RULES OF CONSTITUTION

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Rule 01. Name

The LOH   ASSCOCIATION   OF   MALAYSIA   formed under these Rules (hereinafter called The Association) shall be known as PERSATUAN KETURUNAN LOH MALAYSIA in Bahasa Malaysia.

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Rule 02. Registered Address and Place of Meeting

2.1       The registered address shall be;

L1-26, Jalan Mewah 4, Taman Ampang Mewah, 68000 Ampang,

Selangor Darul Ehsan, Malaysia.

2.2       The Committee shall have the absolute right to decide the place of meeting.

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Rule 03. Aims and Objectives

3.1       To foster closer relationship and feeling amongst among the members and to promote the spirit of mutual assistance among them;

3.2       To render assistance for the development of economy, social, culture, education and welfare activities amongst the member;

3.3       To establish academic cash awards and tertiary education loans for the benefit of the member’s children;

3.4       To establish a place for performing religious rites and ceremonies.

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Rule 04. Membership

4.1       Any person with the surname “LOH” (羅), attaining the age of eighteen (18), irrespective of sex, who agrees to abide by the Rule of the Association, shall be eligible for membership of the Association.

4.2       The eligibility is only applicable to Life Membership;

4.3       Every application for membership shall be made in the prescribed form by the applicant and proposed and seconded by two existing members, and shall be forwarded together with entrance fee and subscription to the Secretary who shall, at the first convenient opportunity, submit to the committee for approval. The decision of the Committee shall be at their absolute discretion;

4.4       Every applicant whose application has been approved shall be admitted as a life member and shall be entitled to all the privileges of membership. The new member shall not be aligible to vote or to be elected as committee member within the first six (6) months from the date of becoming a life member;

1. Any member, who wishes to resign from the Association, shall give two (2) weeks’ notice in writing to Secretary and shall pay up all dues.
2. Any member, who is expelled from the Association, shall lose the rights to demand for refund any moneys that had already been paid to the Association.

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Rule 05. Entrance Fee and Subscription

Entrance Fee   : RM 10.00

Subscription    : RM100.00

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Rule 06. General Meeting

6.1       The supreme authority of the Association is vested in a general meeting of the members. The annual general meeting shall be convened at the latest by 31th May and chaired by the President.

6.2       Notice of Annual General Meeting shall be sent by post to the members at least fourteen (140 days before the date fixed for the meeting;

6.3       At least twice the total number of committee members must be present at a general meeting for iits proceedings to be valid aand to constitute a quorum. If thirty (30) minutes after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding thirty (30) days ) to be decided by the committee;

6.4       At least thirty (30) members must be present at the postponed meeting, and if a quorum is not present after thirty (30) minutes from the time appointed for the postponed meeting, the members persent shall not have power to amend or repeal the Rules of the Association or to make any decisions affecting the whole membership;

6.5       The business of the Annual General Meeting shall be:-

1. To receive the committee’s Report on the working of the Association during the previous years;
2. To receive the Treasurer’s Report and the audited accounts of the Association for the previous year;
3. To elect a Committee and to appoint two internal auditors once in every three (3) years.

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Rule 07. Extraordinary General Meeting

7.1       An extraordinary general meeting of the Association shall be convened:

1. Wherever the committee deems it desirable; or
2. At the join request in writing of not less than thirty (30) members, stating the objects and reasons for such meeting.

7.2       An extraordinary general meeting requisitioned by members shall be convened for the a date within thirty (30) days of the receipt of such requisition;

7.3       Notice and agenda of an extraordinary general meeting shall be jointly signed by the President and the Secretary and forwarded to all members at least fifteen (15) days before the date fixed for the meeting;

7.4       Section 6.3 and 6.4 regarding the quorum and the postponement of the annual general meeting above shall also apply to an extraordinary general meeting.

7.5       At least thirty eight (38) members must be present and if the quorum is not present after thirty (30) minutes from the time appointed, the extraordinary general meeting requisitioned by the members shall be cancelled, and no extraordinary general meeting shall be requisitioned for the same purpose until after a lapse of at least six (6) months from the date thereof.

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Rule 08. Committee

8.1       A committee consisting of the following, who shall be termed as the office-bearers of the Association, shall be elected by ballots at every triennial general meeting;

8.2       The Committee shall consist of 19 members as follows:-

• A President
• A Deputy President
• Three Vice-Presidents
• A Secretary
• An Assistant Secretary
• A Treasurer
• An Assistant Treasurer
• A Correspondence Officer
• A Cultural Officer
• Religious Rites Officer
• A Welfare Officer
• A Social Officer
• A Public Relations Officer
• Four Ordinary Committee Members

8.3       All Members of the Committee and every officer performing executive functions in the Association shall be Malaysia Citizens;

8.4       Any member who stands for election shall make a declaration on the nomination form that he/she will serve the Association wholeheartedly.

The Nomination form shall be signed by a member who proposed and a member who seconded;

8.5       At every Triennial General Meeting, nineteen (19) members shall be elected by ballots and the elected members shall within thirty (30)days after the general meeting , convene another meeting to reelect amongst themselves the above officers;

8.5A     During the term of service, the President with the consent of Committee Member shall have the full power to appoint from any members whose membership is not less than six (6) months to be the Vice President of the Association .The President with the consent of Committee Member shall have the power to appoint not more than three (3) Vice Presidents in the above manner. The appointed Vice President shall have power to vote in the Committee meetings.

8.6       The function of the Committee is to organize and supervise the day-to-day activities of the Association and to make decisions on matters affecting its running within the general policy laid down by the general meeting. The committee shall not act contrary to the expressed wishes of the 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;

8.7       The Committee shall meet at least once in every three (3) months, and seven (7) days’ notice of each meeting shall be given to the members by the Secretary. The President acting alone or not less than 10 of its members acting together may call for a meeting of the Committee to be held at any time. At least ten (10) of the Committee members must be present for its proceedings to be valid and to constitute a quorum;

8.8       Any member of the Committee who fails to attend there (3) consecutive meetings of the Committee without valid reasons shall be deemed to have resigned from the Committee;

8.9       In the event of death or resignation of a member of the Committee, the Committee shall have full power to appoint any members whose membership in the Association is more than six (6) months subsitute to fill the vacancy.

8.10     The President, the Secretary and the Treasurer shall serve the Association not more than two (2) terms six years (6years) consecutively;

8.11     The Committee shall invite “LOH Clansmen” who are dignitaries or have contributed significant services to the Association, to be its Honourable President, Honourable Advisor, Legal Advisor, Medical Advisor, or Advisor to the Affairs of the Association;

8.12     The Committee shall establish the Youth and Women Divisions in the Association.

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Rule 09. Executive Committee

9.1       The Executive Committee shall consist of:-

1. President
2. Deputy President
3. Secretary
4. Treasurers
5. A member elected by the Committee;

9.2       The Executive Committee shall supervise and implement resolutions carried at the Committee meetings and to deal with any matter that needs immediate attention;

9.3       The meetings hall be convened by the Secretary whenever necessary and five (5) days’ notice shall be given to the Executive Committee members. The Secretary shall inform the Executive committee members by telephone calls to convene any emergency meeting. Four (4) persons shall constitute a quorum

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Rule 10. Duties of Executive Committee

10.1     The President shall act as Chairman at all General and Committee Meetings. He shall represent the act in its dealings with outside persons, sign important documents, empower to approve not more than two thousand ringgit (RM2,000.00) expenditure at any one time and shall report to the Executive Committee within the shortest time;

10.2     The Deputy President shall deputize and act for the President in the latter’s adsence;

10.3     One of three Vice-Presidents shall deputize and act for the President in the absence of the President and Deputy President;

10.4     The Secretary shall keep all records except financial of the act and shall be responsible for their correctness. He shall keep minutes of all general and committee meetings and shall maintain an up-to-date membership register containing full particulars of members. He shall empower to approve not more than oen thousand ringgit (RM1, 000.00) expenditure at any one time and shall report to Executive Committee within the shortest time;

10.5     The Assistant Secretary shall assist the Secretary and shall carry out the Secretary’s duties during the latter’s absence;

10.6     The Treasurer shall collect and disbruse all moneys on behalf of the Association and shall keep an account of all monetary transactions and shall be responsible for their correctness. He shall monthly, spend a sum of money not exceeding the amount which is provided for in the estimated drafted by the Executive Committee. He shall not keep more than five hundred ringgit (RM500) in cash and the money in excess of this amount shall be deposited in a bank to be named by the Committee.

The Bank account shall be in the name of the Association.

10.7     The Assistant Treasurer shall assist the Treasurer to deal with all monetary        transactions;

10.8     The Correspondence Officer shall attend to all correspondence on behalf of the  Association;

10.9     The Cultural Officer shall promote educational and cultural activities, to participate all such activities on behalf of the Association, and deal with a academic cash rewards and tertiary education loans for the member’s children;

10.10    The Religious Rites Officer shall in charge of all religious affairs of the Association;

10.11    The Welfare Officer shall in charge of all welfare works and activities of the Association;

10.12    The Social Officer shall in charge of all social activities of the Association;

10.13    The Public Relations Officer shall represent the Association at functions, etc. with other

social societies or organizations;

10.14    The Ordinary Committee members shall assist in the execution of activities of the Association;

10.15.   The Internal Auditors elected at the every triennial general meeting, shall be required to audit the accounts of the Association for the year, and to prepare a report of certificate for the annual general meeting. They may also be required by the President to audit the accounts of the Association for any period within their tenure of office at any date, and to make a report to the Committee.

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Rule 11. Finance and Property Management

11.1.    No cheque issued by the Association shall be considered valid unless they are signed by the Treasurer AND the President or the Secretary, and shall also bear the Seal of the Association;

11.2.    All expenditures shall be approved and signed by the Secretary;

11.3.    The Executive Committee shall be empowered to approve NOT more than Fifty Thousand (RM50, 000.00) expenditure solely for the purchase of immovable property on behalf of Association. Any expenditure exceeds this amount shall be decided by the General Meeting.

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Rule 12. Prohibition

12.1.    The Association shall not engage in politics nor permit its premises to be used for political purposes. The funds of the Association shall not be applied directly or indirectly for any political purposes nor shall the Association permit the raising special subscription for such purposes;

12.2.    Gaming, taking prohibited drugs and carrying out illegal activities on the premises of the Association are strictly prohibited;

12.3.    The funds of the Association shall not be bail out or pay the fines for any member who has been convicted in court.

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Rule 13. Amendment to Rules

No alternations or additions to these rules shall be made except at a general meeting and they shall be submitted to the Registrar of Societies within sixty (60) days for approval. The amendments shall not come into force without the prior approval of the Registrar of Societies.

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Rule 14. Dissolution

14.1.    The Association shall not be dissolved except with the consent of not less than two third (2/3rd) of the total membership of the Association in a general meeting;

14.2.    In the event of the Association being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Association shall be fully discharged, and the remaining funds, if any, will be disposed of as education funds or as decided by the General Meeting.

14.3.    A written notice shall be given to the Registrar of Societies within Fourteen (14) days after the dissolution of the society.