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Last Update: 20 Jun 2018
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Club RulesClub Rules

SPORTS AND WELFARE CLUB OF DID SARAWAK
( KELAB SUKAN DAN KEBAJIKAN JPS SARAWAK )
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ORGANIZATION CHART CLUB RULES & CONSTITUTION
DIVISIONAL COMMITTEES
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RULES AND CONSTITUTION OF KELAB SUKAN DAN KEBAJIKAN JPS SARAWAK
(DEPARTMENT OF IRRIGATION AND DRAINAGE SPORT AND WELFARE CLUB, SARAWAK)

RULE 1 NAME

The name of the Club shall be known as Kelab Sukan dan Kebajikan JPS Sarawak (Department of Irrigation and Drainage Sport and Welfare Club Sarawak)

RULE 2 REGISTERED / POSTAL ADDRESS

(1)

Registered address of the club shall be :-


Department of Irrigation and Drainage, HQ,
Tingkat 9 & 10, Wisma Saberkas,
93626 Kuching, Sarawak.
(2) The postal address of the club shall be :-

Department of Irrigation and Drainage, HQ,
P.O. Box 1230
93724 Kuching, Sarawak.
(3) There shall be no change of the above registered/postal address without the prior approval of the Registered of Societies.
RULE 2A LOGO

 

The logo consists of the Departmental logo of the Department of Irrigation and Drainage and a hand shake which signifies Social and Recreational activities.
RULE 3







OBJECTS

The main objects of the club shall be :-

(1) To promote goodwill among the club members.
(2) To promote social and recreational activities for the club members.
(3) To look into the welfare of the members.
(4) To raise fund for the furtherance of the above objects.
RULE 4 MEMBERSHIP
(1) All staff of Department of Irrigation and Drainage shall be eligible to become members of the Club.
(2) The spouse and children of members shall automatically become Associate Members without paying membership fees. Associate Members shall not be eligible to hold office in the club or to vote at any General Meeting.
(3) Any members transferred from Headquarters to the Division or vice versa shall continue to be a member in the new station.
RULE 5 APPLICATION FOR MEMBERSHIP
(1) (a) Every application for membership shall be submitted to the General Secretary who shall, at the first convenient opportunity, submit it to the Executive Committee for approval

(b) In the case of an application for membership from the Division, it shall first be recommended by the Division Committee concerned before submitting to the General Secretary.

(c) The Executive Committee may at the discretion, reject any application without assigning any reason therefor.
(2) Every successful applicant upon payment of membership fees shall be admitted as a member of the club and shall be entitled to all the privileges of membership.
RULE 6

MEMBERSHIP FEE AND OTHER DUES

(1) The membership fee payable shall be RM10.00 and shall not be refundable.
(2) All membership fees shall be payable to the Treasurer or through the Division Committee to the Treasurer as the case may be, within one month from the date of notification of the approval.
(3) There shall be no annual subscription payable by members.
(4) Special subscription or levies for particular purpose may be raised from members by resolution of the general meeting of the club.
RULE 7 RESIGNATION

Any member may resign his membership by giving to the General Secretary, or to the General Secretary and copy to the Division Secretary as the case may be, notice in writing to that effect. Every such notice shall, unless otherwise expressed, be deemed to take effect as from the first day of January next, following the receipt thereof.

RULE 8 EXPULSION OF MEMBERS

(1)

 

The Executive Committee may, if at any time it shall be of the opinion that the interests of the club so require, by letter invite any member to withdraw from the club within such time as it specified in such letter, and in default of such withdrawal to submit the question of his expulsion to an extraordinary general meeting to be held within six weeks after the date of such letter. Not less than four weeks notice of the meeting shall be given to the members. It shall be the duty of the General Secretary to inform the member in question of the time and place of the meeting and of the nature of the complaints against him in sufficient time to afford him a proper opportunity of offering his explanations. At such meeting, the member shall be allowed to offer an explanation of his conduct in writing, and if thereupon, two-thirds of the members present shall vote for his expulsion, he shall thereupon cease to be a member of the club. Provided that the voting at any such extraordinary general meeting shall be by ballot if not less than five members present threreat shall so demand. It shall be in the power of the Executive Committee to exclude such member from the club's premises until such extraordinary general meeting is held as required above.
(2) No person who has been expelled from the club under paragraph (1) above shall at any time be readmitted as a member.
RULE 9 EFFECT OF CEASING TO BE A MEMBER
Any person shall, upon ceasing to be a member of the club, whether on account of resignation or expulsion, forfeit all rights to and claim upon the club and its property and funds.
RULE 10 ANNUAL GENERAL MEETING
(1) An annual general meeting of the club shall be held as soon as possible after the closing of each financial year but not later than 31st March on a date and at the time and place to be decided by the Executive Committee. The business of the annual general meeting shall be :-

(a) To receive the Executive Committee's report on the working of the club during the previous year;

(b) To receive the Treasurer's report and the audited accounts of the club of the previous year;

(c) To elect office bearers biennially and to appoint auditors for the ensuing year;

(d) To deal with such other matters as may be put before it.
(2) A preliminary notice of the annual general meeting stating the date, time and place, and calling for motions for discussion, motions for amendment of the rules and nominations for the biennial election of the new office bearers shall be sent by the General Secretary to all members not later than 21 days before the date fixed for the meeting, and this notice shall also be prominently displayed at the registered office/address or place of meeting of the club.
(3) Nominations for the biennial election of new office bearers and motions for discussion at the meeting must be sent to reach the General Secretary not later than 14 days before the date fixed for the meeting.
(4) The General Secretary shall send to all members at least seven days before the meeting an agenda including copies of minutes and reports, motions and nominations for the biennial election of officers, together with the audited accounts of the club for the previous year. Copies of these documents will also be made available at the registered office/address or place of meeting of the club for the perusal of members.
RULE11 EXTRAORDINARY GENERAL MEETING
(1) An extraordinary general meeting of the club 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.
(2) An extraordinary general meeting requisitioned by members shall be convened for a date within 2 weeks of the receipt of such requisition.
(3) Notice and agenda for an extraordinary general meeting shall be forwarded by the General Secretary to all members at least one week before the date fixed for the meeting.
RULE 12 QUORUM AND POSTPONEMENT OF GENERAL MEETING
(1) The quorum for any general meeting shall be at least twice the number of the Executive Committee or one half of the total membership, whichever is the lesser.
(2) In the absence of a quorum, the meeting shall be postponed to a later date to be decided by the Executive Committee.
(3) Where no quorum is present at the subsequent date decided in accordance with paragraph (2) above,

(a) an annual general meeting shall proceed to business provided that such meeting shall not amend these rules or make decisions affecting the whole membership;

(b) an extraordinary general meeting requisitioned by members shall be cancelled and no extraordinary general meeting shall be requisitioned for the same purpose until after a lapse of six months from the date thereof.
RULE 13 EXECUTIVE COMMITTEE
(1) (a) An Executive Committee consisting of the following who shall be termed the office-bearers of the club shall be elected biennially at the annual general meeting :-


A President
A Vice President
A General Secretary
A Social & Recreation Secretary
A Treasurer
6 Committee Members
7 Exofficio Members

(b) Nominations for the positions in the Executive Committee except for the Exofficio members, shall be headquarters members.

(c) The Exofficio members shall be the Chairman of the Division Committees.
(2) Names for the above officers except the Exofficio members, shall be proposed and seconded and biennial election shall be by a simple majority vote of the members at the annual general meeting. All the office-bearers shall be elligible for re-election. Election will be by secret ballots.
(3) The function of the Executive Committee is to organize and supervise the day-to-day activities of the club and to make decisions on matters affecting its running within the general policy laid down by the general meeting. The ExecutiveCommittee may not act contrary to the expressed 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.
(4) The Executive Committee shall meet at least once every 3 months and 7 days' notice of each meeting shall be given to members. The President acting alone or not less than 3 of its members acting together may call for a meeting of the ExecutiveCommittee to be held at any time. At least one half of the ExecutiveCommittee must be present for its proceedings to be valid and to constitute a quorum.
(5) Where any urgent matter required the approval of the Executive Committee arises and it is not possible to convene a meeting, the General Secretary may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the Executive Committee is deemed to have been obtained :-

(a) The issue must be clearly set out in the Circular and forwarded to all members of the Executive Committee;

(b) At least one-half of the members of the Executive Committee must indicate whether they are in favour or against the proposal; and

(c) The decision must be by a majority vote.

Any decision obtained by circular letter shall be reported by the General Secretary to the next Committee Meeting and recorded in the minute thereof.
(6) Any member of the Executive Committee who fails to attend three consecutive meetings of the Executive Committee without satisfactory explanation shall be deemed to have resigned from the Executive Committee.
(7) 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 if such candidate declined to accept office, the Executive Committee shall have the power to co-opt other member of the club to fill the vacancy until the next biennial election.
(8) The Executive Committee shall give instructions to the General Secretary and other officers for the conduct of the affairs of the club. 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 club.
(9) Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting, the decision of the Executive Committee shall be binding on all members of the club unless and until countermanded by a resolution of a general meeting.
RULE 14 DUTIES OF OFFICE-BEARERS
(1) The president shall, during his term of office, preside at all general meeting 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.
(2) The Vice-President shall deputies for the President during the latter's absence.
(3) The General Secretary shall conduct the business of the club 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 shall attend all meetings and record the proceedings.
(4) The Social & Recreation Secretary shall be responsible for the organisation of all sports, competition, social and recreational activities. He shall assist the General 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 club. He shall keep accounts of all its financial transactions and shall be responsible for their correctness.
(6) The Exofficio members shall be responsible for the conduct and all activities and functions carried out by their respective members in the Divisions and to co-ordinate with the Executive Committee in all respects related to the objects of the club.
RULE 14A DIVISION COMMITTEE
(1) There shall be establish a Division Committee in every Division where there exists a Department of Irrigation and Drainage Divisional Office, for the furtherance of the objects of the Clubs.
(2) The Division Committee shall be regulated by the By-Laws which shall be drawn and approved by the Executive Committee at its meeting.
(3) Any activities to be organised shall be in the name of the club and fund shall be controlled by the Executive Committee.
RULE 15 FINANCIAL PROVISIONS
(1) The financial year of the club shall commence on 1st January annually.
(2) The income and property of the club shall be applied solely towards the promotion of the objects of the club and no portion thereof shall be paid or transferred directly or indirectly by way of dividend or bonus or otherwise to the person or persons who at any time are or have been members of the club or to any person claiming through them. But nothing herein contain shall prevent the payment in good faith or renumberation to any office-bearers or servants of the club or to any member thereof or other person in return for any service actually rendered to the club.
(3) The Treasurer may hold a petty cash advance not exceeding one hundred ringgit at any one time. All money in excess of this sum shall, within seven days of receipts, be deposited in a bank approved by the Executive Committee. The bank account shall be in the name of the Club.
(4) All cheques or withdrawal notices on the club account shall be signed jointly by the President (or in his absence the Vice-President), the General Secretary and the Treasurer. In the absence of the General Secretary or the Treasurer, the Executive Committee shall appoint one of its members to sign in his place.
(5) No expenditure exceeding five hundred ringgit at any one time shall be incurred without the prior sanction of the Executive Committee, and no expenditure exceeding two thousand ringgit at any one time shall be incurred without the prior sanction of a general meeting.
(6) As soon as possible after the end of each financial year, a statement of income and expenditure and a balance sheet for the year shall be prepared and audited by the Auditor/Auditors appointed under Rule 16. 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/address or place of meeting of the club for the perusal of members.
RULE 16 AUDIT
(1) One or more persons, who shall not be office-bearers of the club, shall be appointed by the annual general meeting as Honorary Auditors. They shall hold office for one year only and shall not be re-appointed.
(2) The Auditor/Auditors shall be required to audit the accounts of the club for the year, and to prepare a report or certificate for the annual general meeting. He /They may also be required by the President to audit the accounts of the club for any period within their tenure of office at any day, and to make a report to the Executive Committee.
RULE 17 OFFICER APPOINTED UNDER SECTION 9(b) OF SOCIETIES ACT 1966
(1) Three officers, who must be office bearer of 21 years of age shall be appointed biennially at the annual general meeting and shall hold office for 2 years. They shall deal with all immovable properties whatsoever belonging to the club in such manner as the general meeting may direct.
(2) The officers appointed shall not sell, withdraw or transfer any of the properties of the club without the consent and authority of a general meeting of members. All properties must be registered in the name of the club.
(3) An officer may be removed from office by a 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 an officer before the annual general meeting, the vacancy shall be filled by an extraordinary general meeting convened for the purpose.
RULE 18 BY LAWS
The Executive Committee may make, repeal and alter by-laws. All by-laws or rescission and alterations thereof, shall be posted on the notice board in the club's premises for a fortnight, during which time any twenty members, may be notice in writing to the General Secretary, require the opinion of an extraordinary general meeting to be taken thereof. If no such notice is given, the by-laws or rescission or alterations thereof shall become binding on all members.
RULE 19 SUB-COMMITTEES
The Executive Committee shall have power to appoint sub-committee for the furtherance of the objects of the club as it may deem fit and to delegate to sub-committee such powers as it may consider necessary and expedient, and to withdraw from sub-committee all or any of the powers so delegated and revoke all such appointments. Any sub-committee so appointed shall, in exercising the powers so delegated, conform to any of the regulations that may from time to time be imposed it by the Executive Committee. On each and every such sub-committee so appointed, there shall always be a member of the Executive Committee who shall act as Chairman of the Sub-Committee.
RULE 20 DAMAGES/REMOVAL OR PROPERTY
(1) Any member of the club breaking or damaging any articles or property of the club shall pay the cost of repairing or replacing it, if he is called upon to do so by the Executive Committee.
(2) No books, periodicals, newspapers or any other property of the club shall be removed from the club without the consent of the Committee.
RULE 21 INJURIES TO MEMBERS

The club shall not be liable in respect of the death of or any personal injury sustained by any member or his guests arising in any way whatsoever from his membership of the club or from his use or enjoyment of the club, its amenities, privileges or facilities or otherwise howsoever arising.

RULE 22 GUESTS
(1) Any member shall have the privileges of introducing to the club premises his friends and relatives as guests.
(2) Members shall be responsible for the conduct and behaviour of their guests and for all expenses incurred on behalf of their guests or for any breakage or damage caused by their guests to the property of the club.
RULE 23 PATRONS/ADVISORS

Patrons/Advisors may be elected at a general meeting on the proposal of the Executive Committee.

RULE 24 ANNUAL RETURN

The General Secretary shall, as soon as after the holding of the annual general meeting of the club, forward to the Register of Societies an annual return in the prescribed forms.

RULE 25 SPECIAL PROVISIONS
(1) All members of the Executive Committee and every officer performing executive functions in the club shall be Malaysia citizens and where a non-citizen has been elected or appointed, his election or appointment shall be deemed to be void.
(2) The club shall not have any affiliation or connection with any club/society established outside Malaysia.
(3) Any student of university or university college shall not be admitted as a member of the club unless he has obtained prior written permission from the Vice-Chancellor of the university concerned.
(4) Neither the club nor its members shall engage or try to engage in any Trade Union activities as defined in the Trade Union Ordinance, 1959.
(5) No benefits as defined under Section 2 of the Societies Act, 1966 shall be given by the club to any of its members.
(6) The club shall not carry out political activities or involve itself whether directly or indirectly with any political society or political party.
(7) Any person shall not hold office in the club, or become advisor or employee of the club if he is disqualified in accordance with Section 9A of the Societies Act 1966.
RULE 26 INTERPRETATION OF RULES

Between annual general meetings, the Executive Committee shall interpret the rules of the club and, when necessary, determine any point on which the rules are silent.

RULE 27 AMENDMENT OF RULES

These rules may not altered or amended except by resolution of a general meeting. Such alterations or, amendments shall take effect from the date of their approval by the Registrar of Societies.

RULE 28 DISSOLUTION
(1) The club may be voluntarily dissolved by a resolution of more than three-fifths of the total membership.
(2) In the event of the club 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 cuh manner as may be decided upon by the general meeting.

(Amendments to The Rules and Constitution was approved by Pendaftar Pertubuhan Malaysia on 21.9.2001 Bil.PPM/SK777/81(29) PPP/SK768/81 and received via letter (110)/PPP/SK/764/81 dated 28.1.2002 from Penolong Pendaftar Pertubuhan Sarawak).