Fofsag Malaysia

Scouting & Guiding for Adults

TYPICIAL GUILDS

INTRODUCTION

To describe groups of adult Scouts and Guides, the founders of the International Fellowship have chosen their term Guild that was in 1953. BP Guilds and Trefoil Guilds in Malaysia are under the national body FOFSAG Malaysia. (Fellowship of Former Scouts and Guides) The Official correspondence address is at Wisma Pandu Puteri, Jalan Pantai, and 59200 Kuala Lumpur. FOFSAG being affiliated with ISGF is required to an annual fee according to the number of members.

ORGANISATION

A local Guild is composed for efficiency of fifteen to fifty individual members preferably of both sexes. Membership of a guild is also opened to adults even though they have not been Scouts and Guides.

A number of Guilds in a state shall form a council and work with FOFSAG. Individuals living in a state, which is without a Guild, may register as a Central branch member direct with FOFSAG.

Badge

The Badge is a fleur-de-lis on a Trefoil. A Guild can incorporate this in their Logo to indicate their association with Scouting and Guiding. This badge is normally a button hole badge or blazer badge. Members should be encouraged to wear this most of the time.

ACTIVITIES

The annual programme of activities may consist of items such as:

· fund raising

· Support for local Scout and Guide groups.

· contact with local community groups

· family weekends and outings

· celebrating and participating at festivals

· supporting the preservation of nature and history

METHOD OF GROUP WORK

It is recommended that the members form Working Groups. Each of these Working Groups should consist up to ten members. In order to bring fresh ideas to a group and to ensure better participation and contact between the members of a Guild, membership of the Group should be changed from time to time. Each group should report their activities at the Executive meetings.

ADMINISTRATION

A Guild shall be administrated by an Executive Committee consisting of the Chairman (Guild Master), Secretary, Treasure and five committee members. Two Honorary auditors shall be appointed to audit the accounts. An ex-official from a local group may be appointed.

The Exco shall meet whenever it is necessary but not less that four times a year.

Registration of a Guild must be accompanied with a copy of its Byelaws.

FINANCE

The funds of a Guild are derived from the annual fees paid by the members, the amount of which shall be determined by the Exco and funds raising projects.

Making up plans is one thing, but financing them is another. So the question is where to find the financial resources. In terms of strategy and policy planning, budgets are essential. Money and moneymaking, this is unavoidable.

Since one of the aims of FOFSAG is to support the Scout and the Guide Movements, it is good to deliberate how best to include this aspect in fund-raising projects and make the beat use of financial resources.

More Information

FOFSAG Malaysia's Constution http://docs.google.com/Doc?docid=dhtn32r4_38mn9ks5&hl=en

Sample of Guild Bye Laws http://docs.google.com/Doc?docid=dhtn32r4_35hj3tbv&hl=en

Constituiton of FOFSAG Malaysia

FOFSAG MALAYSIA

THE CONSTITUITION OF

THE FELLOWSHIP OF FORMER SCOUTS AND GUIDES MALAYSIA

(UPDATED VERSION)

1. NAME AND ADDRESS

The name of the Association shall be the fellowship of former Scouts and Guides

( FOFSAG ) Malaysia, and also known as Persaudaraan B.P Scout and Guild Trefoil Pandu Putri Malaysia.

The registered address is :-

FOFSAG MALAYSIA

WISMA PANDU PUTRI,

P. O BOX 1121,

KUALA LUMPUR, MALAYSIA.

2. OBJECTIVES

The objectives of the Fellowship are :-

2.1 To bring together Former Scouts and Guides who are interested to keep alive the spirit of scouting and Guiding.

2.2 To undertake activities that help spread that spirit in the community.

2.3 To actively support Scouting and Guiding

2.4 To promote the development of Scout and Guide Guilds in Malaysia.

2.5 To federate such Guilds at the national level.

2.6 To act as a coordinating body for all Guilds.

2.7 To liaise with International Scouts and Guides Fellowship and other international organizations.

3. MEMBERSHIP

Membership is open to :-

3.1 B. P. Scout Guilds

3.2 Trefoil Guilds

3.3 Any person who is interested in the work of FOFSAG Malaysia

4. GENERAL MEETING

The supreme authority of the Association shall be vested in the General meeting of Representatives of the member guilds. General meetings are of two kinds ; Ordinary and Extra – Ordinary.

Ordinary general meeting shall be held once in two years not later than six months after the close of the financial year which shall be from 1 St Jan. to 31 St Dec. of each year.

4.1 Notice of General Meeting

At least 14 days notice shall be given to members of any general meeting. Such

Notice shall state the date, time and place of the meeting as well as the Agenda of the

Meeting.

4.2 Extra – Ordinary General Meeting

The Hon Secretary shall convene an EGM on :

4.2.1 A decision of the National Council

4.2.2 A written request made as signed by at least 2/3 members stating the reason and such meeting shall be convened within a month from the date of receipt of the request.

4.3. Who may attend the General Meeting?

4.3.1 All Members of the Council of Management shall attend the General Meeting.

4.3.2 3 official representatives from each affiliated Guild shall attend the General Meeting and they shall have voting rights.

4.4 Quorum

4.4.1 The quorum is 1/ 3 of the total membership or a minimum of 15 members.

4.4.2 If the Quorum is not present, the present members shall have the power to proceed with the business of the day after half an hour grace, and such meeting shall have full effect.

4.5 Business of General Meeting

The General meeting shall consider :-

4.5.1 The election and the dissolution of the Council of Management.

4.5.2 Reports of the Council of Management.

4.5.3 The statement of accounts and balance sheets

4.5.4 The amendments of the Constitution

4.5.5 To appoint two Auditors, and one legal advisor.

4.5.6 Any other matters of which at least 7 days notice shall have been given.

4.6 MinuteBook

All business discussed or decided at a General Meeting shall be recorded in a minute book which shall be signed by the Secretary of the meeting and the Chairman of the Meeting at which the minutes are confirmed.

5. COUNCIL OF MANAGEMENT

5.1 The management of the FOFSAG MALAYSIA shall be entrusted to a Council of Management consisting of :-

President

Deputy President

2 Vice Presidents ( 1 from BP Guild & 1 from Trefoil Guild )

Secretary General

Assistant Secretary General

Treasurer

4 Committee members ( 2 from B.P.Guild & 2 from Trefoil Guild )

2 ex – officio ( refer 5.9 )

5.2 Council Members shall retire at each Biennial general Meeting. Retiring members may be re-elected.

5.3 Vacancies on the Council may be filled by co-option until the next General Meeting.

5.4 The Council shall meet at least once every three months or more often if necessary. Council meetings shall be convened by the Secretary- General or the Assistant Secretary General. A Council Meeting shall also be convened on the written request of 3 Council Members.

5.5 Five members of the Council shall form a Council quorum.

5.6 The President shall preside at all Council Meetings. In his / her absence the Deputy President, or if both are absent then the Vice- President, or in their absence any Council Member chosen by those present shall preside at Council Meetings.

5.7 All matters decided or discussed at a Council Meeting shall be recorded in a minute book which shall be signed by the Secretary and the Chairman of that meeting at the minutes are confirmed.

A council Member shall cease to hold office if he / she :-

ceases to be a member of the B.P Guild or Trefoil Guild
is removed from office by the General Meeting.

absents himself / herself from three consecutive meetings without good cause and

Approval from the Council.

2 Ex-Officio’s ( 1 from Scout Association Malaysia & 1 from Girl Guide Association Malaysia ) shall be invited to sit in the Council of Management as advisors.

6. POWERS AND DUTIES OF COUNCIL OF MANAGEMENT.

6.1 In all matters to observe the Scout and Guides Law and the Spirit of Scouting and Guiding;

6.2 To maintain an accurate account of money received and spent;

6.3 To prepare and lay before the Biennial General Meeting the Income and Expenditure Account and an audited Balance Sheet, as well as the Biennial Report of the Council of Management;

6.4 To summon members to attend General Meetings;

6.5 To appoint, suspend or dismiss any salaried or non-salaried officer or employee, and to assign to them the respective duties and to fix their scale of salaries or allowances.

To appoint committees from among members of the B.P Guild and the Trefoil Guild and to delegate such powers as may be found necessary from time to time by resolution of the Council.

7. ACTIVITIES OF FOFSAG MALAYSIA

7.1 The activities of FOFSAG MALAYSIA shall be in accordance with Scouting and Guiding, as shall be decided by the Council of Management and may not include any activity that is contrary to the spirit of Scouting and Guiding as defined in the Scout and Guide Promise and Law.

7.2 FOFSAG MALAYSIA shall not be politically inclined.

8. ENTRANCE FEE PER GUILD BODY

Entrance fee is $ 30.00 per Guild body.

9. SUBSCRIPTION

The annual subscription will depend on the membership size of $1 / per guild member.

10. APPLICATION OF MEMBERSHIP

10.1Each B.P Guild and Trefoil Guild desirous of becoming a member shall apply in a prescribed form, stating their willingness to abide by the Constitution of FOFSAG MALAYSIA.

10.2 Every such application shall be processed and decided by the Council of Management.

10.3 The admission of a member guild shall be notified in writing.

10.4 Every approved application shall only be admitted upon payment of the entrance fee and the annual subscription.

11. CESSATION OF MEMBERSHIP

11.1 A member guild may resign by giving at least three months notice in writing to the

Council.

A member failing to pay it’s annual subscription for two consecutive years shall

ceased to be a member.

A member violating the constitution or act in a manner prejudicial to the interest of

FOFSAG MALAYSIA or has caused annoyance to FOFSAG MALAYSIA may be

suspended by the Council. A suspended member shall not be entitled to any of the

rights of membership during the period of the suspension. The case of the suspended

member shall be dealt with by the next General Meeting which shall decide either to

expel such member or not.

12. FUNDS OF FOFSAG MALAYSIA

The funds of FOFSAG MALAYSIA shall consist of :-

Subscriptions
Donations
Collections from fund raising activities.

13. OPERATION OF BANK ACCOUNTS

The FOFSAG MALAYSIA Bank Accounts shall be operated jointly by the President, Deputy President, the Secretary General and the Treasurer. Any two of the signatories shall be effective.

14. ISSUE OF RECEIPTS

All receipts issued for money paid to FOFSAG MALAYSIA shall be signed by the Treasurer.

15. COMMON SEAL

The seal of FOFSAG MALAYSIA shall not be affixed to any instrument except by the authority or sanction of the Council of Management and in the presence of the President and the Secretary -General. The President and Secretary- General shall sign every instrument to which the Seal of FOFSAG MALAYSIA is affixed in their presence.

16. AMENDMENTS TO THE CONSTITUTION

16.1 Amendments to the Constitution shall be made at a General Meeting of FOFSAG

MALAYSIA.

16.2 The proposed amendments shall be circulated to the members by the Secretary –

General not less than 14 days before the date of the General Meeting.

16.3 Amendments to the Constitution shall be passed by two- third majority present at the

General Meeting.

17. DISSOLUTION

The FOFSAG MALAYSIA shall not be dissolved except with the consent of two –third majority of members present at the General Meeting, especially convened for this purpose.

THE SCOUTS ASSOCIATION MALAYSIA and THE GIRL GUIDES ASSOCIATION MALAYSIA reserve the right to dissolve FOFSAG MALAYSIA upon the agreement and at the discretion of the both Associations.

THIS CONSTITUTION OF FOFSAG MALAYSIA IS HEREBY ACCEPTED AND ENDORSED BY THE PARTIES BELOW:-

…..(SIGNED)….. …..(SIGNED)…..

(FONG SIEW LOONG) (SITI AIZAH BT HAJI ZAHARI)

PRESIDENT PRESIDENT

B.P.GUILD MALAYSIA TREFOIL GUILD MALAYSIA

…..(SIGNED)….. …..(SIGNED)…..

(DATO SYED HASHIM B. ABDULLAH (NIK FAIZAH BT NIK MUSTAPHA

PNBS, JMN, PIS) AMN)

THE CHIEF COMMISSIONER THE CHIEF COMMISSIONER

SCOUTS ASSOCIATION GIRL GUIDES ASSOCIATION

MALAYSIA MALAYSIA