PERSATUAN ALUMNI
SEKOLAH KONVEN ST FRANCIS SABAH
[ALUMNI OF ST FRANCIS CONVENT SCHOOL SABAH]

1. The Association shall be known as

PERSATUAN ALUMNI SEKOLAH KONVEN ST FRANCIS SABAH
[ALUMNI OF ST FRANCIS CONVENT SCHOOL SABAH]

Hereinafter referred to as “the Association”.

2. Meaning of name :

3. Level : Negeri

1. The registered address is

SMK ST FRANCIS CONVENT, JALAN KEBAJIKAN
88000 KOTA KINABALU
SABAH

or at such other place as may from time to time be decided by the Committee; and the postal address is

P.O.BOX 20579
88762 KOTA KINABALU
SABAH

2. The registered and postal addresses shall not be changed without the prior approval of the Registrar of Societies.

The aims and objects of the Association shall be as follows:-

  1. to promote solidarity and a feeling of fellowship among its members;
  2. to promote mutual assistance and co-operation among its members;
  3. to promote close co-operation between its member and St.Francis Convent Schools in Kota Kinabalu;
  4. to promote the welfare of the St. Francis Convent Schools; and
  5. to raise funds with the prior approval of the Registrar of Societies and the relevant authorities.
  1. There shall be five types of membership as follows:-
    1. Ordinary Membership
      Ordinary Membership shall be open to all ex-students of St. Francis Convent
      Schools of Kota Kinabalu.
    2. Associate Membership
      Associate Membership shall be open to spouse of member/s, teachers, ex-teachers and ex-principals of the St.Francis Convent schools who subscribes to the objects of the Association and who pays the prescribed fee. She or he shall enjoy all the privileges of membership except the right to vote and to hold elective office.
    3. Life Membership
      At the absolute discretion of the Executive Committee, life membership may be granted to any ordinary member on the payment of RM120.00 who shall thereafter enjoy all the privileges of full membership.
    4. Honorary Membership
      Honorary Membership may be conferred on anyone who is not eligible for Ordinary Membership but whom in the opinion of the Executive Committee has rendered outstanding service to the Association. She or he shall enjoy all the privileges of membership except the right to vote and to hold elective office.
    5. Ex-Officio Membership
      Ex-Officio Membership shall be given to the current Principal/s of the three schools:

      1. Tadika St. Francis
      2. SRK Konven St. Francis
      3. SM Konven St. Francis
  2. Every application for membership shall contain such particulars as may be required by the Executive Committee and shall be forwarded to the Secretary who shall at the first convenient opportunity submit it to the Executive Committee for approval. The Executive Committee may at its discretion reject any application without assigning any reason therefor.
  3. Every applicant whose application has been approved as aforesaid shall upon payment of the prescribed annual subscription be admitted as a member of the Association and shall be entitled to all the privileges of membership.
  4. Only Ordinary Members and Life Members shall have the right to vote and to hold elective office.
  1. Any member who wishes to resign the Association shall give two weeks’ notice in writing to the Secretary and shall settle all subscription due and owing.
  2. Any member who fails to comply with the Rules of the Association or has acted in a manner to bring disrepute upon the Association may be expelled or suspended for a period of time as so determined by the Executive Committee. Before the Executive Committee expels or suspends the member, the member shall be informed in writing of the reason for such expulsion or suspension and given an opportunity to explain and absolve herself/himself in person. Such expulsion or suspension shall be enforced unless otherwise reversed by a General Meeting upon appeal by the said member.
  1. All applicants for Ordinary Membership, Associate Membership and /or Life Membership upon approval shall pay a sum of Ringgit Malaysia Ten (RM 10.00) only as the Entrance fee.
  2. In addition to the Entrance Fee, a Subscription Fee is also payable by the following member/s

    Ordinary Member : RM12.00 per calendar year
    Associate Member : RM 6.00 per calender year

    The annual subscription shall cover the 12 months ending 31st December.
    Applicant/s joining the Association in the course of the year shall be entitled to pay
    the annual subscription on a pro rata basis in respect of the current joining year.

  3. Any member who allows her or his subscription to exceed 12 months in arrears
    shall automatically cease to be a member of the Association unless ruled otherwise
    by the Executive Committee.

A. ANNUAL GENERAL MEETING

  1. The supreme authority of the Association is vested in a General Meeting of the members. At least one half of the total voting membership of the Association or twice the total number of the Executive Committee members whichever is the lesser 3 must be present at a General Meeting for its proceedings to be valid and to constitute a quorum.
  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 14 days) to be decided by the Executive Committee. If the quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall carry on with the business of the day but they shall not have the power to alter the Rules of the Association or to make decisions affecting the whole membership.
  3. An Annual General Meeting of the Association shall be held as soon as possible after the close of each financial year but not later than the 31st March on a date of a time and place to be decided by the Executive Committee. The business of the Annual General Meeting shall be:-
    1. To receive the President’s report on the working of the Association during the previous year;
    2. To receive the Treasurer’s report and the audited accounts of the Association for the previous year;
    3. (Where relevant) to elect an Executive Committee and to appoint auditors for the ensuring term of office; and
    4. to deal with such other matters as may be put before it.

B. NOTICE OF ANNUAL GENERAL MEETING

  1. Notice of the Annual General Meeting or any Extraordinary General Meeting requisitioned by the Executive Committee shall be given to all Ordinary and Life Members not later than twenty-one days before the Meeting and shall include the Agenda, such notice shall whenever possible be given by post but it shall also be deemed to have given if published in a least one daily newspaper circulating in Sabah. The accidental omission to give notice to any member shall not invalidate the proceedings of the Meeting.
  2. Any Ordinary or Life Member desirous of moving any resolution at a General Meeting shall give not less than fourteen days’ notice in writing to the Secretary.

C. EXTRAORDINARY GENERAL MEETING

  1. An Extraordinary General Meeting of the Association shall be convened;-
    1. whenever the Executive Committee deems it desirable; or
    2. at the joint request in writing of not less than twenty four Ordinary and/or Life Members stating the reason/s for which the meeting is required.
  2. An Extraordinary General Meeting requisitioned by members shall be convened not later than fourteen days from the receipt of such requisition. The Secretary shall send to all members at least seven days before the extraordinary meeting an agenda.
  3. An Extraordinary General Meeting requisitioned by members shall be convened not later than fourteen days from the receipt of such requisition. The Secretary shall send to all members at least seven days before the extraordinary meeting an agenda.
  4. Rule 7(A)(i) and (ii) in relation to quorum and the postponement of an Annual General Meeting shall apply also to an Extraordinary General Meeting but with the proviso that if no quorum is present after half an hour from the time appointed for a postponed Extraordinary General Meeting requisitioned by members, the meeting shall be cancelled and no Extraordinary General Meeting shall be requisitioned for the same purpose until after the lapse of a least three months from the date thereof.

D. VOTING

  1. Voting at general meeting may be by show of hands or by secret ballot if the members a the meeting so decide.
  2. Voting at any general meeting may be by proxy provided that the instrument of proxy is lodged with the Secretary not less than forty-eight hours before the General Meeting and it shall state clearly the name of the member/s giving the proxy and the members to whom it is given. A members to whom a proxy is given must be either an Ordinary or Life Member.
  1. The Executive Committee consisting of the following who shall be termed the office bearers of the Association shall be elected at the Annual General Meeting and shall hold office for a term of two years;-
    1. President
    2. Vice-President
    3. Secretary
    4. Asssistant Secretary
    5. Treasurer
    6. Assistant Treasurer
    7. 4 Committee Members
  2. All the office bearers shall be eligible for re-election after each terms of two years. However their term in a particular office shall not exceed two terms i.e. four years consecutively.
  3. The President with the consent of the Executive Committee may appoint not more than four additional Committee Members.
  4. The Executive Committee shall be empowered to appoint Sub-Committees as and when deemed necessary.
  5. Non Malaysia shall not be eligible to hold office.
  6. Nomination/s for office bearers shall be called for during the elections at the Annual General Meeting. No Nomination shall be put to the vote unless it has been accepted by the nominee.
  7. Election shall be by secret ballot, show of hands including voting by proxy and shall be resolved by simple majority. If there is a tie in the number of votes, it shall be resolved by a simple majority vote of the outgoing Executive Committee who are present at the Meeting.
  8. The Executive Committee may co-opt any member of the Association who is entitled to hold office to fill any vacancy in the Committee and such co-opted members shall hold office until next election.
  9. In the event of the office of President or Vice-President becoming vacant, The Executive Committee in remain may elect any member of the Association entitled to hold office including a person who is already a member of the Executive Committee to fill the vacancy and any such member shall hold office of President or Vice-President until the next election.
  1. The President shall preside at all general meetings and Executive Committee Meetings and shall be responsible for the proper conduct of all such meetings.
  2. The Vice-President shall assist the President and in the absence of the President, shall take over the duties of the President.
  3. The Secretary shall convene and attend all meetings and shall record all minutes of the meeting. She shall conduct the business of the Association in accordance with its rules and shall carry out the instructions of the Executive Committee. She shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records. She shall maintain a register of members containing particulars of relevance. She shall within 60 days from the Annual General Meeting or such period of its as provided by the current legal requirements deliver to the Registar of Societies the annual returns of the Association as required under Section 14(1) of the Societies Act, 1966.
  4. The Assistant Secretary shall assist the Secretary in carrying out her duties and shall act for her in her absence.
  5. The Treasurer shall be responsible for the finances of the Association. She shall keep accounts of all its financial transactions and shall be responsible for their accuracy.
  6. The Assistant Treasurer shall assist the Treasurer accordingly.
  7. The Committee Members shall assist in the management of the affairs of the Association.
  8. The duty of the Executive Committee is to organize and supervise the activities of the Association and to make decisions affecting its operation. The Executive Committee may not act contrary to the express wishes of the General Meeting and shall always remain subordinate to the General Meeting.
  9. The Executive Committee shall meet a least once in four months. A notice of such meeting shall be given by the Secretary to all members of Executive Committee not less than 7 days before each meeting. At any meeting, the quorum shall be one half of the total number of Executive Committee Members. The Ex- Officio Members shall not be considered as the Executive Committee and hence shall not be included in the quorum. The President or the Vice-President in the absence of the President in her capacity as Chairman at the meeting shall have in addition to her original vote, a casting vote in the event of a tie in the number of votes.
  10. Where any urgent matter requires the approval of the Executive Committee arises and it is not possible to convene a meeting, the Secretary may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the Executive Committee is deemed to have been obtained:-
    1. the issue must clearly set out in the circular and forwarded to all members of the
      Executive Committee;
    2. at least one half of the Executive Committee must indicate whether they are in favour of or against the proposal;
    3. any decision obtained by circular letter shall be reported by the Secretary to the next Executive Committee meeting and recorded in the minutes thereof.
  1. Subject to the following provisions in this rule, the funds of the Association may be expended for any purpose necessary for the carrying out its object including the expenses of its administration, the payment of salaries, allowances and expenses to its office-bearers and paid staff and the audit of its accounts but they shall on no account be used to pay the fine of any member who may be convicted in a court of law.
  2. The Treasurer may hold a petty cash advance not exceeding RM 500.00 at any one time. All money in excess of this sum shall be deposited in a bank account approved by the Executive Committee. The Bank Account shall be in the name of the Association.
  3. Cheques may be signed on behalf of the Association by the Treasurer together with either the President or the Secretary.
  4. No expenditure exceeding RM 500.00 at any time shall be incurred without the prior sanction of the Executive Committee.
  5. As soon as possible after the end each financial year, a statement of income and expenditure and a balance sheet for the year shall be prepared by the Treasurer and audited by the Auditor/Auditors appointed. The Audited Accounts shall be submitted for approval at the Next General Meeting and copies shall be made available at the place of meeting of the Association for the perusal of members.
  6. The Financial year of the Association shall commence on 1st January to 31st December each year.
  1. The accounts of the Association shall be audited by an Auditor to be appointed at the Annual General Meeting. The Auditor shall be required to audit the accounts of the Association for the ensuing year and to prepare a report or certificate for the following Annual General Meeting. The auditor may also be required by the President to audit the Accounts of Association for any period within her tenure of office at any date and to make a report to the Executive Committee. The Auditor thus appointed shall hold such appointment until the same is terminated by the General Meeting.
  1. Three trustees who must be over 21 years of age shall be appointed at the Annual General Meeting and shall hold office during the pleasure of the Association. They shall have vested in them all immovable property whatsoever belonging to the Association upon the execution of a Deed of Trust.
  2. The trustee/s shall not sell, withdraw or transfer any of the property of the Association without the consent and authority of a general meeting of members.
  3. A Trustee may be removed from office by general meeting on the ground/s that, owing to ill health, unsoundness of mind, absence from the country or for any other reason, s/he is unable to perform her/his duties or unable to do so satisfactorily. In the event of the death, resignation or removal of a Trustee the vacancy shall be filled by a new Trustee appointed by a general meeting.
  1. Between Annual General Meetings, the Executive Committee shall interpret the rules of the Association and when necessary determine any point in which the rules are silent.
  2. Except when 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.
The committee shall if it deems fit and necessary appoint qualified persons to be the Advisor or Patron of the Society. The person appointed must give her/his consent in writing.
  1. No person who is undergoing education in any School or Institutions of higher learning shall be admitted to membership in the Association.
  2. The Association shall not have any affiliation or connection with any society established outside Malaysia.
  3. The following games shall not be played at the premises of the Association ; Roulette, Lotto, fan Tan, Poh, Peh Bin, Belangkai, Pai Kau, Tau Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Dua Puluh Satu, Tiga Puluh Satu, Sepuluh dan Setengah, all dice games, banker’s games and all gems which are dependable entirely on luck.
  4. The Association or its members should not attempt to prohibit or in any way whatsoever disturb the trade or price of goods or to participate in any movement of workers union as defined in Akta Kesatuan Sekerja, 1959.
  5. The Association shall not conduct a lottery whether exclusively for its members or otherwise in the name of the Association or its office bearers or Executive Committee or members, without the approval of the relevant authority.
  6. “Benefit” as specified under Section 2 of the Societies Act, 1966 shall not given by the Association to any of its members.
  1. These rules shall not be amended except by resolution of a General Meeting. Application for such amendments shall be made to the Registrar within twenty-eight days from the date of the decision to make the amendment and shall take effect from the date of their approval by the Registrar of Societies.
  1. The Association shall only be dissolved by an Extraordinary General Meeting called for the purpose. If there is no quorum at the said meeting, it shall be adjourned for a period of not less than one month. At the resumed meeting, the Association may be dissolved by a simple majority vote of those present whether or not there exists a quorum.
  2. In the event of dissolution, all debts and liabilities legally incurred in its behalf shall be fully discharged and remaining funds shall be disposed of in such manner as may be decided upon by a General Meeting. Notice of dissolution shall be given within fourteen days of the dissolution to the Registrar of Societies.
  1. Flag
  2. Logo

    1. The Logo of the Association shall consist of two rings, with one ring enclosed within the other.
      The space within the inner ring is divided into 2 equal parts; the left part depicts a yellow start against a blue background whilst the right part depicts a white lily against a pink background.
      The space between the inner and outer rings is divided into 2 parts; the upper part depicts ALUMNI OF ST FRANCIS CONVENT SCHOOL; the lower smaller part is further divided into 2 equal portions, with the upper portion depicting SABAH with green laurel on each side, whilst the lower portion depicts LOVE SERVE UNITE.
    2. The outer ring represents TOGETHERNESS AND UNITY.
      The yellow star represents GUIDING LIGHT
      The blue background represents LOYALTY AND TRUTH
      The white lily represents PURITY
      The pink background represents PEACE AND JOY, TO LOVE AND SERVE
      The laurel represents ACHIEVEMENT.
      SABAH depicts the state of the country at which the Association is incepted.
      LOVE SERVE UNITE depicts the motto of the Association.
  3. Badge