RULES AND CONSTITUTION OF SAN SHAN ASSOCIATION
Rule 1 : Name, Registered address and Place of Meeting. 1) The Association shall be known as the "PERSATUAN SAN SHAN" (SAN SHAN ASSOCIATION)" Kampong Koh, Sltlawan, Perak.Hereinafter referred to as "The Association". 2) Its registered address and place of meeting shall be No. No,15,16,17 Back Street,Kg. Koh 32000 Sitiawan,perak,Malaysia or at such other place or places as may from time to time be decided on by the Committee. Rule 2 : Alms and Objects 1) The Association shall foster friendly feeling and to look after the welfare of its members, and shall assist in benevolent and charitable work.
Rule 3 : Membership 1) Qualifications of Membership: All Chinese from the District of MauHau, Inrespective of sex, who are 18 years old and willing to abide by the rules of the Association shall be eligible for life memberships. 2) Application for Membership; Every application for membership shall be proposed and seconded by two existing members and shall be forwarded to the Secretary who shall displayed the application on the Association Notice Board for two weeks. If during these weeks no objection is received from members, the Secretary shall then submit the application to the Committee for approval. The Committee may at its discretion reject any application without assigning any reason thereto. 3) Every applicant whose application has been approved as aforesaid shall, upon payment of the prescribed entrance fee and life members subscription, be admitted as a member of the Association and shall be entitled to all the privileges of membership.
Rule 4: Entrance Fees, Subscriptions and other dues 1) The entrance fee and subscription payable shall be as follows Entrance Fee............................. RM20.00 Life members shall pay a subscription of RM100.00 and thereafter they shall be exempted from annual subscription. 2）Special subscription or donation for particular purposed may be raised from members by resolution of the general meeting of the association.
Rule 5: Resignatlon Expulsion 1) Any member who wishes to resign from the Association shall give two weeks' notice In writing to the Secretary of the Association and shall pay up all dues, if any. 2} Any member who fails to comply with the rules of the Association or has acted in a manner to bring disrepute upon the association may be expelled or suspended for a period of the time as the Committee deems fit. Before the Committee expells or suspends any member, the member shall be informed of the grounds for such expulsion or suspension In writing and be given an opportunity to explain and absolve himself In person. Such suspension or expulsion shall be enforced, unless otherwise reversed by a resolution at a general meeting upon appeal by the said member.
Rule 6: General Meeting 1)The supreme authority of the association is vested in a general meeting of the members At least one-half of the total voting membership of the association or twice the total numbers of members of the committee, whichever is the lesser must be present at a general meeting for its proceedings to be valid and to constitute a quorum. 2) If half an hour after the time appointed for the meeting quorum is not present the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the Committee and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall constitute a valid quorum and proceed to transact any business which may be transacted at the General Meeting. 3) An Annual General Meeting of the Association shall be held as soon as possible after the close of each financial year but not later than 31 st of March on a date and at a time and place to be decided by the Committee.The business of the annual general meeting shall be a} To received the Committee's report on the working of the Association during the previous year; b)To receive the treasurers report and the audited accounts of the Association fpr the previous year; c) To elect a Committee and to appoint auditor once in every two years; d)To deal with such other matters as may be put before if. 4) The Secretary shall send notice of meeting stating the date,time and place to all members at least 14 days before the meeting together with an agenda including.copies of minutes and reports,motions together with the audited accounts of the Association for the previous year. Copies of these documents will also be made available at the registered address or place of meeting of tho Association for the perusal of members 5) An extra-ordinary general meeting of the Association shall be convened:- a) Whenever the Committtee、deems it desirable, or b) At the joint request In writing of not less than twenty members, stating the object and reasons for such meeting. 6) An extra-ordinary Genernl Meeting requlstioned by members shall be convened at a date within thirty days of the receipt of such requisition. 7) Notice and agenda for an extra-ordinary general meeting shall be forwarded by the Secretary to all members at least fifteen days before the date fixed for the meeting， 8) Paragraphs (1) and (2)of this rule regarding the quorum and the postponement of an annual general meeting shall apply also to an extra-ordinary general meeting, but with the proviso that if no quorum is present after half an hour from the time appointed for a postponed extra-ordinary general meeting requisitioned by members the meeting shall be cancelled, and no extra-ordinary general meeting shall be requisitioned within six months from the date thereof. Rule 7: Committee 1) (a)A Committee consisting of the following, who shall be termed the office-bearers of the Association, shall be elected at the alternate annual general meeting A President A Deputy President Two Vice Presidents A Secretary An Assistant Secretary A Treasurer 12 Ordinary Committee Members (b)The office-bearers of the Association and every officers performing executive functions In the Association shall be a Malaysian Citizen. 2) Names for the above offices shall be proposed and seconded and election will be a simple majority vote of the members at the annual general meeting. All the office-bearers shall be eligible for re-election. 3) 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 may not act contrary to the ex- pressed wished of the general meeting without prior reference to it and shall always remain sub-ordinate to the general meeting.lt shall furnish a report each annual general meeting on its activities during the previous year. 4) The Committee shall hold a meeting at least once in every three months, and 7 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 Committee to be held at any time. At least one half of the Committee members must be present for its proceeding to be valid and to constitute a quorum. 5) Where any urgent matter requiring the approval of the Committee arises and it is not possible to convene a meeting, the secretary may obtain such approval by means of circular letter .The following conditions must be fulfilled before a decision of the Committee is deemed to have obtained:- a) The issue must be clearly set out in the circular and forwarded to all members of the Committee; b) At least one-half of the members of the Committee must indicate whether they are in favour or against the proposal; c) The decision must be by a majority vote. 6) Any member of the Committee who fails to attend three consecutive meetings of the Committee without satisfactory explanation shall be deemed to have resigned from the Committee. 7) In the event of the death or resignation of the member of the 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 if such candidate declines to accept office, the Committee shall have the power to co-opt any other member of the Association to fill the vacancy until the next annual general meeting. 8) The Committee shall give instructions to the secretary and other officers for the conduct of the affairs of the Association. It may appoint such organizers and such staff as it deems necessary.lt may suspend or dismiss any organizer or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Committee or for another reason which it deems good and sufficient in the interest of the Association. 9} The Secretary shall within 28 days after the holding of annual general meeting submit the annual returns of the Association to the Registrar of Societies as required under section 14(1) of the Societies Act, 1996.
Rule 8:The Legal Adviser (1) The Committee shall recommended for the appointment of a legal adviser for the association and shall seek its approval at the Annual General Meeting. Rule 9: Duties of office-bearers 1) The president shall during his term of office preside at all general meeting and all meetings of the 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 shall, in conjunction with the Secretary and Treasurer, sign all cheques on behalf of the Association. 2) (i) The Deputy President shall deputize for the President during the latter's absence. (ii) The Vice-Presidents shall assist the President in carrying out his duties. 3) The Secretary shall conduct the business of the Association in accordance with its rules, and shall carry out the instructions of the General Meeting and of the Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records. He shall maintain a membership register with particulars of Names, Age, Identity Card Numbers, Occupations and Addresses of every member. He shall attend all meetings, and record the proceedings. In conjunction with the President and the Treasurer he shall sign all cheques on behalf of the Association. 4) The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence. 5) The Treasurer shall be responsible for the finances of the Association. He shall keep accounts of all its financial transaction and shall be responsible for their correctness. He shall, in conjunction with the President and the Secretary sign all cheques on behalf of the association. 6) The Committee members shall attend all committee meeting and assist in the running of the activities and affairs of the Association.
Rule 10:Financial Provisions 1) Subject to the following provisions in this rule, the funds of the association may be utilised for any purpose necessary for the carrying out of its objects, including the expenses for its administration, such as payment of salary, Allowance to its staff or office-bearers, or payment for Accounting and Auditing fee, but they shall on no account be used to pay the fine of any member who may be convicted in a court of law. 2) The Treasurer may hold a petty cash advance not exceeding RM300.00 (Three Hundred Ringglt Malaysia) at any one time. All money in excess of this sum shall within seven days of receipt be deposited in a bank approved by the Committee.The Bank Account -shall be in the name of the Association. 3 All cheques or withdrawal notices on the association's account shall be .signed jointly by the President, the Secretary and the Treasurer. In the absence of the President the Secretary or the Treasurer the Committee shall appoint one of its members to sign in his place. 4) No expenditure exceeding RM500.00 in any one time shall be incurred without the prior sanction of the committee, and no expenditure exceeding RM3,000.00 at any one time shall be incurred without the prior sanction of a general meeting. Expenditure of less than RM500.00 in any one time may be approved by the President together with the Secretary and Treasurer. 5) As soon as possible after the end of each financial year, a statement of receipts and payment and a balance sheet for year shall be prepared and audited by the Auditors Appointed under rule 11.The audited accounts shall be submitted for the approval of the next annual general meeting, and copies shall be made available at the registered address or place of meeting of the association for the perusal of members. 6) The date of the commencement of the financial year of the association shall be from the 1st of January and shall end at 31st of December annually.
Rule 11: Audit 1) Two persons, who should not be office-bearers of the association, shall be appointed by the annual general meeting as Honorary Auditors. They shall hold office for two years and shall continue to hold office when re-elected 2) The Auditors shall be required to audit the accounts of the Association for the year, and to prepare a report or 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 time, and to make a report to the Committee. Rule 12: Registration of the Immovable Property 1) The immovable property of the Association shall be registered In the name of the Association and all Instruments relating to that property shall be executed by the President the Secretary and the Treasurer of the Association, whose appointments are authenticated by a certificate of the Registrar, and sealed with the seal of the Association. 2) The Association shall not sell, withdraw or transfer any of the property of the Association without the Consent and authority of a General Meeting of members.
Rule 13 ： Interpretation of Rules
1) Between annual general meeting the Committee shall interpret.the rules of the Association and when necessary, determine any point on which the rules are slient. 2) Except where they are contrary to or inconsistent with the policy previously laid down hy the general meeting the decision of the Committee shall be binding on all members of the Association unless and until countermanded by a resolution of a general meeting.
Rule 14:Prohibitions 1) None of following games shall be played in the premises of the Association:- Roulette, Lotto, Fan-Tan, Poh Peh Bin, Belangkai, Pal Kau tu Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty-one,Thirty-one,Ten and a half, all games of dice, banker's games and all games of merechance. 2) Neither the Association nor Its members shall attempt to restrict or in any other manner Interfere with the 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, Committee or member. 4) The Association is prohibited from having affiliation or connection outside the Malaysia. 5) The Association shall not engage in any activities of "Political Society" as defined under section 2 of the societies Act, 1966. 6) No University or University College Student shall be admitted as a member without the prior written promission of the Vice-Chancellor of the University or University College Concern.
Rule 15: Amendment of Rules 1) These Rules may not be altered or amended except by resolution of a general meeting. Application for any such alterations or amendments shall be made to the Registrar within 14 days from date of the decision to make the change or the amendment and shall take effect from the date of their approval by the Registrar of Societies.
Rule 16: Dissolution 1) The Association may be voluntarily dissolved by a resolution of not less than three-fifths of the total membership. 2) In the event of the Association being dissolved as provided above, 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 may be decided upon by a general meeting. 3) Notice of dissolution shall be given within 14 days of the dissolution to the Registrar of Societies. | 
