Persatuan Ong Si Thye Guan Tong, Perak
      hereinafter referred to as the " Association "

 

2. ADDRESS
 

The registered address and place of business of the Association shall be at :

       No. 35 , Jalan Mata Kucing , Kampung Jambu . 34000 Taiping, Perak. Malaysia.

or at such other place as may be determined from time to time by the Committee . The registered address and place of business shall not be changed without the prior approval of the Registrar of Societies .
 

(a) To enshrine and honour the Ancestral tablets ;
 

(b) To foster cordial relationship among the "Ong "Clansmen and to promote fellowship, goodwill and unity among

      its members ;
 

(c) To look after the general welfare of the members and to foster the spirit of mutual help;

 

(d) To assist in social welfare, charitable, cultural and educational activities .
 

 4. MEMBERSHIP

 

(a) There shall be two categories of members viz. :-   a. Life Members      b. Associate Members

 

(b) The membership of the Association shall be open to all clansmen of "Ong " in Chinese "王:" residing in the state

     of Perak , irrespective of sex, above the age of eighteen ( 18 ) years , who support the objectives of the

     Association and who are willing to comply with the rules of the Association.

 

(c) Every application for membership shall be proposed by one member and seconded by another member ,  the

     application shall be posted up on the notice board of the Association premises for two weeks and if there is no

     objection by any members , the eligibility of membership shall be decied at the Committee Meeting . Upon the

     acceptance of the applicant as a member of the Association the applicant shall pay an entrance fee of 

     RM100.00 ( Malaysia Ringgit One Hundred ) to be a Life Member .

(d) “Ong” clansmen who are not residing in the state of Perak may apply to be Associate Members of the

     Association . The privileges and obligations of Associate Members are the same as Life Members expert that

     they have no voting rights , cannot be elected into the Committee . The entrance fee for Associate Members is

     RM 100.00 ( Malaysian Ringgit One Hundred ) .

(e) No University or College student shall be admitted as a member of the Association without the prior  consent in

     writing from the Vice-Cancellor of the University or College concerned .

 

Special subscriptions or levies for particular purposes may be form members by resolution of a Committee Meeting .

 

(a) Any member may resign from the Association by writing to the Secretary of the Association and shall be liable to

     pay all dues outstanding .

(b) Any member who fails to comply with the Rules and Regulations of the Association or has acted in a   manner

     which is to bring disrepute to the Association may be expelled or suspended for a period of time as the

     Committee deems fit . Before such an action is taken , the member shall be informed of the ground for such

     expulsion or suspension in writing and shall be granted a period of 14 days to explain and absolve himself to the

     Committee but decision of the Committee is final .

 

(a) The supreme authority of the Association is vested in the Annual Gerenal Meeting . At least one-half of the total

      voting membership or twice the number of the total number of members of the Committee   whichever is less

      must be present at a Gerenal Meeting for its proceedings to be valid and to constitute  a quorum .

(b) If a quorum is not present half an hour after the time fixed for the meeting , the meeting shall be postponed to a

     date ( not exceeding 30 days ) to be decied by the Committee , and if a quorum is not present shall proceed with

     the business of the day but shall have no owers to alter an rules of the Association or to make decisions altering

     the ownership of any immovable properties of the Association .

(c) The Annual General Meeting shall be held as soon as possible after the close of each financial year on a date and

     at a time and place to be decided by the Committee but shall not be later than 31st of May .

     The business of the Annual General Meeting shall include :

      a.     To confirm the minutes of the previous meeting ;

      b.    To adopt the Committee’s report on the working of the Association during the presious year ;

      c.    To adopt the Treasurer’s report and the audited statement of accounts of the Association    for the

             previous year ;
      d.    In the election year , to elect a new Committee and to appoint Auditors ; and

      e.    To discuss proposals and to deal with such other matters as may be put before it .

 

(d) The Secretary shall send to all members at least 14 days before the Annual General Meeting notice of  meeting

      including agenda , copies of minutes , reports and motions together with the audited statement of accounts of the

     Association for he previous year . And for the election year , the list of candidates must also be  sent together .

     The notice of meeting shall be advertised in at least 2 local Chinese newspaper and copies of relevant documents

     shall also be made available at the registered address or plase of meeting of the Association for the perusal of

     members .

 

     d(i)   An Election Chairman be elected among the Committee Members and he must set up his Sub-
             Committee at least 3 months in advance . A 7 – Member Sub-Committee will then carry out the
             duties of the coming Election .
     d(ii)  Nomination : 14 days shall be given .

     d(iii) Election        : 21 days after the closing of nomination .

 

(e) All proposals shall be submitted to the Secretary at least 7 days before the Annual General Meeting . The

     Committee may , if necessary , sum up the prposals before putting them up in the agenda .

 

(f) All Life Members whose membership have completed one full year are eligible to vote , and they are ony eligible

     to stand for the elestion as Committee Members when attaining the age of 40 years and above .

(g) An Extraordinary General Meeting of the Association shall be convened :

     (i)   By President acting alone ;

     (ii)  Whenever the Committee deems it desirable   or

     (iii) Upon the joint request in writing by twice the number of the Committee or more members stating the objects

           and reasons for callng such a meeting . The request must be forwarded to the Secretary .

(h) An Extraordinary General Meeting requested by members shall be convened within 30 days upon receipt of

     such requisition .

(i) Notice and agenda for an Extraordinary General Meeting shall be forwarded by the Secretary to all members at

    least 14 days before the date fixed for the meeting .

(j) Article 7(a) &(b) of this rule regarding the quorum and the postponement of The Annual General Meeting shall

     apply also to an Extraordinary General Meeting wih the provision that if no quorum is present half an hour after

     the time fixed for an Extraordinary General Meeting requested by members , then the meeting shall be cancelled

     and no Extraordinary General Meeting shall be allwed for the same purpose until the lapse of at least six months

     from the date thereof . 2/3 of the total members who requested for the EGM must be present at the EGM . If not

    other wise the EGM is null and void .

 

(a) The Committee of the Association shall consist of 31 Elected Committee Members , and not more than 4

     Appointed Committee Members . The Elected Commttee Members shall within two weeks after the Annual

     General Meeting elect the following Office – Bearers from amongst themselves :-

Presedent                                                  - 1

Deputy President                                       - 1      

Vice - Presidents                                       - 2

Secretary                                                   - 1

Assistant Secretary                                    - 1

Treasurer                                                   - 1

Correspondent ( Chinese )                         - 1

Correspondent ( B. Malaysia )                   - 1

Correspondent ( English )                           - 1

Public Relation Officers                              - 2

Committee Members                                  - 19 ( 31 Elected Committee Members )

Appointed Committee Members                 - 4   ( 1 - The Immediate Past President )

( not more than 4 )                                              ( 1 – A dedicatd Member )

                                                                           ( 1 – Head of Youth Section )

                                                                           ( 1 – Head of Woman Section )

 

The Immediate Past President and a dedicated Member shall be appointed as Appointed Committee Members by the Committee .  The Head of Youth Section and the Head of Woman Section shall be appointed by the Committee , and they shall be appointed as Appointed Committee Members of the Association . The age limit for Youth Members shall be 40 years and below.

 

(b) Candidates for the election of Committee Members shall be nominated by at least 2 members . The nominee

     shall give his consent by signing on the nomination form .

(c) The election of the Committee Members shall be by secret ballots  of all Members present at the Annual General

      Meeting , no proxy shall be allowed , and the election results shall be declared at the General Meeting . Re –

      election among the elected Committee Members for Office – Bearers shall lso be by secret ballots and must be

      held within 2 weeks ofter the AGM .

(d) The term of office for the dCommittee Members shall be three years and all the Committee Members are eligible

      for re-election , but the post of President of the Association shall not be held by the same person for more than

      two consecutive terms or six years .

(e) Only those members who have served on the Committee for at least one full term are eligible to be   proposed as

     condidates for the post of President .

(f) All the Committee Members of the Assocition and every officer performing executive functions in the 

    Association shall be Malaysian Citizens .

(g) The Swearing – In Ceremony shall be held within two (2) weeks after the Election of Office – Bearers and the

     Handing – Over of duties shall be completed on the same day .

(h) 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 General Meeting without prior

     refence to it and shall always remain subordinate to the General Meeting . It shall furnish a report at eash Annual

     General Meeting on its activities during the previous year .

(i) The Committee shall meet at least once in every 7 months and 7 days’ notice of each meeting shall be given to the

    Committee Members . The President acting alone or upon written request by not less than 10 of the Committee

    Members acting together may call for the meeting of the Committee to be held at time . At least one of the

    Committee Members must be present for its proceedings to be valid and to constitute a quorum .

(j) In the event of death or resignation of a member of the Committee , the unsuccessful candidate who   received

     the highest number of votes at the previous Committee Election ( Reserved List ) shall be invited to fill the

     vacancy thus created . If there is no such candidate or the candidate declines to accept  office , the Committee

     shall have the power to appoint any other member to fill the vacancy until the      next Annual General Meeting .

(k) The Committee may give instructions to the Secretary and other Committee Members to carry out the affairs of

      the Association . It may employ such paid staffs as it deems necessary. It may dismiss any paid staffs for

      negligence of duty , dishonesty , incompetence , refusal to carry out the decisions of the    Committee , or for

      any other reasons which it deems good and sufficient in the Interest of the Asssociation .

(l) The Committee may form various Sub-Committees to carry out routine or specific duties of the    Association nd

     it may assign any specific duties to any Members . All the decisions made by the Sub-    Committee must be

     approved by the Committee before carried out and all the activities of the Sub-    Committee must be reported

     to the Committee .

(m) The Committee shall have the right to appoint and terminate Out Station Delegates.

 

 

(a) The President shall be the executive head , chief representative and spokesman of the Association . He shall

      during his term of office preside at all General Meetings , EGM and meetings of the Committee and shall be

      responsible for the proper conduct of such meetings . Questions arising at any meeting shall be decided by a

      simple majority vote and in case of equal number of votes , the President shall have a casting vote . He shall sign

      the minutes of each meeting at the time they are approved .

(b) The Deputy President shall assist the President in his duties and shall deputize for the President during the latter’s

      absence .

(c) The Vice – Presidents shall assist the President in his duties . One of the Vice – Presidents shall deputize for the

      President in the event of both the President and the Deputy President being absent .

(d) The Secretary shall perform the administrative duties in accordance to the Rules and Regulations of the

      Association , and shall carry ot the decisions made in the General Meetings and the instructions of the

      Committee Meetings . The Secretary shall be responsible for conducting the daily affairs of the      management

      of the Association and all correspondence and keeping all books , documents and papers    except the accounts

      and financial records . The Secretary shall maintain the membership register with      particulars of name in

      Chinese and English , date of birth , place of birth , sex , identity card number ,  occupation , name and address

      of employer , address and telephone numbers . He shall within 60 days after the Annual General Meeting submit

      the annual returns of the Association to the Registrar of Societies as required under section 14 (I) of the

      Societies Act 1966 .

(e) The Assistant Secretary shall assist Secretary in his duties and shall act for the Secretary in the latter’s absence .

(f) The Treasurer shall be responsible for the financial affairs of the Association . He shall maintain proper accounts

     of all its financial trasactions and shall be responsible for their correctness . He shall submit reports of accounts at

     Committee Meetings and Annual General Meetings .

(g) The Correspondent (Chinese) shall deal with all Chinese correspondence of the Association .

 

(h) The Correspondent (Bahasa Malaysia) shall deal with Bahasa Malaysia correspondence of the     Asociation .

 

(i) The Correspondent (English) shall deal with all English correspondence of the Association .

 

(j) The Public Relation Officers shall be responsible for maintaining friendly relationship amongst the      members of

     the Association and shall maintain close liaison with all other guilds and associations as well as societies in

     promoting the reputation of the Association .

(k) Committee Members & Appointed Committee Members shall assist the committee in the running of the

     Association .

(l) Head Of Youth Section shall be responsible for organizing healthy and meaningful youth activities and to take

    charge of the general affairs of the Youth Section ; to mobilize the youth members in assisting the running of the 

    Association .

(m) Head Of Woman Section shall be responsible for organizing healthy and meaningful activities for the  female

      members , to take charge of the general affairs of the Woman Section and to render assistance     in the running

      of the Association .

 

(a) Subject to the following provisions in this Article , the funds of the Association shall be used for the   benefits of

     achieving the various purposes and objectives of the Association , including the expense of its administration , the

     payment of salaries , allowances and expenses to its office – bearers and paid staffs and the audit of its

     accounts , but they shall on no account be used to pay the fine of any Committee Members who may be

     convicted in a court of law .

(b) The Treasurer may hold a petty cash advance of not more than RM 500.00 (Malaysia Ringgit Five      

      Hundred) at any one time . Money in excess of this sum shall within 7 dys of receipt be deposited in the  bank

      or finance company approved by the Committee . The bank or finance company accounts of the     Association

      shall bear the name of the Association .

(c) All cheques and withdrawal slips on the Association’s accounts shall be jointly signed by the  Treasurer and any

     two of the following Officers :- President , Deputy President , 2 Vice – Presidents , and Secretary . All cheques

     shall lso bear the rubber stamp of the Association .

(d) All payments shall be made on presentation of vouchers and bills signed by the President or the      Secretary .

     The Treasurer shall not make payment against any vouchers which has not been endorsed by the President or the

     Secretary .

(e) The limits of Expenditure of the Association are as follows :-

        a.     The Committee is authorized to spend not exceeding

                RM 15,000.00(Malaysia Ringgit Fifteen Thousand) in one month .

        b.    The President is authorized to spend not exceeding

               RM 2,500.00 (Malaysia Ringgit Two Thousand five Hundred) in one month .

        c.    The Secretary is authorized to spend not exceeding

               RM 1,000.00 (Malaysia Ringgit One Thousand) in one month .

 

d.    Expenditure exceeding RM 15,000.00 (Malaysia Ringgit fifteen Thousand) shall have to be
        sanctioned by a General Meeting of members.

(f)  As soon as  possible , after the end of each financial year , a statement of receipts and payments and a balance

      sheet for the year shall be prepared by the Treasurer and shall be audited by the Auditors appointed under

      Article (11) .  The audited accounts shall be submitted for the approval of the Annual General Meeting and

      copies shall mada available at the registered address and place of meeting for the perusal of the members .

(g) The financial year of the Association shall begin on the 1st of January and shall end on the 31st of    December of

      each year .

(a) Two persons , who shall not b Committee Members of the Association , shall be Appointed at the       General

     Meeting as Auditors of the Association . They shall hold office for a term of three years and they are not eligible

     for re-election .

(b) The Auditors shall be required to audit the accounts of the Association for each year , to certify the   correctness

      of the accounts and of necessary to make reports for the Committee Meeting and the       Annual General

      Meeting . The auditors may be required by the President to audit the accounts of the     Assocition for any

      period within their tenure of office and to report on them to the Committee .

 

(a) All immovable properties of the Association , including lands and buildings shall be registered under the name of

     the Association according to Article 9 (b) ,  Societies Act , 1966 and shall be placed under the management of

     the Committee of the Society . The incumbent President , Secretary and Treasurer      of the Association shall

     automatically become the Property Officers of the Association and their     appointment shall be authenticated by

     a certificate issued by the Registrar of Societies .

(b) The Property Officers shall have no rights to dispose of , mortgage or alter the ownership of the       immovable

      properties of the Association without the prior sanction of a General Meeting of the Association .

 

(a) When the Annual General Meeting is not in session , the Committee shall interpret the Rules of the   Association

      and when necessary , determine any point on which the Rules are silent .

(b) Except where they are contray to or inconsistent with the poliy previously laid down by the General   Meeting ,

      the decisions of the Committee shall be bandaing on all members of the Association unless       and until

      countermanded by a resolution of a General Meeting .

(c) In the event of differences between Mandarin and English versions, the English version shall apply .

 

 

(a) The Committee may invite clansmen of repected social status and reputation who have rendered       remarkable

      contributions to the Association to be Advisors or Honorary Presidents of the Association .

(b) The Advisors and Honorary Presidents of the Association shall hold office as long as the tenure of office of the

      Committee that makes the appointments.

 

(a) Any forms of gambling and illegal activities are prohibited in the premises of the Association .

 

(b) 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 Act , 1959 .

(c) The Association shal not hold any lottery draw , whether confined to its members or not , in the name of the

      Association or its Committee Members or Members without the prior approval of the appropriate authorities

      concerned .

(d) Benefits as stated in Section 2 of the Societies Act , 1966 shall not be given to any members by the    

     Association .

 

(a) It is regulated that sacrificial ceremonies be made and homeage paid to the Ancestors of our Ong Clan on two

      occasions viz : Spring ( 4th Moon of the Lunar Calender ) & Autumn ( 7th Moon of the Lunar   Calender ).

(b) The 18th day of 8th moon of the Lunar Year is the “Ong” Ancestral Brithday , all Committee Members are

      required to attend the Ancestral Worshipping Ceremony at the Association . Reunion Dinner will be held and all

      members are required to contribute towards the cost of he feast . If such contributions from members are not

      sufficient to meet the costs , the matter shall be referred to the Committee .

 17. AMENDMENT OF THE CONSTITUTION

 

These rules shall not be altered or amended expect by resolution of a General Meeting . Application for any such alterations or amendments shall be made to the Registrar of Societies within 60 days from the date of approval by the General Meeting . Such alterations and amendments shall take affect from the date of their approval by the Registrar of Societies .

 18. DISSOLUTION

 

(a) The Assocaiton may be voluntarily dissolved by a resolution of not less than three-fifths of the total   voting

      membership at a General Meeting specially convened for that purpose .

(b) 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 the General Meeting .

(c) Notice of dissolution shall be given within fourteen days of such dissolution to the Registrar of Societies .