SICTA Kuching Branch Rules
CLAUSE 14 ESTABLISHMENT AND DISSOLUTION OF BRANCHES
(a) The Central committee may approve the formation of a branch in an area consisting of one or more towns taken together in Sarawak.
(b) A branch shall have at least 20 prospective members before it can be set up.
(c) The Central committee may dissolve a branch if for a consecutive period of 12 months the number of branch members is below 20 members.
(d) A decision to dissolve a branch shall be by a majority vote of the Central Committee.
(e) The order of dissolution shall be signed by the Chairman. Upon receipt of such order, the branch shall cease to function except for the purpose of winding up.
(f) In the event of a branch being dissolved, the Central Committee shall transfer the remaining members to the nearest branch.
(g) In the event of dissolution of a branch, it shall be the responsibilities of the branch committee to deliver to the Chairman all books, records, money and other property in possession of a branch together with the statement of accounts of the branch from the date of last account to the date of dissolution.
CLAUSE 15 GENERAL MEETING OF BRANCHES
(a) Every member’s representatives of a branch of the Association shall have the right to attend, speak and vote at any general meeting of the branch.
(b) The Branch annual general meeting shall be held as soon as possible after the close of each financial year on a date and time to be decided by the Branch Committee but not later than March of each year.
(c) The business of the Branch annual general meeting shall be:
(1) To receive the Branch Chairman, Branch Secretary and Branch Treasurers’ Report and audited accounts of the Branch of the previous year.
(2) To appoint Branch Committee once every two years.
(3) To appoint Branch auditor once every two years.
(4) To deal with such matters which may be put before it of which adequate notice of at least 7 days notice in writing has been given to the Branch Secretary before the annual general meeting.
(d) A Branch extraordinary general meeting shall be convened:
(1) on the instructions of the Central Committee;
(2) whenever the Branch Committee deems it necessary; or
(3) at the request in writing of not less than one-third of the members of the branch, stating the objects and reasons of such meeting;
(e) A Branch extraordinary general meeting requisitioned by branch members shall be convened within thirty days of the receipt of the requisition.
(f) Notice and Agenda (by mail, email or other electronic means) for a branch extraordinary general meeting by the Branch Secretary shall be sent to all members of the branch within 14 days before the date fixed for the meeting.
(g) QUORUM OF BRANCH GENERAL MEETING
(1) The quorum of any branch general meeting shall be one half of the total number of representatives or twice the number of branch committee members, whichever is the lesser.
(2) In the absence of quorum, the meeting shall be postponed to a later date to be decided by the branch committee.
(3) Where no quorum is present at the subsequent date decided in accordance with paragraph (2) above.
(i) A branch annual general meeting shall proceed to business as if a quorum is present
(ii) An extraordinary general meeting requisitioned by members of a branch shall be cancelled and no extraordinary general meeting shall be requisitioned for the same purposes until a lapse of six months from the date thereof.
CLAUSE 16 COMMITTEE OF BRANCHES
(a) A Branch Committee consisting of the followings, who shall termed as the office bearers of the branch, shall be elected at the biennial general meeting;
A Branch Chairman
A Branch Vice-Chairman
A Branch Secretary
A Branch Treasurer
6 Ordinary Branch Committee Members
(b) The office bearers of the branch and every officer performing executive function in the branch shall be Malaysian Citizens.
(i)The election of the office bearers shall be by simple majority vote of the representatives at the general meeting.
(ii) All the office bearers shall be eligible for election. However, the newly elected office bearers shall consist of at least 2 new committee members. If the newly elected office bearers consist of less than 2 new committee members, the newly elected office bearers with the least number of votes shall be replaced by 2 new committee members having the next highest number of votes.
(iii) The Branch Chairman shall not hold office for more than two consecutive terms.
(d) The duties of the Branch Committee shall be to manage the affairs of the branch in accordance with the Constitution of the Association and the instructions of the Central Committee.
(e) The Branch Committee shall meet at least once every three months and 7 days notice or at least 72 hours notice in case of emergency meeting shall be given to the committee members. At least one-half of the committee members must be present for its proceedings to be valid and to constitute a quorum.
(f) Any member of the Branch Committee who fails to attend three consecutive meetings of the Branch Committee without satisfactory explanation shall be deemed to have resigned from the Branch Committee.
(g) In the event of death or resignation of a member of the Branch Committee, the candidates who received the next highest number of votes at the previous election shall be invited to fill the post. If there is no such candidate or if such candidate declines to accept office, the Branch Committee shall have the power to co-opt other member of the branch to fill the vacancy until the next branch annual general meeting.
(h) The Branch Committee shall have the powers to appoint such Branch sub-committees and to delegate to branch sub-committees such powers as may be deemed necessary and expedient, and to withdraw from such sub-committees all or any of the powers so delegated and revoke all such appointments. Any branch sub-committee so appointed shall, in exercising the powers so delegated, conform to any of the regulations that may be from time to time be imposed upon it by the Branch Committee.
CLAUSE 17 DUTIES OF BRANCH OFFICE
(a) The Branch Chairman shall during his term of office preside at all branch general meeting and branch committee meeting and shall be responsible for the proper conduct of all such meetings. He shall have the casting vote and shall sign the minutes of each meeting at the time they are approved.
(b) The Branch Vice-Chairman shall deputies for the Chairman during the latter’s absence.
(c) The Branch Secretary shall conduct the business of the branch in accordance with the rules of the Association and shall carry out the instructions of the Branch general meeting and the Branch Committee as well as those from Central Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records, He shall attend all meetings and record the proceedings.
(d) The Branch Treasurer shall be responsible for the finances of the branch. He shall keep accounts of all financial transactions and shall be responsible of its correctness. The Branch Treasurer shall submit the audited accounts of the branch accounts of the branch to the Honorary Treasurer immediately after the branch’s general meeting.
(e) The Ordinary Branch Committee members shall assist the other office bearers as and when required by the Branch Committee.
CLAUSE 18 BRANCH’S FINANCIAL
(a) All funds accumulated with the branches of the Association and with the Central Committee shall be the common assets of the Association.
(b) Every branch shall contribute equally towards the Central Funds as decided by the Central Committee.
(c) Every branch funds shall be deposited in a bank approved by the Branch Committee. The bank account shall be in the name of the Association. All cheques or withdrawal notices on the Association’s account shall be signed by the Branch Treasurer and countersigned by the Branch Chairman or the Branch Secretary.
(d) The Branch Treasurer may hold petty cash advance not exceeding 300 ringgit only at any one time. No expenditure exceeding 1,000 ringgit shall be incurred without the sanction of the Branch Committee and no expenditure exceeding 10,000 ringgit shall be incurred without the prior sanction of branch general meeting.
(e) All monies, books and other property of the Association held by any branch which is dissolved shall be sent without delay by the Branch Secretary to the Chairman together with the statement of accounts of the branch from the date of last account to the date of dissolution.
(f) All the existing monies, assets, properties and accounts of the Association shall belong to the respective branches.
(g) The financial year of the Branch shall commence on 1st January annually.
CLAUSE 19 GENERAL PROVISIONS REGARDING BRANCHES