CHAPTER 1 : GENERAL
Rule 1: Name The name of this Association shall be the Persatuan Peniaga-peniaga Makanan Dan Mainan Perak.(Perak Foodstuffs and Toys Merchants Association).(hereinafter called "The Association"). Rule 2 : Registered Address The registered address and place of meeting of the Association shall be at No. 35-C, Jalan Bandar Timah 30000 Ipoh, Perak Darul Ridzuan.The Registered address shall not be changed without the prior approval of the Registrar of Societies. Rule 3 : Objects (1) To promote good relations and understanding among the members, to study the business development and to promote interest and benefits among members of the various trades. (2)To safeguard the right and interest of the members within their respective trades. (3)To enhance the welfare of the members and provide them with premises for various types of lawful activities. (4)To advance the social, cultural, educational and welfare work. (5)To promote and maintain the co-operation with the relevant Government Department, societies and bodies pursuing similar objects so that the objectives of the Association could be achieved.
CHAPTER 2: MEMBERSHIP
Rule 4:Entry Qualifications Membership consists of Life Members only. Applications for membership shall be made under business name. Anyfirmduly registered under the Companies Act or Business Registration Act dealing in confectionary, biscuits, foodstuffs, and toys business in Malaysia may apply to be Life member if the firm is willing to abide by the Rules of the Association. Rule 5 : AdmissionasMembers (1)Application must be recommended by one member and supported by another, and a copy of Business/Company Registration Certificate must be enclosed. Applications shall be verified and approved by the Executive Committee. The firm concerned shall then become a life member of the Association after paying the entrance fee. No reasons needto be given should the Executive Committee decide to reject any application. Rules 6: Representative of Member - (1)A member whether in sole proprietorship, partnership or a body corporate shall appoint a representative to represent the firm. The representative shall thereafter have the authority to speak, vote, elect or be elected and participate in all affairs of the Association. Any person who represents two or more firms shall only represent one of the firms to be electedto sit in the Executive Committee. (2)In the event of a change of representative, notification in a special form of the Association signed and sealed by the member concerned shall be submitted to the Association. (3)If a member had changed his constitutions of business registration and would like to retain his membership, he should make application to the Association and obtain approval from the Executive Committee provided that the nature of his business is in compliance with the qualification of membership.No reasons need to be given should the Executive Committee decide to reject any application. Rule 7:Resignation of Membership There shall be a notice in writing for any resignation of membership and all debts due to the Association up to date of resignation must be made before the resignation can be effective.The entrance fee, and special donations are non-returnable. Rule 8 : Deprivation of Membership Any infringement of the Rules or smearing of the reputation of the Association by any member of the Association shall be dealt with by the Executive Committee. Rule 9:Members' Privileges Members of the Association shall enjoy the right to speak, vote, elect and be elected at the General Meeting of members. They shall also enjoy all rights and privilegesas provided by the Association.However, members of less than one year membership shall not have the right to elect or be elected. Rule 10: Members' Obligations (1)Members are under an obligation to abide by the Rules and all resolutions passed by the Association. (2)Members of the Executive Committee and Subcommittee of the Association are rendering voluntary services and shall not be entitled to any salary or allowances.
CHAPTER 3: FEES
Rule 11:Entrance Fee Entrance fee for life membership isRM300.00 only.(Constitution Amendment16-03-2003 Original: RN500.00 only.). Rule 12:Special Donation Whenever the Association has such needs the Executive Committee may call for special donations from the members.
CHAPTER 4: ORGANISATION
Rule 13:The General Meeting of the members shall constitute the highest authority of the Association.The Executive Committee shall after the General Meeting deal with the affairs of the Association and carry out the resolutions passed at the General Meeting. Rule 14:The Executive Committee shall comprise 19 members elected at the Annual General Meeting of the members and shall have the authority if necessary to appoint not more than 2 Ordinary Committee Members to sit in Executive Committee.The Executive Committee shall also form Subcommittees to assist in the affairs of the Association when it deems necessary. The Executive Committee shall consist of the following: 1 President 1 Deputy President 3 Vice-Presidents 1 Secretary General 1 Assistant Secretary General 1 Treasurer 1 Social Relations Officer1 Assistant SocialRelationsOfficer 1 Welfare Officer 1 Assistant Welfare Officer 1 Cultural and Educational Officer 1 Sports And Recreation Officer 5 Ordinary Committee Members 2 Appointed Ordinary Committee Members All office-bearers of the Association and every officer performing executive functions in the Association shall be Malaysian citizens, Non-Malaysians may hold post with the prior approval of the Registrar of Societies. Rule15：The Association may with the approval of General Meeting of the members invite anyone who had made special contributions to the Association to be the Permanent Honorary President, tenure of office of whom shall be decided at the Annual General Meeting. The Permanent Honorary Presidentshall be invited to attend meetings as non-voting delegate and also to be invited to form an Advisory Committee to see the progress of the Association. Rule 16:All those prominent personage in the society who are keen in assisting the Association or anyone who had made special contributions to the Association may be invited to be the Advisors of the Association by the Executive Committee.The tenure of office shall be similar to that of the Executive Committee.The Advisors shall be invited to attend meetings as non-voting delegates.They shall also be invited to form an Advisory Committee to see the progress of the Association.
CHAPTER 5: MEETINGS
Rule17：General Meetings General Meetings of the members are divided into Annual General Meeting and Extraordinary General Meeting. (1) Annual General Meeting The Annual General Meeting is held once a year and it shall be held before the 31st day of March of each year. Notice of the meeting shall be issued by the President at lease 21 days before the meeting. At least one-half of the total number of members of the Association or twice the total number of the Executive Committee members (Whichever is lesser) must be present to constitute a quorum. If an hour has passed after the appointed time and a quorum is still not forthcoming the meeting may held also ( Constitution Amendment16-03-2003 Original:then be postponed and held within 15 days thereafter on a date to be fixed by the Chairman of the meeting.).The proceedings of the postponed shall be valid irrespective of the number of members present, provided that such postponed meeting if convened without the quorum shall have no power to amend the Rules of the Association or to make any decision affecting the immovable property of the Association. The agenda of the Annual General Meeting shall include: - (a) Confirmation of previous minutes: (b) Accepting report on the affairs of the Association; (c) Review and discussion in any matters arising from previous meeting. (d) Accepting the Treasurer's report; (e) To elect Executive Committee members (biennially); (f) Other matters. (Should there be any other matters to be discussed the Secretary General shall be notified in writing 14 days in advance.The Chairman of the meeting reserves the right to refuse discussion at the General Meeting if he does not deem it fit.The meeting shall not accept any motion without prior notice unless the Chairman thinks that the matter concerns the interests of all members and is of some urgency). (2) Extraordinary General Meeting (a)The President may whenever he deems it necessary call for an Extraordinary General Meeting. (b)The members may through an application made jointly by at least 20 members stating reasons for the meeting and the motions to be moved request for an Extraordinary General Meeting.The President shall within 14 days upon receipt of such application issue notice to convene the same, failing which; the 20 member-applicants may jointly issue a notice to convene the meeting.The Extraordinary General Meeting whether convened at the instance of the President or the applicants shall be held in the premises of the Association.The meeting shall be valid only if all applicants are present at the meeting.If they fail to be present 30 minutes after the appointed time, the meeting shall be cancelled and shall not be convened within 6 months thereafter on applications based on similar grounds. (c) Notice of the Extraordinary General Meeting shall be issued at least 14 days in advance (has prepaid post).One-half of the total number of members of the Association or twice the number of the Executive Committee members (whichever is lesser) must be present to constitute a quorum. (3)The President of the Association shall chair all Annual General Meeting and Extraordinary General Meeting.However, a member shall be elected to chair the meeting if the President is absent.In the event of a tie the Chairman of the General Meeting shall have the casting vote. (4)Resolutions of the previous General Meeting may be revoked provided two-thirds of the member’s present vote in favour of the revocation. Rule 18:Executive Committee Meeting (1)The Executive Committee Meeting shall be convened by the President at least once in every two months.Notification of meeting shall be issued at least 7 days in advance.The President may call for Emergency Executive Committee Meeting whenever he deems it necessary.One-half of the Executive Committee members present shall form a quorum.If a quorum is not present 30 minutes after the appointed time, the meeting shall be postponed to a later day.The proceedings of the postponed meeting shall be valid irrespective of the number of members present. (2)At the joint application in writing by five members in the Executive Committee stating matters to be discussed and the reasons for an Extraordinary Executive Committee Meeting the President shall convene the same within 14 days upon receipt of the application.If the President fails to do so the 5 members may call for the meeting themselves and this is to be held in the premises of the Association.In the event of the absence of any of the five members or any of them is not present 30 minutes after the meeting time the Extraordinary Executive Committee Meeting shall be cancelled and shall not be held again on later date. (3)In the event of a tie the President shall have the casting vote.All resolutions once passed after having been voted on shall be deemed to have the tacit consent of those members who were not present at the meeting and they shall not raise any objections thereafter. (4)A resolution passed at the Executive Committee Meeting may be later revoked by the Committee provided that two-thirds of the quorums vote in favour of such revocation.
CHAPTER 6: ELECTION
Rule 19:Election of the Executive Committee shall be held once in every two calendar years.19 members shall be elected at the Annual General Meeting of members by postal vote or personally attend and vote at the meeting to sit in the Executive Committee.The members elected shall within 14 days mutually elect among themselves one President, one Deputy President, three Vice-Presidents, one Secretary General, one Assistant Secretary General, one Treasurer, one Social Relations Officer, one Assistant Social Relations Officer, one Welfare Officer, one Assistant Welfare Officer, two Auditors, 1 Cultural And Educational Officer, 1 Sports And Recreation Officer, and 3 Ordinary Committee Members. Rule 20:If two candidates in an election obtained equal number of votes there may be a re-election or the Chairman of the meeting may decide the winner by drawing lots. Rule 21:Any member who has been elected to sit in the Executive Committee and unwilling to accept office must submit within 7 days his reasons in writing for declining office.The vacancy created shall be filled by the member who had obtained among the unsuccessful members the highest number of votes cast in the poll.
CHAPTER 7: EXECUTIVE COMMITTEE
Rule 22:Term of Office (1)The term of office of the Executive Committee members of the Association shall be for a period of two years, but they shall be eligible for re-election.However, the President and the Secretary General shall not serve for more than two consecutive terms.Treasurer shall not be re-elected. (2)The taking over of office by the incoming office-bearers from the outgoing office-bearers with the handing over of the official seal and important documents shall take place within 30 days after the election.The normal routine of affairs before the handing over shall be the responsibilities of the outgoing office-bearers. (3)Subject to sub-rule (4) of this rule, should these be any change of representative for members who are in the Executive Committee, the new representative shall continue in office until the expiry of the term. (4)A member holding offices as President, Deputy President, Vice-President, Secretary General, Assistant Secretary General, Treasurer, Social Relations Officer, Assistant Social Relations Officer, Welfare Officer, Assistant Welfare Officer and Auditor shall automatically lose office if there is a change of representative.The Executive Committee shall elect another Executive Committee member to fill the vacancy until the expiry of the term. (5)Should there be any vacancy in the Executive Committee before the expiry of the term of office concerned the Committee may appoint a member to fill the vacancy until the expiry of the term. Rule: 23Duties and Powers (1)President (a) He shall represent the Association and lead and supervise the progress of the Association. (b) He shall chair all General Meetings and Executive Committee Meetings. (c) He shall be in charge of the seal of the Association. (d) With the approval of Executive Committee, he may jointly with the Secretary General appoint or remove any salaried staff. (2)Deputy President and vice-President To assist the President in the affairs of the Association.The Deputy President shall during the absence of the President act on his behalf. Prior to the absence of both the President and his deputy, the President or the Executive Committee shall appoint one of the Vice-President to act on their behalf. (3)Secretary General (a) To act on all instructions given by the Executive Committee and the President, and deal with all the affairs of the Association. (b) Maintain the latest membership’s roll, in charge of all meeting records and all important documents excluding accounts books and title deeds. (c) With the approval of Executive Committee the Secretary General may jointly with the President appoint or remove any salaried staff. (d) To approve the usual monthly expenditure. (4) Assistant Secretary General To assist the Secretary General in all affairs of the Association and to act on his behalf during his absence. (5)Treasurer (a)To manage the funds, title deeds and accounts of the Association. (b)Deal with receipts and payments of money belonging to the Association, compile monthly statements of accounts and report to the Executive Committee.He shall also prepare a balance sheet for each calendar year and submit for approval of the General Meeting. (c)All cheques and withdrawals shall require the signatures of any two of these Office-bearers, namely President, Treasurer and Secretary General. (6)SOCIAL RELATIONS OFFICER- (i) To lease with all outstation assistants or representatives of the Association with the view of promoting its relationship and assisting to foster all affairs and activities of the Association; (ii)To lease with other guilds and associations with the aim of fostering friendship and unity; (iii) To periodically organise groups to visit all members in the country with the view of promoting friendship and to report on the affairs and activities of the Association; (iv) To encourage merchants who carry out similar business to join the Association so as to increase its strength. (7)ASSISTANT SOCIAL RELATIONS OFFICER - To assist the Social Relations Officer and to act on his behalf during his absence. (8)WELFARE OFFICER - To be responsible in handling matters relating to the welfares of the Association. (9)ASSISTANT WELFARE OFFICER - To assist the Welfare Officer in all welfare matters and to act on his behalf during his absence. (10) CULTURE AND EDUCATION OFFICER - (i)To uphold and promote Chinese culture and rights and position of Chinese education as stipulated under the Constitution of Malaysia; (ii) To assist in the creation of Malaysian culture. (iii) To assist and promote the development of healthy culture and to eliminate undesirable and harmful culture; (iv) To assist and establish studies of vocational and technical subjects; (v)To plan and raise loan and scholarship; (vi) To assist in providing scholarship or loan to members' children. (11) SPORTS AND RECREATION OFFICER - (i)To plan and promote all kind of healthy recreation. (ii)To plan and promote all kinds of sports activities beneficial to health. (iii)To organise or send team to participate in shows or competitions. (iv)To encourage members to take part in all types of activities beneficial to members. (12) The Ordinary Committee Members shall carry out such duties as directed by the President or the Executive Committee.
CHAPTER 8: FINANCICAL PROVISIONS
Rule 24: (1)The financial year of the Association shall begin from the 1st day of January and end at the 31st day of December of each calendar year. (2)All expenditures of the Association except those approved at the General Meeting or the Executive Committee must have the approval of the Secretary General in writing before payments could be made by the Treasurer. (3)The Secretary General has the power to approve at any one time an expenditure of not more than RM500.00.In the event of expenditure of more than RM500.00 it should have obtained approval from the Executive Committee before payments could be made.Monthly expenditures of the Association unless with the approval of the Executive Committee shall not exceed RM3,000.00 except for Government tax and duty. (4)Cash remaining in the hands of the Treasure shall not exceed RM500.00.Any amount in excess of this sum must be deposited under the name of the Association within 7 days in bank or licensed financial institution designated by the Executive Committee.All cheques and withdrawals must be sighed by at least two persons consisting either the President, Secretary General or the Treasurer together with the seal of the Association in order to be valid. (5)The Association must issue official receipt for all money received, and such receipts must be signed by the Treasurer and the person who actually receives the money together with the seal of the Association. (6)The fund of the Association shall be utilised for all activities in line with the objectives of the Association.
CHAPTER 9 : AUDITORS
Rule 25:(i)Two persons who shall not be office-bearers of the Association shall be appointed by the Annual General Meeting once every two years as Honorary Auditors. (ii)The Auditors shall be required to audit the monthly statement of accounts and annual balance sheet and to report to the Executive Committee of any discrepancies in the accounts.Under the instructions of the President of the Executive Committee, the Auditors may at anytime check the accounts of the Association.
CHAPTER 10: IMMOVABLE PROPERTIES
Rule 26: All immovable properties of the Association must be registered in the names of the President, Deputy President, Secretary General and Treasurer.Any sale, assignment or mortgage of the immovable properties must be approved by the Members General Meeting or Members Extra-Ordinary General Meeting.
CHAPTER 11: MATERS NOT INCORPORATED IN THE RULES
Rule 27:The Executive Committee has the power to decide matters relating to the Association which are not stipulated in these Rules.The decisions made by the Executive Committee shall bind all members of the Association unless annulled at the Annual General Meeting or the Extra-ordinary General Meeting.
CHAPTER 12: AMENDMENT OF RULES
Rule 28 :(1)These Rules, if found unsatisfactory, may be altered or amended by a resolution at an Annual General Meeting or Extraordinary General Meeting and such alterations or amendments shall take effect after they are duly approved by the Registrar of Societies.Any amendment to these Rules shall be forwarded to the Registrar of Societies within 28 days of being passed by the General Meeting. (2)All members of the Association shall be notified of any intention to amend the Rules.The proposed amendments shall be sent together with the notification of General Meeting to all members.
CHAPTER 13: PROHIBITIONS
Rule 29:(1)There shall be strictly no smoking of opium or consumption of any kind of dangerous drugs within the premises of the Association. (2)The following gamblings are strictly prohibited in the premises of the Association: Roulette, Lotto, Fan Tan, Poh, Peh Bin, Balankai, Pai Kau, Tau Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty-one, Thirty-one, Ten and a half, all game of dice, Banker's game and all games of mere chances. (3)The Association shall not engage in any trade union activities as stipulated under the Trade Union Ordinance 1959. (4)Unless approved by the authority concerned the Association shall not offer for sale whether to members of the Association or not any lottery ticket whether in the name of Association, the office-bearers, the Executive Committee or the members.
CHAPTER 14: DISSOLUTION
Rule 30:(1)The Association shall only be dissolved if the Annual General Meeting or the Extraordinary General Meeting attended by not less than three-fifths of the members passes the resolution for the same. (2)The Association after having been resolved to be dissolved shall first discharge all its debts and liabilities.The disposal of the balance sum shall be decided at the General Meeting of members. (3)Notice of dissolution shall be forwarded to the Registrar of Societies within 14 days of its dissolution.
CHAPTER 15: INTERPRETATION
Rule 31:(i)Between Annual General Meetings the Executive Committee shall interpret the Rules of the Association and when necessary determine any point on which the rules are silent. (ii)Except where they are contrary to or inconsistent with the policy previously laid down by the General Meeting the decisions of the Executive Committee shall be binding on all members of the Association unless and until countermanded by a resolution of a General Meeting.
*Remarks:These Rules were adopted by the Annual General Meeting of members held on 26-3-1995 and approved by the Registrar of Societies on | 
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