16. FORMATION AND DISSOLUTION OF THE BRANCHES
2) The Central Committee may dissolve a District / State Branch if:
i) The number of members within a period of six (6) consecutive months has been less than thirty (30) Ordinary Members; or,
ii) The Branch does not obey the laws or does not obey the Central Committee or is considered by the Central Committee guilty of doing something that tarnishes the good name of the PROSTAR CLUB.
3) The decision to dissolve the District / State Branch shall be passed by a majority vote at a Central Committee meeting, on condition that before the decision to dissolve the Branch for any of the reasons stated in Paragraph 16 (2) (ii) is taken, the said Branch shall be given a Notice of Dissolution at least thirty (30) days before the date of the meeting and given an opportunity to answer the accusations.
4) The Dissolution Order shall be signed by the Secretary-General of the PROSTAR CLUB. The District / State Branch shall cease to operate the moment it receives the Dissolution Order, with the exception of any work that has to done in connection with the carrying out of the Dissolution Order. In case of any difficulty, the Branch may, in writing to the Secretary-General within thirty (30) days of receipt of the Dissolution Order, make an appeal to the Annual General Meeting. Although an appeal has been lodged, the Dissolution Order shall still hold until the Order is cancelled. In such a situation, the Central Committee may appoint a Management Committee made up of members who will manage the affairs of the Branch until the appeal has been heard.
5) If a District / State Branch has been dissolved based on the ground stated in Paragraph 16 (2) (i), then the Central Committee shall transfer its existing members to the District / State Branch closest to it. If the said Branch has been dissolved on the ground mentioned in Paragraph 16 (2) (ii), then the members of the dissolved branch shall cease to be members of the PROSTAR CLUB.
6) It is the responsibility of the President / Chairman, Secretary and Treasurer of the said Dissolved Branch to hand over to the Secretary-General all books, records and assets of that branch, together with an explanation of the accounts of the branch, dating from the date the last statement was submitted to the date the branch was dissolved.
7. BRANCH GENERAL MEETINGS
1. State / Federal Territory-level Annual General Meetings
A State / Federal Territory-level Annual General Meeting shall be convened according to procedure, i.e. before April. An Annual General Meeting involves:
i) Receiving the Annual Work Report from the Branch Secretary.
ii) Receiving the Annual Statement of Accounts.
iii) Selecting State Committee Members once every two years.
iv) Discussing other matters.
2. District-level Annual General Meetings
A District-level Annual General Meeting shall be convened before March. An Annual General Meeting involves:
i) Receiving the Annual Work Report from the Branch Secretary.
ii) Receiving the Annual Statement of Accounts.
iii) Selecting District Committee Members once every two years
iv) Discussing other matters
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3. Notices, Agendas, and the Audited Annual Statement of Accounts for the previous year shall be distributed to members at least fourteen (14) days before the Annual General Meeting.
a) A Committee named ‘the State / Federal Territory-level PROSTAR CLUB Executive’ shall be formed at the State / Federal Territory Annual General Meeting once every two years. This Committee shall comprise:
• A State Branch President
• A State Branch Deputy President
• A State Branch Treasurer
• A State Branch Assistant Secretary
• Five (5) members of the State Ordinary Committee Members
b) The President shall appoint any one of the Ordinary Members to the post of Branch Secretary.
c) The Committee may appoint not more than five (5) Ordinary Members to be Ordinary Committee Members.
d) The Committee shall carry out all the tasks at State level, including:
i) Coordinating the work done by the District Committee.
ii) Carrying out PROSTAR CLUB activities at the State / Federal Territory level.
iii) Receiving instructions from the Central Committee from time to time.
iv) Convening meetings from time to time.
(2) District Committees
a) A Committee named ‘the District-level PROSTAR CLUB Executive’ shall be chosen once every two years at the District-level Annual General Meeting. The District Committee shall comprise:
• A District Chairman
• A District Deputy Chairman
• A District Secretary
• A District Treasurer
• A District Assistant Secretary
• Five (5) District Ordinary Committee Members
b) All District Committee Members shall be selected from the Ordinary Members at the District-level General Meeting.
c) The District Committee may appoint not more than five (5) Ordinary Members as Ordinary Committee Members.
d) The Committee shall carry out all the tasks at the District level, including:
i) Coordinating work carried out at the District level.
ii) Carrying out PROSTAR CLUB activities at the District level.
iii) Receiving instructions from the State Committee from time to time.
iv) Convening meetings from time to time.
v) Convening District Annual General Meetings.
vi) Holding courses or seminars concerning HIV/AIDS.
i) Convene State / Federal Territory-level Committee Meetings.
ii) Chair all State General Meetings and Committee Meetings
iii) Cast the deciding vote and sign meeting records once passed.
iv) Issue public statements on behalf of the State / Federal Territory PROSTAR CLUB.
(2) The Deputy President
a) The Deputy President shall:
i) Assist the President in carrying out his duties.
ii) Replace the President should that post fall vacant and assume all the duties and powers referred to in Paragraph 19 (1) (a).
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(3) The Secretary
a) The Secretary shall:
i) Carry out the administration of the PROSTAR CLUB as decided by the State / Federal Territory-level Committee.
ii) Prepare and distribute all minutes of PROSTAR CLUB meetings. The said minutes shall be distributed within four (4) weeks after the Annual General Meeting is held.
iii) Record, prepare and distribute all State/ Federal Territory-level Committee Meeting minutes.
iv) Handle all correspondence of the PROSTAR CLUB.
v) Prepare, submit, and distribute the PROSTAR CLUB Annual Report on behalf of the State / Federal Territory Committee. The said report shall be distributed at least two
(2) weeks before the first day of the Annual General Meeting.
vi) Send out Notices at least fourteen (14) days before the General Meeting.
vii) Send out Notices to the State / Federal Territory Committee Members of every meeting of the said Committee. The quorum for a Committee Meeting is half the number of Committee Members.
viii) Be the Chairman of the Branch Annual General Meeting Management Committee.
ix) Keep a register of members.
x) Submit a copy of the PROSTAR CLUB Annual Report to the Secretary-General of the Central Committee.
xi) Carry out the administration of the PROSTAR CLUB as decided by the State / Federal Territory Committee.
xii) Handle all correspondence of the PROSTAR CLUB
b) The Secretary is empowered to:
i) Release statements on the PROSTAR CLUB with the permission of the State President.
(4) The Treasurer
a) The treasurer shall:
i) Be responsible for the smooth running of the financial affairs of State / Federal Territory Committee.
ii) Be the Chairman of the Financial Committee.
iii) Prepare Financial Statements for the State / Federal Territory Committee to be examined by the Examiners of Accounts appointed at the General Meeting.
iv) Submit the Financial Statements that have been examined and certified by the Examiners of Accounts at the State General Meeting.
v) Inform the State / Federal Territory Committee at least once a year about the assets of the PROSTAR CLUB and Trustees.
vi) Receive all payments made to the PROSTAR CLUB and deposit the said payments into a bank account in the name of the State / Federal Territory Branch.
vii) To keep cash not exceeding RM500.00.
(5) The Assistant Secretary
a) The Assistant Secretary shall:
i) Assist the Secretary and act as Secretary during his absence.
ii) Keep all notes and records of the PROSTAR CLUB.
iii) Assist the Secretary in recording and preparing the minutes of the State / Federal Territory Committee Meetings.
iv) Assume all the responsibilities and duties of the Secretary should the post fall vacant and the vacancy not yet be filled.
v) Assist the Secretary in carrying out his duties.
(6) The Ordinary Committee Members shall assist the State / Federal Territory Committee by carrying out the duties given them by the State / Federal Territory Committee.
(7) Formation of Bureaus at State / Federal Territory Committee Level
a) Members may be appointed to be Chairmen of Sub-Committees that the State / Federal Territory Committee may decide to form later, should the need arise.
b) They shall carry out all the duties of such Committees.
c) They shall advise the State / Federal Territory Committee on relevant matters.
d) They shall perform such other duties as are given them by the State / Federal Territory Committee from time to time.
