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 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 all students on campus or personnel who have been formally admitted by 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, which would also be known as a simple majority.

2.10            "Rule" means a rule made in accordance with these Regulations.

2.11            “Senior Committee” is a board which includes the President, Vice President, Secretary, Treasurer, Activities Officer, Graphic Design Officer, IT Officer, Media Officer and Public Relations Officer.

2.12            “Simple Majority” means a majority of all voting members that comprises of more than 50% of the members present at the meeting.

2.13             "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.

2.14             "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.

2.15            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               The orientation of new students to the campus, more specifically, Malaysian and international students.

3.3               Organise events to allow a better integration between Malaysian/international and local students.

3.4               Provide discounts at stores to allow an easier transition for overseas students adjusting to living in Australia

3.5               The representative of the members to the Student Guild of Curtin University of Technology.

3.6               Acting as watchdog for the interests of its members.

3.7               Dissemination of 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 society or personal property 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 of the Curtin Guild Society.

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.

5.3               The society shall not sell any property without the consent of the Curtin Student Guild.

 

 

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 twelve members before affiliating to the Curtin Student Guild.

6.2   Ordinary membership shall be open to:

6.2.1                Students of Curtin 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 Committees

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 member shall be set by the Committees and shall be determined by committee members at a General Committee 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 Committees together with an entrance fee and the membership subscription fee for one to three years. Included in this submission must be the student number (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 is still 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.             The officers and other members of the Committees shall be nominated by the current Officers of the Committees, 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 1^st of that year, unless specifically stated.

8.3.             An exception to Rule 8.2 is when electing the new President. To elect a new President, the current President would solely choose his or her successor individually based on merits.

8.4.             The Committees shall meet at least one (1) time every month.

8.5.             The quorum shall consist of 50% + 1 Committee members, as applicable.

8.6.             The Executive Committee shall have the power to form sub-committees.

8.7.             The Executive Committee shall have the power to fill any vacant positions in the other Committees 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.        The President

9.1.2.        The Vice President

9.1.3.        The Secretary

9.1.4.        The 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

9.2.             Optional officers of the society shall be:

9.2.1.        Advisor

9.2.2.        Vice Treasurer

9.3.             The President, Vice President, Secretary and Treasurer are known as the Executive Committee.

9.4.             The remaining Officers will be known as the Senior Committee.

9.5.             Positions not stated above will be known as the General Committee

9.6.             The Officers shall not hold office continuously for a period longer than six (6) semesters.

9.7.             The Officers shall agree to accept their new positions for at least two (2) semesters long in duration.

9.8.             No person shall be an officer of the society unless they are a financial Ordinary member.

 

 

10.  RESPONSIBILITIES

10.1     The 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.    Create and evaluate ideas, discusses it with members for opinions and criticisms, liaise with other members, and coordinates the work of the members of the Committees

10.1.6.    Be the official spokesperson of the society and shall conduct all formal liaison between the society and the community, as well as between the society and the Curtin Student Guild and International Student 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 of the same

10.1.8.    Have a good network with other student clubs and societies within Western Australia

 

10.1The Vice 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      Assist the President and all the members of the Committees

10.1.4      Liaise with other members

10.1.5      To monitor and evaluate the progress of activities

10.1.6      Organise 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

 

10.2The Secretary

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 members of all Committees in writing of the next meeting (as applicable)

10.2.7      Is responsible for informing all Committees regarding events and issues within the society

10.2.8      Be responsible for all administrative duties

 

10.3The Treasurer

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      Make 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 A$30.

 

10.4Activities Officer

10.4.1      Is responsible to the President and the Senior 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      Liaise with the International Student 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 President and the Senior 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 President and the Senior 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.

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 President and the Senior 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 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 President and the Senior Committee

10.8.2      Seek out members and organise 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

 

10.10        Vice Treasurer

10.10.1   Is responsible to the Treasurer and the Senior Committee

10.10.2   Assist the Treasurer when handling the monies of the society

10.10.3   Takes over the responsibilities and position of the current Treasurer if the current Treasurer is unable to carry out the job required

 

10.11        General Committee

10.11.1   Is responsible to the President and the Sub-Committees, as applicable

10.11.2   The General Committee are required to attend and participate in all the meetings

10.11.3   They are required to help out the Executive and Senior Committees to carry out their tasks

10.11.4   They are required to promote the society in general

 

 

11     GENERAL COMMITTEE MEETING

11.1            The Committees 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 the 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 once every month, as decided by the President.

11.5            The quorum is 50% + 1 Committee members.

11.6            All Committee members (including General Committee members) 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     SENIOR COMMITTEE MEETING

12.1            The Committees shall meet at such times and places as the President may determine.

12.2            The Secretary shall give to all Senior Committees 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 Senior Committee the minutes of each meeting in writing.

12.4            Senior Committee Meetings shall take place approximately once every fortnight (every two weeks).

12.5            The quorum is 50% + 1 Senior Committee members.

12.6            All Senior Committee members (namely, the President, Vice President, Secretary, Treasurer, Activities Officer, Graphic Design Officer, IT Officer, Media Officer and Public Relations Officer) 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     EXECUTIVE COMMITTEE MEETING

13.1            The Executive Committee shall meet at such times and places as the President may determine.

13.2            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.

13.3            The Secretary shall give to all members of the Committees the minutes of each meeting in writing.

13.4            Executive Committee Meetings shall take place approximately once every month that takes place during the week between the two Senior Committee Meetings

13.5            The quorum is 50% + 1 Executive Committee members.

13.6            All Executive Committee members (namely, the President, Vice President, Secretary and Treasurer) are expected to attend this compulsory meeting.

13.7            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.

 

14     ANNUAL GENERAL MEETING

14.1            The society shall hold an Annual General Meeting at which the election of the Office Bearers for the Executive Committee shall be conducted, with the exception of the President, as outlined in Rule 8.3 .

14.2            There shall be an Election Officer for the election who shall ensure all counting of the A.M.S. ballot paper.

14.3            The Annual General Meeting shall be held on any month, as decided by the current President; but typically at the end of the year.

14.4            The quorum shall consist of 50% + 1 of the membership of the Committees.

14.5            Ordinary members of the society shall be admitted to the Annual General meeting as observers.

14.6            The business of the Annual General Meeting shall include:

14.6.1      The Confirmation of minutes and matters arising,

14.6.2      The President’s report,

14.6.3      The Vice President’s report,

14.6.4      The Treasurer’s annual budget report and statement of account for the preceding financial year,

14.6.5      And all the other members of the Committees’ reports (other than General Committee)

14.6.6      The names nominated during a previous meeting will be listed, then voted and elected by the current Executive Committee, or by members selected by the President and agreed upon by the Committees. There shall be an odd number of voters, and

14.6.7      General Business.

 

 

15     EXTRAORDINARY GENERAL MEETING

15.1            An Extraordinary General Meeting may be called in one of the following ways:

15.1.1      By resolution of the Committees

15.1.2      By petition in writing by at least ten (10) members of the society

15.1.3      By resolution at a previous Annual General Meeting or Extraordinary General Meeting.

15.1.4      The quorum shall consist of two thirds of the members of the Committees.

 

 

16     CONVENOR OF MEETINGS

16.1            The President, or in his or her absence, the Vice President or the Secretary, shall preside as Convenor at the Annual General Meeting and at any Extraordinary General Meeting.

16.2            In the absence of the President, Vice President or Secretary the meeting shall elect any member of the society to preside.

16.3            The Convenor of any Meetings shall have a casting vote (as well as a deliberative vote).

 

 

17     BEHAVIOUR AT MEETINGS

17.1            At all meetings for the society, all members present are expected to follow the Society’s rules.

17.2            All members are expected to remain silent and act in a reasonable manner (as judged by the Executive Committee) during all meetings.

17.3            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.

17.4            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.

 

 

18     VOTING

18.1            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.

18.2            At any meetings, a resolution put to the vote shall be decided by a show of hands by a numerical simple majority of eligible voters.

18.3            Only Committee members that are deemed as either Present or Observers with Voting Rights at the meeting are eligible to vote.

 

 

19     NOTICE OF MEETINGS

19.1            Ten (10) days notice shall be given to the Annual General Meeting in writing to all members.

19.2            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.

19.3            The Secretary shall give to all members of the Committees written notice of all General Committee Meetings of the Committees of at least two (2) days before the fixed for the holding thereof, together with a list of business to be discussed.

19.4            The Secretary shall give to all members of the Committees written notice of all Senior Committee Meetings of the Committees of at least two (2) days before the fixed for the holding thereof, together with a list of business to be discussed.

19.5            The Secretary shall give to all members of the Committees written notice of all Executive Committee Meetings of the Committees of at least two (2) days before the fixed for the holding thereof, together with a list of business to be discussed.

19.6            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.

 

 

20     MINUTES OF MEETINGS

20.1            The Secretary, or in his or her absence, another member shall keep minutes of all General Committee Meetings, Senior Committee Meetings and Executive Committee Meetings.

20.2            Minutes of all meetings shall be open to inspections by any member at a time, and place convenient to the Secretary.

20.3            Minutes of all meetings shall also be available online via the society’s website.

 

 

21     REGISTRATION AS A STUDENT SOCIETY

21.1            The society shall be registered as a student society within the Curtin Student Guild.

21.2            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 Student Guild, as provided in the Guild Statute Book.

21.3            The society shall meet any requirements made by the Guild Council.

21.4            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 Student Guild.

21.5            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 Student Guild.

21.6            The society is bound by all Rules, Regulations and other provision enrolled upon the Guild Statute Book.

21.7            Failure of the society or its representatives to fulfil the obligations of the society as outlines in the clauses above, shall result n the Student Guild and its representatives being indemnified by the affiliate against any action, liability or possible consequences that may occur.

 

 

22     SUSPENSION AND EXCLUSION

22.1            Any 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 society by the President or Vice President. Each member is given three (3) warnings at each meeting before the President or Vice President suspends or removes the member at hand from the meeting.

22.2            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 simple majority of at least two-thirds of the Committees present and a vote at a meeting called for that purpose, and for which seven (7) days notice shall be given to all members of the Committees and to the Committee member whom it is propose to suspend or expel.

22.3            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 to all members of the Committees and to the member whom it is propose to suspend or expel.

22.4            The member whom it is proposed to suspend or expel may attend such meeting for the purpose of being offering and explanation of his or her conduct if he or she so desires.

22.5            An appeal shall lie in an Extraordinary General Meeting which shall be called by the Committees at the request in writing of the member who has been suspended or expelled 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.

22.6            On appeal from a decision of the Committees the Extraordinary General Meeting may make such resolution as it may see fit to allow or disallow the appeal in whole or in part and may vary the decision of the Committees.

22.7            Where a member is suspended such member shall be deemed not be a member during the period of his or her suspension until such time as his or her suspension is lifted.

 

 

23     RESIGNATION

23.1            Any person who wishes to resign his or her membership shall do so in writing addressed to the Secretary or the President.

23.2            Any member who fails to pay his or her annual subscription before December or July 31^st of each year shall be deemed to have resigned from the membership of the society.

 

 

24     FINANCE

24.1            The Committee shall ensure true accounts are kept of the monies received and expended.

24.2            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.

24.3            The society shall conduct its financial transactions through a bank approved by Curtin Guild Council.

24.4            The authority to access cheque accounts shall rest with the President who for the purposes shall hold this position of the Chief Officer.

24.5            The signatories of the cheque accounts shall be any two (2) of the Executive Officers of the society.

24.6            Claims with no receipt will be limited to a maximum of $30 only.

24.7            There can be no claims before the actual payment or use. The exception is when more than $100 is involved (booking/deposit/hiring).

24.8            Claims made to entertainment 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.

24.8.1            Honorariums may be given out to Executive or Senior Committee members whom in the President’s and Treasurer’s discretions deserve it based on merits.

24.8.2            These honorariums does not necessary have to be of monetary value, however a maximum monetary value of A$500 can be issued per Committee member

 

 

25     DISSOLUTION

25.1            The society may at any time, with the consent of an absolute majority of seventy-five (75) percent of the Committee members present at a General Committee Meeting called for the purpose, be dissolved.

25.2            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 Student Guild, as decided by the President.

25.3            Such dissolution to be notified to the Student Guild in writing.

 

 

26     INSPECTION OF CONSTITUTION

26.1            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.

 

 

27     ALTERATION OF CONSTITUTION

27.1            No alteration, addition or amendment of this Constitution shall be made unless and until carried by a resolution at any General Committee Meeting called for such purpose by a simple majority or two-thirds of the members present.

27.2            No such amendment shall have any force until the proposed change has been approved by a two-thirds majority of the Committees.

 

 

28     ACCEPTANCE

28.1            This Constitution was accepted by two-thirds or greater of the voting members present at the Annual General Meeting or any other approved meetings that comprised of over seventy-five (75) percent of the total committee members.

28.2            The Constitution will be effective from March 28th 2003. All committee members will be bound by the Constitution as provided by the Agreement with the Association of Malaysian Students.

 

 

29     STRUCTURE OF THE SOCIETY