member associations and/or committee members with the concurrence of the Brother Visitor, Christian Brothers School.

15.3 That the criteria for the conferment of such recognition shall be determined by the Committee and reviewed by the Committee from time to time.

16. PROHIBITIONS

16.1. The Federation shall not take part in any political activities nor shall the funds of the Federation be used for any purpose of a political nature.

16.2. The funds of the Federation shall not be used to pay the fines of a Member Association or office-bearers who has/have been convicted in any court.

16.3. The Federation shall not raise any loan without the prior sanction of the Delegates’ Conference.

16.4. All members of the Committee and every officer performing executive functions in the Federation shall be Malaysian Citizens.

16.5. The Federation shall not have any affiliation or connection with any society established outside Malaysia without the prior written approval of the Registrar of Societies of Malaysia.

17. AMENDMENTS OF RULES & CONSTITUTION

17.1. These Rules & Constitution may not be altered or amended except by resolution of a Delegates’ Conference. Such alterations or amendments shall take effect from the date of their approval by the Registrar of Societies.

18. DISSOLUTION

18.1. The Federation may be voluntarily dissolved by a resolution of not less than 2/3 of the total membership.

18.2. In the event of the Federation being dissolved as provided aforesaid, 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 by the Delegates’ Conference.