Constitution of the Fulbright Alumni Association of Malaysia
Rule 1. Name and Registered Address
- The said organization is named as FULBRIGHT ALUMNI ASSOCIATION OF MALAYSIA, thereafter mention as the Association.
- The Association’s registered office is at:
18th Floor, Menara Yayasan Tun Razak,
200, Jalan Bukit Bintang, 55100 Kuala Lumpur.
or else where which will be fixed from time to time by the Committee Members. The registered office cannot be altered without approval of the organization.
Rule 2. Purposes
Purposes of the Association are as follow:
- Function as a forum to exchange opinion and to strengthen social and professional relationship among the members of the Association towards the development of professionalism and individualism of all members.
- To plan, arrange and carry out projects, activities or programmes on the development of community and to enable the members of the Association to contribute knowledges, expertise and experiences in particular field to the community at large.
- To plan and arrange relationship between the Association and agencies, institutions and other individuals in order to east the members of the Association to contribute knowledges, expertise and experiences of their particular field, as an individual and association, to the parties in effort to carry out the projects and activities successfully for the development of the community.
- To create and strengthen relationship between the Association and agencies of the Fulbright Programme organiser in the United States and others Alumni Association around the world for the development of professionalism and sociality of the Association members.
- To collect fees from the members to organise activities of the Association as mentioned in (2), (3) and (4) above.
- To set up and manage trust fund from time to time to sponsor and deal with certain Association’s project as members’ contribution to the development of community. For this purpose, the Association can organize activities to collect funds from various parties.
Rule 3. Membership
- Ordinary Member
Ordinary members of the Association are open to Malaysia citizens above the age of 18 and are a successful Fulbright holder of the relevant programme.
- Associate Member
The Committee Members (Committee) of the Association can accept applications to be an associate member from foreign participants who undergo their studies in Malaysia under the Fulbright Programme. Associate members are not qualified to hold any positions of the Committee Members and are not allowed to vote in the meetings of the Association.
- Corporate Member
The Committee can invite or accept applications from interested private bodies to be corporate member. The corporate members are not allowed to take part in any of the meeting or voting held by the Committee Members of the Association.
- Honorable Members
The Committee can from time to time invite honorable person to be Honorable member of the Association. Honorable members are not required to pay any fees to the Association and they will not take part in any meeting or voting hold by the Committee of the Association.
Rule 4. Admission fee, subscription and other payment
- The admission fee and subscription needed to be paid are as follow:
Admission Fee Annual Fee Ordinary Member RM 50.00 RM 30.00 Associate Member - RM 25.00 Corporate Member - RM1000.00
- The ordinary member can choose to pay RM 500 for life membership.
- The fee for next following year can be paid to the Treasurer of the Association on or before 20 Dec of the respective year.
- Member who ignores debts payment for more than 3 months in the respective year will receive letter from the Secretary of the Association.
- Member who fails to make payment within 6 months in the respective year will has his membership lapsed, having regard that he has affirmed notification given by the Committee at an earlier stage.
- Committee has the power to determine the renewal fee for those who have their membership withdrawn due to the debt owed.
- Special fund can only be collected from members for particular events with the consent of the General Meeting.
Rule 5. Resignation and Dismissal of Members
- Member who wants to resign from becoming a member of the Association should make a written statement to the Association’s Secretary 2 weeks from the date of the said resignation and pay all debts owed and discharge all the responsibilities and agreements made to or on behalf of the Association.
- Any member who fails to obey rules of the Association or act in a way that defame the good name of the Association can be dismissed or withdrawn their membership for a period that is reasonable to the Committee of the Association. Before the Committee dismiss or suspend the said member, the said member must be informed by writing of the reasons being dismissed and suspended. The said member must be given an opportunity to explain and defend himself. Dismissal or suspension will be in force notwithstanding that the General Meeting is postponed or annulled the Committee’s decision upon appeal of the said member.
Rule 6. General Meeting
- The management of the Association is left to the discretion of the members of the General Meeting. At least half of the total members are entitled to vote, or two times of the total Committee, whichever is lesser, have to present at the General Meeting to authorise the process of meeting and sufficient amount (quorum) of meeting.
- Should the quorum is less than half an hour of the determined time for the meeting, the said meeting has to be postponed to one date (not more than 30 days) which fix by the Committee later; and should the quorum is less than half an hour of the time which determined for the postponement meeting, the attended members have authority to continue the meeting but without the power to change any rulings of the Association nor make any decision involving all members.
- The Annual General Meeting (AGM) of the Association has to be held as soon as possible after the end of financial year, but no later than 31st March, on the date, time and venue determined by the Committee. The tasks of the AGM are:
- To accept Committee’s report regarding to the works of the
Association in former year.
- To accept Treasury’s report and financial statement which have been audited for the former year.
- To appoint Management Committee Members and auditors for the
- To arrange other matters which suggested in the said meeting.
- To accept Committee’s report regarding to the works of the
- The Secretary must send notification regarding to the General Meeting to every members not less than 30 days before the date fix for the General Meeting, which states the date, time, and venue of the meeting, including suggestions which have to be discussed, suggestions to amend the rules of the Association, and nomination of the Committee election. The said notification has to be exhibited in a place where it can be seen at the registered office of the Association, or meeting place of the Association.
- Nomination for the Committee election and suggestions for discussion in the said meeting have to be served on the Secretary no later than 14 days after receiving the notification of the meeting.
- The Secretary must send all members of the Association, at least 7 days before the day of the AGM, an agenda (contents of the meeting), including copies of reminder for meeting and reports, suggestions and nomination for the Committee Members’ election together with the financial statement of the Association of the former year. The copies of the said letters have to be prepared to enable the members read at the registered office of the Association or meeting place of the Association.
- Extraordinary General Meeting (EGM) of the Association can be held:
- whenever necessary to discuss or decide matters which need consent from the general meeting.
- Upon written request by the members of the Association, which are not less than 1/5 of the total members who entitled to vote, by stating the purposes and reasons to have the said meeting. The request must be sent to the Secretary of the Association.
- The EGM required by the members must be held at a date within a month from the date the request is received.
- The said notification and agenda of the EGM must be distributed by the Secretary to all members at least 14 days before the date fix for meeting.
- Paragraph 6(1) and 6(2) of the Rule regarding to the quorum and postponement of the AGM apply to EGM, but with condition that if the quorum is not complied with after half an hour from the time which has been fixed for the EGM upon request of the members, then the meeting must be cancelled and cannot be held, for the same purpose, within 6 months from the date the said meeting requested by the members.
- The Secretary must send a copy of the reminder draft of every general meeting to every member as soon as the meeting has been conducted.
Rule 7. Committee Members
- (1) A Committee Member who declares as a Committee Member of the Association must be appointed in the AGM. The officers of the Association, that are the said Committee Members are as follow:
- A President
- A Vice President
- A Secretary
- A Secretary Assistant
- A Treasurer
- Two Ordinary Committee Members
- Two Ex-officio Members, represent MACEE who is not entitled tin the Committee Members’ meeting which appointed by Committee Member.
- The ordinary Committee can be appointed by the Management Committee Member to deal with Divisions or certain tasks of the Association.
- The posts holders of the Association and every officer who deal with the management works in the Association must be formed by Malaysia citizens.
- The names of the nominees for the posts mentioned in paragraph 7(1) above must be suggested and supported by members of the Association who entitled to vote, and the election is undergo by members voting in the AGM. All officers can be reappointed every year except for the post of the President of the Association which can be reappointed once only.
- The tasks of the Committee are to organise and arrange daily works of the Association and to decide matters regarding to the activities of the Association, without going beyond from the basis which has been fixed by the AGM. Committee should not act against general meeting’s decision and they must always obey to the decision made.
- Committee must give the respective reports with its activities of the former year to every AGM.
- Committee must hold meeting at least once in 3 months. Notification for every Committee meeting must be given to the members 7 days in advance. Yang Dipertua himself or not less than four (4) Committee jointly can request to have a Committee meeting whenever necessary.
- At least half of the Committee must be present to verify the ongoing and to fulfill the quorum of the meeting.
- Should any essential matters which need approval from the Committee arise, and the Committee meeting cannot be held, then the Secretary can get approval from members through circulation letter. The following conditions have to be accomplished before the decision of the Committee can be accepted:
- Problems arise must be proved with evidence in circulation letter to the Committee.
- At least half of the Committee must state their consents or objections to the suggestions.
- Decision depends on the majority voting. Any decision obtained through circular must be reported to the Secretary of the Committee meeting later to be verified and noted in the memo of the meeting.
- Committee who possibly absent for the Committee meeting three times continuously without any satisfactorily reasons will be considered as having resigned in the Committee.
- Should any member pass away or resign, the next nominee who had the most votes in the former election will be invited to fill up the vacancy. Should the nominee reject the said offer, the Committee member is empowered to appoint other members in the Association, as appropriate, to fill up the vacancy until next AGM will be held.
- Committee Members can give direction to the Secretary and other officers to carry out matters of the Association, and to appoint officers and staffs they think necessary. They can also suspend or dismiss officers or staffs who negligent in work, deceive, inefficient, refuse to carry out Committee Members’ decision, or other reasons which in view disrupt the benefit interests of the Association.
- The Committee can set up a sub-Committee Member if it thinks necessary, and give certain obligations to the Committee Members.
Rule 8. Officers’ responsibilities
- President of the Association, in carrying on his duty, must be the chairman of all general meetings and Committees’ meeting, and responsible for the flawlessness of all meetings. He has the final vote and must sign memo of the meetings which have been approved.
- The Vice President must act for the President when he is absent.
- The Secretary must handle the administrative works according to the law and deals with the orders of the general and Committee meetings. He is responsible to manage correspondence matters and to keep all books, letters and papers, except for calculation and financial books. The Secretary must keep its members registered file, complete with particulars such as name, identification number, occupation, and address of every member. He must attend all meetings and prepare minutes. The Secretary must within 28 days after the AGM conducted, send the annual report of the Association to the Societies’ Registrar as required by Section 14(1) Societies Act 1966.
- The Secretary Assistant must assist the Secretary to deal with his works and act for the Secretary when he is absent.
- The Treasurer is responsible for all financial matters of the Association. He must make and keep the calculations related to financial matters and responsible for is truthfulness.
- The ordinary Committee must attend all general and Committee meetings, and assist other officers of the Association to handle works directed by the general or Committee meeting. Two members of the said Committee can be directed to handle certain matters. Committee can direct members of the ordinary Committee to lead or to become members of the sub-Committee which is set up by the Committee.
Rule 9. Financial
- It is stipulated in the said provisions that, funds of the Association can only be spent on useful activities to achieve aims of the Association, including administration expenditures, wages payment, expenses for wages earning officers and staffs, and wages to hire auditors, however, cannot be used to pay any fine of the members who found guilty in court.
- The Treasurer of the Association is allowed to keep petty cash for not more than RM 500.00 at one time. Any exceeding amount must be put into the bank which agreed by the Committee. The bank account must be in the name of the Association.
- All cheques and receipts which credited from the Association’s account must be signed collectively by the President, Secretary and Treasurer. Committee can appoint anyone
- Among the officers of the Association as a substitute to sign the cheques should the President, Secretary and Treasurer is absent.
- Expenses which are more than RM 1000.00 at one time cannot be paid without the approval of the Committee in advance, and expenses which are more than RM 10,000.00 a month cannot be made without approval of the general meeting. Expenses which are less than RM 1000.00 can be approved by the President together with the Secretary and Treasurer.
- Receipts for money collected and spent together with account estimation for each year must be prepared by the Treasurer and check by the auditor who appointed according to Rule 10, as soon as the financial year ended. Financial report which is audited must be proposed for the approval of the following AGM, and copies of it must be provided to the members at the registered office or meeting place of the Association.
- The financial year of the Association starts on the 1st of January and ends on 31st of December every
Rule 10. Auditor
- One or more person who is not an officer of the Association must be appointed as an honorable auditor in the AGM. He/They will serve for one year and cannot be reappointed.
- The auditor has to check the Association’s account for a year and make a report or validation for the AGM. He/They must also check the Association’s account and make a report to the Committee any time requested by the President.
Rule 11. Trustee
- 3 Trustees above the age of 21 years must be appointed in the AGM and they will serve as long as requested by the Association. To those who will be entrusted with all fixed property belonging to the Association by signing the Deed of Trust.
- The Trustee cannot sell, revoke or transfer the Association’s property without the consent and authorisation given by the Association’s AGM.
- A Trustee can be suspended from his post at the AGM on grounds of illness, unsound mind, not within the state or due to other reasons which causes him being unable to carry out his duty on job satisfactorily. Should any death, resignation or termination of a Trustee, therefore the vacancy can be fulfilled by a new Trustee which will be appointed in the AGM.
Rule 12. Interpretation of the law
- Between the AGMs, the Committee can give their interpretation as to the Rule and the Committee, if urgent, may decide matters which are not found in this Rule.
- Save as to matters contrary or inconsistent with the principle made in the AGM, the decision of the Committee towards its member are final, if it is unchanged by the AGM’s decision.
Rule 13. Advisor
The Committee may, if it thinks necessary, appoint qualified persons to be the Advisor for the Association.
Rule 14. Prohibition
- Any gambling game and video game in the house or the premises of the Association are prohibited.
- The Association and its members are not allowed to try, obstruct or in any other manner interfere with the business or price of the goods or take part in the movement of trade union as provided under the Trade union Ordinance 1959.
- The Association is prohibited from conducting lottery either reserved to members or not, on the name of Association or officers or Committee or members without authorisation from the said authority.
- Benefits defined under Section 2 of the Societies Act 1966, cannot be given by the Association to any members.
- University student or University College is prohibited from becoming a member unless permission is given by the University Deputy Chancellor.
Rule 15. Law Amendment
This law cannot be altered or amended except with the decision of the AGM. Application for alterations or amendments of law must be made to the Associations Registrar within 28 days from the date of the AGM’s decision was made and can only be enforced from the date the alterations or amendments approved by the Association Registrar.
Rule 16. Dissolution
- The Association can be dissolved voluntarily with consent not less than 3/5 of the total members who entitled to vote in the AGM specifically call for it.
- Should the Association be dissolved in the way mentioned above, then all debts and responsibilities of the Association which is legal must be settled and the balance of the money left must be settled according to the agreed method in the AGM held.
- Any statement related to the dissolution must be served on the Registrar of the Association within 14 days from the date of dissolution.