Constitution
GURDWARA SAHIB PULAPOL KUALA LUMPUR
1. NAME.
The name of this Society shall be “Gurdwara Sahib PULAPOL KUALA LUMPUR” and hereinafter be referred to as Gurdwara Sahib PULAPOL.
2. REGISTERED OFFICE.
Registered office address shall be GURDWARA SAHIB PULAPOL, Jalan Semarak , 54100 Kuala Lumpur
3. AIMS AND OBJECTIVES.
3.1 To maintain the house of worship (Guru-Ghar) amongst
a) members of the Royal Malaysia Police (RMP) Sikh community and their family members ,
b) the Sikh community in Malaysia
for congregation, prayers and worship, to perform regular baptism (Amrit Sanchar) ceremonies, weddings and maintain a rich spiritual heritage .
3.2 To promote and propagate the teachings of the Sikh Religion, History, Ethics and Morals among its members.
3.3 To actively promote the practice of Sikhism in accordance with the philosophy and guide to the Sikh Way of Life (Sikh Reht Maryada).
3.4 To secure and employ the services of local or foreign Granthis, missionaries, preachers, musicians, and other qualified and competent persons towards promoting the objectives of Gurdwara Sahib PULAPOL.
3.5 To establish, participate and maintain a community center for holding cultural, multicultural, social and sports activities in order to promote racial harmony, tolerance, the spirit of goodwill, co-operation, civic mindedness and better understanding amongst the various races in Malaysia
3.6 To promote and encourage the Sikh identity, Sikh religion, Sikh history and Punjabi culture and ethnic identity while respecting other religions and cultures.
3.7 To actively associate with, and where necessary work together with any other organization having similar objectives, either whole or in part, to those of Gurdwara Sahib PULAPOL and promote unity amongst the Sikh community and to participate in or send representatives to any other similar activities and / or religious meeting.
3.8 To perform any other act or acts conducive to the attainment of the objectives of Gurdwara Sahib PULAPOL.
4. MEMBERSHIP.
Membership is divided into the following categories:
4.1 Ordinary Member
4.1.1 Sikhs serving in the Royal Malaysian Police
4.1.2 Sikhs retired or honorably discharged from the Royal Malaysian Police
4.1.3 Spouse, parents and children of the members under Rule 4.1.1 and Rule 4.1.2 who are over the age of 18 years.
4.2 Life Member
Life membership is open to any member under Rule 4.1. Application has to be made in the prescribed form with a fee of RM100.00 and forwarded to the Hon Secretary. The Management Committee shall be empowered to approve or reject application for life-member without assigning any reason. The applicant shall be notified of the decision by the Hon. Secretary.
4.3 Associate Member and Associate Life Member
Any Malaysian Sikh above the age of 18 years residing in the Federal Territory of Kuala Lumpur and Selangor is eligible to become an associate member or Associate Life Member. For an Associate Life Member, an application has to be made in the prescribed form with a fee of RM100.00 and forwarded to the Hon Secretary. The Management Committee shall be empowered to approve or reject application for life-member without assigning any reason. The applicant shall be notified of the decision by the Honorary Secretary.
5. Application for Membership
Application for membership shall be made in the prescribed form and forwarded to the Hon Secretary. A new member must be proposed and seconded by two members of Gurdwara Sahib PULAPOL.
5.1 The Management Committee shall be empowered to approve or reject application for membership without assigning any reason. The application shall be notified of the decision by the Hon. Secretary.
5.2 The Management Committee shall have the sole authority to approve or reject an application. In the event of an application not being approved the subscription fee shall be refunded by the Management Committee.
5.3 An Associate Member and Life Associate Member shall not have any voting rights and shall not be considered for the purpose of forming quorum of General Meetings.
6. Subscription Fee
The subscription fee shall be as follow:
6.1 Ordinary Member – Annual payment of RM 12 .00 ( Ringgit Malaysia Twelve only)
6.2 Life Member – Onetime payment of RM100.00 (Ringgit Malaysia One Hundred only)
6.3 Associate Member – Annual payment RM 10.00 (Ringgit Malaysia Ten Only)
6.4 Associate Life Member – Onetime payment of RM100.00 (Ringgit Malaysia One Hundred only).
The annual subscription fee under 6.1 and 6.3 shall be one payment and paid within the first month of the year.
7. ADMISSION OF MEMBERS
7.1 There shall be no limit to the number of members of Gurdwara Sahib PULAPOL.
7.2 No new application for membership shall be approved six months before the Annual General Meeting.
8. PRIVILEGES OF MEMBERS.
8.1 All Members shall have the right to participate in all activities of Gurdwara Sahib PULAPOL.
8.2 ALL MEMBERS SHALL HAVE THE RIGHT TO ATTEND ALL ANNUAL GENERAL MEETINGS (AGM) AND EXTRA-ORDINARY GENERAL MEETINGS (EGM).
8.3 All Members who are non-defaulters and not serving any suspension are eligible to serve or hold office in the Management Committee and sub-committees except the office specified under rule 12.3 and 12.4. They shall have the right to nominate, be nominated and vote in the Annual General Meeting for Gurdwara Sahib PULAPOL.
9. RESIGNATION
9.1 An Ordinary member, Life member, Associate or Associate Life Member may resign from Gurdwara Sahib PULAPOL by giving notice in writing to the Honorary Secretary. Such notice of resignation should be accompanied with subscriptions and contribution due to Gurdwara Sahib PULAPOL as on the date of notice.
9.2 Resignation of any Management Committee Member from office shall be by giving one (1) month’s notice and handing over charge of all papers, documents, accounts, cash, articles and other items to the satisfaction of the Management Committee. A resigned committee member shall not have the right to hold office in the Management Committee for the current term and the following one (1) term.
9.3 In the event the member concerned fails, refuses or neglects to hand over any material as stated in Rule 9.2, the Management Committee reserves the right to take whatever action as it may deem necessary to recover whatever said documents.
10. CESSATION OF MEMBERSHIP
Membership of Gurdwara Sahib PULAPOL shall automatically cease for any one of the following reasons:
10.1 upon Death ,
10.2 upon Acceptance of Resignation, as provided by Rule 9,
10.3 upon Termination or Expulsion as provided for by Rule 11.
11. EXPULSION, TERMINATION AND SUSPENSION
11.1 The Management Committee, upon advice from the Disciplinary Committee, reserve the right to Terminate, Expel or Suspend the membership of a member for whose acts or conduct may be considered derogatory or detrimental to the interests of Gurdwara Sahib PULAPOL and who fails to uphold the constitution of the Gurdwara Sahib PULAPOL.
11.2 A member will be notified in writing by the Hon. Secretary and required to answer within 14 days as to why disciplinary action should not be taken against him/her by the Management Committee for acts or conduct that are considered derogatory or detrimental to the interest of Gurdwara Sahib PULAPOL.
11.3 If a member fails to reply within the specified date, the Disciplinary Committee shall have the right to proceed with an inquiry and recommend appropriate action based on its findings to the Management Committee.
11.4 The Disciplinary Committee shall conduct an Inquiry into any disciplinary matter that has been referred to by the Management Committee. The Disciplinary Committee has the right to call members or witnesses for inquiry. Any member who fails to attend the inquiry may be subjected to disciplinary action.
11.5 Such a member shall have the right of appeal against such decision within a period of 14 days from the date of the letter of Termination, Expulsion or Suspension to the Management Committee.
11.6 The Management Committee reserves the right to consider such appeal, and take appropriate action against the member provided it be approved by not less than half (1/2) of the members of the Management Committee.
12. MANAGEMENT
12.1 The Management of Gurdwara Sahib PULAPOL shall be vested in the hands of the Management Committee.
12.2 The Management Committee shall comprise of;
12.2.1 One President,
12.2.2 One Deputy President,
12.2.3 One Honorary Secretary,
12.2.4 One Honorary Treasure,
12.2.5 One Assistant Secretary,
12.2.6 One Assistant Treasurer,
12.2.7 One official for Religious Affairs (Dharam Parchaar),
12.2.8 One official for Disciplinary Committee,
12.2.9 One official for Youth (Naujawan)/Sports and Recreational Affairs,
12.2.10 One official for Kitchen Affairs (Langgar),
12.2.11 One official for Building Management & Maintenance Affairs and
12.2.12 One official for Ladies Affairs (Istri Satsang).
12.3 The office of the President and Deputy President will be elected from:
12.3.1 Members under Rule 4.1.1, 4.1.2 or
12.3.2 Life Members under Rule 4.2, who are serving or retired police officers.
12.4 The office of the Honorary Secretary and Honorary Treasurer will be elected from
12.4.1 Rule 4.1.1, 4.1.2, 4.1.3 or
12.4.2 Life Members under Rule 4.2
12.5 The remaining 8 (Eight) officials in the Management Committee will be elected of which a maximum of 4 (Four) can be from Associate or Associate Life Members.
12.6 The Management Committee reserves the right to decide on the replacement of any member who vacates, resigns or of death of a Management Committee member during the term of office.
12.7 If a vacancy arises in the Management Committee, such a vacancy may or may not be filled at the discretion of the Management Committee.
13. ELECTION OF MANAGEMENT COMMITTEE MEMBERS
13.1 The Management Committee members shall be elected Biennially.
13.2 A member can hold the office of a President continuously for two terms. He/She shall vacate the office immediately after a continuous two term but may hold office after a one term break.
14. DUTIES AND PRIVILEGES OF THE MANAGEMENT COMMITTEE.
14.1 To carry out decisions agreed upon by the general body of members during the General Meetings and to consider and adopt ways and means to further the objectives, interests and advancement of Gurdwara Sahib PULAPOL within the framework of the Sikh Religion.
14.2 To manage Gurdwara Sahib PULAPOL and to refer any matters of Policy, or of any Special Nature (out of the ordinary) to the General Meeting for discussion and /or approval.
14.3 To maintain true and accurate accounts of all monies received and expended.
14.4 To approve or reject application for membership of Gurdwara Sahib PULAPOL.
14.5 To disqualify, expel, suspend and cease any member whose acts or conduct may be considered derogatory or detrimental to the interest of Gurdwara Sahib PULAPOL and or Sikh religion or who has committed a breach of the rules of Gurdwara Sahib PULAPOL.
14.6 To fill any vacancies arising among the Management Committee.
14.7 To set up or dissolve Sub-Committee(s) who shall be fully responsible to the Management Committee. The terms of Reference for such committee(s) shall be provided by the Management Committee for proper and professional functioning and to receive and consider their reports.
14.8 To be the sole authority to call for any Extra Ordinary General Meeting (EGM) requested by the members of Gurdwara Sahib PULAPOL.
14.9 To maintain all register and records of Gurdwara Sahib PULAPOL in a systematic and professional way.
14.10 To deal with matters affecting Gurdwara Sahib PULAPOL or the Sikh Community not covered by the Rules.
15. RESPONSIBILITIES OF MANAGEMENT OFFICE BEARERS
15.1 It shall be the duty of every office bearer to faithfully carry out the duties entrusted to him or her and punctually attend all Meetings of Gurdwara Sahib PULAPOL.
15.2 The President of Gurdwara Sahib PULAPOL shall;
15.2.1 conduct and regulate all General Meeting, the Management Committee Meetings, or any other committee meetings of which he may be a member according to the Rules and shall be responsible for overall supervision of all aspects of the functioning of Gurdwara Sahib PULAPOL.
15.2.2 be fully responsible for all decisions taken by the Management Committee during his term of office.
15.2.3 be responsible for the transfer all Records, Assets, Cash, and Bank Accounts duly audited when outgoing to the incoming President and Management Committee.
15.3 The Deputy President shall:
15.3.1 assist the President in performing the Presidential Duties of Gurdwara Sahib PULAPOL.
15.3.2 chair any Meeting of Gurdwara Sahib PULAPOL when the President is unable to attend.
15.4 The Honorary Secretary shall:
15.4.1 execute the decision of the Management Committee and the general body.
15.4.2 attend to all correspondence and be responsible for all the written records of Gurdwara Sahib PULAPOL.
15.4.3 convene all Meetings and be responsible to record the minutes of all meetings
15.4.4 prepare and issue Agenda and Notice of all General and Committee Meetings and the distribution of the Annual Report, Annual Accounts and to all members of Sikh Temple Gurdwara Sahib PULAPOL by the stipulated date.
15.4.5 receive any Application for Membership Forms and submit to the Management Committee for approval and to maintain and update proper register of records of all members.
15.4.6 Prepare news letters to be distributed amongst members
15.4.7 act as Stage Secretary and maintain decorum
15.5 The Assistant Honorary Secretary shall:
15.5.1 Assist and perform all duties delegated or assigned to him by the Honorary Secretary.
15.5.2 Act in capacity of the Honorary Secretary during his absence.
15.6 The Honorary Treasurer shall:
15.6.1 Be directly responsible for all the financial aspects of Gurdwara Sahib PULAPOL.
15.6.2 Be responsible for keeping and posting detailed records of all register books of accounts and updating them as required.
15.6.3 Receive all monetary donations and monies due to Gurdwara Sahib PULAPOL and issue receipts from the official Gurdwara Sahib PULAPOL receipt books.
15.6.4 Keep a complete and updated record of all donations in cash or kind made to Gurdwara Sahib PULAPOL.
15.6.5 Be responsible for the proper and legal maintenance of all Gurdwara Sahib PULAPOL bank accounts.
15.6.6 Be responsible to prepare the Statement of Accounts and Balance Sheet Gurdwara Sahib PULAPOL at the end of the financial year.
15.7 Committee Member(s) may shall:
15.7.1 Be required to be the Chairman or deputy in Sub Committee that shall be formed by the Management Committee.
15.7.2 Be required to perform such duty in a responsible and professional manner.
16. MEETINGS.
16.1 All meetings of Gurdwara Sahib PULAPOL shall be held at the premises of Gurdwara Sahib PULAPOL unless any unforeseen circumstance prohibits the meeting to be held at the said premises.
16.2 Minutes of all meetings and proceedings shall be recorded in the Punjabi Language or English or Bahasa Malaysia
16.3 Any member, whilst speaking at a meeting shall address the Chair and the Ruling of the Chair must be obeyed.
17. ANNUAL GENERAL MEETING (AGM)
17.1 The Annual General Meeting of Gurdwara Sahib PULAPOL shall be held after the end of the financial year, but not later than 31st March every year.
17.2 At least Fourteen (14) days notice shall be given to all the members together with an Agenda for the AGM with the minute of the proceeding Annual General Meetings (AGM/EGM), annual reports, audited accounts and any other matters and document relevant.
17.3 To elect the Management Committee members of Gurdwara Sahib PULAPOL namely the President, Deputy President, Secretary, Assistant Secretary, Treasurer and 7 (seven) committee members.
17.4 The business of the Annual General Meeting shall be to:
17.4.1 To read, consider and confirm the minutes of the previous AGM.
17.4.2 To read, consider and confirm the minutes of any Extra Ordinary General Meeting that may have been held in the previous year.
17.4.3 To read receive, consider and if approved to adopt the Annual Report of the previous year.
17.4.4 To receive, consider and approve estimates of income and Expenditure for the ensuing year.
17.4.5 To consider, discuss and make decisions on any other matter brought by the Management Committee that would further the aims, objectives and interests of Gurdwara Sahib PULAPOL.
17.4.6 To consider any other matter brought up by the members and for which not less than Seven (7) days notice in writing has been given to the Honorary Secretary.
17.4.7 The President shall be the Chairman of the AGM and shall relinquish his position as Chairman prior to the announcement by the Election Chairman.
17.4.8 All amendments or deletions to the Rules and Constitution shall be brought into effect after/with the written approval of the Register of Societies and adopted at an AGM.
18. EXTRA ORDINARY GENERAL MEETING (EGM)
18.1 The Management Committee shall reserve the right to call for an Extra-Ordinary General Meetings whenever necessary.
18.2 The Management Committee shall call for an EGM when there is any matter at hand that requires the decision of General membership.
18.3 The Management Committee shall call for an EGM within Fourteen (14) Days of receipt of such request. A Seven (7) days notice of Agenda for an EGM will be send to all members.
18.4 The Management Committee shall reserve the right to reject a request of an EGM if any of the above provisions are not met.
18.4.1 For every EGM twenty (20) or one third (1/3), whichever is less of Ordinary and Life Members who are non-defaulters and not serving any suspension in Gurdwara Sahib PULAPOL shall form a quorum.
18.4.2 If within one hour from time fixed for an EGM, if no quorum is present, the meeting shall stand adjourned to a later date (not exceeding 30 days) fixed by the Management Committee.
18.4.3 Notice of the adjournment shall be sent to all Members.
18.4.4 Quorum for an adjourned EGM shall be not less the Fifteen (15) Ordinary and Life Members who are non-defaulters and not serving any suspension in Gurdwara Sahib PULAPOL.
18.4.5 If within one hour from time fixed for an adjourned EGM, if no quorum is present, the meeting shall stand adjourned to a later date (not exceeding 30 days) fixed by the Management Committee.
18.4.6 Notice of the adjournment shall be sent to all members.
19. QUORUM FOR MEETING
19.1 Annual General Meeting (AGM)
19.1.1 For every Annual General Meeting (AGM) twenty (20) or one third (1/3), whichever is less of Members who are non-defaulters and not serving any suspension in Gurdwara Sahib PULAPOL shall form a quorum.
19.1.2 If within one hour from time fixed for an AGM, if no quorum is present, the meeting shall stand adjourned to a later date (not exceeding 30 days) fixed by the Management Committee.
19.1.3 Notice of the adjournment shall be sent to all members.
19.1.4 Quorum for an adjourned AGM shall be not less the Fifteen (15) Members who are non-defaulters and not serving any suspension in Gurdwara Sahib PULAPOL.
19.1.5 If within one hour from time fixed for an AGM, if no quorum is present, the meeting shall stand adjourned to a later date (not exceeding 30 days) fixed by the Management Committee.
19.1.6 Notice of the adjournment shall be sent to all members.
19.2 A Management Committee Meeting.
19.2.1 Five (5) members of the Management Committee shall form the quorum.
19.2.2 If within thirty (30) minutes from the appointed time of a Management Committee Meeting there is no quorum present, the Meeting shall adjourned to a date and time fixed by the members present.
19.2.3 Notice of the adjournment shall be given to all members of the Management Committee as provided for.
20. VOTING
20.1 ALL Members who are non-defaulters and not serving any suspension are entitled to vote at an AGM to elect the Management Committee.
20.2 In the case of non-unanimity, decisions may be majority of vote and in the event of votes being equal; the President/Chairperson shall have casting vote at all AGM of Gurdwara Sahib PULAPOL.
20.3 Appoint two (2) persons amongst the members present to be auditors.
21. DECISIONS
A Majority of two-third (2/3) of Ordinary and Life Members present at an AGM and / or EGM is essential to amend or repeal any previous decisions of a General Meeting and for rescinding, mending or changing any resolution at an AGM and / or EGM.
22. FUNDS
22.1 Funds required for the management and operation of Gurdwara Sahib PULAPOL activities shall be collected by all lawful ways and means.
22.2 The Management Committee shall have full control over funds of Gurdwara Sahib PULAPOL and money shall be banked in the name of Gurdwara Sahib PULAPOL.
22.3 At Management Committee level, the committee shall decide on, to approve and disburse any monies that may be requested but not exceeding Ringgit Malaysia Twenty Thousand (RM 20,000.00) in a single expenditure. However, any expenditure above the amount of Ringgit Malaysia Twenty Thousand (RM 20,000.00) shall only be approved at an Annual General Meeting or EGM.
22.4 The Honorary Treasurer may hold for petty cash advancement not exceeding Ringgit Malaysia Two Thousand (RM 2,000.00) at any one time. All monies in excess of this sum shall within two (2) banking days of receipt be deposited in a bank or financial institution approved by the Management Committee in the name of Gurdwara Sahib PULAPOL.
22.5 Gurdwara Sahib PULAPOL official receipts must be issued for all money received.
22.6 The Financial year for Gurdwara Sahib PULAPOL shall be from 1st January till 31st December of the same year.
22.7 Operation of Bank Account:
22.7.1 All monies shall be deposited in the name of Gurdwara Sahib PULAPOL in a Bank or financial institution, approved by the Management Committee subject to Rule 21.4 above of petty cash advancement.
22.7.2 The bank Account shall be jointly operated by President, Deputy President and Honorary Treasurer and any of these two can be the signatories for cheques once payment is approved.
23. AUDITORS
23.1 Two Auditors shall be elected once every two years at the Annual General Meeting, who shall from time to time audit the accounts together with the relevant papers and books as well as check the stocks and present a report to the Management Committee. The Management Committee shall have the power to fill vacancy occurring amongst the Auditors.
23.2 The accounts shall be audited at least once in six months.
23.3 All the stocks and property of the Gurdwara Sahib PULAPOL must be checked at least once a year.
24. INTERPRETATION
24.1 The Managing Committee shall be the sole authority in the interpretation of the Rules and Constitution.
24.2 In the case of any dispute, the interpretation of the Rules by the Managing Committee shall be binding until reversed at a General Meeting.
24.3 Any decision made by the Management Committee shall be final and binding on all its members.
24.4 Any disagreement, dispute or appeal shall be addressed within the confines of the provisions of the Constitution.
24.5 Any disagreement, dispute or appeal shall be addressed within the confines of the provisions of the Constitution.
24.6 No member shall challenge, refer to or appeal against any decision of the Management Committee, in any court of law. Any member doing so shall be deemed to have immediately lost his membership and all rights in Gurdwara Sahib PULAPOL.
25. PROHIBITIONS
25.1 Gurdwara Sahib PULAPOL shall not allow its funds to be used to pay the fine(s) of any member negligence.
25.2 Gurdwara Sahib PULAPOL shall not hold or allow any form of gambling, whether it is confined to its members or otherwise, in its name or at any premises.
26. DISSOLUTION
26.1 Gurdwara Sahib PULAPOL shall not be dissolved except with the consent of not less than two-third (2/3) of its Ordinary Members and Life Members expressed in person or by proxy at Extra-Ordinary General Meeting convened for the purpose.
26.2 All funds remaining after the provisions Rule 25.1 above, together with all movable and immovable property shall be given to a religious or charitable body to be decided upon by a two-third (2/3) majority of members present.
27. DEFINITIONS
27.1 “Amrit Sanchar” is a Sikh ceremony of initiation or baptism.
27.2 “Gurdwara Sahib” or “Guru-Ghar” is the place where Sri Guru Granth Sahib is kept and Sikhs congregate for prayer and worship,
27.3 “Granthi” is the principal religious official of Sikhism and his duties include arranging daily religious services, reading from the Sikh scripture, maintaining the Gurdwara premises, and teaching and advising community members.
27.4 “Dharam Parchaar”, religious affairs,
27.5 “Istri Satsang” is a religious congregation of females in the company of the virtuous,
27.6 “Langgar” is the name given to the institution of free kitchen which is essential part of every ‘Guru-Ghar’,
27.7 “Sanggat” means a gathering of congregational members who pay obeisance to Guru Granth Sahib for the purpose of praying, meditating, singing of hymns, and other religious ceremonies in accordance with Sikhism,
27.8 “Sikh” are disciples of God who follow the writings and teachings of the Ten Sikh Gurus from Guru Nanak Dev to Guru Gobind Singh and the wisdom of these teachings in Sri Guru Granth Sahib; and who does not owe allegiance to any other religion and whose name has a ‘Singh’ or ‘Kaur’ attached to it,
27.9 “Sikh Reht Maryada” the Sikh Way of Life.
................................................................. DSP AVTAR SINGH s/o Mukhtiar Singh AMP NRIC: Police G/8297 President Gurdwara Sahib Pulapol, Kuala Lumpur | ................................................................. ASP Balveer Singh s/o Mahindar Singh NRIC Police: G/11121 Deputy President Gurdwara Sahib Pulapol, Kuala Lumpur |
