| 1. |
NAME |
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1.1 |
The name of the Association shall be the USQ Malaysian Student Association. In
short form will be called USQMSA.
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1.2 |
The USQMSA shall be non-political and non-sectarian.
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| 2. |
OBJECTIVE |
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2.1 |
To foster a closer relationship amongst Malaysian students as well as other
international students.
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2.2 |
The other objectives of the USQMSA shall be to initiate services, and to encourage
and assist interested organizations in providing services that contribute to
the well-being of Malaysian students currently studying on the campus of
University of Southern Queensland.
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2.3 |
To promote Malaysian culture.
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2.4 |
To organize activities to encourage the Malaysian students to
participate and socialize with other international students.
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| 3. |
MEMBERSHIP |
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3.1 |
The USQMSA shall consist of Malaysian students in USQ and other students of USQ who
are interested in joining the USQMSA.
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4.
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OFFICE BEARERS |
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4.1 |
The USQMSA shall annually elect a President, a Vice President, a Treasurer, an
Assistant Treasurer, a Secretary, an Assistant Secretary, an Information Technology Officer, an external auditor,
and four Committee Members.
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4.2 |
A member must not be elected as President for more than 2 consecutive years.
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4.3 |
The Honorary Auditor of the USQMSA shall be the same auditor of the USQ Student
Association.
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| 5.
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EXECUTIVE COMMITTEE |
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5.1 |
The Executive Committee of the USQMSA shall consist of:-
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The President, the Vice President, the Treasurer, the Assistant Treasurer,
the Secretary, the Assistant Secretary, the Information Technology Officer and four Executive Committee Members.
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| 6. |
PROCEEDINGS OF THE EXECUTIVE COMMITTEE |
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6.1 |
Proceedings of the Executive Committee shall meet monthly or at such other
intervals as the Executive Committee may decide. Special meetings of the
Executive Committee may be convened at the request of half of the Executive
Committee members.
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6.2 |
Questions arising at any meeting shall be decided by a majority of votes.
The vote shall be by ballot or by show of hands, at the discretion of the
Chairperson. The Chairperson of the Executive Committee shall have a second
or casting vote.
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6.3 |
If any member of the Executive Committee fails to attend three consecutive
Executive Committee meetings without submitting adequate explanation, the
Executive Committee shall declare the position vacant.
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6.4 |
The quorum for any meeting of the Executive Committee shall be one quarter of the
membership of the Executive Committee, provided that if that figure is not a
whole number, the quorum shall be the next whole number below that figure.
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6.5 |
If a quorum is not present half an hour later than the scheduled time of the
Executive Committee meeting, then if the meeting has been called in response
to a requisition shall lapse, the meeting shall be adjourned to the same hour
and same venue one week later (or as close thereto at is practicable). At that
adjourned meeting, if the number present at the scheduled time is less than the
quorum, as defined in clause 6.4, the members present shall constitute a quorum.
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| 7.
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DUTIES AND POWERS OF THE EXECUTIVE COMMITTEE |
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7.1 |
To meet the objectives of the USQMSA.
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7.2 |
An Executive, Executive Committee member, sub-committee member and
member shall normally not receive any remuneration for
his/her services but may be reimbursed for "out of pocket" expenses on the
authorization of the President and Treasurer.
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7.3 |
The Executive Committee shall have the power to make by-law consistent with the
rules laid down in this constitution and which are necessary or convenient to
be prescribed in order to give effect to this constitution and the operation of
the USQMSA pursuant hereto.
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7.4 |
The Executive Committee shall have the power to terminate the membership of the
USQMSA of any member who, in the opinion of the Executive Committee has acted
in a manner contrary to the objectives of the USQMSA or detrimental to the
interests of the USQMSA. Such a decision must have two thirds majority of the
Executive Committee present in a quorate meeting in order to be passed.
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7.5 |
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The Executive Committee shall have the power to call a Special Executive Meeting after six calendar months from the Annual General Meeting to perform a formal assessment on the performance of the President. |
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| 7.5.1 |
All members of the Executive Committee, except the President, shall carry out the formal assessment on the President. However, the Secretary shall notify the President in writing about the formal assessment seven days in advance before the assessment is held.
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7.6 |
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If the results of the formal assessment (as defined in Section 7.5) conclude that any of the Executive Committee has performed satisfactorily in his or her duties, they shall remain in office for the remainder of the year. However, if the results of the assessment are similar with the conclusions such as stated in 7.6.1 or 7.6.2, the other Executive Committee shall hold a vote of no confidence immediately.
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| 7.6.1 |
Any Executive Committee Member has been found guilty in the formal assessment of misusing his or her powers, acting against the objectives of the USQMSA as defined in this constitution, or the Committee's unsatisfactory performance in carrying out tasks previously approved by the rest of the Executive Committee.
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| 7.6.2 |
The Executive Committee Member has been found guilty of violating the rules and regulations of the University of Southern Queensland, or has been found guilty in being involved in a criminal activity.
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| 7.7 |
The rest of the Executive Committee Members shall hold a vote of no confidence to decide on a resolution to remove the Member from office. This vote of no confidence shall be participated by all the members of the Executive Committee except for the Guilty Member or Party. A two-thirds majority shall be required from the vote of no confidence to remove any Member from office. |
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| 7.8 |
Upon passing the resolution to remove any Member from office, the Member's post shall be immediately vacated. An existing Committee member shall temporarily or permanently fill into the vacated position, in awaiting for a new person to be voted to the vacant position.
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| 8. |
SUB-COMMITTEES |
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8.1 |
Sub-committees will be established on a needs basis and their convenors
will be elected at the Annual General Meeting or appointed as interim by
the Executive Committee if such appointments are deemed necessary before
the next Annual General Meeting. In the event of a causal vacancy, or the
failure of the Annual General Meeting to appoint a convenor, a convenor
may be appointed by the Executive Committee. A person appointed by the
Executive Committee shall hold office until the next Annual General Meeting.
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8.2 |
The Secretary or Assistant Secretary shall attend sub-committee meeting as required
and provide administrative assistance to the convenors.
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8.3 |
Each sub-committee must be consisted of Malaysian students. Other member of USQMSA
who is not a Malaysian student may only be a member of any sub-committee by the
appointment of the Executive Committee.
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8.4 |
The Executive Committee shall be empowered to co-opt such persons onto each
sub-committee as shall be necessary for the successful working of the
sub-committee.
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8.5 |
Sub-committee meetings will be held as the need arises and will be called
by the Convenor of the sub-committee.
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| 9. |
AUDITOR |
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9.1 |
An honorary auditor shall be the same as the USQ Student Association Auditor.
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9.2 |
The Auditor shall submit each year an audited statement of the USQMSA’s finances
for he financial year ended 30 June of the USQMSA at the Annual General Meeting
of the USQMSA and shall submit a certified copy of the same audited statement
to the USQ Student Association, as soon as possible after 30 June.
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| 10. |
CASUAL VACANCIES |
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10.1 |
Any casual vacancy occurring in the Executive Committee, or in positions
created by the Executive Committee, including those created by co-option,
or the failure of the Annual General Meeting to elect office bearers or
Executive Committee members, may be filled by members voted to those position
by the Executive Committee.
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10.2 |
A member of the USQMSA filling a casual vacancy on the Executive Committee shall
retire at the next Annual General Meeting and be eligible for election.
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10.3 |
Any person filling a casual vacancy of the Executive Committee must be a Malaysian
student as well as a member of the USQMSA studying on campus.
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| 11. |
NOMINATION AND ELECTION OF OFFICE BEARERS |
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11.1 |
Any member of the USQMSA may nominate him or herself or any other member of the
USQMSA for election as an office bearer, sub-committee convenor or member of
the Executive Committee provided that he/she is a Malaysian student and member
of USQMSA studying on campus in USQ.
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11.2 |
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All nominations and elections are conducted by show of hands. |
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| 11.2.1 |
The member who nominated a nominee for a position as an Office Bearer of USQMSA and
the 5 members who seconded that nomination are prohibited to nominate or second
any other member for the same position.
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11.3 |
The nominated person (nominee) must be eligible to hold office by virtue of being a
Malaysian student studying on campus in USQ. Other members who are not
Malaysian students can nominate a Malaysian student for election but cannot be
nominated himself/herself or be nominated by other members (in other words,
he/se cannot be a nominee, thus is impossible to be elected as an office bearer
of the USQMSA).
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11.4 |
Office-bearing positions shall be declared vacant at the Annual General Meeting. If the
nominations received for office bearers, sub-committee convenors and other
executive members do not exceed the required number for the relevant positions,
the nominees shall be declared duly elected. If the nominations received exceed
the required number for any position on the Executive Committee, the election
will be decided by a simple majority on secret ballot.
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11.5 |
Notwithstanding any other provisions of this constitution, the office bearers of the USQMSA
shall remain in office until their successors are elected or until resolved
otherwise by the Executive Committee.
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| 12. |
MEETINGS |
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12.1 |
The USQMSA shall hold the Annual General Meeting in March of each
year. The General Meetings shall be held quarterly or at any other times as
decided by the USQMSA in General Meetings.
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12.2 |
A quorum of members for a General Meeting shall be one tenth of the members
listed in the Register of Members of the USQMSA, provided that if that number
is not a whole number, the quorum shall be the nearest whole number below that
figure.
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12.3 |
If a quorum is not present half an hour later than the scheduled time of the general
meeting, then if the meeting has been called in response to a requisition shall
lapse, the meeting shall be adjourned to the same hour and same venue one week
later (or as close thereto at is practicable). At that adjourned meeting, if
the number present at the scheduled time is less than the quorum as defined in
clause 12.2, the members present shall constitute a quorum.
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12.4 |
The Executive Committee may call a Special General Meeting of the USQMSA at its own
discretion or at the request of 10% of the members of the USQMSA.
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12.5 |
A request for a Special General Meeting shall state the objectives of the
meeting. The request shall be lodged in writing to the Executive Committee at
least twenty-one days before the date of the meeting.
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12.6 |
Notice of all General Meetings shall be by way of public notice at least seven days
prior to the date of the meeting. Notice of a proposal to amend the
Constitution shall specify the intention to propose the matter as a special
resolution and the notice shall be given to all members at least 10 days before
the date of the meeting.
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12.7 |
The time for all General Meetings shall be determined by the Executive Committee or
the President.
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12.8 |
Motions to be put to a General Meeting shall be received in writing by the Secretary
not less than seven days prior to the date of the meeting. This requirement
shall not prevent a motion being proposed at a meeting if it is accepted by two
thirds of the members and voting.
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| 13. |
VOTING |
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13.1 |
Members of the USQMSA shall be entitled to vote at any General Meeting or Special
General Meeting, provided that such people are listed in the Register of
Members of the USQMSA. Voting by proxy shall not be permitted.
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13.2 |
The Chairperson of the General Meeting shall have a second or casting vote.
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13.3 |
The Chairperson at the General Meeting shall be the President of the USQMSA or
his/her nominee or, in is/her absence, a Vice President nominated by the
USQMSA.
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13.4 |
Voting at the General Meeting shall be by the show of hands, by acclamation, by division,
or by ballot, at the discretion of the Chairperson.
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| 14. |
MINUTES |
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14.1 |
Minutes of the proceedings of all meetings of the USQMSA and of the
Executive Committee shall be recorded and kept by the Secretary and,
if both absent, by the person agreed upon by the Executive Committee.
These minutes shall be confirmed at and by the
subsequent meeting of the USQMSA or the Executive Committee.
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14.2 |
All sub-committees shall submit a report of each sub-committee meeting to the
following Executive Committee Meeting.
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| 15.
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FUNDS |
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15.1
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The Executive Committee shall open bank accounts as appropriate in the name
of the USQMSA into which all moneys received shall be paid as soon as possible
after the receipt, but in any case, not exceeding fourteen days.
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15.2 |
All moneys received shall be brought to the attention of the Treasurer or Assistant
Treasurer.
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| 15.3 |
All cheques drawn on the account of the USQMSA shall be signed by the Treasurer and
President or Treasurer and Vice President. A letter of approval
is needed in the event of authorized people cannot sign.
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15.4 |
USQMSA will accept any funding if it meets the objectives of USQMSA. Special funds
from funding organizations will be received if it does not conflict with the
objectives of USQMSA.
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| 16. |
AMENDMENTS TO THE CONSTITUTION |
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16.1 |
The Constitution of the USQMSA may be amended after obtaining the agreement of the
Executive Committee and a resolution being carried by a two-thirds majority of
members present and voting at a General Meeting.
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16.2 |
The proposal for amendment to the Constitution shall be received in writing by the
Secretary twenty-one days before the General Meeting subject to the agreement
of the Executive Committee and the proposed amendment shall be circulated to
all persons appearing on the Register of Members.
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| 17. |
WINDING UP |
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17.1 |
The winding up or dissolution of the USQMSA shall be carried on a
resolution by two-thirds majority of members present and voting at a special
General Meeting for that purpose.
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17.2 |
In the event of a motion for the dissolution of the USQMSA being
carried by the Special General Meeting, the Executive Committee shall defer
action for fourteen days after which, unless it has received a petition for
another Special General meeting to rescind the motion of dissolution, it shall
proceed to realise the funds of the USQMSA and to discharge all its
liabilities, including any incurred towards funding organizations.
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17.3 |
In the event of the dissolution of the USQMSA, the assets remaining
after the discharge of all liabilities, including the acquittal of unexpected
funds to funding organizations shall be transferred to the USQ Student
Association.
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17.4 |
All such transactions shall be completed within six calendar months of the dissolution of the USQMSA.
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17.5 |
Upon completion of the transfer of assets remaining, the Executive
Committee shall be deemed dissolved.
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| 18. |
APPLICATIONS OF INCOME AND PROPERTY |
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18.1 |
The income and property of the USQMSA whencesoever derived shall be used and
applied solely in promotion of its objects and in the exercise of its powers.
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