KDU Alumni Constitution

NAME
The Association shall be called KDU ALUMNI (hereafter called "the Alumni").
ADDRESS AND PLACE OF MEETING
The registered office and postal address of the Alumni shall be at c/o KDU College, SS22/41, Damansara Jaya, 47400 Petaling Jaya, Selangor and its place of meeting shall be at KDU College or at such other place or places as may from time to time be decided upon by the Executive Committee. The registered address of the Alumni shall not be changed without the prior approval of the Registrar of Societies.
AIMS AND OBJECTS
The Mission Statement which the Alumni is formed shall be:
- To foster closer relationship between KDU and graduates of KDU by means of social interaction, mutual co-operation, assistance and networking.
The vision of the KDU Alumni:
1. To provide support to new and current students as well as fresh graduates, e.g. mentoring and role model
2. Point of contact for career opportunities
3. To provide updated directory of the Alumni community for members' contacts
4. To be a platform to facilitate social/recreational activities
5. To create awareness of KDU Alumni amongst current and past students
MEMBERSHIP
1. Membership of the Alumni shall be made up of the following categories:
  1. Ordinary Membership
    Open to all graduates of KDU PJ, KDU Penang, KDU Sibu and any future campuses of KDUand have not achieved Silver, Gold or Platinum Membership.
  2. Associate Membership
    Open to all present and past staff of KDU.
    Associate members are not entitled to any voting right or to hold any office but shall enjoy all other privileges.
  3. Honorary Membership
    Open to persons who have rendered distinguished services to KDU. The decision to confer this membership shall rest with the Executive Committee on the advice of the Chairman of the Board of Governors and Board of Directors of KDU. 1 member per year based on contribution.
2. Every applications for membership shall be proposed and seconded by two (2) existing members and shall be forwarded to the Hon. Secretary who shall, at the first convenient opportunity, submit it to the Executive Committee for approval. The committee may at its discretion reject any application without assigning any reason therefore.
3. Membership is not assignable and / or transferable.
ENTRANCE FEES AND SUBCRIPTION
1. For subsequent years, the entrance fee and subscriptions payable shall be as follows:
  1. Entrance Fees
    - The entrance fee for ordinary members shall be RM 20
    - The entrance fee for associate members shall be RM 20.
    - Entrance fee are not transferable and / or refundable.
  2. All entrances fees shall be payable in advance and is due on 31^st August of each year.
2. The Hon. Treasurer shall send a reminder to any member whose subscription is overdue for thirty (30) days. If no payment is received within thirty (30) days from the date of such notice, a final notice shall be sent to the member. Upon failure to pay the arrears within fourteen (14) days from the date of the final notice, the member's name shall be removed from the membership list.
3. Automated membership upon graduation. Subject to renewal every year.
PRIVILEGES OF MEMBERSHIP
1. Members shall:
  1. Have the right to stand for election, to nominate or second a candidate for election and to vote in the Alumni's election.
  2. Have the right to speak and vote at all General Meetings of the Alumni.
  3. Have the right to inspect all the Alumni's records provided one (1) week written notice of such intention has been given in advance to the Hon. Secretary.
  4. Have the right to use all facilities accorded to the Alumni by KDU.
2. Associate and Honorary Members shall:
  1. Have the right to speak at General Meetings of Alumni
  2. Have the right to use all facilities accorded to the Alumni by KDU.
PATRON
The patrons of the Alumni shall be:
1. The Chairman of the Board of Governors of KDU.
2. The Director of Studies of KDU.
ADMINISTRATION
1. The Administration of the Alumni shall be vested in the Executive Committee.
2. The Alumni shall not be held responsible for any acts, neglects or omissions done by its members in their personal capacity.
THE EXECUTIVE COMMITTEE (EXCO)
1. The EXCO, except the "Immediate Past President" shall be elected at the Annual General Meeting of the Alumni by the ordinary/ life members of the Alumni and their term of office shall be one calendar years from the date of the election.
2. The EXCO shall consist of the following members:
  1. President
  2. Vice President
  3. Immediate Past President
  4. Honorary Secretary
  5. Assistant Honorary Secretary
  6. Honorary Treasurer
  7. Assistant Honorary Treasurer
  8. Eight (8) Committee members
  The EXCO shall meet at least once in three (3) months. Four (4) days' prior notice for each meeting shall be given to its members. The President can call for an EXCO Meeting at any time of which at least half of the number of EXCO members must be present, to form the quorum, to enable the meeting to proceed and all resolutions at this meeting must be passed by no less than half of the total membership of EXCO members.
3. All members of the EXCO shall be Malaysian citizens and must not be staff employed by any other private educational institution (except KDU) or anyone with any other vested interest in such institutions (except those in KDU).
4. An EXCO member may be removed from office by a simple majority vote of the EXCO members in an EXCO meeting on grounds that, owing to ill health, unsoundness of mind absence from the country or any other reason, he is unable to perform his duties or unable to do so satisfactorily, or acting in direct conflict with the objects or interest of the Alumni.
FUNCTIONS OF THE EXECUTIVE COMMITTEE (EXCO)
The entire business of the Alumni shall be organized and managed by the EXCO which shall:
1. Lay down policies of the Alumni consistent with the aims and objects of the Alumni.
2. Draw up programmes for the Alumni's activities for the year and implement the programmes.
3. Control the finances of the Alumni.
4. Establish and maintain facilities for the convenience of members.
5. Present an Annual Report of the Alumni's activities (including a Financial report) at the Annual General Meeting.
6. Be the recognized means of communication between the Alumni on the one hand and any external bodies on the other.
7. Be responsible for the collection of funds for any projects, as and when the occasion arises.
POWERS OF THE EXECUTIVE COMMITTEE (EXCO)
The EXCO shall have the power to:
1. Accept the resignation of any member of the Alumni including any member of the EXCO and fill the vacancy thus arising.
2. Approve applications for ordinary, life and associate membership and to confer honorary membership, the last being subject to Clause 4 (iv).
3. Consider and approve applications for grants and collection of monies by bodies within the Alumni.
4. Appoint Sub-Committees which may from time to time become necessary in the pursuit of the aims and objects of the Alumni.
5. Make or repeal or amend bye-laws or regulations from time to time as and when necessary for the conduct of the Alumni.
6. Authorise any expenditure of the Alumni not exceeding RM3,000 p.m.; any expenditure exceeding RM3,000p.m. must be approved by a General Meeting before payment is made.
7. Co-opt or invite not more than 5 persons, whether members or not, to attend any of its meetings, but such persons shall have no voting rights.
8. Where any urgent matter requiring the decision of the EXCO arises and it is not possible to convene a meeting, the Hon. Secretary may, on the approval of the President, obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the EXCO is deemed to have been obtained:
  1. The issue must be clearly stated in the circular and forwarded to all members of the EXCO.
  2. At least one-half of the members of the EXCO must respond to the circular letter ; and
  3. The decision must be approved by a simple majority of those responding. Any decision obtained by circular shall be reported by the Secretary at the next EXCO meeting and recorded in the Minutes thereof.
9. To fill up vacancies among the officers of the Alumni which may occur during the term of office through resignation, death, insanity, incapacity, imprisonment, by co-opting members to such positions vacated. And to remove any member who acts in direct conflict with the aims and objects of the Alumni.
10. The EXCO may appoint salaried officials as it deems necessary. It may suspend or dismiss any staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decision of the EXCO or for any other reasons which it deems good and sufficient in the interest of the Alumni.
DUTIES AND POWERS OF OFFICE-BEARERS
1. President
  1. Shall act as Chairman and preside at all meetings. He shall be responsible for the proper conduct of the business at all such meetings and sign the Minutes of each meeting after they have been approved.
  2. Shall supervise the general administration of the affairs of the Alumni and endeavour to secure the observance of these Rules by all concerned with assistance of the Hon.
  3. Shall be the spokesperson for the Alumni.
  4. Shall countersign all bills for payment by the Hon. Treasurer.
  5. Shall have a casting vote.
2. Vice President
  1. Shall assume all duties, powers and responsibilities of the President in the latter's absence.
  2. Shall be acting President in the event of the latter's post falling vacant until an election is held.
3. Honorary Secretary
  1. Shall convene and attend all meetings of the Alumni and write the Minutes of such meetings.
  2. Shall be responsible to conduct normal correspondence of the Alumni.
  3. Shall keep all records except financial matters of the Alumni and shall be responsible for their accuracy.
  4. To carry out the management of the Alumni under the directive of EXCO.
  5. Shall submit at such meetings any matters brought up for discussion by any member of the Alumni.
  6. Shall maintain an inventory of all properties of the Alumni.
  7. Shall, in the event of the EXCO going out of the office before the completion of its term of office, prepare and submit within two weeks a report to becoming EXCO.
4. Assistant Honorary Secretary
  1. Shall assume all duties, power and responsibilities of the Honorary Secretary in the latter's absence.
  2. Shall be acting Honorary Secretary in the event of the latter's post falling vacant until and election is held.
5. Honorary Treasurer
  1. Shall be chairman of the Finance Sub-Committee
  2. Shall present on behalf of the Finance Sub-Committee :
    1. The Statement of income and Expenditure audited by the Hon. Auditor
    2. The audited Balance Sheet to a meeting of the out going EXCO and after its approval, and on its behalf to the Annual General Meeting.
  3. Shall submit a copy of the audited Statement of Income and Expenditure and the audited Balance Sheet after they have been passed by the annual General Meeting to the Registrar of Societies; and make available copies of such Statement at the register ed address of the Alumni for the perusal of members.
  4. Shall collect and disburse all monies on behalf of the Alumni and shall keep an account of all monetary transactions and shall be responsible for their accuracy.
  5. Shall collect all monies due to the Alumni and to issue receipts for all dues collected or received and shall pay those to the appropriate accounts.
  6. Shall be a signatory, in addition to the President, for all cheques issued from the bank accounts held by the Alumni.
  7. Shall submit the account books of the Alumni for the inspection of the EXCO at any time.
  8. Shall receive all application for grants and allocations from the various sub-committees of the Alumni.
6. Assistant Honorary Treasurer
  1. Assume all duties, powers and responsibilities of the Hon. Treasurer I the latter's absence.
  2. Shall be the acting Hon. Treasurer in the event of the latter's post falling vacant until an election is held.
MEETINGS
1. Executive Committee (EXCO)
  1. The EXCO shall meet at least once in every three (3) months. Where a quorum is not available half an hour after the fixed time, the Meeting shall be postponed and held within fourteen (14) days from the date of the postponed meeting.
  2. The Hon. Secretary shall give at least four (4) days' notice for the EXCO meetings.
  3. At least one-half of the number of EXCO members shall constitute the quorum.
  4. Extraordinary Meetings shall be held either, called by the President when matters requiring urgent attention arise or when a written request for a meeting is signed by at least three (3) members of the EXCO is received by the Hon. Secretary who shall convene the meeting with at least forty-eight (48) hours' prior notice.
  5. Any member of the EXCO who absents himself/herself for more than any three (3) EXCO meetings, without submitting a written valid explanation, shall automatically cease to be a member of the EXCO.
  6. Any member of the EXCO who absents himself/herself for more than five (5) consecutive meetings shall be deemed as unable to fully participate in contributing and carrying out his/her duties in the EXCO, and can be advised to vacate from his/her post, after recommendation/consensus from the President, Vice President, Honorary Secretary and any one (1) other EXCO member.
2. Annual General Meeting (AGM)
  1. The AGM shall be held on or before 31^st May each calendar year at such time and place as may be decided by the EXCO.
  2. The business of the AGM shall be:
    1. To receive the EXCO's report on the working of the Alumni during the previous year;
    2. To receive the address by the President of the outgoing EXCO.
    3. To receive the Hon. Treasurer's report and the audited accounts of the Alumni for the previous year;
    4. To elect EXCO for the ensuing year;
    5. To deal with such other matters, of which notice in writing has been submitted to the Hon. Secretary at least seven (7) days before the meeting;
    6. To elect two (2) independent auditors.
  3. The supreme authority of the Alumni is vested in a General Meeting of the members. At least twice the total number of members of the EXCO must be present at a General Meeting for its proceedings to be valid and to constitute a quorum. 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 EXCO; and should the number then present be still insufficient to form the quorum, those members present shall have power to proceed with the business of the day but they shall not have power to alter the Constitution of the Alumni or to make decisions affecting the membership as a whole.
  4. The Hon. Secretary shall send to all members at least two (2) weeks before the meeting an agenda, including copies of minutes and reports, motions and nominations for the election of officers, together with the audited accounts of the Alumni for the previous year. Copies of these documents will also be made available at the registered address or place of meeting of the Alumni for the perusal of members.
  5. Only members with voting rights shall be eligible to vote;
  6. No member shall vote by proxy;
  7. Motions at the AGM shall be carried by a simple majority;
  8. A vote of censure or no-confidence of the EXCO or any member of the EXCO may be taken only at the AGM, provided it has been tabled on the agenda.
  9. The President shall chair all AGM of the Alumni.
3. Extraordinary General Meeting (EGM)
  1. The EXCO may convene an EGM whenever it deems necessary stating the object or objects for which the meeting is to be called;
  2. At least twice the total numbers of the EXCO must be present for its proceedings to be valid and to constitute a quorum;
    A notice shall be sent not less than four (4) days before the date of the meeting. Only the matter for which the meeting has been convened shall be on the Agenda;
  3. Only members with voting rights shall be eligible to vote;
  4. No member shall vote by proxy;
  5. Non-receipt of such notice by any member shall not invalidate the proceedings of any AGM or EGM;
  6. The members may elect a member of the Alumni as Chairman if it so desires.
FINANCIAL PROVISIONS
1. Subject to the following provisions in this rule, the funds of the alumni may be expanded for any purpose necessary for the carrying out of its object, including the expenses of its administration, allowances and expenses of its office-bearers, payment of salaries to any paid staff, and the audit of its accounts, but they shall on no account be used to pay the fine or any member who may be convicted in the court of law.
2. The Hon. Treasure may hold a petty cash advance not exceeding RM200 at any one time. All money in excess of this sum shall within fourteen (14) days of receipt be deposited in a bank approved by the EXCO. The bank account shall be in the name of the Alumni.
3. All the cheques or withdrawal notices on the Alumni's account shall be signed by the Hon. Treasurer and co-signed by either the President or Vice President. In the absence of the Hon. Treasurer, the President can sign on his/her behalf and co-signed by the Vice President. In the absence of the President and Hon. Treasurer, the Vice President can sign on his/her behalf and co-signed by the Hon. Secretary.
4. The President or Vice President and the Hon. Secretary or the Hon. Treasurer are jointly empowered to incur at any one time an expenditure of up to RM200 and that the EXCO may approve an expenditure exceeding RM200. However, no expenditure exceeding RM3,000 in any one month, shall be incurred without the prior sanction of a General Meeting.
5. After the end of each financial year, a statement of receipt and payments and a Balance Sheet for the year shall be prepared and audited by the appointed auditors. The audited account shall be submitted for approval at the next AGM, and copies shall be made available at the registered address or place of meeting of the Alumni for the perusal of the members.
RESIGNATION
1. Any member who wishes to resign from the Alumni shall be required to give one month notice in writing to the Honorary Secretary and shall pay up all dues within this period.
2. If the Honorary Secretary wishes to resign he/she shall tender his/her resignation to the President.
RE-ADMISSION
1. Any member who has resigned from the Alumni may be re-admitted as a new member, upon the approval by the EXCO, provided all arrears in subscription, if any, has been paid before he/she can be readmitted.
RESOLUTION
1. Amendment of Constitution
  These rules may not be altered or amended except by resolution of a General Meeting. Application for any such alteration or amendment shall be made through the Registrar of Societies within fourteen (14) days of the decision to make the alteration or amendment and shall take effect from the date of its approval by the Registrar of Societies.
TRUSTEES
1. There shall be three (3) trustees who shall be elected from the members at the AGM or EGM, and who shall hold the office until removed or resigned.
2. They shall have vested in them all immovable properties whatsoever belonging to the Alumni.
3. The Trustees shall not sell, withdraw or transfer any of the properties of the Alumni without the consent and authority of a General Meeting of members.
4. Should a vacancy/ vacancies occur, such vacancy/ vacancies shall be filled by a new Trustee appointed by a General Meeting.
5. A Trustee may be removed from office by a General Meeting on the grounds that, owing to ill health, unsoundness of mind, absence from the country or any other reasons, he is unable to perform his duties or unable to do so satisfactorily, or acting in conflict to the objects and interests of the Alumni.
6. In the event of the death or removal of the Trustee by a General Meeting, the vacancy shall be filled by a new Trustee appointed during the General Meeting.
DISSOLUTION
1. The Alumni shall not be dissolved except with the consent of not less than two-third of the members present in person at the General Meeting for the purpose.
2. In the event of the Alumni being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Alumni shall be fully discharged and the remaining funds will be given to a recognised charitable organisation as the General Meeting may decide.
3. Notice of dissolution will be given within fourteen (14) days of the dissolution to the Registrar of Societies by the EXCO.
PROHIBITATIONS
1. Introduction of all illegal or immoral activities into the premises are strictly prohibited.
2. The Alumni shall not engage in political nor permit its premises to be used for political purposes. It shall not deviate any of its funds for political purposes.
3. Neither the Alumni nor its members shall attempt to restrict or in any other manner interfere with the trade practices or engage in any Trade Union activities as defined in the Trade Union Ordinance 1959.
4. Gambling of any kind is strictly prohibited in the premises of the Alumni.
5. The Alumni shall not hold any lottery, whether confined to its members or not, in the name of the Alumni or its office-bearers of Committee members.
INTERPRETATION OF CONSTITUTION
1. Every member shall be bound by the Constitution of the Alumni.
2. The EXCO is the sole authority for the interpretation of the Constitution and its decision thereon shall be final, unless reversed by a General Meeting.

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Contact

KDU Alumni
c/o KDU College Sdn Bhd
SS22/41, Damansara Jaya
47400 Petaling Jaya
Selangor Darul Ehsan
Tel: 03 - 7728 8123
Fax: 03 - 7726 9941

Contact Person:
Ms. Chua Bee Gaik