Pudu Rotary Club
DISTRICT 3300 MALAYSIA
~~~~~~~~~Administrative Guidelines:
RC Pudu Charity Foundation ConstitutionRULES OF THE PUDU ROTARY CLUB CHARITY FOUNDATION (promulgated under Article 3 of the constitution of the Pudu Rotary Club) 1. NAME The name of this Chairty Foundation shall be "THE PUDU ROTARY CLUB CHARITY FOUNDATION". 2. INTERPRETATION Unless the context otherwise demands:- (a) "FOUNDATION" shall mean "THE PUDU ROTARY CLUB CHARITY FOUNDATION". (b) "ROTARY CLUB" shall mean "THE ROTARY CLUB OF PUDU". (c) "MANAGEMENT COMMITTEE" refers to the Management Committee as constituted in Rule 5. (d) "GENERAL MEMBERSHIP" shall mean the current members of The Rotary Club of Pudu. (e) "Meeting" refers to any meeting of the Management Committee and any of the Foundation established thereunder. 3. OBJECTS The objects of the FOUNDATION are to raise, provide, donate and/or loan funds for:- (a) The relief of suffering, distress or poverty; (b) The improvement of the living conditions of the under- privileged; (c) To provide scholarships, education loans or other financial assistance to Malaysian students who are poor and needy irrespective of race, religion or creed; (d) To carry out all the above objects for the benefit of Malaysians only, irrespective of race, religion or creed; 4. MEMBERSHIP The membership of the Foundation shall be the general memberhsip of the Rotary Club of Pudu. 5. MANAGEMENT COMMITTEE (a) The MANAGEMENT COMMITTEE shall consist of all current Board Members of the Rotary Club of Pudu namely:- 1. The President; 2. The Vice-President; 3. The Secretary; 4. The Treasurer; 5. Immediate Past President; 6. The President-Elect; 7. Director of Club Service; 8. Director of Vocational Service; 9. Director of Community Service; 10. Director of International Service; 11. Director of Youth Service; and shall hold office from lst July to 30th June of the subsequent year. (b) The current Board of the Rotary Club of Pudu of current year shall be the Management Committee and hold similar offices therein unless the board themselves otherwise decide. (c) The Management Committee shall be responsible for the management and administration of the Foundation including its funds and properties, both movable and immovable, real or personal. (d) The Management Committee shall have the power to co-opt and to appoint sub-committee to attend to all matters arising therein. (e) Should any Board members of the Rotary Club of Pudu cease to be a Board Member, he shall automatically cease to be a member of the Management Committee. (f) The President of the Rotary Club of Pudu shall preside at all meetings and in his absence the meeting shall be presided by The Vice-President, The Secretary, The Treasurer, The Immediate Past President or The President- Elect respectively. 6. FUNDS OF THE FOUNDATION (a) The funds of the Foundation shall be used only for purpose of the foundation as enumerated in its objects contained in Clause 3 hereof. However, the Management Committee shall strictly observe the conditions of the Director General of Inland Revenue Malaysia that the members of the Management Committee and the members of the Foundation, their immediate family members and close relatives shall be excluded from all the benefits of the Foundation. (b) No part of the funds of the Foundation may be used for the the purpose or benefit of the Rotary Club of Pudu. (c) The Foundation shall not employ the service of professional fund-raisers to solicit donations for the Foundation. 7. MEETINGS OF THE MANAGEMENT COMMITTEE (a) The Management Committee shall hold monthly meeting to deliberate on matters pertaining to the Foundation. (b) The Management Committee may hold as many other meetings as it deemed necessary. (c) Notices of every meeting shall be issued by the Secretary of the Rotary Club of Pudu at least seven (7) days before the said meeting is due to take place. 8. ANNUAL GENERAL MEETING (a) The Annual General Meeting shall be for the General Membership. (b) The Annual General Meeting shall be held in the month of December in each year. (c) The Annual Report and Audited Statement of Accounts shall be circulated to the General Membership at least fourteen (14) days before the date of meeting. (d) The Agenda of the Annual General Meeting shall be:- (i) To confirm the Minutes of the previous General Meeting. (ii) To discuss the matter arising thereform. (iii) To receive and approve the Annual Report on the Foundation. (iv) To receive, accept and approve the Audited Statement of Accounts for the preceding financial year. (v) To appoint a Qualified Public Auditor (not being a member of the Foundation) for the ensuring year. (vi) To discuss any other business, notice of which shall have been given to the Honorary Secretary in writing at least three (3) weeks before the date fixed for the meeting. 9. EXTRA-ORDINARY GENERAL MEETING (a) Extra-Ordinary General Meetings may be convened by the Honorary Secretary. (i) To confirm the Minutes of the previous General Meeting. (ii) To discuss the matters arising therefrom. (iii) To receive and approve the Annual Report on the Foundation. (iv) To receive, accept and approve the Audited Statement of Accounts for the preceding financial year. (v) To appoint a Qualified Public Auditor (not being a member of the Foundation) for the ensuing year. (vi) To discuss any other business, notice of which shall have been given to the Honorary Secretary in writing at least three (3) weeks before the date fixed for the meeting. (b) Extra-Ordinary General meetings may be convened as follows:- (i) On the Instruction of the President of the Rotary Club. (ii) On the Instruction of the Management Committee. (iii) On the written application to the Honaorary Secretary by at least one third (1/3) of the General Membership together with a written statement of the object for which the meeting is desired. (c) The Extraordinary Genenral Meeting so convened shall be held within twenty-eight (28) days of the receipt of the application. (d) At least twenty-one (21) days notice for an Extraordinary General Meeting together with the proposed Agenda shall be sent to all members of the General Membership. (e) Only matters for which such an Extraordinary General Meetings is called shall be on the Agenda. 10. QUORUM (a) The Quorum of the Management Committee shall be six (6) members of the Management committee. (b) The Quorum of the Annual General Meeting and Extraordinarty General Meeting shall be one third (1/3) of General Membership. (c) If the members at the Annual General Meeting do not constitute a quorum, the meeting shall be adjourned and reconvened at the same place and time exactly four (4) weeks later, on which occasion those present shall consitute a quorum. (d) In the event of a lack of quorum for an Extraordinary General Meeting, the meeting shall be postpone sine die. 11. VOTING (a) All members of the General Membership present shall be entitled to vote at both the Annual General Meeting and Extraordinary General Meeting. (b) All members of the Management Committee, both ex-offcio and co-opted, shall be entitle to vote at all of management meetings. (c) Voting shall be decided by a simple majority. In the event of equality of votes, the Chairman of the Meeting will have a second casting vote. (d) A resolution to be carried at an Extraordinary General Meeting shall be three quarters (3/4) of those present are entitled to vote shall decide the issue. 12. ACCOUNTS The financial year end shall be on the 30th of June, in each year. The accounts shall be audited by an Auditor appointed at the Annual General Meeting. The audited annual accounts and list of the Management Committee Members of the Foundation shall be submitted annually to the Director-General of Inland Revenue Malaysia at his Headquarters in Kuala Lumpur. 13. EDUCATIONAL SCHOLARSHIP FUND (a) A special "EDUCATIONAL SCHOLARSHIP FUND" (hereinafter referred to as "the ESF") shall be set up by the Foundation. (b) The object of the ESF shall be provided without discrimination scholarships to students irrespective of their race, religion or creed, who have been accepted for admission, or are already studying at an approved educational institution, or higher learning in Malaysia. (c) The ESF shall be administered by a committee known as the "EDUCATIONAL SCHOLARSHIP FUND COMMITTEE" (hereinafter referred to as ESF Committee") which shall consist of :- (i) A Chairman (ii) The Director of Community Service (iii) The Director of International Service and (iv) Two (2) members from the General Membership. (d) The Chairman and two (2) members shall be appointed by the Management Committee and shall hold office till 30th June of the subsequent year. (e) At any meeting of the ESF Committee, any three (3) of the aforesaid five (5) members shall form a quorum. (f) The ESF Committee may invest the surplus moneys of the ESF not immediately required for scholarship purposes in such a manner as the ESF Committee deems fit; provided that the Foundation shall not trade or engage in any form of business undertakings. (g) The manner, amount and conditions of the Scholarships to be awarded shall be determined by the ESF Committee shall determine from time to time. 14. COMMUNMITY AID FUND (a) A special "COMMUNITY AID FUND" (hereinafter referred to as "the CAF") shall be set up by the Foundation. (b) The object of CAF shall be to provide or donate funds for the furtherance of the object of the Foundation as stated in Rule 3 above. (c) The CAF shall be administered by a committee known as the "COMMUNITY AID FUND COMMITTEE" (hereinafter referred to as "CAF Committee") which shall consist of the same 11 members as, in the Management Committee. (d) The CAF shall also have the power to grant loans to deserving students who have been accepted for admission, or are already studying at an approved educational institution of higher learning in Malaysia. (e) The CAF Committee shall have full power to sue all students who fail to repay their loans, or any part thereof, or who commit a breach of any of the terms and conditions of their agreementS and/or sue the Guarantors for the recovery of the loans, or any part thereof. (f) To CAF Committee may invest the suplus moneys of the CAF not immediately required for loan purposes in such a manner as the CAF Committee deems fit. Provided that the Foundation shall not trade or engage om any form of business undertakings. (g) The nature, amount and conditions of loans from the CAF shall be determined by the CAF Committee from time to time. 15. AMENDMENT TO THE RULES (a) Any amendments to the Rules, shall be made at the Extraordinary General Meeting. (b) The proposed amendments shall be made in writing and circulated by the Honorary Secretary to the General Membership at least twenty-eight (28) days before the meeting. (c) Amendments to the Rules shall be carried only if at least three-quarters (3/4) of the members present at the meeting shall have voted in favour. All alterations or additions to these rules shall have the sanction of the Registrar of Societies and the Director General of Inland Revenue, Malaysia. 16. DISSOLUTION The Foundation shall not be dissolved unless at an Extrordinary General Meeting of the Rotary Club of Pudu, the members so decide by a three-quarters (3/4) majority of the membership of the Club. Upon such decision being made, the members shall name a chairty with similar objectives approved by the Director General of Inlanad Revenue Malaysia to which the assets of the Foundation shall be donated. AMENDED by virtue of IRD letter dd 19.11.1986
