Scholar's Scrabble Club

CLAUSE 1. NAME

This club is known with the name of SCHOLAR’S SCRABBLE CLUB, which is abbreviated as SSC in this constitution.

CLAUSE 2. ADDRESS AND MANAGING DEPARTMENT

2.1 Registered Address:-

The registered address (includes the official address, postal address and operational centered address) for SCHOLAR’S SCRABBLE CLUB is at NO.9, JALAN TASIK ARA 4, PANTAI SEPANG PUTRA, 43950 SUNGAI PELEK, SEPANG, SELANGOR.

2.2 . This registered address should not be changed nor altered without the acknowledgement of the Main Committee of the Club and only could be enforced after receiving a written approval from the Commissioner. Any changes in the registered address have to be informed to its combined organizations in the district.

CLAUSE 3. DEFINITION

3.1 The CLUB mentioned is SCHOLAR’S SCRABBLE CLUB

3.2 ANNUAL GENERAL MEETING is the annually held meeting by this Club as mentioned in Clause 14 in this constitution.

3.3 EXTRAORDINARY GENERAL MEETING is the meeting held by the Club as stated in Clause 16 in the Consitution.

3.4 MAIN COMMITTEE is the highest committee that administrates the Club and has the executive power to legislate and implement the policies of the club as mentioned in Clause 17 of the Constitution.

3.5 COMMITTEE is the legal committee formed or elected under this Constitution, as mentioned in Clause 21.

3.6 EXECUTIVE MEMBER refers to all the Main Committee Members and any member who has been given the power to carry out the responsibility and the roles of the Club.

3.7 OFFICE BEARERS are the members chosen and elected during the Annual General Meeting or elected by the President or the Main Committee of the Club.

3.8 OFFICE is the registered address of the club as stated in Clause 2 in this Constitution.

3.9 MEMBERS refers to the members as mentioned in Clause 6 in this Constitution.

4.0 COMMISSIONER refers to the Sports Commissioner who is elected under the Section 10 of Sports Development Act 1997.

CLAUSE 4. OBJECTIVES AND ROLES

4.1 The objectives of the club are as mentioned below:

(a) To plan and organise activities pertaining to Scrabble among the members;

(b) To promote, encourage and develop Scrabble within the level of the club;

(d) To collaborate with the representative organisation within district level.

4.2 Roles of the club are as mention below:

(a) Acts as an organisation that handles, promotes and manages Scrabble game within the club;

(b) To plant and open the minds of members towards the rules of Scrabble game;

(d) Organises or aids in organising, as well as becoming the home of the competition for Scrabble at club level. Organisation of Scrabble game at district, state or national level has to be approved by the organisers.

(e) Maintain a good relatioship with the organizers as well as with other games organisation or agencies;

(f) Ensure the selection procedure to represent a club for any competition is open and fair;

(g) Ensure each program and activity is based on this constitution and its rules;

(h) Ensure the consitution and the rules of the club is obeyed by all members;

(i) Ensure the reports of activities and the audited financial accounts for the previous financial year is prepared.;

(j) Ensure the practical activity or business carried out for finanical support of the Club does not disobey the rules and laws of the country; and

(k) Ensure the profits obtained by the Club through any business or investment is used for the upgrading, development and progress to achieve the objectives and aims of the Club. Nevertheless, the income does not affect the expenditure or payment of the members and workers of the Club. The Club is allowed start an enterprise and own assets, with the profits saved in the Saving Account of the Club.

CLAUSE 5. LOGO / BADGE

The Logo / badge of the Club is triangular. The green outline represents the colour of the Scrabble board, whereas the yellow colour filling the triangle represents the colour of the tiles. The abbreviation ‘SSC’ is written in the triangle, meanwhile its full name, Scholar’s Scrabble Club’ is written in full in the rectangle below the triangle.

CLAUSE 6. MEMBERSHIP

The membership of the club is divided into 2 categories:

6.1 Adult Member

Consists of individuals aged 18 years old and above.

6.2 Teenage Member

Consists of individuals aged below eighteen (18) years old who had received a written approval from their parents/ guardian.

6.3 Honourable Member

Consists of individuals who have been served for the Club or individuals who have contributed to the Club.

CLAUSE 7. MEMBERSHIP FEE

7.1 Each member has to pay the registration and annual fees to the Club as stated below (lifetime membership fee is optional

7.2 Annual membership fee has to be paid to the treasurer every year before 1st April. The member is not allowed to attend the Annual General Meeting if unable to submit the payment.

7.3 Membership can be terminated if the member fails to complete the annual fee within three months time.

7.4 Any member who has the membership terminated and intends to become a member again has to submit a new application including the registration and annual fee fees, and RM10.00 as penalty. The recruitment of the member depends on the approval of Main Committee.

CLAUSE 8. MEMBERSHIP APPLICATION

8.1 Membership can be applied by filling the application form and submitting it to the Secretary. The Main Committee can either approve or deny the application.

8.2 If a membership application is denied, the reasons of rejection shall be forwarded to the applicant in writing.

CLAUSE 9. PRIVILEGES AND THE RIGHTS OF A MEMBER

9.1 All members have the rights and privileges as follows:

(a) Has the rights to participate any activity organized by the Club;

(b) Has the rights to receive a free copy of the consitution of the Club during registration, and is given only once; and

9.2 Every member shall acknowledge and agree to abide by::

(a) The constitution, laws and regulations including the minor rules and best practices as accepted by the local and international games organization;

(b) Every jurisdiction of the club; and

CLAUSE 10. RIGHTS TO VOTE IN GENERAL MEETING

10.1 Adult Member

All members who have completed the annual fee payment before 1^st April has the rights to vote and be voted in the Annual General Meeting.

10.2 Youth Member

All members who have completed the annual fee payment before 1st April are allowed to attend the Annual General Meeting, but disallowed to vote and be voted in the Meeting.

10.3 Honourable Member

Respectful Member are disallowed to vote and be voted but allowed to attend the Annual General Meeting as an observer.

CLAUSE 11. REPRESENTATIVE FOR ANNUAL GENERAL MEETING

11.1 Every member has the rights to attend the Annual General Meeting.

11.2 The names of the members have to submitted to the Secretary in writing at least seven (7) days before the Annual General Meeting is held.

CLAUSE 12. DISCIPLINE OF EXECUTIVE MEMBERS AND OFFICE BEARERS

Disciplinary Committee will, if any members, executive members or office bearers:

(a) Has contravened, failed, refused or did not obey any rules or regulations including the failure to fulfill the commitment as a member, as stated in Clause 9:2;

(b) Acts irrationally or harms the club and its roles, as well as against the aim of the club and the game itself; and

(c) Brings disrepute to the Club, its members, the game and nation, can start disciplinary proceedings against a member, executive member or office bearers, subjected to the power, disciplinary procedures as prescribed by the Main Committee. Members, executive members and office bearers who are involved are able to obtain natural justice.

CLAUSE 13. QUITTING, SUSPENDING AND DISMISSING A MEMBER/ EXECUTIVE MEMBER OR OFFICE BEARERS

13.1 The written application from any member or office bearers who wants to quit as a member will be approved by the Main Committee and is then assumed as a non-member of the club.

13.2 Suspension or dismissal of a member can be made by the Disciplinary Committee after going through the process of natural justice.

13.3 Retrenchment or dismissal of any executive member or office bearers who are appointed by the President or Main Committee is subjected to the conditions in the appointment.

13.4 Any member or board member who acts against the constitution of the club may be expelled or have the membership or post being suspended for an appropriate period. The member or office bearer has to be given a letter before being expelled or supended.

13.5 Suspension or dismissal has to be enforced on the date specified by the Disciplinary Committee.

13.6 Any member, executive member or board member who has been dismissed or suspended can appeal to the Main Committee within fourteen (14) days from the date of the verdict of the Main Committee.

13.7 The Main Committee has the ability to either accept, reject or make any other relevant decision made by the Disciplinary Committee and the decision of the Main Committee is final.

CLAUSE 14. ANNUAL GENERAL MEETING

14.1 The Annual General Meeting is the meeting attended by all the members of a club. It is the highest legislative authority in making decisions.

14.2 The Annual General Meeting has to be hold before 30^th April annually.

14.3 If the club fails to hold its Annual General Meeting in accordance with the period stated in Clause 14.2 and 14.7, the club has to refer to the commissioner for an extension of time to hold the Annual General Meeting.

14.4 Annual General Meeting Notice

(a) Two (2) Annual General Meeting notice has to be sent in a writing either through fax, e-mail, registered post or in person..

(b) The first notice has to be distributed to the members at least thirty (30) days before the Annual General Meeting stating the following matters:

(1) Date

(2) Day

(3) Time

(4) Venue

(c) The second notice has to issued to each member at least twenty one (21) days before the Annual General Meeting stating the following matters:

(1) Agenda

(2) Activity report

(3) Financial report

(4) Information form for representative to the Annual General Meeting

(5) Nomination form (if required)

(6) Resolution request form from members to be brought to the Annual General Meeting

14.5 Proposal

(a) Proposal has to be submitted to the secretary in a writing at least fourteen (14) days before the date of Annual General Meeting..

(b) If the proposal is rejected by the Main Committee, the proposal or a new proposal with the similar content should not be made again. The proposal can only be re-submitted after six months from the date of Annual General Meeting.

14.6 Quorum

(a) The quorum required for Annual General Meeting should not be less than half of the number of the members entitled to vote.

(b) If the quorum is not sufficient after the meeting is held, thus the members present can proceed with the meeting but disallowed to amend the constitution and make any decision relating to the interest of members.

14.7 Extension for the Annual General Meeting

(a) For any adjourned Annual General Meeting other than the agenda 14.3, the president, with the concurrence of two third (2/3) of the members of the meeting entitled to vote, is allowed to adjourn the meeting to another date and venue.

(b) If the Annual General Meeting is extended for a period not more than thirty (30) days, the meeting can be continued without producing a notice. It is to solve the adjourned agenda of the meeting.

(c) If the meeting is adjourned for more than thirty (30) days, a notice on the new meeting has to be issued. It is to solve the incomplete agenda of the previous meeting..

14.8 Operation of the Annual General Meeting

(a) Any issues raised during the Annual General Meeting pertaining to the agenda of the meeting, procedures and the methods of operation of the meeting has to be referred to the chairperson of the meeting, whose decision is final.

14.9 Methods of Voting and Results

14.9.1 For any results produced through votes, the voting should be carried out by:

(a) Raising hands; or

(b) if asked by:

(i) President with the concurrence of the majority of the meeting members; or

(ii) half (1/2) of the meeting members entitled to vote with ballots..

14.9.2 The poll results has to be declared by the President as soon as the counting process is over and the results have to recorded in the minutes of the meeting.

14.1 Document Delivery and Annual General Meeting Minutes

(a) The Secretary has to distribute every unapproved Minutes of the Annual General Meeting to the members within thirty days period from the date of meeting..

(b) The Secretary has to submit the documents to the Commissioner as prescribed within thirty days from the date of Annual General Meeting. The documents are:

(1) Committee Meeting Minutes as decided by the Annual General Meeting;

(2) Annual General Meeting Minutes;

(3) Annual activity report;

(4) Annual financial report;

(5) List of the current Committee members

(6) Other documents as instructed by the Commissioner

CLAUSE 15. ANNUAL GENERAL MEETING AGENDA

15.1 Annual General Meeting agenda has to consist of the following::

(a) Receive and confirm the previous Annual General Meeting Minutes;

(b) Receive and approve the reports from the Committee on club activities carried out during the previous year;

(d) Election of the Main Committee members (if applicable); and

(e) Other related issues.

CLAUSE 16. EXTRAORDINARY GENERAL MEETING

16.1 Extraordinary General Meeting can be carried out in the following situations;

(a) According to the requirement of the President

(b) If there is anything important to the Main Committee; or

(c) With written request from not less than half (1/2) of the members entitled to vote by stating the purposes and reasons.

16.2 Extraordinary General Meeting, as requested has to be hold within one (1) month period from the date of receipt of the requisition.

16.3 Secretary has to distribute the notice and agenda regarding the Extraordinary General Meeting to all the members within fourteen days before the date fixed for the meeting.

16.4 The Extraordinary General Meeting quorum is as the same as the Annual General Meeting quorum. If the quorum is not sufficient after thirty minutes the meeting was set, thus the meeting has to be adjourned to the same time, day and venue on the following week, or as fixed by the President, and if the quorum for the adjourned meeting is still not enough, thus the meeting has to be cancelled.

16.5 No Main Committee election can be carried out during the Extraordinary General Meeting.

CLAUSE 17. MAIN COMMITTEE

17.1 The Main Committee has to consist of:

(a) A President

(b) A Vice President 1

(d) A Secretary

(e) A Vice Secretary

(f) A Treasurer

(g) A Vice Treasurer

(h) Five (5) Committee Members

(i) A Data Manager

(j) A Tournament Coordinator

(k) Two (2) Auditors

17.2 Main Committee has to be elected in the Annual General Meeting and holds the post for a period of two (2) years.

17.3 Office bearers in the Main Committee and the other committees has to be:

(a) A Malaysian citizen.

(b) Eighteen (18) years old and above;

(d) Not imposed with disciplinary acts by any game organizations in the past 5 years;

(e) Not committed in any crime or civil cases with imposition not less than RM2,000 in the past 5 years; and

(f) Rational.

17.4 Any office members who is convicted in the Court on a criminal charge should to be dismissed immediately.

17.5 If there is a vacancy in the Main Committee due to resignation or death of the member, the candidate with the second highest votes during the previous election of Main Committee automatically holds the post. If there is no such candidate or the candidate refuses the offer, the election has to be brought forward to the following Annual General Meeting.

CLAUSE 18. ROLES OF MAIN COMMITTEE

18.1 The roles of the Main Committee are as mentioned below:

(a) Establishing Sub-Committee;

(b) Electing the President of Sub-Committees;

(d) Manage and administrate the Club systematically;

(e) Plan, carry out and rate the programs of the Club.;

(f) Investigate and suggest programs and the expenditures related;

(g) Approve or amend the rules to be debated in the Annual General Meeting or Extraordinary General Meeting;

(h) Consider the appeals on the decision of Disciplinary Committee;

(i) Monitor and ensure all members, executive members and office bearers comply with the constitution and rules of the Club;

(j) Develop and drafting a strategic plan for the development of game at club level;

(k) Take disciplinary actions against any office bearer who violates the constitution and rules of the Club;

(l) Consider applications for Club member; dan

(m) Solve any rules disobeying, minor rules disobeying and discipline problems among executive members, office bearers and members according the prescribed procedures.

CLAUSE 19. ROLES OF MAIN COMMITTEE MEMBERS

19.1 President

President, at the post, has to be the President in all the Main Committee meetings and responsible to conduct all the meetings and for the discipline of the members.

19.2 Vice President 1

The Vice President 1 has to assist the President in carrying responsibilities to manage the administration of the club. The Vice President 1 should deputize and carry out the responsibilities of the President during the absence of President.

19.4 Secretary

The Secretary is responsible in the management dan administration of the Club in accordance with the Constitution and carry out the instructions made by the General Meeting and the Main Committee. The Secretary is also responsible for correspondence, keeping any documents such as books, letters and papers except for the balance sheet book and financial book. The Secretary has to attend all meeting dan prepare the notes for the meetings.

19.5 Treasurer

Treasurer has to make a collection of the registration fees and keep the record books. The Treasurer should also ensure the consistency in the details for the records and account books.

CLAUSE 20. MAIN COMMITTEE MEETING

20.1 The Main Committee has to hold a meeting at least once in every three (3) months period. Notices for every meeting have to be distributed to the members within seven (7) days before the date of meeting hold. The President, either individually or with one third (1/3) of the committee members may hold the Main Committee Meeting at any time.

20.2 The Main Committee quorum should not be less than half (1/2) of the number of Main Committee members.

CLAUSE 21. SUB-COMMITTEES

21.1 The Main Committee can establish the any relevant committee to aid in the administration of the Club, such as:

(a) Financial Committee

(b) Disciplinary Committee; and

21.2 Role of the Presidents of Sub-Committees

The President of the Sub-Committee has to carry out tasks as directed by the Main Committee.

21.3 Roles of Sub-Committees

(a) Financial Committee

President of the Financial Committee has to preside at all the Financial Committee meeting held and elect its committee members. The main role of this Committee is to find sources of income for the Club such as sponsorship, grants from Government, donations and other legal ways as in the regulations of the club and the law of country.

(b) Technical Committee

The President of the Technical Committee has to preside all the Technical Committee meeting held and elect its committee members. The main role of this Committee is to inspect, coordinate and enforce the rules and regulations of the game.

The President of the Selection Committee has to preside at all Selection Committee meeting held and elect its committee members. The main role of this Committee is to identify the players to be recommended to Main Committee to represent the club for sports in any competitions.

(d) Competition Committee

The President of the Competition Committee has to preside at all Competition Committee meeting held and elect its committee members. The main role of this Committee is to organize competitions at club level.

Disciplinary Committee

President of the Disciplinary Committee has to preside all Disciplinary Committee meeting and elect the committee members. The main role of the Committee is to decide cases of misconducts and punishments for the member.

CLAUSE 22. FINANCIAL

22.1 The financial sources of the club can be obtained by:

a. Annual fees and penalty for recruiting an ex-member;

b. Donations and sponsorships;

c. Grants from the Government and the allowed organizations;;

d. Income from the business of club; and

e. Other sources which are allowed by the law of the country.

22.2. The income gained by the Club has to be used to achieve the objective as stated in the Clause 4.1 in the Constitution.

22.3 All payments cheques and vouchers has to be signed by the Treasurer and the President or Secretary.

22.4 Expenditure exceeding RM500.00 at once should not be made without the approval from the Main Committee.

22.5 Expenditure less than RM500.00 at once can be made without the approval from the Main Committee..

22.6 Expenditure exceeding RM10,000.00 at once has to be approved by the Annual General Meeting or Extraordinary General Meeting..

22.7 Treasurer is not allowed to keep an amount of cash exceeding RM500.00 at once. The exceeded amount has to be saved in the Club account.

22.8 The Statement of Income and Expenditure for a whole year has to be prepared by the Treasurer dan audited by the Auditors within thirty (30) days period from the end of the financial year. The Income and Expenditure Statement which is audited has to be submitted for the approval from the next Annual General Meeting.

22.9 The financial year of the Club is from 1st january until 31 December every year.

CLAUSE 23. AUDITORS

23.1 Two non-members in post in the Main Committee can be elected as auditors. The election made has to done in the Annual General Meeting. The post is held for two years period and is then reelected.

23.2 The role of Auditor is to inspect the financial statements of the club and prepare a report and approval based on the financial statements..

23.3 The Annual General Meeting can also elect an Audit Firm who is responsible to carry out the auditing tasks of the Club.

CLAUSE 24. DISCRIMINATION, EXPLOITATION AND SEXUAL ABUSE

24.1 The Club and its members including the individual, executive members, coach and the athlete are responsible to ensure justice and equality, regardless of gender, religion or race.

24.2 The Club has to ensure there are no exploitations, physical, mental and sexual abuse on any members of the Club.

CLAUSE 25. SAFETY, INSURANCE AND MEDICAL

25.1 The Club is responsible for the member or athlete who has participated in any tournaments or competitions locally or internationally.

25.2 The Club member or athlete who has participated in any tournaments, competitions either locally or internationally has to be protected with the insurance funded and managed by the Club.

25.3 The Club is responsible for preparing medical facilities for the respective member or athlete who has participated in any tournaments or competitions either locally or internationally.

CLAUSE 26.INTERPRETATION OF LAW

In the Annual General Meeting, the Main Committee is allowed to provide interpretations on the issues which are not included in the constitution, taken into account that the interpretation is not against the policies and objectives of the club..

CLAUSE 27. INTERNAL DISPUTE

The Main Committee with the cooperation of Disciplinary Committee are responsible to establish a mechanism to deal with disputations that arises among the members in accordance with the procedures prescribed in the regulations of the club. If the disputation could not be solved, the club has to refer to the sports organisation at district level for a resolution.

CLAUSE 28. PATRON OR ADVISOR

If needed, the Main Committee can elect certain individuals as patrons or advisors for this club. The Patron or Advisors have no authority in the administration and do not have rights to vote and be voted.

CLAUSE 29. CONSTITUTION AMENDMENT

29.1 This constitution should not be amended except with the decision made by two third (2/3) of the members entitled to vote in the Annual General Meeting or Extraordinary General Meeting.

29.2 Any amendment to the Constitution has to be submitted to the Commissioner within thirty (30) days from the date approved by the Annual General Meeting and Extraordinary General Meeting. This amendment should not be enforced as long as the written approval from the Commissioner is not received.

29.3 The Commissioner can direct the club to amend a Constitution when there is a need to do so.

CLAUSE 30. DISALLOWANCE

30.1 Any form of gambling and activities against the Malaysian law are prohibited in the club premises..

30.2 The club should not involve, collaborate or have any forms of relationship with any political activity or any political party and use the name of club in any political issues.

CLAUSE 31. DISBANDMENT

31.1 This club can be disband in Extraordinary General Meeting with the acceptance from two third of the club members entitled to vote.

31.2 If the club is disband as the abovementioned, thus all remaining balance or property (assets) has to be submitted to the Chief Director of Malaysian Insolvency Department.

31.3 The decision of disbandment has to be forwarded to the Commissioner within fourteen (14) days from the date of disbandment with the forms prescribed by the Commissioner.

Saturday 4 August 2012

CLAUSE 5. LOGO / BADGE

(b) Technical Committee