PERSATUAN ALUMNI SEKOLAH TINGGI MELAKA (MALACCA HIGH SCHOOL OLD PUPILS’ ASSOCIATION)

(PPM-012-10-29101976)

1 NAME, POSTAL ADDRESS AND PLACE OF MEETING

(a) The Association shall be known as the Persatuan Alumni Sekolah Tinggi Melaka in Bahasa Malaysia and the Malacca High School Old Pupils’ Association in English, hereinafter referred to as (the Association). The abbreviation of the name of the Association shall be MAHSOPA in both Bahasa Malaysia and English.

(b) The registered place of business/meeting of the Association shall be at 4, Jalan SS18/2B, 47500 Subang Jaya, Selangor. The place of business/meeting of the Association shall not be changed without the prior approval of the Registrar of Societies.

2 COLOURS

The colours of the Association shall be Mauve, Green and Gold.

3 OBJECTS

1. To promote closer ties with the alma mater.
2. To create spirit of friendship among old pupils.
3. To promote educational, cultural, sports and social activities.
4. To endeavour, together with other organisations having similar objectives, contribute towards the promotion of community services and goodwill.

4 PATRON

The Executive Committee shall be empowered to invite suitable persons to be the Association’s patrons who should then be duly confirmed at the Annual General Meeting.

5 MEMBERSHIP

The Association shall consist of members of the following categories all of whom shall have attained the age of eighteen (18):

• Ordinary Members – All persons educated at Malacca High School shall be eligible for membership as Ordinary Members.
• Associate Members – Anyone not educated at Malacca High School may join as an Associate Member.
• Honorary Members – Distinguished persons, donors and individuals who have rendered invaluable services to the Association.

The membership of the Association shall be unlimited.

Every application for membership shall be proposed and seconded by two existing members and submitted to the Executive Committee for approval.

6 SUBSCRIPTIONS

Entrance Fee for Ordinary Membership and Associate Membership is a one-time lifetime entrance fee of RM50.00 without any periodic subscription fees.

7 RESIGNATION

Any member who wishes to resign from the Association shall give two weeks’ notice in writing to the Secretary.

8 GENERAL MEETING

(a) The supreme authority of the Association is vested in the general meeting of members. The quorum for all general meetings shall be twice the number of members of the Executive Committee.

(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 35 days) decided by the Executive Committee. If a quorum is still not present after the postponed meeting, members present may proceed with the business of the day but may not alter the rules or make decisions affecting the whole membership.

(c) An Annual General Meeting shall be held as soon as possible after the close of each financial year, at a date, time and place decided by the Executive Committee. The business of the AGM shall be:

1. To receive the Executive Committee’s report on the Association’s activities for the previous year.
2. To receive the Treasurer’s report and audited accounts for the previous year.
3. To elect an Executive Committee and appoint auditors for the ensuing term.
4. To deal with such other matters as may be put before it.

(d) A preliminary notice of the AGM, stating date, time, place and calling for motions, shall be sent by the Secretary to all members not later than thirty days before the meeting.

(e) The Secretary shall send all members an agenda, minutes, reports, motions and audited accounts at least seven days before the meeting.

(f) An Extraordinary General Meeting (EGM) shall be convened:

1. Whenever the Executive Committee deems it desirable, or
2. At the joint written request to the Secretary by not less than twenty members, stating the objects and reasons for such a meeting.

(g) An EGM requisitioned by members shall be convened within thirty days of receipt of the requisition.

(h) Notice and agenda for an EGM shall be forwarded by the Secretary to all members at least ten days before the date fixed for the meeting.

(i) Paragraphs (a) and (b) regarding quorum and postponement of the AGM shall also apply to an EGM, with the proviso that if no quorum is present at a postponed EGM requisitioned by members, the meeting shall be cancelled, and no EGM for the same purpose may be requisitioned again for at least six months.

(j) The Secretary shall forward to all members a copy of the minutes of each general meeting as soon as possible after its conclusion.

(k) For the purpose of interpretation, all general meetings and Executive Committee meetings held physically or on any valid digital or online platform shall constitute a valid meeting held.

9 EXECUTIVE COMMITTEE

(a) An Executive Committee, termed the office-bearers, shall be elected for a term of two years at the AGM, consisting of:

1. A President
2. A Deputy President
3. A Secretary
4. An Assistant Secretary
5. A Treasurer
6. An Assistant Treasurer
7. Three (3) Ordinary Executive Committee Members

(b) The office-bearers and every officer performing executive functions in the Association shall be Malaysian Citizens.

(c) All office-bearers shall be eligible for re-election after each two-year term.

(d) The Executive Committee organises and supervises the Association’s activities and makes decisions 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 remain subordinate to it. It shall report to each AGM on its activities during the previous year.

(e) The Executive Committee shall meet at least once every three months, with seven days’ notice given to members. The President acting alone, or not less than three members acting together, may call a meeting at any time. At least half the Executive Committee members must be present to constitute a quorum.

(f) Where an urgent matter arises and a meeting cannot be convened, the Secretary may obtain approval by circular email or other electronic media, provided:

1. The matter is clearly set out in the circular and forwarded to all Executive Committee members;
2. At least one-half of the Executive Committee members indicate whether they are in favour or against the proposal;
3. The decision is by simple majority.

(g) All decisions made shall be reported by the Secretary at the next Executive Committee meeting and recorded in the minutes.

(h) Any Executive Committee member who fails to attend three consecutive meetings without satisfactory explanation shall be deemed to have resigned.

(i) In the event of death or resignation of an Executive Committee member, the candidate with the next-highest votes at the previous election for the post shall be invited to fill the vacancy. If none is available or willing, the Executive Committee may co-opt any other member to fill the vacancy until the next election.

(j) The elected Executive Committee may, during its tenure:

1. Appoint not more than 5 members of the Association to serve on the Executive Committee;
2. Such appointed members shall serve the Association the same way as elected members;
3. Such appointed members shall have no voting rights on matters requiring a vote for decision.

(k) The Executive Committee shall give instructions to the Secretary and other officers for the conduct of the Association’s affairs. It may appoint organisers and staff as necessary, and may suspend or dismiss any organiser or staff member for neglect of duty, dishonesty, incompetence, refusal to carry out decisions, or any other reason it deems good and sufficient.

(l) The Executive Committee may form or appoint sub-committees as it deems fit for the better management of projects and activities. The President, Secretary and/or other Executive Committee members shall serve as ex-officio of the sub-committee(s).

(m) The Executive Committee may set up specific Funds to benefit members and/or the community at large, to be confirmed at the next AGM.

(n) It shall give instructions to the Trustees regarding the use or disposal of the Association’s immovable property.

(o) Between AGMs, the Executive Committee shall interpret the rules of the Association and determine any point on which the rules are silent.

(p) Except where contrary to or inconsistent with policy laid down by the general meeting, decisions of the Executive Committee shall be binding on all members unless and until countermanded by a resolution of a general meeting.

(q) The Executive Committee may invite distinguished or suitable persons to be the Association’s patrons who should then be confirmed at the next annual general meeting.

(r) The Principal of Sekolah Tinggi Melaka shall be an ex-officio Executive Committee member. He may attend any meeting and offer suggestions, but shall have no vote.

(s) The Executive Committee shall formulate programs towards achieving the Association’s aims and objectives.

10 DUTIES OF OFFICE-BEARERS

(a) The President shall, during his term of office, preside at all general meetings and Executive Committee meetings, and shall be responsible for their proper conduct. He shall have the casting vote and shall sign the minutes of each meeting when approved. He shall also be the Chairman of the Board of Trustees of all specific Funds set up by the Association.

(b) The Deputy President shall deputise for the President during his absence.

(c) The Secretary shall conduct the business of the Association in accordance with its rules, carry out instructions of the general meeting and Executive Committee, keep and maintain a register of members, and comply with all requirements set forth by the Registrar of Societies.

(d) The Treasurer shall be responsible for the finances of the Association, including all specific funds, shall keep accurate accounts of all financial transactions including donations, and shall sign all cheques jointly with the President or Secretary.

(e) Other members of the Executive Committee, elected and appointed, shall carry out such duties as directed by the Executive Committee.

11 FINANCIAL PROVISIONS

(a) Subject to this rule, the funds of the Association may be expended for any purpose necessary to carry out its objects, including administration expenses, salaries, allowances and expenses of office-bearers and staff, and the audit of accounts, but shall on no account be used to pay the fine of any member convicted in a court of law.

(b) The Treasurer may hold a petty cash allowance not exceeding RM500.00 at any one time. Any excess shall, within ten days of receipt, be deposited in a bank approved by the Executive Committee, in the name of the Association.

(c) All cheques or withdrawal notices on the Association’s account shall be signed jointly by the Treasurer and the President or Secretary.

(d) No expenditure exceeding RM5,000.00 at any one time shall be incurred without the prior sanction of the Executive Committee, and no expenditure exceeding RM10,000.00 shall be incurred without the prior sanction of a general meeting.

(e) Expenditure of RM5,000.00 and below at any one time may be jointly approved by the President, Secretary and Treasurer.

(f) As soon as possible after the end of each financial year on 31st December, a statement of income and expenditure and a balance sheet shall be prepared and audited by the auditor(s) appointed under Rule 12. The audited accounts shall be submitted for approval at the next AGM, with copies made available for members’ perusal.

12 AUDIT

One or more persons, who are not office-bearers of the Association, shall be appointed by the AGM as Honorary Auditors. They shall be eligible for re-appointment.

13 TRUSTEES

(a) Three Trustees, over twenty-one years of age, shall be appointed by the AGM and shall hold office during the pleasure of the Association. All immovable property of the Association shall be vested in them, to be dealt with as the Executive Committee may direct.

(b) The Trustees shall not sell, withdraw or transfer any property of the Association without the consent and authority of a general meeting of members.

(c) A Trustee may be removed from office by a general meeting on grounds of ill health, unsoundness of mind, absence from the country, or any other reason preventing satisfactory performance of duties. In the event of death, resignation or removal, the vacancy shall be filled by a new Trustee appointed by a general meeting.

14 RULES

These Rules may not be altered or amended except by resolution of a general meeting. Such alterations shall take effect from the date of their approval by the Registrar of Societies.

15 DISSOLUTION

(a) The Association may be voluntarily dissolved by resolution of not less than three-fifths of the total membership.

(b) In the event of dissolution, 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 decided by a general meeting.

16 PROHIBITIONS

1. Gambling is prohibited on the premises of the Association; Roulette, Lotto, Fan Tan Poh, Peh Bin, Belangkai, Pai Kau, Tau Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty-one, Thirty-one — all games of mere chance.
2. Neither the Association nor its members shall attempt to restrict or interfere with trade or prices, or engage in any Trade Union activities as defined in the Trade Union Ordinance, 1959.
3. The Association shall not hold any lottery, whether confined to its members or not, in the name of the Association or its office-bearers, Executive Committee or members.
4. The society is prohibited from having any affiliation or connection outside Malaysia.
5. No University or College student may be admitted as a member except with the prior written permission of the Vice-Chancellor of the University or College concerned.