PERTUBUHAN PENDIDIKAN BUDDHA SAM POH KLUANG, JOHOR

1. NAME AND REGISTERED ADDRESS

1.1 The Society shall be named as "PERTUBUHAN PENDIDIKAN BUDDHA SAM POH, KLUANG, JOHOR." Hereinafter referred to as "The Society".

1.2 Its registered address shall be at No.W3A, Jalan Dorset, 86000 Kluang, Johor or at such other place or places as may be decided from time by the commitee. The registered address of the Society shall not be changed without the prior approval of the Registrar of Societies.

2. AIMS AND OBJECTS

2.1 To promote and strengthen among the Buddhists, observance and practice of the teachings of the Buddha; to inculcate piety, toward the Triple Gem, parents and elders.

2.2 To secure unity, solidarity and brotherhood among Buddhists.

2.3 To organise and carry on activities in the field of social, economic, educational, recreational, cultural and Religions and other humanitarian services.

2.4 To work for securing peace and harmony among Buddhists, and to collaborate with other organisations working for the same ends.

2.5 To obtain land or other properties to further the aim of society subject to the prior approval from the relevant authorities.

3. MEMBERSHIP

3.1 All Buddhist devotees above the age of eighteen (18) years who have taken refuge in the Holy Triple Gem, irrespective of sex, residing in the District Kluang, Johor and are willing to abide by the Rules and Constitution of the Society shall be eligible for membership. Applicants who are below 18 years of age are required to obtain written permission from their parents or legal guardian.

3.2 No University or University Collage Student shall be admitted as a member of the Society unless he or she has obtained a prior written permission from the Vice-Chancellor of the university concerned.

3.3 Every application for membership shall be proposed and seconded by two existing members and shall be forwarded to the Secretary who shall at the first convenient opportunity, submit it to the Committee for approval. The Committee may at its discretion reject any application without assigning any reason therefor.

3.4 Every applicant whose application has been approved as aforesaid shall be admitted as a member of the Society and shall be entitled to all the privileges of membership.

4. ENTRANCE FEE, SUBSCRIPTION AND OTHER DUES

4.1 All members are exempted from the payment of entrance fee and other subscription, but as Practising Buddhists, they are welcomed to give financial aids when required from time to time, up to the amount as they can afford.

4.2 Special: subscriptions or levies for particular purposes may be raised from members by resolution of the general meeting of the Society.

5. RESIGNATION AND EXPULSION

5.1 Any member who wishes to resign from the Society shall give two weeks notice in writing to the Secretary.

5.2 Any member who fails to comply with the Rules and Constitution of the Society or has acted in a manner to bring disrepute upon the Society may be expelled or suspended for a period of time as the Committee deems fit. Before the Committee expels or suspends the 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 general meeting upon appeal by the said member.

6. GENERAL MEETING

6.1 The supreme authority of the Society is vested in a general meeting of the members. At least one-half of the total voting membership of the Society or twice the total number 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.

6.2 If half an hour after the time appointed for the meeting a quorum is not present, time 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 power to proceed with the business of the day but they shall not have power have to alter the rules of the Society or to make decisions affecting. the whole membership.

6.3 An annual general meeting of the Society shall be held as soon as possible after the close of each financial year but not later that 51st of Hatch 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 receive the Committee's report on the working of the Society during the previous year;

(b) To receive the Treasurer's report and the audited account of the Society for the previous year;

(c) To elect a Committee and to appoint Auditors once in every two years and

(d) To aeal with such other matter as may be deem fit by general meeting.

6.4 The Secretary shall send to all members at least seven 
(7) days before the meeting, a notice stating the date, time place of meeting and an agenda including copies of minutes and reports, together with the audited accounts of the Society for the previous year. Copies of these documents will also be made available at the registered address or place of meeting of the Society for the perusal of members.

6.5 An extraordinary general meeting of the Society shall be convened:

(a) Whenever the Committee deems it desirable, or
(b) At the joint request in writing of 1/5 of the total voting members, stating the objects and reasons for such meeting.

6.6 An extraordinary general meeting requisitioned by member shall be convened for a date within thirty days of the receive of such requisition.

6.7 Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least fifteen days before the date fixed for the meeting.

6.8 Rules 6.1 and 6.2 pertaining to the quorum and the postponement of annual meeting shall apply also to an extraordinary general meeting, but with the proviso that if no quorum is .present after half an hour from the time appointed for a postponed extraordinary general meeting requisitioned by members, the meeting shall be cancelled, and no extraordinary general meeting shall be requisitioned for the same purpose until after the lapse of at least six months from the date thereof.

7. SPIRITUAL HEAD 

7.1 There shall be a spiritual head of the Society to be called the abbot, who shall be the religious spiritual leader of the Society.

7.2 A monk or nun who has been in the monkhood or nunhood for more than 10 years shall be invited to be the Abbot during the first Annual General Meeting of the Society and hold office during the pleasure of the Society.

7.3 The Abbot shall act in accordance with the Rules and constitution of the Society where provided, and in his/her discretion where otherwise on the following matters:

(a) To manage all matters related to members of the Sangha residing either long term or short term in the Society premises.

(b) To advice the plan of activities submitted by the Committee.

(c) To offer spiritual advice and guidance to all members and devotes of the Society.

(d) To be present at all major ceremonies held within the Scciety.

(e) To be the symbol of unity of the Society.

8. COMMITTEE

8.1 A Committee consisting of the following, who shall be termed the office-beapers of the Society, shall be elected at every alternate annual general meeting ：－

(a) A Chairman
(b) A Vice-Chairman
(c) A Secretary
(d) A Treasurer
(e) Two (2) Ordinary Committee Members.

8.2 The Chairman shall appoint Three (3) Ordinary Committable member's as office-bearers of the Society.

8.3 The office-bearers of the Society and every officer performing executive functions in the Society shall be Malaysian Citizens.

8.4 Names for the above offices shall be proposed and seconded and election will be by secret ballot at every alternate annual general meeting. All the office-bearers shall hold office for two years and shall be eligible for re-election.

8.5 The function of the Committee is to organise and supervise the day-to-day activities of the Society 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 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 years.

8.6 The Committee shall meet at least once every three months, and 7 days notice of each meeting shall be given to the members, the Chairman acting alone, or not less than five 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 proceedings to be valid and to constitute a quorum .

8.7 Where any, urgent matter requiring the approval of tile Committee arises and it is not possible, to convene a meeting, Secretary may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the 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 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. Any decision obtained by circular letter shall be reported by the Secretary to the next Committee meeting and recorded in the minutes thereof.

8.8 Any elected 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.

8.9 In the event of the death or resignation of a elected 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-op any others member of the Society to fill the vacancy until the next annual general meeting. 

8.10 The Committee shall give instructions to the Secretary and other officers for the conduct of the affairs of the Society. 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 Committee, or for any other reason which it deems good and sufficient in the interest of the Society.

8.11 The Committee shall have power to appoint sub-committees for the furtherance of the objects of the Society as it may deem fit and to delegate to sub-committees such power as it may Consider necessary and expedient and to withdraw from such sub-committees all or any of the power's so delegated arid revoke all such appointments.

9. DUTIES OF OFFICE-BEARERS

9.1 The Chairman shall during his term of office preside at all general meetings 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 or the Secretary shall, in conjunction with the Treasurer, sign all cheques on behalf of the Society.

9.2 The Vice-Chairman shall deputies for the Chairman during the latter's absence.

9.3 The Secretary shall conduct the business of the Society in accordance with its r'ules, 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, documerrts and papers except the accounts and financial records. He shall maintain a membership register with particulars of name, age, identity card number, occupation and address of every member. He shall attend all meetings, and record the proceedings. In conjunction with the Treasurer, he or the Chairman shall sign all cheques on behalf of the Society. He shall within 28 days after the holding of the annual general meeting of the Society, submit the annual returns of the Society to the Registrar of Societies as required under Section 14(1) of the Societies Act, 1966.

9.4 The Treasurer shall be responsible for the finance of the Society. He shall keep accounts all its financial transactions and shall be responsible for their correctness. He shall, in conjunction with the Chainman or the Secret, any sign all cheques on behalf of the Society.

9.5 The ordinary committee members shall attend all meetings and assist in promoting all the activities of the society and carry out the instructions of the committee and general meeting.

10. FINANCIAL PROVISIONS

10.1 Subject to the following provisions in this rule, the funds of the Society may be expended for any purpose necessary for the carrying out of its objects, including the expenses of its administration, the payment of salaries, allowances and expenses to its office-bearers and paid staff, and the audit of its accounts, but they shall on no account to be used to pay the fine of any member who may be convicted in a court of law or any other expenses not relevant to the Society.

10.2 The Treasurer may hold a petty cash advance not exceeding five hundred Ringgit (RM 500.00) 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 Society.

10.3 All cheques or withdrawal notices on the Society's account shall De signed by the Treasurer together with the Chairman or the Secretary. In the absence of the Chairman, or the Secretary the committee shall appoint one of 'its members to sign in his place.

10.4 No expenditure exceeding five hundred Ringgit 500.00) at any one time shall be incurred without the prior sanction of the committee, and no expenditure exceeding five thousand Ringgit (RM'5,000,O0) in any one month shall be incurred without the prior sanction of a general meeting. Expenditure of less than five hundred Ringgit (RM 500.00) at any one time may be approved by the Chairman or the Secretary. 

10.5 As soon as possible after the end of each financial year, a statement of receipts and payments and a balance nett for the year shall be prepared by the Treasurer 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 available at the registered address or place of meeting of the Society for the perusal of members.

10.6 The date of the commencement of the financial year of the Society shall be from the 1st of January and shall end on 31st of December annually.

11. AUDITORS

11.1 Two members, who shall not be office-bearers of the Society, Shall be appointed at every alternate annual general meeting as Honorary Auditors. They shall hold office for two years and may be re-appointed.

11.2 The Auditors shall be required to audit the accounts of the Society for the year, and to prepare a report or certificate, for the annual general meeting. They may also be required by the Chairman to audit the accounts of the Society for any period within his tenure of office at any date, and to make a report to the committee.

12. TRUSTEES

12.1 The Abbot together with three members, aged above 21, who shall be elected at a general meeting, shall hold office as Trustees during the pleasure of the Society. They shall have vested in them all immovable property belonging to the Society upon the execution of a Deed of Trust. The Trustees shall not sell, withdraw or transfer any of the property of the Society without the consent and authority of a general meeting of members. A Trustee may be removed from office by the 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 a Trustee the vacancy shall be filled by a new Trustee appointed by a general meeting.

13. INTERPRETATION OF RULES

13.1 Between annual general meeting, the committee shall interpret the rules of the Society and, when necessary determine any point on which the rules are silent.

13.2 Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting, the decisions of the committeee shall be binding on all members of the Society unless and until countermanded by a resolution of general meeting.

14. ADVISERS / PATRONS 

14.l The committee shall, if it deems fit and necessary, appoint qualified persons to be Advisers / Patrons of the Society.

15. PROHIBITIONS

15.1 None of the following games shall be played in the premises of the Society: Roulette, Lotto, Fan Tan, Poh, Peh Bin, Belangkai, Pal Kau, Tau Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty-one, Thirty-one, Ten and a half billiard, Snooker, video game, all games of dice, banker's games and all games of mere chance.

15.2 Neither the Society nor its members shall attempt to nestrict or in any other manner interfere with the trade or engage in any trade union activities as defined in the Trade Union Act, 1959.

15.3 The Society shall not hold any lottery without licence from the proper authority whether confined to its members or not, in the name of the Society or its office-bearer, committee or member. 

15.4 No benefits as defined under Section 2 of the Societies Act 1966 shall be given by the Society to any of its members.

16. AMENDMENT OF RULES

16.1 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 of Societies within 28 days from the date of the decision to make the changes or the amendments and shall take effect from the date of their approval by the Registrar of Societies.

17. DISSOLUTION

17.1 The Society may be voluntarily dissolved by a resolution of not less than 3/5 of the total voting membership at a general meeting convened for such purpose.

17.2 In the event of the Society 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.

17.3 Notice of dissolution shall be given within 14 days of the dissolution to the Registration of Societies.