Constitution

​

 Introduction

1.1          The Society shall be known as Queen Mary Malaysian Society  (QMMS). 

 

2.            Affiliation   

2.1         This constitution shall be in co-ordination with the QMSU Articles of Association, Bye-Laws and Policies, paying

              particular attention to the Societies Bye-Law. The Society shall also abide by any external organisation’s regulations  to which the Society is affiliated.

 

3.            Objectives

3.1          To provide a platform for Malaysian students to interact through all means possible.

3.2          To organise events and activities for current and prospective members such as The Malaysian Night, The Freshers’

              Fayre, pre-departure event, cultural dinners and leisure activities.

3.3          To establish a Family System which integrates the members of the Society for the welfare of Malaysian students.

 

4.            Membership

4.1         Membership of the society shall be open to all those as stated in the QMSU Societies Bye-Law.

4.2         All members who purchase a membership will abide by the Societies Bye-Law and any other

              external body’s regulations to which the Society is affiliated.              

4.3         If it is considered by the Committee that the granting or renewal of membership would be detrimental to the aims and objectives of the Society, by virtue of conduct or character likely to bring the Society disrepute or for some other similar good cause, the Committee shall be entitled to refuse or withdraw such membership. 

   4.3.1     If the Committee refuses membership to someone eligible the Committee shall provide full reasons for their

                decision and grant a right of appeal to the QMSU Societies Team. Following an unsuccessful appeal the

                member shall be allowed a refund on their subscription.

4.4        Any member may resign giving one month’s clear notice in writing to the Society President but will not be

             reimbursed their membership fee.

   4.4.1     Any member violating any the QMSU Societies Bye-Law or being adjudged guilty of unsatisfactory conduct

                may, by resolution of the Committee, be suspended or expelled from the Society. The Committee will inform the

                Societies Team who will allow any member so suspended or expelled to appeal to QMSU, where the relevant
Society Officer will approve or disapprove the Committee’s decision, and refer the decision to
QMSU’s disciplinary procedure if necessary.

 4.5       The rates of subscription/membership fee shall be determined by the incoming and outgoing Society committee
and published on the QMSU website.

 

5.            Committee

5.1          The Committee shall conduct the affairs of the Society as a whole and shall consist of:

   5.1.1     President

   5.1.2     Vice President 

   5.1.3     Secretary 

   5.1.4     Treasurer

   5.1.5     Events Director

   5.1.6     Corporate Relations Director

   5.1.7     Sports Director

   5.1.8     Malaysian Night Director

5.2         The Committee is responsible for the general conduct of the Society’s business and activities.

5.3         The Committee must pay the full membership fee.

5.4         The Committee shall meet at regular intervals during the year, as required.

   5.4.1     Special meetings of the Committee shall be called by the President, or not less than 4 committee members.

 5.5       In the case of casual vacancy among the Committee, the said Committee shall be entitled to appoint another

             eligible person to act until the next AGM.

5.6        The term of office shall be for one year (1st August – 31st July). 

 

6.            Duties of The Committee

6.1          The President

   6.1.1     Shall represent the Society and shall be responsible for making sure the Society is run in accordance to The

                 Constitution and the QMSU Societies Bye-Law.

   6.1.2     Responsible for organising proper elections for the following year’s committee, in accordance to the QMSU
Societies Bye-Law.

   6.1.3     Shall be the primary point of communication between QMSU and the Society members. It is therefore required
that he/she attends relevant meetings held by QMSU.  

6.2          The Vice President

   6.2.1     Shall take up the President’s duties whenever the President is not available.

   6.2.2     Advises and assists the President in the running of the Society.

   6.2.3     Takes charge of the Family System of the Society.

6.3          The Secretary

   6.3.1     Responsible for taking meeting minutes.

   6.3.2     Keeps a record of all activities organised throughout the year.

   6.3.3     Keeps a database of all the members of the Society and constantly monitors and updates it.

   6.3.4     Responsible for all social media accounts of the Society.

   6.3.5     Responsible for all formal and informal publicity of events organised by the Society.

   6.3.6     Responsible for making newsletters for members bi-monthly.

6.4          The Treasurer

   6.4.1     Shall carry out financial duties of the Society and is responsible to QMSU for society finances to the membership.

   6.4.2     Shall budget the expenditure of the Society for the year.

   6.4.3     Shall maintain the Society account record.

6.5          The Events Director

   6.5.1     The main person in charge for planning and organising all Society events other than the annual Malaysian
Night.

   6.5.2     Shall work closely with the Secretary regarding publicity of events organised by the Society.

6.6          The Corporate Relations Director

   6.6.1     Responsible for writing formal letters and emails to external parties.

   6.6.2     To maintain external relationships and act as the main person of contact for sponsorship matters.

   6.6.3     Works closely with the Treasurer to ensure sustenance of funds.

6.7          The Sports Director

   6.7.1     In charge of the Society’s contingent to all Malaysian Games.

   6.7.2     Shall be the person in charge of sports activities and bookings.

   6.7.3     In charge of the welfare and wellbeing of all sports players during any Malaysian Games or tournaments.

6.8          The Malaysian Night Director

   6.8.1     Responsible for the stage performance of the Malaysian Night.

   6.8.2     Responsible for recruiting and training actors and/or dancers.

   6.8.3     In charge of the selection of the Malaysian Night Board of Directors.

6.9         Any complaints concerning the activities of any individual member should first be dealt with the President and the Committee. If result is unsatisfactory, the procedure in the Complaints Procedure Bye-Law should be
followed by the individual member.

 

7.            Annual General Meeting

7.1          An AGM will take place before the end of third semester.

7.2         The meeting should be chaired by the President or their nominee in the case that the President is running for
re-election.

7.3          A general review will be made by The Committee for the past year.

7.4          The election of the committee for the next term will take place.

7.5          The meeting will have a quorum of 50% of all members. If this limit is not reached, the meeting will not take
place.

7.6          Notice of an AGM must be given at least a week in advance of the meeting to all members.

7.7          Any agenda items must be submitted to the committee at least 3 days prior to the meeting taking place. Any
submissions later than this will not be accepted.

7.8          The agenda must be publicised prior to the start of the meeting. 

   7.8.1     In the event of there being no nominations for a post within the stipulated time, nominations can be accepted
in the AGM.

   7.8.2     If no person is voted in to a post or resignation of post, the President will undertake the duties until such time
as the post is filled.

   7.8.3     In the event of there being one nominee for a post, said nominee must obtain 60% of the votes or the post
would be reopened for nominations.  

 

8.            Extraordinary General Meeting

8.1          An EGM may be called by The President or whoever deems fit, when necessary.

 

9.            Voting

9.1          Voting at AGM shall adhere to the QMSU Societies Bye-Law.

9.2          Each member present is entitled to one vote for each position only.

 

10.          The Constitution

10.1       This constitution shall not be altered, amended or rescinded except by a General Meeting of the Society.

10.2       A resolution to give effect to a change must be passed by at least 50% of the members present at the General Meeting, and voting on this behalf.

 

11.         Power of Decision

11.1       Any matter not provided for in this constitution, or any question over the interpretation of it shall be dealt with by The Committee whose decision will be final.

 

12.          Safety

12.1       The Committee has primary responsibility for safe practice within the Society. Membership includes Public
Liability Insurance.