Chapter 1: Name
1. The name of the Association shall be Persekutuan Persatuan-Persatuan Peniaga-Peniaga Barang-
Barang Runcit Malaysia (Federation of Sundry Goods Merchants Associations of Malaysia (1978)) objects
2. The objects of the Association shall be to unite the various Sundry Goods Associations in
Malaysia, to strengthen the unity, to foster friendship, to strive for social welfare, and to establish
connections with the various lawful societies of all races in this country so as to promote mutual
goodwill and friendliness. The Association will also set up scholarships, educational credit funds
and other welfare organizations. The bylaws scholarships, educational credit funds and other
welfare organizations shall be drawn up separately, to be approved by the Registrar of Societies.
Membership
3. (A) Qualification: Any Sundry Goods Merchants Association or any Association whose membership is
confirned to sundries goods merchants within Malaysia that has been registered by the
Registrar of Societies, Malaysia shall be eligible to apply for membership.
(B) Application: Applicant for membership should fill up the application form specified by the
Association and submit to the Association. The applicant shall become a member, after its
application has been passed by the General Meeting.
Registered Address and Place of Meeting
4.（A） The registered address and place of meeting of the Association shall be No.20-2, Jalan 1/92B, Pudu Ulu, Off Jalan Cheras, 56100 Kuala Lumpur. The registered address of the Association shall not be changed without the prior approval of the Registrar of Societies. （B）The meeting place of the Association shall be the registered address of the Association or any other venue chosen by the Standing Committee of the Association. Chapter 2 : Constitution
5. (A) The Standing Committee of the Association shall consist of: One President, One Deputy President,
four Vice President, One Secretary-General , four Assistant Secretary-General , One Treasurer, an One
Assistant Treasurer, and Ten Ordinary Committee Members. (B) The Standing Committee may appoint an Appointed Committee Member from the delegates of each member. (C) All members of the Standing Committee and every officer performing executive function in the Association shall be Malaysian Citizen. (D) The election of Standing Committee shall be as follows: (I) Election of the Standing Committee shall be held once in every three (3) years at the Annual General Meeting of Members. (II) During the election at the Annual General Meeting of Members, representatives of each member have only one vote to represent the respective member. (III) An Internal Auditor, who shall not be a member of the Standing Committee, shall be elected at the same time. Chapter 3 : Powers and Duties
6. The General Meeting shall be the supreme authority of the Association with powers as below :-
(A) To accept from the Standing Committee the report of the Association's affairs of the
previous year.
(B) To accept the report on the audited accounts of the previous year and to approve the
estimated expenditures for the coming year.
(C) To elect the Standing Committee for the coming year and the Auditor.
(D) To plan and to make decisions on the various important matters.
(E) To make amendments to the Rules of the Association, if necessary. (F) To approve application for new members. (G) To appoint an External Auditor for the term.
7. After the General Meeting has been terminated the Standing Committee shall execute all the affairs
of the Association.
8. (A) Duties of President:
(1) To execute the resolution passed at the General Meeting and the Standing Committee.
(2) To manage all meetings of the Association.
(3) To represent the Association in all external dealings.
(4) To be the Chairman at all meetings.
(5) To have control over the seal of the Association, and to sign all documents.
(6) To sign cheques in conjunction with the Treasurer and the General Secretary.
(B) Duties of Deputy-President:
The Deputy President shall assist the President in all affairs of the Association
and shall deputise for the President during the later' sabsence. (C) Duties of Vice-President The Vice-President shall assist the President in managing the affairs of the Association, and shall deputise for him during the absence ofthe President and the Deputy-President.
9. (A) Duties of the General Secretary :
(1) To conduct the general businesses of the Association in consultation with the President.
(2) To sign cheques in conjunction with the President and the Treasurer.
(3) To have control over all the documents of the Association.
(4) To preserve a register of members, in which shall be recorded the names of the members,
their addresses, identity cards numbers, occupation and date of admission to membership.
(5) To attend all meetings of the Association and record the proceedings.
(B) Duties of the Assistant Secretary:
To assist the General Secretary in conducting the business of the Association, and to deputize
for him during his absence.
10. (A) Duties of the Treasurer:
(1) To have control over all receipts and payments and all accounts of the Association. He
shall be permitted to keep as petty cash a sum not more than RM 1,000.00. Any excess cash shall be deposited into a bank accounta pproved by the Standing Committee. The bank account shall be in the name of the Association. (2) To sign cheques in conjunction with the President and the General Secretary.
(3) To keep a proper subscription book and account books.
(B) Duties of the Assistant Treasurer:
To assist the Treasurer in performing his duties, and deputize for him during his absence.
11. Duties of the Auditor:
To audit all the statement of receipts, payments and vouchers of the Association.
Chapter 4: Election
12. (A) The Standing Committee of the Association and the Auditor shall be elected by secret ballot at the
Annual General Meeting in accordance with Rules5(b) ; (c) & (D). (B) Only members who have paid and settled the yearly subcriptions shall be entitled to vote and to be voted for posts in the Standing Committee. As for new members, only those who have obtained admission of memberships for two (2) years shall be entitled to vote and to be voted.
Chapter 5: Tenure of Office
13. The tenure of office of the Standing Committee Members and the Auditor shall be three (3) years. In
the event of the death, or resignation of a member of the Standing Committee, the vacancy shall
be filled by a delegate appointed by the Standing Committee until the next election.
Chapter 6: Meetings
14. The Annual General Meeting shall be held as soon as possible after the close of each financial year but not later than the month of May each year. The place of meeting shall be the registered address of the Association. In case of necessity the President shall convened an Extraordinary General Meeting. Upon receiving a written request jointly signed by five members, the President shall convene an extraordinary General Meeting within thirty (30) days from receipt of such request. The place and time of meeting shall then be fixed.
15. At the General Meeting of members each member shall be entitled to send three (3) representatives plus a few observers to attend the Meeting. But the President should be notified in writing the names of the delegates one week before the Meeting. They shall be issued with certificates as indication of importance.
16. A month before the Annual General Meeting is convened written notices with agenda and the audited accounts of the previous year annexed, shall be sent to all members. Any proposal by any member shall be submitted to the President on week before the Meeting so that it could be tabled at the Meeting.
17. Two weeks prior written notice shall be given for an Extraordinary General Meeting.
18. At the General Meeting, all delegates have the right to make speeches, to vote and to be voted. Apart from voting as a delegate for his society, the Chairman shall, if the votes for and against a proposal are equal, have the right to cast the decisive vote. One-half of the total number of member s delegates shall constitute a quorum. 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 Standing Committee, and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have the power to alter the rules of the Association or to make a decision affecting the whole membership.
19. (A) The Standing Committee Meeting shall be convened once in three months. The President may also convene the Meeting whenever it is deemed necessary. More than one-half of the number of Standing Committee Members present shall constitute a quorum.
(B) The notice of meeting shall be sent to all Standing Committee Members fourteen (14) days before the date of the Meeting , attaching the minutes of the last meeting and up-to-date financial report. (C) On receiving a written request jointly by five (5) members of the Standing Committee, a Special Standing Committee Meeting shall be convened.
Chapter 7: Finance
20. (A) The annual subscription of the Association shall be $200.00 payable in advance on or before
the first three months of each year.
(B) When it is deemed necessary, a resolution shall be passed by the General Meeting to raise
special contributions from the members with the prior approval of the Registrar of Societies. (C) An entrance fee of Ringgit Malaysia Two Thousand (RM2,000.00) shall be levied for new member as Development Fund of the Association on the approval of his application of membership.
Chapter 8 : Trustees
21. (A) The immovable properties of the Association shall be registered in the name of the Association
and all instruments relating to those properties shall be as valid and effective as if they have
been executed by a registered proprietor provided that they are executed by the 3 principal
office-bearers for the time being of the Association, namely the President, the General
Secretary and the Treasurer, whose appointments are authenticated by a certificate of the
Registrar of Societies and seal with the Official Seal of the Association.
(B) The Executive Committee shall take charge of the movable and immovable properties of the
Association, but with the proviso that the purchase, sale, mortgage or transfer of all or any of
the movable and immovable properties of the Association shall be decided at a General Meeting
of the Association and with the consent of not less than 2/3 of the members present at such
meeting.
Chapter 9 : Dissolution
22. (A) The dissolution of the Association under unforeseen circumstances shall be decided at a
General Meeting. Three fifths of the total number of members must be present at such Meeting
and that two-thirds of the number of delegates present voted in favour of such dissolution.
(B) In the event of the Association being dissolved, a General Meeting shall be convened to
appoint a Dissolution Committee to attend to all matters relating to such dissolution. All debts
and liabilities legally incurred on behalf of the Association shall be fully discharged and the
remaining funds shall be donated to welfare and educational Projects establish by any Sundry
Goods Merchants Society or Association.
(C) Notice of dissolution will be given within 14 days of the dissolution to the Registrar of Societies
In the prescribed form.
Chapter 10 : Supplementary Rules
23. All Officers shall serve the Association in an honorary capacity. The Standing Committee shall
decide a case of allowance to be paid to the clerk for attending to daily duties.
24. All traveling, board and lodging expenses incurred by the delegates at the meeting shall be borne
by the respective members sending such delegates.The Standing Committee may resolve to pay part travelling and lodging allowance to the delegate whenever it deems necessary and can afford to do so.
25. These Rules and Regulations may be altered by a General Meeting and that such alterations shall
only take effect after they have been approved by the Registrar of Societies.
26. (A) Gambling of any kind shall be forbidden on the Association's premises. The introduction of
opium smoking and bad characters into the premises are prohibited.
(B) The funds of the Association shall not be used to pay the fines of members who have been
convicted by a Court.
(C) The Association shall not have affiliation or any connection outside Malaysia. (D) The Association may organise international commercial activities and when it deems necessary, a sub-committee may be formed to assist in the management of these activities. (E) The Standing Committee may, when it deems necessary form sub-committees to assist in the affairs of the Association. 27. Any item of expenditure not exceeding RM2,000.00 may be approved by the General Secretary. Any item of expenditure not exceeding RM5,000.00 may be approved by the President. Any item of expenditure exceeding RM5,000.00 but not exceeding RM10,000.00 shall have the prior approval of the Standing Committee. Any item of expenditure exceeding RM10,000.00 shall have the prior approval of the General Meeting of Members.The above amount of money does not apply to the dues payable to all Government Authorities. 28. Between Annual General Meeting, the Standing Committee shall interpret the rules of the
Association and when necessary, determine any point on which the rules are silent. The decision of
the Standing Committee shall be final unless and until counter-manded by a resolution of a General
Meeting.
29. The financial year of the Association shall commence on 1st January every year.
30. Any member who wishes to resign from the Association shall give two weeks ’ notice in writing to
his Secretary and shall pay up all dues. |
