Malaysian Woodworking Machinery Association (MWMA)

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6. GENERAL MEETING

The supreme authority of the Society is vested in a general meeting of the members. At least one half of the total voting membership of the Society or the voting members present represent twice the total number of committee members, whichever is less, must be present at a general meeting for its proceedings to be valid and to constitute a quorum.

If half an hour after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the Committee; and if a quorum is not present half an hour after the appointed time for the postponed meeting, the members present shall have the power to proceed with the business of the day but they shall not have the power to alter the rules of the Society or make decisions affecting the whole membership.

An annual general meeting of the Association shall be held as soon as possible after the close of each financial year on a date, not later than June, and at a time and place to be decided by the Committee. The business of the annual general meeting shall be :

a)	to receive the Committee's report on the working of the Society during the previous year;
b)	to receive the Treasurer's report and the audited accounts of the Society for the previous year;
c)	to appoint auditors for the ensuing year;
d)	to deal with such other matters as may be put before it.

The Secretary shall send to all members at least Fourteen (14) days before the meeting, an agenda including copies of minutes and reports, together with audited accounts of the Society for the previous year. Copies of these documents will also be made available at the registered place of business of the Society for the perusal of members.

An extraordinary general meeting of the Society shall be convened :-

a)	whenever the Committee deems it desirable; or
b)	at the joint request in writing of not less than twenty (20) members, stating the objects and reasons for such a meeting.

An extraordinary general meeting requisitioned by members shall be convened for a date within Thirty (30) days of the receipt of such requisition.

Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least Fifteen (15) days before the date fixed for the meeting.

Paragraphs (1) and (2) of this rule regarding the postponement of an annual general meeting shall apply also to an extraordinary general meeting, but with the proviso that if no quorum is present after half an hour from the time appointed for a postponed extraordinary general meeting requisitioned by members, the meeting 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 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.

10)

Voting shall be by a show of hands, unless a ballot is demanded by the meeting, there shall be no voting by proxy.

11)

In the absence of both the President and the Vice-President, the meeting shall appoint a member to take over the Presidential duties for the meeting.

12)

The President shall have a casting vote.

7. COMMITTEE

A committee consisting of the following, who shall be termed the office-bearers of the Association, shall be elected at the general meeting every three years :-

A President
A Vice-President
A Secretary General
An Assistant Secretary
A Treasurer

All office bearers of the Society and every officer performing executive function in the Society shall be Malaysian citizens. Non-citizens may hold posts in the Society only with the prior permission of the Registrar of Societies.

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.

The function of the Committee is to organise 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 my 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.

The Committee shall meet at least once every Three (3) 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 Committee to be held at any time. At least one half of the Committee members must be present for it to be valid and to constitute a quorum.

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 :

a)	the issue must be clearly set out in the circular letter and forwarded to all members of the Committee;
b)	at least one-half of the members of the Committee must indicate whether they are in favour or against the proposal; and
c)	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.

Any member of the Committee who fails to attend three (3) consecutive meetings of the Committee without satisfactory explanation shall be deemed to have resigned from the Committee.

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 declined 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.

The Committee shall give instructions 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 members 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 decisions of the Committee shall be binding on all members of the Society unless and until countermanded by a resolution of a general meeting.

8. DUTIES OF OFFICE BEARERS
1)	The President shall during his term of office preside at all general meeting and all meetings of the Committee and shall be responsible for the proper conduct of all such meetings. He shall have the casting vote and shall sign the minutes of each meeting at the time they are approved. He shall in conjunction with the Secretary and Treasurer, sign all cheques on behalf of the Society.
2)	The Vice-President shall deputise for the President during the latter's absence.
3)	The Secretary shall conduct the business of the Society in accordance with the rules, and shall carry the instructions of the general meeting and of the Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial reports he shall maintain a proper membership register of the members consisting of details such as names, identity card numbers, date/places of birth, occupation, name/address of employers and residential addresses. In conjunction with the President and Treasurer, he shall sign all cheques on behalf of the Society.
4)	The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence.
5)	The Treasurer shall be responsible for the finances of the Society. He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He shall, in conjunction with the President and the Secretary sign all cheques on behalf of the Society.
6)	The Ordinary Committee Members shall carry out such duties as directed by the Committee.

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