AMS
Association of
Malaysian Students
CONSTITUTION
1. NAME
OF SOCIETY
1.1
The
name of the society shall be Association of Malaysian Students (A.M.S.).
2. DEFINITIONS
AND INTERPRETATIONS
2.1
"Absolute
majority" means a majority of more than 50% of all of the voting members
of the relevant body for the time being holding office, regardless of the
number attending the meeting.
2.2
“Committee”
means a board which includes members of the society who hold official
positions.
2.3
“Committee
member” means a member of the society who is part of one or more of A.M.S.
committee(s).
2.4
“Executive
Committee” is a board which includes the President, Vice President, Secretary
and Treasurer.
2.5
“General
Committee” is a board which includes all members of the Committee.
2.6
“In
writing” refers to something that is written as a letter or as an e-mail.
2.7
“Member”
means a student on campus or a person who has been formally admitted into
A.M.S. .
2.8
"Officer" means any person holding
an official position defined within the Constitution.
2.9
“Quorum”
shall be interpreted as “50% + 1” of the votes in the meeting.
2.10
"Rule"
means a rule made in accordance with these Regulations.
2.11
“Simple
Majority” means a majority of all voting members that comprises of more than
50% of the members present at the meeting.
2.12
"Special Majority" means a seventy
five percent (75%) majority of all of the voting members of the relevant body
for the time being holding office, regardless of the number attending the
meeting.
2.13
"May" and "Shall" Usage -
Where in these Regulations the word "may" is used in conferring a
power, it is to be interpreted to imply that the power so conferred can be
exercised or not at discretion. Where in a regulation the word
"shall" is used in conferring a power it is to be interpreted to mean
that the power conferred must be exercised.
2.14
Singular
to Mean the Plural - In these Regulations, unless the context otherwise
requires, the singular number is to be construed as including the plural
number.
3. OBJECTIVES
3.1
To
foster and promote unity among Malaysian, international and local students
through activities and events of the society.
3.2
To
orientate new students to the campus, more specifically, Malaysian and
international students.
3.3
To
organise events to allow a better integration between Malaysian, international
and local students.
3.4
To
provide discounts at stores to allow an easier transition for overseas students
adjusting to living in
3.5
To
be a representative of its members to the Curtin Student Guild at Curtin
University of Technology.
3.6
To
act as watchdog for the interests of its members.
3.7
To
disseminate information concerning the Guild and student activities of other
student societies.
4. POWERS
4.1
For
the purpose of achieving or furthering, this society shall have the power:
4.1.1.
To
purchase, sell, lease or rent providing that this is in accordance with the
Curtin Guild Rules and Regulations.
4.1.2.
To
borrow, raise or secure the payment of money to secure the payment of
performance of any debt, liability, contract or guarantee incurred or to be
entered into by the society, provided that this in accordance with the Curtin
Guild Rules and Regulations.
4.1.3.
To
exercise the rights and privileges associated with the registration with the
Curtin Student Guild.
4.1.4.
To
invest the monies of the society.
4.1.5.
To
do all such other things as are incidental or conducive to the objectives of
the society.
4.1.6.
The
Committee shall have the power to expend monies for certain matters and to
incur debts and liability for an on behalf of each and every member of the
society for which each and every member shall be jointly and severely liable.
5. INCOME
AND PROPERTY
5.1
The
income and property of the society shall be applied solely towards the
promotion of the objects of the society
5.2
No
portion of the income or property shall be paid, transferred or distributed
directly or indirectly to the members of the society, provided that nothing
shall prevent the payment in good faith or remuneration in return for services
actually rendered to the society.
6. MEMBERSHIP
6.1
Membership
of the society will consist of Ordinary and Associate membership for Curtin
students as well as non-Curtin students. The society shall have at least ten
members before affiliating to the Curtin Student Guild.
6.2
Ordinary
membership shall be open to:
6.2.1
Students
at Curtin University of Technology and other universities
6.2.2
Members
of the Curtin Student Guild
6.2.3
Associates
of the Curtin Student Guild
6.2.4
Such
other persons approved by the General Committee
6.3
Associate
membership shall be open to:
6.3.1
Students
or non-students approved by the Executive Committee
6.3.2
They
shall receive complimentary membership for one (1) year
6.3.3
Granted
only if they fall in one of the following categories:
6.3.3.1
Past
Presidents or Vice Presidents of the society
6.3.3.2
The
Executives of other Societies or Guilds
6.3.3.3
Acquaintances
that are beneficial to the society
6.4
Membership
shall cease if a member:
6.4.1
Resigns
6.4.2
Fails
to pay the subscription fee at a due date, or
6.4.3
Is
suspended or expelled
7. ENTRANCE
FEE AND SUBSCRIPTION
7.1.
The
entrance fee and subscription for each class of membership shall be set by the
General Committee and shall be determined by committee members at the next
Annual General Meeting. As of 2003, the membership fee will be A$5.00 for one
(1) year, A$8.00 for two (2) years, and A$10.00 for three (3) years.
7.2.
Any
person wishing to become a member shall submit and application on a form
approved by the General Committee together with an entrance fee and the
membership subscription fee from one to three years. Included in this
submission must be their Curtin student identification number and whether they
are a Curtin Guild member (if applicable).
7.3.
All
subscriptions shall be due and payable in advance of the granting of
membership.
7.4.
If
a membership card is lost, stolen or damaged; the member affected would have
three (3) options:
7.4.1.
to
pay a $3 replacement cost to replace their membership card for a new one
7.4.2.
to
not pay, but still be considered a member of the society
7.4.3.
the
Executive Committee, by a simple majority, would replace the membership card in question with no extra
cost charged to the member
8. COMMITTEE
8.1.
The
administration of the society shall be the responsibility of the Executive
Committee.
8.2.
Future
officers of the society shall be nominated by the current officers of the
society, and shall be elected at the Annual General Meeting or at any time as
desired by the current President via the Internal Elections system, and they
shall take office on December 1st of that year, unless specifically
stated.
8.3.
The
Executive Committee shall have the power to form sub-committees.
8.4.
The
Executive Committee shall have the power to fill any vacant positions in the General
Committee before the next Annual General Meeting, or the next elections.
9. OFFICIALS
OF THE SOCIETY
9.1.
The
officers of the society shall be:
9.1.1.
President
9.1.2.
Vice
President
9.1.3.
Secretary
9.1.4.
Treasurer
9.1.5.
Activities
Officer
9.1.6.
Graphic
Design Officer
9.1.7.
IT
Officer
9.1.8.
Media
Officer
9.1.9.
Public
Relations Officer
9.1.10.
General
Committee Member
9.2.
Optional
officers of the society shall be:
9.2.1.
Advisor
9.3.
The
President, Vice President, Secretary and Treasurer are known as the Executive
Committee.
9.4.
All
positions stated in Rules 9.1 and 9.2 will be known as the General Committee
9.5.
Officers
shall not hold office continuously for a period longer than six (6) semesters.
9.6.
Officers
shall agree to accept their new positions for at least two (2) semesters long
in duration.
9.7.
No
person shall be an officer of the society unless they have paid their
subscription fee.
10. RESPONSIBILITIES
10.1 President
10.1.1.
Is
responsible to the Executive Committee
10.1.2.
Is
a Malaysian citizen
10.1.3.
Be
the Chief Executive Officer of the society
10.1.4.
Be
a convenor or chairperson for every meeting
10.1.5.
Creates
and evaluates ideas, discusses it with members for opinions and criticisms,
liaises with other members, and coordinates the work of the General Committee
10.1.6.
Be
the official spokesperson for the society and shall conduct all formal liaising
between the society and the community, as well as between the society and the
Curtin Student Guild and International Students Committee
10.1.7.
Except
where specified to the contrary, be a member of every Committee and shall have
a deliberative vote at any meeting
10.1.8.
Have
a good network with other student clubs and societies within
10.1Vice President
10.1.1
Is
responsible to the President and the Executive Committee
10.1.2
Be
an Executive Officer of the society
10.1.3
Assists
the President and all the members of the General Committee
10.1.4
Liaises
with other members
10.1.5
To
monitor and evaluate the progress of activities
10.1.6
Organises
and oversees events, if the President is unable to do so
10.1.7
Takes
over the role of the President if the President is unfit or unable to carry out
his or her duties
10.2Secretary
10.2.1
Is
responsible to the President and the Executive Committee
10.2.2
Writes
the minutes for every meeting
10.2.3
Writes
annual reports, and plans for past and future years
10.2.4
Writes
letters to sponsors and other organisations
10.2.5
Replies
to any mails or letters the society receives
10.2.6
Notifies
the General Committee in writing of the next meeting (as applicable)
10.2.7
Is
responsible for informing the General Committee regarding events and issues
within the society
10.2.8
Be
responsible for all administrative duties
10.3Treasurer
10.3.1
Is
responsible to the President and the Executive Committee
10.3.2
Looks
after the society’s financial welfare
10.3.3
Makes
budgets and estimations for events
10.3.4
Prepares
the annual budget report at the end of the year
10.3.5
Reimburses
members for money spent outside the society’s money where non-receipt claims
can not exceed AUD$30.
10.4Activities Officer
10.4.1
Is
responsible to the Executive Committee
10.4.2
Responsible
for advertising all events to all members and non-members via posters and other
means of advertisement
10.4.3
Assist
in the creation of these advertisements
10.4.4
Plans
and organises marketing strategies in order to promote the society’s events
10.4.5
Liaises
with the International Students Committee to jointly promote sporting events
10.4.6
Is
responsible for organising fund raisers for the society
10.5Graphic Design Officer
10.5.1
Is
responsible to the Executive Committee
10.5.2
Is
responsible for designing posters and flyers to promote the society’s events
10.5.3
Is
responsible for providing images for the society’s website
10.5.4
Is
responsible for providing designs and graphics for the society’s message board
10.5.5
Is
responsible for designing tickets and other creative and artistic aspects of
the society.
10.6IT Officer
10.6.1
Is
responsible to the Executive Committee
10.6.2
Is
responsible for maintaining and creating a website for promoting the society
10.6.3
Is
responsible for providing up to date information about the society on the
society’s website.
10.6.4
Is
responsible for maintaining the society’s e-mail account, and will respond to
general enquiries regarding the society.
10.7Media Officer
10.7.1
Is
responsible to the Executive Committee
10.7.2
Manages
and maintains the message boards that the society possesses outside the Main
Café at Curtin University of Technology
10.7.3
Promotes
the society via the message board
10.7.4
Writes
articles for the Grok, Interlink and Paragon Magazines at Curtin University of
Technology, as well as other forms of media
10.8Public Relations Officer
10.8.1
Is
responsible to the Executive Committee
10.8.2
Seeks
out members and organises membership drives
10.8.3
Computes
new membership forms into a database
10.8.4
Regularly
validates member’s details
10.8.5
Is
responsible for issuing and sending out membership cards
10.8.6
Is
responsible for getting new sponsors for the society
10.8.7
Is
responsible for updating current sponsors for the society
10.8.8
Is
responsible for providing sponsors for society events
10.9Advisor
10.9.1
Shall
advise and/or assist the Executive in all A.M.S. activities and publications
10.9.2
Must
have held an official position in the A.M.S. committee in previous years
10.9.3
The
President of the current year shall be appointed by default as an Advisor for
the following year
10.9.4
Is
not included as part of quorum during meetings
10.9.5
Does
not have voting power during meetings, unless a motion is passed to grant the
Advisor voting rights.
10.10
General
Committee Member
10.10.1
Is
responsible to the President and the Executive Committee
10.10.2
Required
to attend and participate in all General Committee meetings
10.10.3
Is
required to help out the other officers of the society to carry out their tasks
10.10.4
Is
required to promote the society in general
11
GENERAL COMMITTEE MEETING
11.1
The
General Committee shall meet at such times and places as the President may
determine.
11.2
The
Secretary shall give to all General Committee members a notice in writing of
the agenda for the next meeting at least two (2) days before the date fixed for
the holding thereof, together with the list of business to be discussed.
11.3
The
Secretary shall give to all members of the General Committee the minutes of
each meeting in writing.
11.4
General
Committee Meetings shall take place approximately two (2) times every month, as
decided by the President.
11.5
The
quorum is 50% + 1 Committee members.
11.6
All
officers are expected to attend this compulsory meeting.
11.7
Failure
to attend three (3) or more meetings without prior notice 24 hours in advance
of the commencement of the meeting will result in removal from the Committee.
12
EXECUTIVE COMMITTEE MEETING
12.1
The
Executive Committee shall meet at such times and places as the President may
determine.
12.2
The
Secretary shall give to all Executive Committee members a notice in writing of
the agenda for the next meeting at least two (2) days before the date fixed for
the holding thereof, together with the list of the business to be discussed.
12.3
The
Secretary shall give to all members of the Committee the minutes of each
meeting in writing.
12.4
Executive
Committee Meetings shall take place approximately two (2) times every month
that takes place on the alternate week with the General Committee meeting
12.5
The
quorum is 50% + 1 Executive Committee members.
12.6
All
Executive Committee members (namely the President, Vice President, Secretary
and Treasurer) are expected to attend this compulsory meeting.
12.7
Failure
to attend three (3) or more meetings without prior notice 24 hours in advance
of the commencement of the meeting will result in removal from the Committee.
13
ANNUAL GENERAL MEETING
13.1
The
society shall hold an Annual General Meeting at which the election of the
Executive Committee shall be conducted.
13.2
There
shall be an Election Officer for the election who shall ensure all counting of
the A.M.S. ballot paper.
13.3
The
Annual General Meeting shall be held on any month, as decided by the current
President; but typically at the end of the year.
13.4
The
quorum shall consist of 50% + 1 of the membership of the General Committee.
13.5
Ordinary
members of the society shall be admitted to the Annual General meeting as
observers.
13.6
The
business of the Annual General Meeting shall include:
13.6.1 The Confirmation of minutes and matters
arising,
13.6.2 The President’s report,
13.6.3 The Vice President’s report,
13.6.4 The Treasurer’s annual budget report
and statement of account for the preceding financial year,
13.6.5 And all the other officers’ reports (excluding
General Committee members)
13.6.6 The names nominated during a previous
meeting will be listed, then voted and elected by the current General
Committee, or by members selected by the President and agreed upon by the
General Committee, and
13.6.7 General Business.
14
EXTRAORDINARY GENERAL MEETING
14.1
An
Extraordinary General Meeting may be called in one of the following ways:
14.1.1 By resolution of the General Committee
14.1.2 By petition in writing by at least 50%
+ 1 officers of the society
14.1.3 By resolution at a previous Annual General
Meeting or Extraordinary General Meeting.
14.1.4 The quorum shall consist of two thirds
of the officers of the General Committee.
15
CONVENOR OF MEETINGS
15.1
The
President, or in his or her absence, the Vice President or the Secretary, shall
preside as Convenor at any A.M.S. meeting.
15.2
In
the absence of the President, Vice President or Secretary, the meeting shall
elect any member of the society to preside.
15.3
The
Convenor of any meeting shall have a casting vote (as well as a deliberative
vote).
15.4
At
the start of the meeting, the President may move a resolution to the Committee
to allow non-voting persons at the meeting to have speaking rights, voting
rights or both.
16
BEHAVIOUR AT MEETINGS
16.1
At
all meetings for the society, all members present are expected to follow the
Society’s rules.
16.2
All
members are expected to remain silent and act in a reasonable manner (as judged
by the Executive Committee) during all meetings.
16.3
If
any member wants to make a statement, his or her hand shall be raised or voice
be respectfully raised before continuing with their statements or comments.
16.4
All
members are refrained from being disruptive in the form of noise, nuisance,
tardiness or any other behaviour agreed upon by the simple majority of the
Executive Committee.
17
VOTING
17.1
Only
students currently enrolled at Curtin University of Technology as well as
members of the society shall be eligible to vote on issues during the meetings.
17.2
At
any meeting, a resolution put to the vote shall be decided by a show of hands
by a numerical simple majority of eligible voters, unless otherwise stated.
17.3
Only
officers that are deemed as either Present or Observers with voting rights at
the meeting are eligible to vote.
18
NOTICE OF MEETINGS
18.1
Ten
(10) days notice shall be given to the Annual General Meeting in writing to all
members.
18.2
Fourteen
(14) days notice shall be given of an Extraordinary General Meeting by notice
displayed at the society in an appropriate place or in writing to all members.
18.3
The
Secretary shall give to all officers written notice of all General Committee
Meetings at least two (2) days before the fixed date for the holding thereof,
together with a list of business to be discussed.
18.4
The
Secretary shall give to all Executive Committee members written notice of all
Executive Committee Meetings at least two (2) days before the fixed date for
the holding thereof, together with a list of business to be discussed.
18.5
Any
agenda items, apologies or other business that are to be included in the
minutes of the specified meeting need to be communicated to the Secretary or
President by mail or phone at least 24 hours prior to the commencement of the
meeting.
19
MINUTES OF MEETINGS
19.1
The
Secretary, or in his or her absence, another member shall keep minutes of all
General Committee Meetings and Executive Committee Meetings.
19.2
Minutes
of all meetings shall be open to inspections by any member at a time,
and place convenient to the Secretary.
19.3
Minutes
of all meetings shall also be available online via the society’s website.
20
REGISTRATION AS A STUDENT SOCIETY
20.1
The
society shall be registered as a student society within the Curtin Student
Guild.
20.2
In
the event of the dissolution of the society, the assets, accounts and records
of the society shall be turned over to the current President or the Curtin
Student Guild, as decided by the President.
20.3
The
society shall meet any requirements made by the Guild Council.
20.4
The
society shall inform the Guild President immediately in writing of any
liabilities or possible liabilities that it may incur, that may in any way
become the ultimate responsibility of the Curtin Student Guild.
20.5
The
society shall seek approval from the Guild Council for any intending action of
the society that may result in the possible liability of the Curtin Student
Guild.
20.6
The
society is bound by all Rules, Regulations and other provision enrolled upon
the Guild Statute Book.
20.7
Failure
of the society or its representatives to fulfil the obligations of the society
as outlined in the clauses above, shall result in the Curtin Student Guild and
its representatives being indemnified by the affiliate against any action,
liability or possible consequences that may occur.
21
SUSPENSION AND EXCLUSION
21.1
Any
member of the society who is not part of the General Committee and fails to
observe the Rules of the Society or whose conduct in the opinion of the
Executive Committee is prejudicial to the interests of the society may be
suspended or removed from the society by the President or Vice President. Each
member is given three (3) warnings before the President or Vice President
suspends or removes the member at hand from the society. The member in question
will not have the right for an appeal.
21.2
Any
Committee member of the society who fails to observe the Rules of the Society
or whose conduct in the opinion of the Executive Committee is prejudicial to
the interests of the society may be suspended or removed from the membership of
the society by a special majority of the Executive Committee at a meeting
called for that purpose, and for which seven (7) days notice shall be given to
all officers of the society and to the Committee member in question.
21.3
Any
Committee member of the society who fails to attend the required number of
meetings at their position may be suspended or removed from the respective
Committee(s), by a mutual decision made by the President and Vice President. A
seven (7) days notice shall be given all officers of the society and to the
Committee member in question.
21.4
The
Committee member in question from Rule 21.2 and/or 21.3 may attend such meeting
for the purpose of offering and explanation on his or her conduct if he
or she so desires.
21.5
An
appeal shall lie in an Extraordinary General Meeting which shall be called by
the Executive Committee at the request in writing of the Committee member in
question within seven (7) days of the Committee’s decision. Any member who is
suspended or expelled shall not be entitled to any refund of any entrance fee
or subscription.
21.6
On
appeal from a decision of the Executive Committee at the Extraordinary General
Meeting, the Executive Committee may make such resolution as it may see fit to
allow or disallow the appeal in whole or in part.
21.7
Where
a Committee member is suspended such Committee member shall be deemed not be a
Committee member during the period of his or her suspension until such time as
his or her suspension is lifted.
22
RESIGNATION
22.1
Any
person who wishes to resign his or her membership shall do so in writing
addressed to the Secretary or the President.
22.2
Any
member who fails to pay his or her annual subscription before December or July
31st of each year shall be deemed to have resigned from the
membership of the society.
23
FINANCE
23.1
The
Committee shall ensure true accounts are kept of the monies received and
expended.
23.2
A
journal and a balance sheet containing a summary of assets and liabilities of
the society together with a statement of income and expenditure for the
preceding year shall be made out and submitted to the next Annual General
Meeting.
23.3
The
society shall conduct its financial transactions through a bank approved by
Curtin Student Guild.
23.4
The
authority to access cheque accounts shall rest with the President who for this
purpose shall hold this position as the Chief Executive Officer.
23.5
The
signatories of the cheque accounts shall be any two (2) of the Executive
Officers of the society.
23.6
Claims
with no receipt will be limited to a maximum of AUD$30 only.
23.7
There
can be no claims before the actual payment or use. The exception is when more
than AUD$100 is involved (booking/deposit/hiring).
23.8
Claims
made to entertainment use can be done if it is to reward committee members or
those who helped out. This is limited to AUD$30 per head, and the Treasurer
needs to sign each claim.
23.8.1
Honorariums
may be given out to any officer of the society whom in the President’s and
Treasurer’s discretions deserve it based on merits.
23.8.2
These
honorariums do not necessary have to be of monetary value, however a maximum
monetary value of AUD$500 can be issued per Committee member
24
DISSOLUTION
24.1
The
society may at any time, with the consent of a special majority of the General
Committee at a General Committee Meeting called for the purpose, be dissolved.
24.2
If
upon the dissolution or winding up of the society there remains after the
satisfaction of all its debts and liabilities any properties whatsoever, the
same shall not be distributed among the members of the society, but shall be
given or transferred to the current President or to the Curtin Student Guild,
as decided by the President.
24.3
Such
dissolution to be notified to the Curtin Student Guild in writing.
25
INSPECTION OF CONSTITUTION
25.1
The
Constitution shall be open to inspection by any member upon giving reasonable
notice to the Secretary at a time and place convenient to the Secretary.
26
ALTERATION OF CONSTITUTION
26.1
No
alteration, addition or amendment of this Constitution shall be made until the
next Annual General Meeting.
26.2
An
exception to Rules 26.1 is if there is written approval by all of the General
Committee to accept the new alteration, addition and/or amendment.
27
ACCEPTANCE
27.1
This
Constitution was accepted by a special majority of the General Committee.
27.2
The
Constitution will be effective from
28
STRUCTURE OF THE SOCIETY
