Constitutions and By Laws

Rule 9: Committee

1. A committee consisting of the following who shall be termed the office-bearers of the society, shall be elected at an annual general meeting.

   1. A President
   2. A Vice- President
   3. A Secretary
   4. An Assistant Secretary
   5. A Treasurer
   6. Six Ordinary Committee Members.

2. All office bearers of the Society and every officer performing executive functions in the Society shall be Malaysian Citizens.

3. Names for the above offices shall be proposed and seconded and election will be by a simple majority vote of the members at annual general meeting. All the office-bearers shall be eligible for re-election after every year.

4. The function of the Committee is to organize and supervise the day-to-day activities of the Society and to make decisions on matters affecting its running within the general policy laid down by the general meeting. The Committee may not act contrary to the express wishes of the general meeting without the prior reference to it and shall always remain subordinate to the general meeting. It shall furnish a report to each annual general meeting on its activities during the previous year.

5. The Committee shall meet at least once every three (3) months and 7 days notice of each meeting shall be given to the members. The President acting alone or not less than four of its members acting together may call for a meeting of the Committee to be held at any time. At least one half of the Committee members must be present for its proceedings to be valid and to constitute a quorum.

6. Where any urgent matter requiring the approval of the Committee arises and it is not possible to convene a meeting, the Secretary may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the Committee is deemed to have been obtained:-

   1. The issue must be clearly set out in the circular and forwarded to all members of the Committee.
   2. At least one-half of the members of the Committee must  indicate whether they are in favour or against the proposal; and
   3. The decision must be by a majority vote. Any decision obtained by circular letter shall be reported by the Secretary to the next Committee meeting and recorded in the minutes thereof.

7. Any member of the Committee who fails to attend three  consecutive meetings of the Committee without satisfactory explanation shall be deemed to have resigned from the Committee.

8. In the event of the death or resignation of a member of the  Committee the candidate who received the next highest number of votes at the previous election for the post affected shall be invited to fill the vacancy. If there is no such candidate or if such candidate declines to accept office, the Committee shall have the power to co-opt any other member of the Society to fill the vacancy until the next annual general meeting.

9. The Committee shall give instruction to the Secretary and other officers for the conduct of the affairs of the Society. It may appoint such officers and such staff, as it deems necessary. It may suspend or dismiss any officers or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Committee, or for any other reason which it deems good and sufficient in the interest of the Society.  

10. Between annual general meetings the Committee shall interpret the rules of the Society and, when necessary determine any point on which the rules are silent.

11. Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting the decision of the Committee shall be binding on all members of the Society unless and until countermanded by a resolution of a general meeting.