Constitution of MSA
Please read and understand the constitution. Approved by the Registrar of Societies on 8 April 2002. Web page 2 of 3.
MALAYSIAN SCIENTIFIC ASSOCIATION (MSA)
(PERSATUAN SAINS MALAYSIA)
7. COUNCIL
7.1 A Council consisting of the following, who shall be termed the office-bearers of the Association, shall be elected biennially at the AGM except for the post of Immediate Past President:
A President
An Immediate Past President
A Deputy President
Two (2) Vice-Presidents
A Secretary General
An Assistant Secretary General
A Treasurer General
An Assistant Treasurer General
Six (6) Council Members
7.2 All office-bearers of the Association and every officer performing executive functions in the Association shall be Malaysian citizens.
7.3 Names for the above office-bearers shall be proposed and seconded at the AGM.
7.4 Election will be by a simple majority vote of the members present at the AGM by secret ballot.
7.5 The President, Deputy President, Vice Presidents, Secretary General and Treasurer General shall not hold the same office for more than two consecutive terms.
7.6 The function of the Council is to organise and supervise the day-to-day activities of the Association and to make decisions on matters affecting its running within the general policy laid down by the general meeting. The Council may not act contrary to the expressed wishes of the general meeting without 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.
7.7 The Council shall meet at least once every two (2) months, and seven (7) days notice of each meeting shall be given to the members. The President acting alone, or not less than three (3) of its members acting together may call for a meeting of the Council to be held at any time. At least one half of the Council members must be present for its proceedings to be valid and to constitute a quorum.
7.8 Where any urgent matter requiring the approval of the Council arises and it is not possible to convene a meeting, the Secretary General may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the Council is deemed to have been obtained:
a) The issue must be clearly set out in the circular and forwarded to all members of the Council;
b) At least one-half of the members of the Council must indicate whether they are in favour or against the proposal; and
c) The decision must be by a simple majority vote.
Any decision obtained by circular letter shall be reported by the Secretary General to the next Council meeting and recorded in the minutes thereof.
7.9 Any member of the Council who fails to attend three (3) consecutive meetings of the Council without satisfactory explanation shall be deemed to have resigned from the Council.
7.10 In the event of the death or resignation of a Council member, the Council shall have the power to co-opt any member of the Association to fill the vacancy until the next election of the Council.
7.11 The Council shall give instructions to the Secretary General and other officers for the conduct of the affairs of the Association. It may appoint such organisers and such staff, as it deems necessary. It may suspend or dismiss any organiser or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Council, or for any other reason, which it deems good and sufficient in the interest of the Association.
7.12 Between Annual General Meetings, the Council shall interpret the rules of the Association and, when necessary, determine any point on which the rules are silent.
7.13 Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting, the decision of the Council shall be binding on all members of the Association unless and until countermanded by a resolution of a general meeting.
8. ADVISORS AND PATRONS
8.1 The Association may appoint no more than five (5) eminent scientists as Advisors.
8.2 The Association may appoint no more than two (2) distinguished persons as Patrons.
9. DUTIES OF OFFICE-BEARERS
9.1 The President shall preside at all general meetings and all meetings of the Council and shall be responsible for the proper conduct of all such meetings. He/she shall have the casting vote and shall sign the minutes of each meeting at the time they are approved.
9.2 Immediate Past President shall serve as a member of the Council to provide continuity to the Council. He/she shall participate in Council meeting as an Ordinary Council member with full voting rights.
9.3 The Deputy President shall deputise for the President during the latter’s absence.
9.4 One of the Vice-Presidents shall act on behalf of the President in the absence of the President and the Deputy President.
9.5 The Secretary General shall conduct the business of the Association in accordance with the rules and shall carry out the instructions of the general meetings and of the Council. He/she shall be responsible for conducting all correspondences and keeping all books, documents and papers except the accounts and financial records. He/she shall attend all meetings and record the proceedings, shall maintain a proper membership register of the members consisting of details such as name, identity card number, date and place of birth, occupation, name and address of employer and residential address.
9.6 The Assistant Secretary General shall assist the Secretary General in carrying out his/her duties and shall act for him/her in his/her absence.
9.7 The Treasurer General shall be responsible for the finances of the Association. He/she shall keep accounts of all its financial transactions and shall be responsible for their correctness. He/she shall, in conjunction with the President or the Secretary General sign all cheques on behalf of the Association.
9.8 The Assistant Treasurer General shall assist the Treasurer General in carrying out his/her duties and shall act for him/her in his/her absence.
9.9 A Public Officer may be appointed by the Council from amongst its members whenever necessary.
9.10 All other Council members shall carry out such duties as directed by the President or the Council.
10. FINANCIAL PROVISIONS
10.1 Subject to the following provisions in these rules, the funds of the Association may be expended for any purpose necessary for the carrying out of its objectives including the expenses of its administration, the payment of salaries, allowances and expenses to its office-bearers and paid staff, and the audit of its accounts, but they shall on no account be used to pay the fine of any member who may be convicted in a court of law.
10.2 The Treasurer General may hold a petty cash advance not exceeding RM500.00 at any one time. All monies in excess of this sum shall within fourteen (14) days of receipt be deposited in a bank approved by the Council. The bank account shall be in the name of the Association or any of its Funds.
10.3 All cheques or withdrawal notices on the Association’s account shall be signed by the Treasurer General and the President or the Secretary General.
10.4 No expenditure exceeding RM5,000.00 at any one time shall be incurred without the prior sanction of the Council, and no expenditure exceeding RM50,000.00 in any one month shall be incurred without the prior sanction of a general meeting. Expenditure less than RM5,000.00 may be incurred by the President together with the Secretary General or the Treasurer General.
10.5 The Funds of the Association may be used for the purchase of properties for its own use or investment.
10.6 The Funds of the Association may also be invested in securities and other approved financial instruments.
10.7 The financial year of the Association shall commence on 1 January. As soon as possible after the end of each financial year i.e. 31 December, a statement of receipts and payments and a balance sheet for the year shall be prepared and audited by the Auditors appointed under rule 12. The audited accounts shall be submitted for the approval of the next Annual General Meeting, and copies shall be sent to all members at least fourteen (14) days before the date of the AGM and also made available at the registered place of business of the Association for the perusal of the members.
11. ENDOWMENT AND ANY OTHER FUNDS
The Association may establish an endowment Fund or any other funds to further the objectives of the Association.
12. AUDIT
12.1 Two (2) members, who shall not be office-bearers of the Association, shall be elected by the AGM as Honorary Auditors.
12.2 The Honorary Auditors shall be required to audit the accounts of the Association for the year, and to prepare an Auditors’ Report for the AGM. They may also be required by the Council to audit the accounts of the Association for any period within their tenure of office at any date, and to make a report to the Council.