Working Regulations of Sahabat Rakyat Working Committee

Working Regulations of Sahabat Rakyat Working Committee

[Note: The working regulations are translated from the original version in the Chinese language. In the case of any discrepancy between the English rendition and the original Chinese version, the Chinese version shall prevail.]

Working Procedure of the Presidium

[Amended in November 2015]

Article 1: Sahabat Rakyat Working Committee (“Committee”) sets up the Presidium and formulates the working procedure for the purpose of collectivity and centrality of the organization in order to develop the discipline and initiative of the leadership.

Article 2: The working procedure of Presidium, upon approval of the Committee, shall be binding on Presidium, Secretariat, Financial Matters Committee, Committee members and their sub-ordinate team members.

Article 3: Presidium is the ultimate establishment of the Committee. It is responsible for leading the Committee for decision-making internally and to make statement externally on behalf of the Committee.

Article 4: The members of Presidium consist of 3 committee members elected from the Committee meeting. The tenure is in consistent with the tenure of the Committee.

Article 5: The responsibilities of the Presidium are set out as follows:

(1) Leading the Committee for decision-making internally

1.1 Research, amend, supplement the draft on the Committee’s policy and working objective submitted by Secretariat, in order to submit to the Committee for final decision.

1.2 Research, amend, supplement the yearly working plan drafted by the Secretariat, in order to submit to the Committee for final decision.

1.3 Instruct Secretariat to hold the plenary meeting of the Committee on a regular basis (at least once a month), the meeting is to be chaired by one of the members from Presidium.

1.4 Sign the monthly meeting minutes of the Committee’s meeting, supervise the execution of the resolutions passed in the meeting, give guidance and assistance in difficult situation.

(2) As the spokesperson of the Committee

2.1   Provide guidance and assistance to the Secretariat promptly on discussion and drafting of statement on unexpected national and international major events of politics, economy, culture, races, religion and so on, particularly the matters related to democracy and human rights.

2.2   Review and approve the statement on major event drafted by Secretariat under clause 2-1, and publish the statement on behalf of the Committee.

2.3   CLAUSE REMOVED IN NOVEMBER 2015

2.4   CLAUSE REMOVED IN  NOVEMBER 2015

Article 6: The signing and issuance of document externally shall follow the principles below: :

1.  Upon the consent of Presidium, the document can be issued after it is signed by one of the members in Presidium.

2.  Upon signing, document can be issued by Secretariat.

3.  In case of urgency, instruct the Secretariat to issue/publish and sign after that.

4.  Review the content of the document, avoid any criminal or civil cases.

Article 7: This working procedure shall be effective from the date of approval during the Committee meeting. If there is any amendment, Committee shall pass the resolution for amendment via meeting.

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Working Procedure of the Secretariat

[Amended in November 2015]

Article 1: Sahabat Rakyat Working Committee (“Committee”) sets out this working regulations that aims to regulate the working procedure of Secretariat for the propose of completing the rules of procedure and develop the function of the Secretariat, in order to protect the democratic feature of the daily decision-making of Secretariat.

Article 2: This is the working procedure of the Secretariat, and shall be binding on Secretariat and members of all working groups attached to it.

2. Nature, organisation and tenure of Secretariat

Article 3: Secretariat is the execution division of the Committee, responsible for the execution of the resolution of Committee meeting and performance of daily work of Committee.

Article 4: Secretariat consists of 3 committee members elected from the Committee meeting, under the leadership of the Committee and Presidium, and report to the Committee and Presidium.

Article 5: The tenure of Secretariat is in consistent with the tenure of the Committee.

3. Responsibility of Secretariat

Article 6:The responsibilities of the Secretariat are set out as follows:

(1) Draft the Committee policy and working objective, upon the research, amendment, supplement and approval of Presidium and Committee, and execute accordingly.

(2) Draft and organise the yearly working plan in accordance with the Committee policy and working objective.

(3) Organise and hold Committee meeting regularly (at least once a month), send the following documents two weeks before the meeting via email or in writing:

(i) Notice of meeting stating meeting date, time, venue and matters to discuss;

(ii) Minutes of previous meeting (draft prepared by Secretariat). If there is any invitation of other person (not committee member), send him/her notice of meeting.

(4) Attend the monthly meeting of Committee, submit the working report verbally and in writing, if there is any mistake or insufficiency, accept the criticism and review.

(5) Work closely with Presidium, promptly research and discuss, and draft statement on unexpected national and international major events, particularly matters involving democratic, human rights politics, economy, culture, races, religion and so on, published by the Secretariat upon the signing of the Presidium (or acknowledged by other method) .

(6) Set out the working procedure of other teams, lead the activities of the other teams under the organisation.

Article 7: The Secretariat may set up a working group to carry out relevant work according to the needs of the work or form of the Working Committee.

Article 8: Any changes or movement of the group under Secretariat, such proposal and reason shall be raised by Secretariat, upon the consent of Secretariat meeting, report to Committee for review and approval.

4. Signing and Issuance of Documents by Secretariat

Article 9: Any documents or statement to be issued externally, shall be managed according to Article 6 in the Working Procedure of the Presidium before release.

Article 10: The Secretariat shall adopt vote by show of hands in making resolution or decision. Any effective resolution or decision made must be fully discussed and passed by more than half of the members.

Article 11: Secretariat shall promptly submit the decision or resolution passed by Committee to Presidium (one of the members from Presidium) for signature and distribute accordingly to relevant group/persons in the form of documents.

Article 12: Secretariat shall decide whether to distribute the decision or resolution passed by Secretariat to other groups/persons.

Article 13: If the Secretariat disagrees with the decision of the Presidium, it shall inform Presidium immediately, Presidium shall re-perform decision making after considering feedback of the Secretariat; if the Secretariat or Committee members hold different opinion or disagree with the final decision of the Presidium, the Secretariat may convene a meeting for the Committee to vote for the decision.

5. Others

Article 14: This working procedure shall be effective from the date of approval from Committee. If there is any amendment, Committee shall pass the resolution for amendment.

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Working Procedure of the Financial Matters Committee

[Amendment in November 2015]

Article 1: Sahabat Rakyat Working Committee (“Committee”) sets up this working procedure in order to strengthen the transparency of the financial management of the Committee, establish a sound and efficient financial management procedures, and intensively maximise the function of the Financial Matters Committee.

Article 2: This is the working procedure of financial matters management, and shall be binding on the Financial Matters Committee.

2. Nature, organisation and tenure of the Financial Matters Committee

Article 3: Financial Matters Committee is the financial management unit of the Committee which in charge of financial matters of the Committee.

Article 4: Financial Matters Committee consists of 3 committee members elected from the Committee meeting, under the leadership of the Committee, and report financial status to the Committee.

Article 5: The tenure of Financial Matters Committee is in consistent with the tenure of the Committee.

3. Responsibility of the Financial Matters Committee

Article 6: The responsibilities of the Financial Matters Committee are set out as follows:

(i) In charge of the financial management of the Committee, including Committee’s account summary, manage expenses of relevant activities of the organisation and accepting donations for the organisation or activities.

(ii) To ensure financial stability of the Committee, to assist in the work or activities of the Committee for them to be held smoothly.

(iii) To attend the monthly Committee meeting, submit the monthly account summary, report the financial status to the Committee in writing, and accept criticism and review if there are any mistakes or deficiencies.

4. Procedure of reimbursement for organisation or activities

Article 7: Committee member shall submit expenses claim of the respective month in the monthly Committee meeting. After ensuring the claim is appropriate, the Financial Matters Committee shall reimburse immediately. If the member could not turn up in the meeting, expenses claim could be submitted to the Financial Matters Committee separately.

Article 8: Any claims must be relevant to the organisation and come with the receipt. After reimbursement is made, the respective Committee member has to sign on the receipt.

Article 9: Person in charge of any activity/event shall submit the activity/event account summary within two weeks after the activity/event is held. Any profit or loss shall be taken over by the Financial Matters Committee.

Article 10: The Financial Matters Committee is authorised to approve non-recurring expenses proposal which is less than RM1000. Any expenses proposal exceeding this amount will only be granted upon the approval by the Committee.

5. Procedure of accepting donation

Article 11: The Financial Matters Committee could accept donations from any individuals or organisations. As to those controversial donations, the final decision of accepting them will be made by Committee in the Committee meeting.

Article 12: Any donation would be received by Financial Matters Committee and receipts must be issued to the respective individual or organisation.

6. Others

Article 13: This working procedure shall be effective from the date of approval from Committee. If there is any amendment, Committee shall pass the resolution for amendment.

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