CONSTITUTION OF THE MALAYSIAN SOCIETY OF OTORHINOLARYNGOLOGISTS HEAD AND NECK SURGEONS
ARTICLE 1 – Name, Crest and Motto :
i. The name of the Society shall be “Persatuan Otorinolaringologis Pakar Bedah Kepala Dan Lehar Malaysia” (Malaysian Society Of Otorhinolaryngologists Head And Neck Surgeons), hereinafter referred to as “The Society”.
ii. Registered address for correspondence shall be 19, Jalan Folly Barat, 50480, Kuala Lumpur, Malaysia.
iii. The Motto of the Society is “ Kesatuan dalam Otorinolaringologi”.
iv. Crest of the Society shall be a graphic drawing of ear, nose, throat, head and neck, in green colour – Please see Enclosure “A”
ARTICLE II – Objects:
i. To promote the art and science of Otorhinolaryngology
ii. To coordinate the activities of Otorhinolaryngologists.
iii. To represent Otorhinolaryngologists and protect their interests.
iv. To promote fellowship among Otorhinolaryngologists
v. To highlight specific ENT problems in the country and contribute towards the solution of these problems.
ARTICLE III – Membership The Society shall consist of Ordinary, Associate, International and Honorary.
i. Ordinary Membership Ordinary Membership shall be those who are registered Medical Practitioners with a post-graduate qualification in Otorhinolaryngology and who are engaged in the practice of Otorhinolaryngology.
ii. Associate Membership Associate Membership shall be open to members of the Medical and Allied Professions who have interest in Otorhinolaryngology or other allied Medical and Scientific fields.
iii. Honorary Membership Honorary Membership may be conferred on persons who are distinguished in public life or who have rendered meritorious service to the Medical or Allied Professions or to this Society.
iv. Life Membership Life Membership shall be those who are registered Medical Practitioners with a post-graduate qualification in Otorhinolaryngology and who are engaged in the practice of Otorhinolaryngology. They must be a citizen of Malaysia at the time of joining the Society
v. International Membership International Membership shall be open to any foreign Medical Practitioners with a with a post-graduate qualification in Otorhinolaryngology and who are engaged in the practice of Otorhinolaryngology. This category includes any foreign Medical Practitioners with a post-graduate qualification in Otorhinolaryngology residing and practicing in Malaysia with prior approval of the Registrar of Societies.
vi. Persons qualified to be ordinary members and who pay the entrance fee and the subscription for 1980 before 31st December 1980 shall be known as “Founder Member”.
vii. Termination of Membership (a) Any member of the Society may resign from the Society by giving to the Hon. General Secretary of the Society notice in writing to that effect, providing that any members giving such notice shall be liable to pay his subscription up to and including the current year in which such notice was given.
(b) Any member in arrears of subscription for a period of two years in spite of repeated reminders shall ipso facto cease to be a member.
ARTICLE IV – Voting Rights
Voting rights shall be confined to the Ordinary and Life Members of the Society.
ARTICLE V – Election Members
i. Election to Membership of the Society will be made by the Executive Committee of the Society.
ii. All applications for Ordinary and Associate Membership shall be made on such application forms as the Executive Committee shall prescribed from time to time.
iii. Honorary Members shall be elected at a General Meeting of the Society upon the recommendations of the executive Committee.
ARTICLE VI – Subscriptions
i. The Financial Year shall start on the 1st of January and end on the 31st December.
ii. (a) The Annual Subscription for Ordinary Members shall be RM 100-00. (b) The Annual Subscription for Associate Members shall be RM10-00. (c) Life membership shall be RM 1000.00
iii. The entrance fee of RM25-00 shall not be charged.
ARTICLE VII – Executive Committee
i. The Management of the Society shall be in the hands of the Executive Committee consisting of :-
(b) President Elect
(e) Ordinary Committee Members – shall be eight in numbers
(f) Immediate Past President
ii. The Executive Committee shall be elected at the Annual General Meeting or at an Extraordinary General Meeting if all Members of the Executive Committee resign during the year.
iii. All Members of Executive Committee and every officer performing executive functions in the Society as far as possible shall be Malaysian citizens.
iv. The immediate past president shall be an automatic ordinary member of the incoming executive committee.
ARTICLE VIII- Duties of office-bearers
(a) Shall preside at all business meeting of the Society.
(b) Shall have a casting vote in addition to his normal vote.
(c) In the event of absence of the President, the President-Elect shall preside at the meeting. In the absence of both the President and President – Elect, the Committee shall elect one Executive Committee Member to preside at the meeting.
(a) Shall be responsible for the management of the Society.
(b) Shall keep a Register of Members.
(c) Shall convene all meeting of the Society.
(d) Shall prepare the Annual Report which shall be circulated to members two weeks before the Annual General Meeting of the Society.
(e) Shall keep minutes of all the business meetings of the Society.
(a) Shall sign all cheques which will have to be countersigned by the President or Secretary.
(b) Shall keep an account of all business transactions by the Society.
(c) Shall prepare the Audited Statement of Accounts which shall be circulated to members two weeks before the Annual General Meeting of the Society.
(d) Shall collect Annual subscription from members.
ARTICLE IX – Ordinary Committee Members
Ordinary Committee Members shall generally assist in the management of the Society.
ARTICLE X – Vacancy
The Executive Committee shall have the right to fill any vacancy of office that may occur during their term of office.
ARTICLE XI – Meetings
i. Annual General Meeting
(a) The Annual General Meeting shall be held any time between the months of April and June every year on a date and at a place to be decided by the Executive Committee. The business of the Annual General Meeting shall be : a. To receive the Executive 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 elect a committee and to appoint auditors for the ensuing year. d. To deal with such other matters as may be put before it.
(b) Preliminary Notice of the Annual General Meeting asking for motions for discussions at the meeting, proposed amendments to the Constitution and other matters to be included in the Agenda, shall be sent to all members by the secretary not less than 21 days before the date for the Annual General Meeting.
(c) Motions, proposals, proposed amendments to the Constitution and other matter to be included in the Agenda must be sent by members to reach the Secretary not later than 2 weeks before the date fixed for the meeting.
(d) The Secretary shall circulate to all members the audited Statement of Accounts and Annual Report 2 (two) weeks before the Annual General Meeting.
(e) The Secretary shall forward to all members not less than 7 days before the date fixed for the meeting, the Agenda including: – any motions proposed by members – proposed amendments to the Constitution – any other matters requested by members.
ii. Extraordinary General Meeting An Extraordinary General Meeting shall be convened:
(a) By the Executive Committee when they shall deem it necessary or desirable.
(b) At the request in writing of not fewer than half the membership, stating the objects and reasons for such a meeting.
iii. Executive Committee Meetings The Executive Committee Meetings shall be held at least once every four months or as and when necessary.
iv. Auditors Two Honorary Auditors shall be elected at the Annual General Meeting. These two members shall be Registered –Medical Practitioners and they need not necessary be members of the Society, but they shall not be members of the Executive Committee.
v. Sub Specialty Meeting The Executive Committee shall form working groups or sections of sub specialties within the Society based on resolutions passed at the Annual General Meeting. Activities and financial disbursements would be approved and administered by the Executive Committee.
ARTICLE XII – Terms of Office
The term of Office of the Executive Committee shall be from one Annual General Meeting to the next.
ARTICLE XIII – Quorum
i. The quorum at all Executive Committee Meeting shall be five.
ii. The quorum at all Annual and Extraordinary General Meeting shall be one half of the Ordinary Members or twice the total number of the Members of the Executive Committee, whichever is the lesser.
iii. In the event of a lack of quorum at the Annual General Meeting the meeting shall be postponed to a date not earlier than one week and not later than three weeks from the date of the cancelled meeting.
iv. If half an hour after the time appointed for the Annual General Meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding 30 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 not have power to alter the rules of the Society or to make decisions affecting the whole membership.
v. In the event of a lack of quorum at the Extraordinary General Meeting, the meeting will be cancelled. The subject for resolution of the cancelled meeting may again be raised at another Extraordinary General Meeting, provided that
ii (b) is complied with.
ARTICLE XIV – Amendment to the Constitution
Amendments to the Constitution shall be passed if at least two – thirds of the Ordinary Members present at the Annual General Meeting of the Society vote in favour of the amendments. No amendments shall be operative without the prior sanction of the Registrar of Societies.
ARTICLE XV – Suspension and/or Dismissal
Every member on joining the Society impliedly undertakes to comply with these rules and any refusal or neglect to do so or misconduct which in the opinion of the Executive Committee is unworthy of a member shall render such member liable to expulsion or suspension by the Executive Committee. The Secretary of the Society shall provide him in writing of the complaint made against him specifying the period within which he is required to answer from such member or upon the expiry of the period specified by the Secretary of the Society above referred whichever is the later the Executive Committee shall be entitled to take a decision on the complaint against such member.
ARTICLE XVI – Publications
The Annual General Meeting or the Executive Committee shall decide on the publication of the Society.
ARTICLE XVII – Interpretation of the Constitution
Between 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 general meeting, the decisions of the Executive Committee shall be binding on all members of the Society unless and until countermanded by a resolution of a general meeting.
ARTICLE XVIII – Financial Provisions
i. The Treasurer may hold a petty cash advance not exceeding RM 500-00 at any onetime. All money in excess of this sum shall within 7 days of receipts be deposited in a bank approved by the Executive Committee. The bank account shall be in the name of the Society.
ii. No expenditure exceeding RM 1000-00 at any one time shall be incurred without the prior sanction of the Executive Committee.
iii. Traveling Allowance
a) The Executive Committee shall be paid traveling allowances while attending the EXCO meetings. Members traveling by car shall be paid mileage amounting to 70 cents per kilometer. Toll charges shall be paid according to the published and prevailing rates.
b) In the event the Executive Committee travels by flight, the member will be reimbursed a sum equivalent to an economy class ticket upon submitting their flight ticket to the Hon Treasurer. The member will also be allowed to claim “budget taxi” charges only to the venue of the proposed meeting upon submitting their receipts to the Hon Treasurer
iv. Hotel Accommodation Any outstation member of the Executive Committee shall be paid hotel accommodation not exceeding RM 200 per night while attending EXCO Meeting upon submitting the hotel receipt to the Hon Treasurer.
ARTICLE XIX – Prohibition
i. The Society shall not have any affiliation or connection outside Malaysia provided prior written approval from the authority concerned is obtained.
ARTICLE XX – Dissolution
i. The Society shall be dissolved only with the consent of at least four fifths of its registered members present at an Annual General Meeting or an Extraordinary General Meeting convened for the purpose.
ii. In the event of dissolution, the balance of the funds shall be disposed of in such manner as may be determined by a majority vote at a General Meeting convened for this purpose.
iii. Notice of dissolution shall be forwarded to the Registrar of Societies within 14 days of its dissolution.
AMMENDMENT TO THE CONSTITUTION
ARTICLE 1 – NAME, CREST AND MOTTO
The 11th Annual General Meeting has unanimously agreed to change the crest of the society. The new crest of the society is as below:
1. GRAPHIC DRAWING OF EAR, NOSE, THROAT AND HEAD & NECK Symbolizes the field of ear, nose, throat and head & neck surgery. This is the field of interest of our members.
2. GREEN Symbolizes sincerity and purity in our service to the public. This Constitution was reviewed and re-written by Dr Harvinder Singh (President MSOHNS of 2010-2011) with all amendments formally passed by the Registrar of Societies as of 13 May 2010