National Constitution of Apex Malaysia
Will Publish soon…
Model Club Constitution (Apex Malaysia)
MODEL CLUB CONSTITUTION
PERLEMBAGAAN KELAB APEX ______________
(Constitution of The Apex Club of ____________)
1.1 The name of the club shall be Kelab Apex __________ (The Apex Club of ____________) hereinafter referred as ‘The Club’.
2.1 The Club’s registered place of business shall be at _____________________________or at such other place as may from time to time be decided by the Board. The registered address of the Club shall not be changed without the prior approval of the Registrar of Societies.
The objectives of the club shall include Club Objects and Apex Ideals:-
3.1 CLUB OBJECTS
The objects of the club shall be: –
3.1.1 To adhere and implement the Apex Ideals as in Clause 3.2
3.1.2 To foster active interest in civic, commercial, industrial, social and moral welfare of the community.
3.1.3 To encourage high ethical standards in business and profession and to effect an interchange of ideas as a means of increasing efficiency and usefulness.
3.2 APEX IDEALS
The Ideals of the club shall be: –
3.2.1 To make the ideal of service the basis of all enterprise
3.2.2 To develop by example a more intelligent and aggressive citizenship.
3.2.3 To provide a means of forming enduring friendship, rendering altruistic service and building better communities.
3.2.4 To promote international understanding and friendship
There shall be the following categories of membership in the club:
4.1 Ordinary Members
4.1.1 The membership of the club shall be open to persons of good character, of good business reputation and who is engaged in any worthy recognised profession, business or occupation residing or doing business within the territorial limits as defined in Clause 13.5 and who have attained the age of 18 years and are not bankrupt.
4.1.2 Members of the club shall be those persons who have been proposed, seconded and duly inducted into the club by the Club Board.
4.2 Non-Resident Member
4.2.1 A member may be classified as a “non-resident member” if he applies and obtains the approval of the Board on any one of the following grounds: –
- Transfers his residence or business to an area which is outside the territorial limits of the club.
- Is hospitalised or medically unfit for duration of three (3) months or more.
4.2.2 A “non-resident member” shall not have the right to vote or to hold office in the club.
4.2.3 The classification of a member as a “non-resident member” by the Board shall entitle the member to retain his membership of the club subject to payment of one-half the membership fees without the obligations of attending regular meetings or service work of the club.
4.3 Members from Affiliated Associations/Clubs
4.3.1 Any active or retired member of another Apex club outside Malaysia who transfers his place of residence to within the territorial limits of the club may make application to the Secretary of the club to transfer his membership. Such application shall be accepted provided that the application is accompanied with a personal declaration that he had been a member of an affiliated club giving details of the positions he has held and upon acceptance of his application by the Board he shall be subjected to the club’s Rules and Regulations and be regarded as a re-joining member without the need of being inducted into the club.
4.4 Past or Retired Members/ Apex Life Members or Apex Governors/ Life Members or Life Governors from Other Apex Clubs
4.4.1 Any past member, retired member, Apex Life Member, Apex Governor, Life Member or Life Governor of any Apex Club may reapply for admission to membership of the club provided that he shall in addition to all other requirements for admission accompany his application by a personal declaration that he had been a member of a particular Apex Club giving details of the positions he has held in the club and of his appointment as an Apex Life Member, Apex Governor, Life Member or Life Governor. Such past member, retired member, Apex Life Member, Apex Governor, Life Member or Life Governor shall upon acceptance by the Board be admitted as a member without the need of being inducted into the club.
4.5 Apex Life Members
4.5.1 The Club Board may from time to time by three-fourths majority vote taken by secret ballot select from among its membership a member or members who, in the opinion of the Board, is worthy of Apex Life Membership by reason of having rendered long and meritorious service to the club and subject to his having complied with the minimum standards as in Clause 4.5.3. When considering possible selection for Apex Life Membership of the club, the Board shall also take into account the member’s/members’ total contribution to Apex.
4.5.2 The name of the member shall without the knowledge of the member concerned, be submitted to the National Board.
4.5.3 The “minimum standards” for the nomination of a member as an Apex Life Member to the National Board shall be:-
- a) completed a minimum of fifteen (15) years as an active Apex Member.
- b) served at least 10 years as a board member at club or National Association level.
- c) Must be an active member in benefit of an Apex Club
4.5.4 The application to the National Board shall be in the form prescribed by the National Board.
4.5.4 All Apex Life Members shall henceforth be referred to as Life Members.
4.6 Apex Governors
4.6.1 The Club Board, by a three-fourths majority vote taken by secret ballot, may nominate to the National Board an Apex Life Member/ an existing Life Member of the club who has rendered meritorious and altruistic service to Apex for the conferment of Apex Governorship of the National Association subject to his having complied with the minimum standards as in Clause 4.6.3.. The Club Board shall list out the Apex Life Member’s/ Life Member’s total contribution to Apex at both club and National levels.
4.6.2 The name of the member shall, without the knowledge of the member concerned, be submitted to the National Board.
4.6.3 The “minimum standards” for the nomination of an Apex Life Member and existing Life Member as an Apex Governor to the National Board shall be: –
- completed a minimum of ten (10) consecutive years as an active Apex Life Member/Life Member.
- Must be an active member in benefit in an Apex Club.
4.6.4 The application to the National Board shall be in the form prescribed by the National Board.
4.6.5 The award of Apex Governorship shall be announced at the next Annual National Association Convention.
4.6.6 All Apex Governors shall henceforth be referred to as Life Governors.
4.7 Life Governors/Life Members
4.7.1 All existing Life Governors of the National Association and Life Members of Apex Clubs shall continue to be given due recognition by the club. Life Governors/ Life Members may if they so desire attend all meetings and activities of the club but they shall however not be eligible for any office in the Board and shall not be entitled to vote on any matter before the club but may participate in all discussions except to the extent of moving and seconding any motion.
4.7.2 Any Life Governor or Life Member may at any time opt to join the club as an active member in benefit provided the Life Governor or Life Member applies for admission to the club and upon acceptance by the Board shall be subject to that club’s Constitution, Rules, Regulations and Standing Orders except that a Life Governor or a Life Member shall be regarded as a re-joining member and need not be formally inducted into the club.
4.8 A member in benefit may upon written application to the Board be granted leave of absence from regular meetings for a specified period.
RESIGNATION AND TERMINATION
5.1 Resignation of Membership
5.1.1 A member may resign from the club on giving written notice to the Secretary. The Board shall consider and approve his request subject to settlement of all outstanding dues to the club.
5.2 The Board may terminate the membership of any member of the club who appropriates to his own use or uses to his advantage or fails to account or knowingly accounts falsely for any monies, property or stationery of the club.
5.3 The Board may after due enquiry, terminate or suspend for such period as the board deems fit the membership of any member who: –
5.3.1 Violates any of the provisions of the Club Constitution; or
5.3.2 Is absent from two or more consecutive meetings without tendering an apology; or
5.3.3 Is absent from three or more consecutive meetings with apology; or
5.3.4 Does not in the opinion of the Board carry out sufficient service work.
5.4 Notice in writing of the action proposed and of the meeting at which the motion for termination of membership is to be considered shall be sent to the member concerned not less than ten (10) days prior to the meeting. The member may appear or be represented at such meeting and may tender such oral or written evidence as he may desire.
5.5 A resolution terminating or suspending the membership of a member shall require a two-thirds majority of the Board members present and voting.
5.6 Once a decision is made to terminate or suspend membership of an active member, such a decision shall be conveyed in writing to the member concerned not later than two (2) weeks. A copy shall also be extended to the National Board for their attention.
SOURCE OF INCOME
6.1. The membership fee shall be RM 120.00 (Ringgit Malaysia one hundred and twenty only) per year .
6.2 The membership fee shall be paid by 31st of October each year and by new members within four (4) weeks after induction.
6.3 A new member shall be liable to pay a pro-rata membership fee only for the residue of the current fiscal year.
7.1 Annual General Meeting
7.1.1 The supreme authority of the Club is vested in a general meeting of the members. At least one half of the voting members in benefit of the Club must be present at the Annual General Meeting for its proceedings to be valid and to constitute a quorum
7.1.2 If half an hour after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the Board and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have power to proceed with the business of the day but shall not have the power to alter the Constitution or make any decision affecting the whole membership.
7.1.3 The Annual General Meeting of the club shall be held as soon as possible after the close of each financial year but not later than 30 July each year on a date and a time and place to be decided by the Board. Notice of Annual General Meeting shall be given by the Secretary to all members not less than fourteen (14)) days from the date fixed for the meeting. The business of the Annual General Meeting shall be:
- Adoption of the minutes of the previous Annual General Meeting
- To receive the Annual Report and audited Statement of Accounts for the previous year
- To elect the members of the Board
- To elect two Internal Auditors
- To consider any resolution that is proposed and seconded
- To transact any other business as may be put before it
7.1.4 The Secretary shall send to all members at least ten (10) days before the meeting a notice and agenda including copies of the minutes together with the audited annual accounts of Club of the previous fiscal year. Copies of these documents will also be made available at the registered place of business of the Club for the perusal of members.
7.2 Extraordinary General Meeting
7.2.1 An Extraordinary General Meeting of the Club shall be convened whenever the Board deems it desirable at the joint request in writing of not less than one half (1/2) of the Members in benefit of the Club addressed to the Secretary, stating the objects and reasons for such meeting
7.2.2 An extraordinary general meeting requisitioned by Members shall be convened for a date within 30 days of the receipt of such requisition.
7.2.3 Notice of Extraordinary General Meeting shall be given by the Secretary to all members not less than 14 days from the date fixed for the meeting.
- At least one half of the members in benefit of the club must be present at the Extraordinary General Meeting for its proceedings to be valid. The rules regarding the postponement of an annual general meeting shall apply to an extraordinary general meeting but with the provision that if no quorum is present after half an hour from the time appointed for a postponed extraordinary general meeting requisitioned by the 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.
- The business of the Extraordinary General Meeting shall be to discuss such matters as may be put before it.
- The appointment of proxies at an Annual General Meeting/Extraordinary General Meeting of the club shall be deposited with the Club Secretary not less than two (2) days before the said meeting in the following manner:-
Kelab Apex ( )
Form of Proxy
being a member in benefit of the club hereby appoint as my proxy,
who is also a member of the club to attend, participate and vote on my behalf at the ____ Annual General Meeting/Extraordinary General meeting of the club.
(Signature of Member) (Signature of Proxy)
7.3 Dinner Meetings
7.3.1 The Dinner Meetings of the club shall be held at least twice monthly.
7.3.2 The Dinner Meetings of the club shall be held at a place and time determined by the Board.
7.3.3 Members shall be given at least three (3) days’ notice of each regular Dinner Meeting.
7.3.4 Any member who is absent from any Dinner Meeting without due apology to the Secretary or Sgt-At-Arms not later than twenty-four hours prior to such meeting may be charged with the price of the dinner.
7.3.5 One half of the members in benefit shall constitute a quorum at any Dinner Meeting of the club.
7.3.6 Recommended Order of Business at Dinner Meetings
- Loyal Toast
- Citation of Apex Ideals
- President’s welcome address to guests and visitors
- Introduction of Apexians and guests
- Fines Session
- Induction of new members
- Minutes of previous meetings and matters arising
- Directors’ reports
- General business and/or Guest Speaker
7.4 Installation Dinner
7.4.1 The Annual Installation Dinner of the club shall be held in the month of June or July. Notice of such Installation Dinner Meeting shall be given by the Secretary to all members not less than two (2) weeks from the date fixed for the installation.
7.4.2 The purpose of the Installation Dinner Meeting shall be to officially install the incoming President and introduce the members of the Board for the ensuing year.
7.4.3 The recommended order of business shall include: –
- Loyal Toast
- Citation of Apex Ideals
- Introduction of Apexians and guests
- Fines Session
- Outgoing President’s report
- Presentation of club Trophies and Awards
- Address by the National President or his representative
- Installation of new President
- Address by newly installed President and introduction of members of the Board
- Induction of new members (if any)
- Guest Speaker
7.4.4 At least one half of the members of the club must be present at the Installation Dinner for its proceedings to be valid.
The club shall use the following invocation before dinner at all meetings: –
For good food
For good fellowship
And the privilege to serve
We give thanks
7.6 Meeting Procedures
All club meetings shall be conducted in accordance with such rules or procedures as may be prescribed by the National Association of Apex Clubs of Malaysia.
The Committee which shall henceforth be known as the Club Board shall be the governing body of the club.
8.1 GOVERNING ADMINISTRATIVE BODY
The Governing Administrative Body of the club shall be the Board, which shall comprise the Officials of the club, namely the President, the Vice-President, the Immediate Past President, the Secretary, the Treasurer and four other directors.
The Board shall have the control and management of the affairs of the club in accordance with this Constitution. Such powers shall include: –
- The property of the club.
- The funds of the club.
- Admission of membership to the club.
- Nominations of Apex Life Members and Apex Governors
- Annual and Extraordinary General Meetings and Installation Ceremonies.
- Control over all club committees and club sub-committees
- The termination of any member of the club.
- The suspension and/or termination and reinstatement of any member of the Board
8.2.1 Suspension and/or termination of any member of the Board
- If, in the opinion of the Board, a Board member fails to attend two (2) or more consecutive Board meetings and/or fails to discharge his duties, the President and/or the Secretary shall issue a notice to the Board member informing him of the facts thereof and requesting him to show cause why he should not be suspended and/or terminated.
- The Board member shall within two (2) weeks of the receipt of the official notice forward his explanation to the Board. The Board shall consider the explanation and take such action as they may consider fit and proper.
- If there is no reply within the specified period, the Board may proceed to suspend and/or terminate the Board member.
- The Board shall have the power to fill any vacancy on the Board until the next Annual General Meeting.
8.2.2 The decision of the Board shall in all matters relating to the club be final until and unless countermanded by the Annual General Meeting or an Extraordinary General Meeting called for this purpose.
8.2.3 The Board shall have the powers to interpret all the rules of the club, review all rulings of board members and actions of all committees, sub-committees and may hear and determine any disputed matters or any complaint or grievance as regards club matters among members.
8.3 BOARD MEETINGS
8.3.1 The Board shall meet at least once every month and the time and place for such meeting shall be determined by the Board. At least three (3) days’ notice of each Board meeting shall be given to the members of the Board.
8.3.2 Special Meetings of the Board may be called by the President whenever deemed necessary, and shall be called upon the request in writing of three (3) members of the Board addressed to the Secretary and stating the purpose for which it is required.
8.3.3 At least one half of the members of the Board shall constitute a quorum of the Board meeting.
8.3.4 At each meeting of the Board, Directors shall report on the activities of their portfolios since the previous meeting of the Board.
8.4 ELECTION OF BOARD
A Board consisting of the following, who shall be termed as the office bearers of the Club, shall be elected at the annual general meeting:
- A President
- A Vice President
- A Secretary
- A Treasurer
- Three Directors
8.4.1 All office bearers of the Club and every official performing executive functions in the Club shall be Malaysian citizens
8.4.2 On the notice of the Annual General Meeting, nominations shall be called for by the President under the hand of the Secretary for candidates for the office of the Board for the following year.
8.4.3 Nominations for the Board shall be proposed and seconded by members in benefit and the consent of the nominees given in writing. The closing date for the lodging of nominations shall be three (3) days before the Annual General Meeting.
8.4.4 Any member in benefit of the club shall be eligible for nomination.
8.4.5 Voting at elections shall be by secret ballot. The names of all candidates shall be listed alphabetically on the ballot paper and each member shall vote by crossing (x) or ticking (√) opposite the name of the candidate for whom he votes.
8.4.6 The President shall appoint two (2) scrutineers to act as returning officials. The scrutineers shall reject any ballot paper, which does not comply with this Clause and count the total number of votes of each candidate. The candidate with the highest number of votes shall be declared elected.
8.4.7 Casual vacancies among the office of Directors shall be filled by the Board, but the person so appointed shall retire at the next Annual General Meeting.
8.5. EX OFFICIO BOARD MEMBERS
- A retiring Secretary who is not a member of the new Board shall automatically become as ex officio member of the Board for a period of six weeks.
- A member who is elected or appointed to the National Board shall automatically become an ex officio member of the Board with power to vote.
8.5.1 TERM OF OFFICE
- a) The President shall be elected at each Annual General Meeting in the manner prescribed by Clause 8.4 and shall serve until the next Annual General Meeting and shall be eligible for re-election for a second consecutive term. The President however shall not be eligible for re-election for a third consecutive term except that: –
- A retiring President shall be eligible for re-election as President if appointed elected to fulfil an expired term of not more than six months.
- The President of a newly chartered club may be re-elected as President at the first Annual General Meeting.
- b) All other Board members shall be elected at each Annual General Meeting in the manner prescribed by Clause 8 and shall serve until the next Annual General Meeting and shall be eligible for re-election.
- c) All Board members shall assume office from the date of Annual General Meeting
DUTIES OF OFFICE BEARERS
The following shall comprise of the principal club officials
The President shall in addition to any other duties preside at the meetings of the club and the board and to perform such other duties as ordinarily pertain to his office. He shall have a casting vote and shall sign the minutes at the time they are approved.
The Secretary shall perform all duties as ordinarily pertain to his office. These shall include: –
- To keep a membership Register of Records, stating full particulars of members, such as name, Identity Card number, date and place of birth, occupation or vocation, residential and business addresses, telephone numbers, date of approval of membership and any other particulars.
- Records of attendance at club and board meetings.
- Sends out or cause to be sent out notices of meetings.
- Record the minutes of board meetings.
- Carry out all instructions of the Board.
- Responsible for the submission of all annual returns, amendments and the financial statements of the association to the Registrar of Societies within 60 days from the conclusion date of the Club Annual General Meeting or as required by the Registrar of Societies.
- Any other duties that are said or implied in the Club Constitution and Club Standing Orders
The Treasurer shall perform all duties as ordinarily pertain to his office. These shall include: –
- Being responsible for the finances of the club and keeping a record of all financial transactions of the club and be responsible for their correctness.
- Carrying out all instructions as regards finance by the Board.
- Producing an annual operating budget for approval at Annual General Meeting.
- Producing a full audited statement of accounts for approval at the Annual General Meeting.
- Responsible for submission of all documentations that are required by the club’s official bank/s within 90 days from the conclusion of the Annual General Meeting to ensure continued operation of the club’s account/s.
- Shall circulate to all members of the club as soon as possible, all financial statements that have been approved at a Club Board meeting.
- Carrying out any other duties that are said or implied in the Club Constitution and Club Standing Orders.
It shall be the duty of the Vice-President to preside at meetings of the club and Board in the absence of the President and to perform such other duties as assigned by the Board.
9.5 Immediate Past President
The Immediate Past President shall act as advisor on all matters and perform such other duties as assigned by the Board.
The following portfolios provided for shall be allotted to members of the Board by the incoming President of the club.
Directors shall carry out the duties pertaining to their portfolios and shall in addition be subject to the direction of the Board.
9.6.1 SERVICE DIRECTOR
The Service Director’s duties and responsibilities shall include: –
- Being aware of the functions and work of other organisations and public bodies with a view to preventing any over-lapping in service work and to ensure some co-operation with them.
- Planning the year’s service work and co-ordinating it with the activities of other portfolios.
- Ensuring that service activities are balanced and be flexible enough for all members to participate fully.
- Planning, organising, co-ordinating, superintending and recording all service work adopted by the Board by: –
- Ensuring that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual.
- Establishing a committee to assist him and ensuring continuity of service activity.
- Disseminating full information to club members, the National Board, other Apex Clubs, local media and other interested parties.
- Being responsible for the implementation and participation at club level any approved National Association Service Scheme by carrying out the following: –
- Circulating full details of such scheme among club members.
- Estimating cost and time implications for carrying the scheme.
- Assisting the National Association Service Scheme Committee in keeping track on the progress of the scheme and provide feedback where required.
- Being responsible for the submission of proposal, if any, to the National Board any service activity that is worthy of adoption as a National Service Scheme. In submitting such a proposal he shall: –
- Provide full details as regards costs, time frame and other implications for the successful implementation.
- Submit such other information as may be requested by the National Board or other Apex Clubs.
- Maintaining close co-operation among all Directors of the club.
9.6.2 FELLOWSHIP AND SOCIAL DIRECTOR
As the Fellowship and Social Director, his duties and responsibilities shall include but not limited to the following: –
- Promoting fellowship activities by having regular club social functions and activities that will encourage closer rapport among the members.
- Establishing and chairing a social committee to plan, organise and co-ordinate all social activities such as: –
- Sporting fixtures and family picnics and outings.
- Social functions such as Guest Speaker Nights, informal house meetings, inter-club social meetings, weekend parties and any such activity that will promote togetherness among members.
- Social activities to welcome new members and outstation or overseas members/ visitors.
- Inter-club visits within the country and encourage overseas travel to other service organisations.
The Sergeant-At-Arms’ duties and responsibilities shall include: –
- Ensuring that the meeting place is suitable for the occasion and that all arrangements as regards table and seating and decorative are appropriate.
- Taking reasonable measures to ensure that the menu served for a meeting meets all religious and cultural sensitivities of all attendees.
- Serving as the contact, either directly or through some other nominated member, for members either apologising for intended absence from a dinner or for the booking in of guests.
- Obtaining and arranging, where possible, for hanging in the dining room of a large Apex logo, club banners and if necessary suitable photographs and newspaper cuttings.
- Ensuring that, at the end of the club’s meeting, the premise at which it is held has been left in a reasonable state of cleanliness.
9.6.4 MEMBERSHIP DIRECTOR
As the Membership Director, his duties and responsibilities shall include but not limited to the following: –
- Encouraging members to constantly introduce new members
- Ensuring that existing members are at all times active.
- Taking stock of current membership by tabulating members by age, job classification and length of Apex membership.
- Being responsible for the correct procedure in the introduction of new members
- Having friendly and helpful talks with members failing to meet their club responsibilities.
- Recommending appropriate action to the Board in cases where members are not meeting the club’s standards.
- Endeavouring to keep a sensible balance in age groups and job classifications in the club.
- Informing the Secretary of the club in the area to which any of the club members goes on transfer.
9.6.5 APEX ACTION AND EXPANSION DIRECTOR
As the Apex Action Director, his duties and responsibilities shall include but not limited to the following: –
- Improving the knowledge of the members of the club and the National Association
- Ensuring that the club is a participant in all educational seminars arranged within the National Association.
- Acting as the National Association Apex Action representative within the club by attending to any communication from the National Association in relation to Apex Action
- Knowing the Apex Objects and Ideals, the organisation of the National Association, Club Constitution/Rules and Standing Orders/By-laws, and keep abreast of current National Association activities.
- Arranging with the Programme Director for experienced or senior members to address the club from time to time on topics related to Apex in general.
As the Expansion Director, his duties and responsibilities shall include, but not limited to, the following: –
.Encouraging and stimulating the interest of members in the formation of new clubs.
- Reporting to the National Board on club plans to form a new club.
- Assisting and cooperating with the National Board on expansion activities
9.6.6 INTERNATIONAL RELATIONS DIRECTOR
As the International Relations Director, his duties and responsibilities shall include but not limited to the following: –
- Promoting international understanding, friendship and co-operation with other organisations with similar objects.
- Promoting interaction and travel to affiliated service organisations with the assistance of the National International Relations Director.
- Coordinating and assisting members in hosting visitors from affiliated service organisations.
- Promoting and coordinating efforts in twinning with at least one affiliated service organisation.
- Regularly disseminating International Relations news and information to club members and providing feedback to National Association the reception such matters have met in his club.
- Assisting members to meet and interact with members of other associations which share similar ideals.
- Briefing club delegates to conventions on matters of International Relations relevant to convention agenda items.
9.6.7 PROGRAMME DIRECTOR AND DINNER NOTICE EDITOR
As the Programme Director, his duties and responsibilities shall include but not limited to the following: –
- Having a varied and well-balanced programme during club meetings/activities and maintaining a high standard of meetings thus ensuring a favourable impact on visitors and members alike.
- Informing the President of all the details of the night’s programme and ensuring that members listed to participate at a dinner meeting are advised beforehand.
- Selecting and contacting guest speakers well in advance of the meeting for which they are required and confirming the request with a letter briefly stating what is required of them.
- Maintaining a roster of members to perform the duties of chairman, introductions of guest speakers, appreciation, fines and etc. This will ensure an even distribution of these duties among members.
- Promoting and improving the speaking and debating skills and chairmanship abilities of members.
- Encouraging club members to participate in both inter-club debating and public speaking competitions
As the Dinner Notice Editor, his duties and responsibilities shall include but not limited to the following: –
- Producing and distributing at least three (3) days before each dinner meeting a Dinner Notice, informing members of the programme for the forthcoming meeting.
- Ensuring that the recommended order of business as listed in the Club Standing Orders is always included in the Dinner Notices.
- Providing, through the Dinner Notices, details of all the activities of the club, the National Board and the National Association and other relevant and important news.
- Maintaining liaison with other Club Directors to provide them with the opportunity to announce activities or information related to their portfolios in all Dinner Notices.
- Entering the Club Dinner Notices in the National Association’s Dinner Notices Competition and ensuring that the Dinner Notices are properly complied and forwarded to the relevant people for judging.
- Maintaining one complete set of the year’s dinner notices for binding and filing as part of the club report and for archiving purposes
9.6.8 PUBLIC SPEAKING AND DEBATING DIRECTOR
The primary objective is to promote and improve the speaking and debating skills and chairmanship abilities of members. His duties and responsibilities shall include: –
- Promoting and improving the speaking and debating skills and chairmanship abilities of members.
- Encouraging club members to participate in both inter-club debating and public speaking competitions.
9.6.9 PUBLIC RELATIONS DIRECTOR
As the Public Relations Director, his duties and responsibilities shall include but not limited to the following: –
- Communication to the public through media platforms such as newspapers, magazines, radio, TV and online social media e.g. website, Facebook, twitter, Instagram, etc.
- Brief members regularly on communication initiatives.
- Invite community and corporate leaders to club meetings as guest speakers.
- Submitting articles to the ‘Malaysian Apexian’ platforms
- Identification of Apex projects both during its progress and after its completion especially if it is of a permanent nature.
- Channel publicity of projects through the National Association if the activity merits it.
- Submit ideas to the National Association that shall promote Apex nationwide
9.6.10 BURSARY DIRECTOR
As the Bursary Director, his duties and responsibilities shall include but not limited to the following: –
- Formulating a programme, on an annual basis, for the presentation of bursary awards.
- Initiating ways and means of raising funds for the bursary scheme with the assistance club directors and club members.
- Encouraging members to secure regular donors to the bursary scheme.
- Liaising with the National Service and Bursary Director for awards from the Apex Education Trust Fund and other sources.
- Ensuring that there is follow-up action taken in respect of all awards and that all donors are notified and kept informed of the progress of the recipients.
- Assisting the National Service and Bursary Director in raising funds for the Apex Education Trust Fund.
- Tabulating and maintaining a Master Register of details of all bursary recipients and forwarding a copy each of such information to the National Service and Bursary Director and the Apex Education Trust Fund Committee.
10.1 FISCAL YEAR
The club fiscal year shall commence on 1st June of each year and shall end on the 31st May of the following year.
All funds accumulated at club level shall be the common asset of the club.
10.3 OPERATION OF BANK ACCOUNT
All payments shall be made by cheque, and only on authority of the Board. All cheques shall be signed by the Treasurer and shall be countersigned by the President or the Secretary.
10.4 SEPARATION OF ACCOUNTS
Separate accounts shall be maintained for the general fund, service fund and any other funds with the proviso that the service fund shall only be used for service activities.
10.5 AUDIT OF ACCOUNTS
The club shall provide for an annual audit of its account books by two (2) auditors who are not members of the Board. The Treasurer shall submit all account books and other records for audit purposes as required by the Board. The audited statement of accounts shall be submitted for approval at 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. A copy of the audited accounts shall be submitted annually to the National Board.
10.6 PETTY CASH
The Treasurer may hold petty cash not exceeding RM300.00 (Ringgit Malaysia Three Hundred only) at any one time. Any amount in excess of the sum shall within 7 days be deposited in a bank approved by the Board. The bank account shall be in the name of the club.
10.7 All expenditure not exceeding RM 10,000.00 (Ringgit Malaysia Ten Thousand Only) at any one time may be approved by the the Board. For expenditure exceeding RM 10,000.00 (Ringgit Malaysia Ten Thousand Only) at any one time , the Board shall, after deliberations at board level , seek the approval of the members at any club meeting.
11.1 Two persons, who shall not be board members of the Club, shall be elected at the Annual General Meeting to be Honorary Internal Auditors. They shall hold office for one year only subject to being re-elected.
11.2 The Auditors shall be required to audit the accounts of the Club and to prepare a report or certificate for the Annual General Meeting. They may also be required by the Club President to audit the accounts of the Club for any period within their tenure of office at any date and to make a report to the Club Board.
PROPERTY ADMINISTRATOR/ TRUSTEES
13.1 In this Constitution unless inconsistent with the context of the subject matter: –
‘The Club’ means ‘Kelab Apex _________’ (The Apex Club of __________).
13.2 ‘National Association’ means Persatuan Kebangsaan Kelab-Kelab Apex Malaysia (The National Association of Apex Clubs of Malaysia).
13.3 ‘National Board’ means the Governing Administrative Body of the National Association. ‘Chartered Club’ means an Apex Club registered with the Registrar of Societies and has been granted Charter by the National Board.
13.4 ‘Unchartered Club’ means a prospective Apex Club registered with the Registrar of Societies but has not yet been granted Charter by the National Board.
13.5 ‘Territorial Limits’ means the area covering 30 kilometres radius calculated from the headquarters of the Local Authority or where the club principally operates.
13.6 ‘Member in Benefit’ means a duly inducted member who has paid all his financial dues to the club.
13.7 ‘Board’ means Governing Administrative Body of the club comprising of officials as stated in Clause 8.1.
13.8 Gender reference in this Constitution shall include the masculine and feminine gender and singular number shall include the plural.
The club may by a two-thirds majority decide to appoint a Patron of the club.
15.1 Gaming in any form is strictly prohibited in the premises of the club in accordance to the First and Second Schedules of the Common Gaming Houses Act 1953
15.2 The club shall not 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.
15.3 The club shall not hold any lottery whether confined to its members or not, in the name of the club, or its office bearers, Board or members without the prior approval from the relevant authority.
15.4 The club shall not discuss nor participate in matters relating to party politics or religion at any club activity or meeting.
AMENDMENT OF CONSTITUTION
16.1 Except for Clause 2 of this constitution which may be amended by the club with the approval of the National Board, no other amendment shall be made by any club unless the said amendment has been proposed, seconded and approved by the club at an Annual General Meeting or at an Extraordinary General Meeting and has been submitted as an agenda item to the National Association Convention and has been approved by the Convention,
16.2 All amendments, except in relation to Clause 1 (Name) ,once approved by a National Convention shall be adopted by all clubs and the said amendments shall be submitted to the Registrar of Societies (ROS) within sixty (60) days of being adopted either at an Annual General Meeting or at a specially convened Extraordinary General Meeting.
16.3 Such amendments shall be enforced only after approval of the Registrar of Societies.
16.4 In the event a consequential amendment is required to be made to the National Constitution, then the National Association shall proceed to do so and once such an amendment is adopted at a National Convention, then the said amendment shall be submitted to the Registrar of Societies (ROS) within sixty (60) days of being adopted.
17.1 The club may be dissolved by a resolution of not less than three-fifths of the members in benefit at a General Meeting convened for that purpose.
17.2 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 such manner as may be decided by the General Meeting.
17.3 Notice of dissolution shall be given to the Registrar of Societies within fourteen (14) days of dissolution.
FLAG, LOGO AND BADGE
18.1 The official emblem/logo of the club shall be of the following design:-
KELAB APEX ____________
(THE APEX CLUB OF ___________)
18.2 The badge shall be triangular in shape with the word APEX written in the middle. At the base of the triangle begins the rays of the rising sun in gold colour accompanied with red colour and with the word MALAYSIA written in capital letters below the rising sun. The rays are symbolic of the hopes and aspirations of its members. The left side of the triangle represents SERVICE, the right side, FELLOWSHIP and the base, CITIZENSHIP. The name of the club shall appear at the base below the word CITIZENSHIP.
18.3 The colours of the club emblem/logo are red, blue and gold.
PARTY POLITICS AND RELIGION
The Club shall be non-party-political and non-sectarian.
19.1 Non-party-political shall mean that an Apex Club shall not in any way be involved, connected with or be influenced by politics or any political issues.
19.2 Non-sectarian shall mean that an Apex Club shall not in any way be aligned, affiliated, involved or influenced by any particular religion or have a sectarian character.
Members may bring visitors to any regular dinner meetings on payment of the dinner fees.
NATIONAL ASSOCIATION OF APEX CLUBS OF MALAYSIA
- The club shall be a member of the National Association of Apex Clubs of Malaysia and shall comply with the National Association Constitution of the National Association of Apex Clubs of Malaysia as registered with the Registrar of Societies (ROS).
- The club shall participate in all National Association Conventions, Extraordinary National Association Conventions and Mid-Term Meetings and shall comply with any decision of the National Association Conventions, National Association Meetings or the National Board.
21.3 The club shall submit each year to the National Board an annual report containing a full list of club activities, membership figures and financial balances and such other information as may be required by the National Board.
21.4 NATIONAL ASSOCIATION PER CAPITA FEE
The club shall pay to the National Association not later than the 30th November in each year an annual per capita fee of RM 80.00 (Ringgit Malaysia Eighty Only) per member based on the number of members in the club as at close of the club’s financial year with the following exception that the fees of members classified as non-resident shall be one-half of the fee of other members
21.5 TRAVEL LEVY
The club shall pay to the National Board, not later than 30th November each year an annual travel levy of RM 20.00 (Ringgit Malaysia Twenty only) per member, including non-resident members, based on the number of members in the club as at close of the club’s financial year.
ATTENDANCE AT CLUB MEETINGS
22.1 Attendance Obligation
Every member shall be obliged to attend all regular meetings of the club but he may be granted his attendance mark by the Board in the case of his non-attendance should: –
- He be absent from any meeting whilst engaged in matters dealing with Apex in Malaysia or outside of Malaysia
- He attends the regular meeting of another Apex Club, proposed Apex Club, Unchartered Apex Club, or an Apex Club outside Malaysia during the period between the meetings of his club immediately preceding the meeting which he did not attend.
22.2 Attendance Percentage
In calculating the attendance percentage of a member in benefit or the total active membership of the club, the following shall apply: –
- A member on leave of absence shall be considered absent.
- A member absent from any meeting whilst engaged on matters dealing with Apex may be granted his attendance mark by the Board.
- A member who is absent from the club’s regular meeting but attends the regular meeting of another club during the period between the meeting immediately preceding and the meeting immediately following his absence, shall be granted his attendance mark.
- The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage.
23.1 The Board shall from time to time receive nominations for membership. Such nominations shall be submitted to the Board in writing by any member in benefit of the club provided that before any nomination is submitted to the Board the prospective member shall have attended a minimum of two (2) meetings of the club.
23.2 The Board shall consider the nomination at its next meeting. The member making the nomination, if he so desires, may be present and be heard in support thereof. At the next following meeting the Board shall further consider such suggested nomination and then put to vote. A three-fourth majority vote shall be sufficient to approve the nomination.
23.3 The member who submitted the nomination shall be requested to submit a nomination for membership, such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be members in benefit of the club. The nominee shall sign the nomination form. Upon the nominee signing the nomination form his nomination for membership shall be deemed accepted and he shall be formally inducted into the club at any one of its meetings.
23.4 The induction of the new member shall be in accordance with the guidelines set out by the National Association
APEX EDUCATION TRUST FUND
24.1 Five percent (5%) of all monies raised for the club service fund shall be donated to the Apex Education Trust Fund.
24.2 Such payments shall be made once the accounts of the fund raising activity have been closed.
In the event of any conflict between the provisions of the Apex Club Constitution and that of the Apex National Constitution, the provisions of the Apex National Constitution shall prevail.