The supreme authority of the Society is vested in the Annual General Meeting (AGM). Any member of the Society may, with the consent of the President be present, speak during proceedings of an Annual General Meeting.
Ordinary or Full Member of the Society who have paid all dues including the annual subscription fee are allowed to vote.
A quorum shall be considered as having been formed if one half of the total members of the Society or twice the number of the Executive Committee Members whichever is the lesser are present.
If half an hour after the meeting time appointed for the meeting, a quorum is not present, the meeting shall be postponed to a date (not exceeding 40 days). To be decided by the Executive Committee; and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have power to proceed with the business of the day but they shall not have power to alter the Rules of the Society or to make decisions affecting the whole membership.
An Annual General Meeting of the Society shall be held in September each year or as soon as possible after the close of each financial year on a date and at a time and place to be decided by the Executive Committee. The business of the Annual General Meeting.
To receive the Executive Committee report on the working of the Society during the previous year;
To receive the Honorary Treasurer’s Report and the audited accounts of the Society for the previous year;
To elect an Executive Committee and to appoint Auditors for the ensuing year;
To deal with such other matters as may be put before it
A preliminary notice of the Annual General Meeting stating the date, the time and the place of meeting and calling for motions for discussion at the meeting, motions for amendment of the Rules, nominations for the election of the Executive Committee shall be sent by the Honorary Secretary to all members no later than 14 days before the date of the meeting and time notice shall also be prominently displayed at the registered office of the Society.
The Honorary Secretary shall send to all members at least 14 days before the AGM an agenda including copies of minutes and reports, motions and nominations for the election of office bearers together with the audited accounts of the Society for the previous year. Copies of these documents will also be made available at the registered office of the Society for the perusal of members.
An Extraordinary General Meeting (EGM) of the Society shall be convened:-
Whenever the Ex-committee deems it desirable, or
At the joint request in writing by two or more members, stating the objects and reasons for such meeting
An Extraordinary General Meeting requisitioned by members shall be convened for a date within thirty (30) days of the receipt of such requisition.
The Honorary Secretary shall forward notice and agenda for an Extraordinary General Meeting to all members at least 14 days before the date fixed for the meeting.
Sections (3) and (4) of this Rule regarding the quorum and the postponement of an Annual General Meeting shall apply also to an Extraordinary General Meeting but with the provision that if no quorum is present after half and hour from the time appointed for a postponed Extraordinary General Meeting requisitioned by members shall be cancelled, and no Extraordinary General Meeting shall be requisitioned for the same purpose until after the lapse of at least six (6) months from the date thereof.
The Honorary Secretary shall forward to all members a copy of the draft minutes of each annual and Extraordinary General Meeting as soon as possible after its conclusion.
Where any urgent matter requiring the approval of an Extraordinary General Meeting arises, and it is not possible to convene such a meeting, the Executive Committee shall obtain such approval by means of a circular letter. At least one half of the members of the Society must indicate whether they are in favor or against the proposal and the decision must be by a majority vote.
A Executive Committee shall consists of the following:–
An Honorary Secretary and an Assistant Honorary Secretary
An Honorary Treasurer;
Four (4) Ordinary Executive Committee Members
The office bearers of the Society and every officer performing executive functions in the Society are Malaysian Citizen.
Name for the post of President and Honorary Secretary shall be proposed and seconded. All paid up ordinary members shall be eligible to vote.
Names for the above offices shall be proposed and seconded and election will be by a simple majority vote of the members at the Annual General Meeting. All paid up members shall be eligible to vote. All office bearers shall be eligible for re-election every 2 years.
The function of the Executive Committee is to organize and supervise the day-to day activities of the Society and to make decisions on matters affecting it’s running within the general policy laid down by the Annual General Meeting. The Executive Committee may not act contrary to the expressed wishes of the Annual General Meeting without prior reference to it and shall always remain subordinate to the Annual General Meeting. It shall furnish a report to each Annual General Meeting on its activities during the previous year.
The Executive Committee shall meet at least once every two months, and at least seven (7) days’ notice of each meeting shall be given to the members.
The president acting alone, or not less that three (3) of its members acting together may call for a meeting of the Executive Committee to be held at any time. At least one half (1½) of the Executive Committee members must be present for its proceedings to be valid.
Where any urgent matter requiring the approval of the Executive Committee arises and it is not possible to convene a meeting, the Honorary Secretary may obtain such approval by means of a circular letter and electronic mail or facsimile. The following conditions must be fulfilled before a decision of the Executive Committee is deemed to have been obtained:–
The issue must be clearly set out in the circular and electronic mail or facsimile and forwarded to all members of the Executive Committee
At least one half of the members of the Executive Committee must indicate whether they are in favor or against the proposal; and
The decision must be by a majority vote.
The Honorary Secretary to the next Executive Committee meeting and recorded in the minutes thereof shall report any decision obtained by circular letter and electronic mail or facsimile.
Any member of the Executive Committee who fails to attend three (3) consecutive meetings of the Executive Committee without satisfactory explanation shall be deemed to have resigned from the Executive Committee.
In the event of the death or resignation of a member of the Executive 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 Executive Committee shall have the power to co-opt any other member of the Society to fill the vacancy until the next Annual General Meeting.
The Executive Committee shall give instructions to the Society Honorary Secretary and other officers for the conduct of the affairs of the Society. It may appoint such organizers and such staff, as it deems necessary. It may suspend or dismiss any organizer or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Executive Committee, or for any other reason which it seems good and sufficient in the interest of the Society
Between Annual General Meetings, the Executive Committee shall interpret the Rules of the Society and, when necessary, determine any point on which the Rules are silent.
Except where they are contrary to or inconsistent with the policy previously laid down by the Annual General Meeting. The decision of the Executive Committee shall be pending on all members of the Society unless and until countermanded by a resolution of an Annual General Meeting.
The Executive Committee may at their discretion from time to time form sub-committees and co-opt other members to serve on various sub-committees.
Duties of Office Bearers
The President shall during his/her term of office preside at all Annual General Meeting and all meetings of the Executive Committee and shall be responsible for the proper conduct of all such meetings. He/She shall sign the minutes of each meeting at the time they are approved. He/She shall, in conjunction with the Executive Committee Honorary Treasurer and in place of the Honorary Secretary, sign all cheques on behalf of the Society.
The Vice-president shall deputise for the President during the latter’s absence
The Society Honorary Secretary shall conduct the business of the Society in accordance with its Rules, and shall carry out the instructions of the Executive Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records. He shall attend all meetings, and record the proceedings. In conjunction with the Honorary Treasurer and in place of the President, he shall sign all cheques on behalf of the Society.
The Assistant Honorary Secretary shall assist the Honorary Secretary in carrying out his duties and shall act for him/her in his/her absences.
The Honorary Treasurer shall be responsible for the finances of the Society. He/she shall keep accounts of all its financial transactions of the Society and shall be responsible for their correctness. He/She shall, in conjunction with either the President or the Honorary Secretary sign all cheques on behalf of the Society. He/she is authorised to expend up to RM 500.00 per month for petty expenses.
Subject to the following provisions in this Rule, the funds of the Society may be expended for any purpose necessary for the carrying out for its objects, 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 him/her carrying out, in good faith, the objects of the Society. In such a circumstance, payments will be decided by majority vote at the Society.
The honorary Treasurer may hold a petty cash advance not exceeding RM500.00 at any one time. All money excess of this sum shall within seven (7) days of receipt be deposited in a bank approved by the Society. The bank account shall be in the name of the Society.
All cheques or withdrawal notices on the Society’s account shall be signed jointly by the Honorary Treasurer and either the President (or in his absence, the vice-President) or the Honorary Secretary. In the absence of the Honorary Secretary or the Honorary Treasurer, the Society shall appoint one of its members to sign in his place.
No expenditure exceeding RM5, 000 at any one time shall be incurred without the prior sanction of the Executive Committee and no expenditure exceeding RM15, 000 in any one (1) month shall be incurred without the prior sanction of an Annual General Meeting.
As soon as possible after the end of each financial year, a statement of receipts and audited by the Auditor/Auditors, the audited accounts shall be submitted for the approval of the next Annual General Meeting, and copies shall be made available at the registered office of the Society for the perusal of members of the Society. In addition, the audited annual accounts and list of office bearers of the Society shall be submitted annually to the Director General of Inland Revenue Malaysia at the Headquarters in Kuala Lumpur.
The income and property of the Society whence over derived shall be applied solely towards the promotion of the objects of the Society as set forth in this constitution and no portion thereof shall be paid or transferred directly by way of dividend, bonus or otherwise how so ever by way of profits, to members of the Society provided that nothing herein contained shall prevent the payment in good faith of remuneration to any officers or servants of the Society or to any member of the Society in return for any services actually rendered to it or of allowances and traveling expenses to a member of the Society when engaged on any business connected with or arising out of the carrying out of any of the objects of the Society.
One or more persons, who shall not be office bearers of the Society, shall be appointed by the Annual General Meeting as Internal Honorary Auditors. They shall hold office for two (2) years and may be re-appointed. In addition, a qualified public auditor(s) who shall not be office bearers of the Society shall be appointed by the Annual General Meeting as External Auditor. They shall hold office for two (2) years and may be re-appointed.
The Auditors shall be required to audit the accounts of the Society for the year and to prepare a report or certificate for the Annual General Meeting. He/ She may also be required by the President to audit the accounts of the Society for any period within their tenure of office at any date, and to make a report to the Executive Committee.
The Society may be voluntarily dissolved by a resolution of not less than three-fifths of the total membership.
In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred on its behalf shall be fully discharged and the remaining funds shall be donated to one or more charitable organization approved by the Director General of Inland Revenue Malaysia
Notice of dissolution shall be forwarded to the Registrar of Societies within fourteen (14) days of its dissolution. The Director General of Inland Revenue Malaysia shall also be notified of the dissolution.
Amendment of Rules
These Rules may not be altered or amended except by resolution of an Annual General Meeting. Such alterations or amendments shall have the prior approval of the Registrar of Societies and shall take effect from the date of their approval by the Registrar of Societies.
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