Below is the proposed constitution for YICO. Please have a look and if possible leave a comment. Please also inform us if there are any flaws in the constitution.
RULES AND CONSTITUTION OF
YOUTH INSPIRE CHAIRTY ORGANISATION
(YICO)
1. Name, Postal Address and Place of Meeting:
The name of the organisation shall be Youth Inpire Charity Organization. (YICO).
The registered office of the society shall be -
No.14, Jalan 14/37 B, 46100 Petaling Jaya, Selangor, Malaysia or at such other place or places as may from time to time be decided on by the Executive Committee. The place-of meeting and registered office of the society shall not be changed without the prior approval of the Registrar of Societies.
2. Aims and Objects:
The objects of the Organisation shall be:-
To provide care and love for the less fortunate community irrespective of sex, race or religion.
To encourage youths of today to participate in charity based activities.
To offer financial support to the less fortunate community, environmental causes and animals.
To protect the environment from being polluted further.
3. Patron
The Executive Committee shall have the power to appoint a person as Patron.
4. Membership
(1) The membership of the Organisation shall be open to all persons of at least 15 years of age, irrespective of sex, race or religion, who are interested in promoting the objects of the Organisation.
There shall be three types of membership:-
Ordinary membership shall be open to all persons of the age of 15 and above
irrespective of race, religion or gender upon payment of the prescribed
Entrance fee, subscriptions and other dues, subject to the approval of the
Executive Committee.
Life membership shall be open to all persons of the age of 18 and above and
irrespective of race, religion or gender upon the payment of a sum ten times the prescribed entrance fee, subscriptions and other dues, subject to the approval of the Executive Committee.
Honorary members may be conferred such individuals as may be
recommended at an Annual General Meeting.
Every proposal for Honorary Membership shall be proposed and seconded
by two existing members and forwarded to the Secretary who shall submit such proposal to the members at the Annual General Meeting for its approval. The members shall be at liberty to refuse referral of honorary membership without assigning any reason thereto.
Honorary members shall not have any voting rights and shall not be liable for any membership fees or dues whatsoever.
(2) 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 Executive Committee for approval. The Executive Committee may at its discretion reject any application without assigning any reason therefore.
(3) All general and life members whose memberships have been approved shall be admitted as members of the organisation and shall be entitled to all the privileges of membership.
5. Entrance fees. Subscriptions and other dues:
The registration fee shall be fixed at RM10.00 (Ten Ringgit or any other such sum as from time to time be approved by the members.
(2) The annual subscription fee shall be RM20.00 (twenty ringgit) or my other such sum as may from time to time be approved by the members.
(3) The annual subscription shall be due from all general members by the 31st of
December of each year.
The annual subscription must be due by 31st April. A membership shall be considered as lapsed if the member does not renew the membership for 2 years.
6. Resignation:
Any member who wishes to resign from the Organisation shall give two (2) weeks' notice in writing to the Secretary.
7. Expulsion:
A member may be asked to leave the Organisation by the Executive Committee on grounds of misconduct or other reasons, which in the opinion of the Executive Committee is detrimental to the interest of the Organisation.
8. General Meeting:
The supreme authority of the Organisation is vested in a general meeting of the members. At least one-half of the total members or twice the total Executive Committee members, whichever is the lesser, of the Organisation must be present at the general meeting for its proceedings to be valid and to constitute a quorum.
An annual general meeting of the Organisation shall be held as soon as possible after the close of each financial year but not later than the 30th day of April on a date and at a time and place to be decided by the Executive Committee. The business of the annual general meeting shall be:-
To receive the Executive Committee's report on the working of the Organisation during the previous year;
To receive the Treasurer's report and the audited accounts of the
Organisation for the previous year;
(c) To elect an Executive Committee and an external auditor for the ensuing year;
(d) To deal with such other matters as may be put before it.
The Secretary shall send to all members at least 7 days before the meeting an agenda including copies of the minutes and report, motions and nominations for the election of officers, if necessary, together with the audited accounts of the Organisation for the previous year. Copies of these documents will also be made available at the registered office or place of meeting of the Organisation for the perusal of members.
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 14 days)to be decided by the Executive Committee; 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 shall not have power to amend the Rules of the Organisation,the Constitution or to make decisions affecting the whole membership.
An extraordinary general meeting of the Organisation shall be convened:-
(a) whenever the Executive Committee deems it desirable, or
(b) at the joint request in writing of not less than twenty members, stating the objects and reasons for such meeting.
(6) An extraordinary general meeting requisitioned by members shall be convened for a date within thirty (30) days of the receipt of such requisition.
Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least fifteen (15) 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 if no quorum is present after half an 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 at least six(6) months from the date hereof.
9. Executive Committee:
(1)(a)An Executive Committee consisting of the following, who shall be termed the office-bearers of the Organisation, shall be elected at every alternate annual general meeting.
A President
A Vice-President
A Secretary
An Assistant Secretary
A Treasurer
An Assistant Treasurer
3 Ordinary Committee Members
Such Ex-Officio members as may be invited by the Executive Committee to serve, provided that such members shall not have the right to vote.
(1)(b) The Executive Committee shall have the power to co-opt any person or persons
considered suitable by the Executive Committee to serve on the executive Committee
until the next election or until such time as the said Executive Committee shall decided
provided that such person or persons shall not have the right to vote.
(2) Names for the above offices shall be proposed and seconded and election will be by a simple majority vote of the members at the annual general meeting. All the office
bearers shall be eligible for re-election every alternate year.
The function of the Executive Committee is to organise and supervise the day-to-day
activities of the Organisation and to make decisions on matters affecting its running
within the general policy laid down by the general meeting. The Executive Committee
may not act contrary to the express 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 Executive Committee shall meet at least once every three (3) months and 3 days
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
Executive Committee to be held at any time. At least one-half of the Executive
Committee members must be present for its proceedings to be valid and to constitute a
quorum.
In the event of the death or resignation of a member of the Executive 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 is such candidate declines to accept office, the Executive Committee shall have the power to co-opt any other member of the Organisation to fill the vacancy until the next election.
The Executive Committee shall give instructions to the Secretary and other officers for the conduct of the affairs of the Organisation. It may appoint such organisers and such staff, as it deems necessary. It may suspend or dismiss any organiser or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Executive Committee, or for any other reason which it deems good and sufficient in. the interest of the Organisation.
Between annual general meetings the Executive Committee shall interpret the rules of-the Organisation 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 general meeting, the decisions of the Executive Committee shall be binding on all members of the Organisation unless and until countermanded by a resolution of a general meeting.
10. Duties of Office-bearers:
The President shall during his term of office preside at all general meetings and all meetings of the Executive 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 the time they are approved. He may in conjunction with either Secretary or the Treasurer, sign all cheques on behalf of the Organisation.
The Vice-President shall deputise for the President during the latter's absence.
The Secretary shall conduct the business of the Organisation in accordance with its rules and shall carry out the instructions of the general meeting and of the Executive Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records. He may in conjunction with either the President or the Treasurer, sign all cheques on behalf of the Organisation.
(4) The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence.
The Treasurer shall he responsible for the finances of the Organisation. He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He may, in conjunction with either the President or the Secretary, sign all cheques on behalf of the Organisation.
The Assistant Treasurer shall assist the Treasurer in carrying out his duties and shall act for him in his absence.
11. Financial Provisions:
Subject to the following provisions in this rules, the funds of the Organisation 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 the 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 RM1,500.00 at any one time. All money in excess of this sum shall within seven (7) days of receipt be deposited in a bank approved by the Executive Committee. The bank account shall be in the name of the Organisation.
All cheques or withdrawal notices on the Organisation's account shall be signed jointly by the President (or in his absence the Vice-President) and the Treasurer, or by the Secretary and the Treasurer. In the absence of the Secretary or the Treasurer, the Executive Committee shall appoint one of its members to sign in his place.
No expenditure exceeding RM500.00 or more on any one time shall be incurred without the prior sanction of the Executive Committee. Expenditure of less than RM500.00 may be approved by the President together with the Treasurer or the Secretary.
As soon as,possible after the end of each financial year, a statement of receipts and payment and a balance sheet for the year shall be prepared and audited by the Auditors appointed under rule 12. 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 Organisation for the perusal of members. Such audited accounts shall be provided annually to the Director General of inland Revenue, Malaysia.
12. Audit
An external auditor who is a qualified public auditor shall be appointed at the annual general meeting to audit the accounts of the Association. He shall hold office annually and may be re-appointed. Audited accounts shall be provided to the Director General of Inland Revenue Malaysia.
13. Trustees:
Three Trustees, who must be over 21 years of age, shall be appointed at the annual general meeting and hold office during the pleasure of the Organisation. They shall have vested in them all immovable property whatsoever belonging to the Organisation.
The Trustees shall not sell, withdraw or transfer any of the property of the Organisation without the consent and authority of a general meeting of the members.
A Trustee may be removed from office by the general meeting on the grounds that, owing to ill health, unsoundness of mind, absence from the country or for any other reason, he is unable to perform his duties or unable to do so satisfactorily. In the event of the death, resignation or removal of a Trustee, the vacancy shall be filled by a new Trustee appointed by the next general meeting.
14. Amendment of Rules:
These Rules may not be altered or amended except by resolution of a general meeting. A copy of any amendment approved by a general meeting affecting the financial provisions of the Rules or the objects of the Organisation shall be submitted to the Director General of Inland Revenue for review. Any alteration or amendment shall only take effect from the date of its approval by the Registrar of Societies.
15. Prohibition:
The Organisation may affiliate with any similar Organisation Society Associations outside Malaysia.
16. Dissolution:
The Organisation may be voluntarily dissolved by a resolution of not less than three-fifths of the total membership.
In the event of the Organisation being dissolved as provided above, all debts and liabilities legally incurred on its behalf shall be fully discharged, and the remaining funds shall be donated to the Government of Malaysia (Federal or State) or to other exempt institutions, authorities, persons or funds as are approved by the Director General of inland Revenue, from time to time.
Those who wants the proposed constitution in Word Document please request by sending me an email at theyouthinspire@gmail.com. Thanks!
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YICO
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Sunday, April 13, 2008
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Sunday, April 13, 2008
