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  Constitution

1. Name

The name of the Society shall be PERSATUAN OFTALMOLOGI MALAYSIA (Malaysian Society of Ophthalmology) (hereinafter called “The Society”).

2. Registered Address

The registered address of the Society is No.1, Jalan 1, Saujana Akasia, 68100 Batu Caves, Selangor, or at such address as may be changed from time to time by the Executive Council but subject, at all times, to the prior written approval from the Registrar of Societies.

3. Flags, Symbols, Emblems, Badges or other Insignia

None

4. Objectives

The objectives for which the Society is established are: -
  1. To promote and uphold the interests of the profession of Ophthalmology in all its aspects
  2. To facilitate research and development in Ophthalmology by doctors practicing ophthalmology
  3. To conduct public health education in relation to promotion of eye health, prevention of blindness and rehabilitation of those with visual impairment
  4. To facilitate communication and good will amongst doctors practicing Ophthalmology in Malaysia
  5. To organise, co-ordinate, arrange and hold conference, seminars, workshops and meetings for exchange of information and findings, the reading of papers, delivery of lectures, etc; to acquire, prepare, edit. Print, publish or issue and circulate books, paper, periodicals and for circulars relating to the profession of Ophthalmology.

5. Membership

There will be four categories of members namely, Life, Ordinary, Honorary and Associate.
5.1.1 Ordinary member
Open to Ophthalmologist practising in Malaysia 18 years and above and processing recognised postgraduate qualifications in the field of Ophthalmology.
5.1.2 Life Member
Open to Ophthalmologist practising in Malaysia, age 18 years and above and processing recognised postgraduate qualifications in the field of Ophthalmology and shall make a lump sump payment subscription.
5.1.3 Honorary member
Honorary membership shall be conferred by the Committee on any individuals, age 18 years and above who have made significant contributions to the growth, development, credibility, reputation and standing if the profession. They shall be exempted from paying Entrance Fee , Annual Subscription and shall not vote or be voted to hold office in the Society.
5 1.4 Associate members
Open to individual, who is a medical graduate undergoing training programme(s) in Ophthalmology or who is practicing ophthalmology shall be eligible for Associate Membership of the Society. An Associate member shall not have the right to vote at General Meetings or be voted to hold office in the Society.
5.2 Every application for membership shall be made on an official form and supported by two Life or Ordinary members of the society, both of whom must be personally acquainted with the applicant as to his professional eligibility and personal integrity.
5.3 Every applicant whose application has been approved as aforesaid shall, upon payment of the prescribed entrance fee and first annual subscription, be admitted as a member of the Society and shall be entitled to all the privileges of membership. Members above 65 years of age, and who are in good standing, will be exempted from paying subsequent annual subscriptions.

6.0 Entrance Fees, Subscriptions and other dues

6.1 The entrance fee and annual subscription shall be as follows:
  Life Member Ordinary Member Associate Member
Entrance Fee RM50.00 RM50.00 RM10.00
Annual Subscription NIL RM60.00 RM60.00
Lump sum payment RM1,000.00 - -
6.2 A yearly subscription shall be payable to the Treasurer before the 31st March each year.
6.3 Any member who allows his arrears to exceed one year subscriptions shall receive a written notification signed by or on behalf of the Secretary, and shall be denied the privileges of membership until he settles his account.
6.4 Any member who allows his arrears to exceed 2 years' subscription shall automatically ceased to be a member of the society, and the Committee may direct legal action be taken against him, provided that they are satisfied that he has received due notice of his debts.
6.5 The Committee shall have the power to fix a re-entrance fee for any person who has allowed his membership to lapse through arrears.
6.6 Special subscription or levies for particular purposes may be raised from members by resolution of the General Meeting of the Society.
  If any member fails to pay such subscription(s) within such period as may be resolved, the amount due shall be heated in the same way as arrears of subscription.

7.0 Resignation and Termination

7.1 Any member who wishes to resign from the society shall give notice to (2) weeks in writing to the honorary secretary and shall pay up all the dues.
7.2 Any member who fails to comply with the rules of the Society or has acted in a manner to bring disrepute upon to the Society may be expelled or suspended for a period of time as the Committee deems fit. Before the Committee expels or suspends the member, the member shall be informed of the grounds for such expulsion or suspension in writing and be given an opportunity to explain and clear himself in person. Such suspension or expulsion shall be enforced, unless termite reversed by a general meeting upon appeal by the said member.

8.0 General Meeting

8.1 The supreme authority of the society is vested in a general meeting of the members. At least one half of the total voting membership of the society or twice the number of committee members whichever is lesser must be present at a general meeting for its proceedings to be valid and to constitute a quorum.
8.2 If half in hour after the time appointed for the meeting a quorum is not present, the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the committee and if a quorum is not present half and hour after the time appointed for the postponed meeting, the members present shall have power to proceed with the business but they shall not have power to alter the rules of the society or to make decisions affecting the whole membership.
8.3 Annual general meeting of the society shall be held as soon as possible after the close of each financial year not later than 30th April on a date and at a time and place to be decided by the Committee. The business of the annual general meeting shall be:
  1. To receive the minutes of the previous annual general meeting.
  2. To receive the committee's report on the working of the society during the previous year
  3. To receive the treasury's report and the audited accounts of the society for the previous year
  4. To elect a committee and two auditors for the next 2 years
  5. To deal with such other matters as may be put before it
8.4 The Secretary shall send to all members at least 14 days before the meeting an agenda including copies of minutes and reports, together with the audited accounts of the Society for the previous year. Copies of these documents will also be made available at the registered place of business of the Society for the perusal of members.
8.5 An extraordinary general meeting of the society shall be convened;
  1. Whenever the committee deems it desirable, or
  2. At the joint request in writing of not less than 20 voting members, stating the objects and reasons for such a meeting
8.6 An extraordinary general meeting requisitioned by members shall be convened for a date within 30 days of the receipt of such a requisition
8.7 Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least 15 days before the date fixed for the meeting
8.8 Paragraphs (8.1) and (8.2) of the rules regarding the quorum and the postponement of an annual general meeting shall apply also to an extraordinary general meeting, but with the proviso that if no quorum is present after half an hour from the time appointed for a postponed extraordinary general meeting requisitioned by members the meeting shall be cancelled, and no extraordinary general meeting shall be requisitioned for the same purpose(s) until the lapse of at least 6 months from the date thereof
8.9 The secretary shall forward to all members a copy of the draft minutes of each annual and extraordinary general meeting as soon as possible after its conclusion

9.0 The Committee

  1. A committee consisting of the following, who shall be termed the office-bearers of the Society, shall be elected biennially at the annual general meeting.
    1. A President
    2. A Vice-President
    3. An Honorary Secretary
    4. An Assistant Honorary Secretary
    5. An Honorary Treasurer
    6. Four Ordinary Committee Members
  2. All office-bearers of the Society and every officer performing executive functions in the Society shall be Malaysian citizens. For Non-Malaysian written approval must be obtained from the Registrar of Societies.
  3. Names for the above offices in paragraph (1) shall be proposed and seconded and election will be by a simple majority vote of the members at the annual general meeting. A member must have served on the Committee during the preceding year in order to be eligible to be elected as President. In the event that no Committee member is willing or able to take up the post of President, a non-Committee member may then be elected to the post. All the office bearers shall hold office for 2 years and may be re-elected, except for the President, who may not hold the post for more than 4 consecutive years.
  4. The function of the Committee is to organize and supervise the day to day activities of the Society and to make decisions on matters affecting its running within the general policy laid down by the general meeting. The Committee may not act contrary to the express wishes of the general meeting without the prior reference to it and shall always remain subordinate to the general meeting. It shall furnish a report to each annual general meeting on its activities during the previous year.
  5. The Committee shall meet at least once every three months and 7 days notice of each meeting shall be given to the members. The President acting alone, or not less than three of its members acting together may call for a meeting of the Committee to be held at any time. At least one half of the Committee members must be present for its proceedings to be valid and to constitute a quorum.
  6. Where any urgent matter requiring the approval of the Committee arises and it is not possible to convene a meeting, the Honorary Secretary may obtain such approval by means of a circular letter. The following conditions must be fulfilled before a decision of the Committee is deemed to have been obtained:-
    1. The issue must be clearly set out in the circular and forwarded to all members of the committee
    2. At least one-half of the members of the Committee must indicate whether they are in favour or against the proposal; and
    3. The decision must be by a majority vote.
      Any decision obtained by circular letter shall be reported by the Honorary Secretary to the next Committee meeting and recorded in the minutes thereof.
  7. Any member of the Committee who fails to attend three consecutive meetings of the committee without satisfactory explanation shall be deemed to have resigned from the Committee.
  8. In the event of the death or resignation of a member of the Committee, the candidates who received the next highest number of votes at the previous election for the post affected, shall be invited to fill the vacancy. If there is no such candidate or if such candidate declines to accept the office, the Committee shall have the power to co-opt any other member of the Society to fill the vacancy until next election.
  9. The Committee shall give instructions to the Honorary Secretary and other officers for the conduct of the affairs of the Society. It may appoint such officers and such staff, as it deems necessary. It may suspend or dismiss any officers or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Committee, or for any other reason, which it deems good and sufficient in the interest of the Society.
  10. The Committee may appoint any sub-committee for any purpose arising out of or connected with any of the duties, functions and aims laid down under the rules. Any members can become members of these sub-committees.

10.0 Duties of Office-Bearers

  1. The President shall during his term of office preside at all general meetings and all meetings of the committee and shall be responsible for the proper conduct of all such meetings. He shall have the casting vote and shall sign the minutes of each meeting at the time they are approved. He shall, together with the Honorary Secretary and Honorary Treasurer, be one of the 3 authorised signatories to sign all cheques on behalf of the Society.
  2. The Vice President shall deputize for the President during the latter's absence.
  3. The Honorary Secretary shall conduct the business of the Society in accordance with the rules, and shall carry out the instructions of the general meeting and of the Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and paper except the accounts and financial records. He shall attend all meetings, and record all proceedings. He shall keep a membership register consisting of details such as name, identity card number, date and place of birth, occupation, name and address of employer and residential address. He shall, together with the President and the Honorary Treasurer, be one of the 3 authorised signatories to sign all cheques on behalf of the Society. He shall file annual returns within 60 days from the date of the annual general meeting to the Registrar of Societies.
  4. The Assistant Honorary Secretary shall deputize for the Honorary Secretary during the latter's absence.
  5. The Honorary Treasurer shall be responsible for the finances of the Society. He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He shall, together with the President and the Honorary Secretary, be one of the 3 authorised signatories sign all the cheques on behalf of the Society.
  6. The Ordinary Committee Members shall carry out such duty as directed by the President or the Committee.

11.0 Financial Provisions

  1. Subject to the following provisions in this rules, the funds of the Society may be expended for the purpose necessary for the carrying out of its objects, including the expenses of its office-bearers and paid staff, and the audit of its accounts, but they shall on no account be used to pay the fine of any member who may be convicted in a court of law.
  2. The Honorary Treasurer may hold a petty cash advance not exceeding RM 1,000.00 (Ringgit Malaysia: One Thousand only) at any one time. All money in excess of this sum shall within seven days of receipt be deposited in a bank approved by the Council. The bank account shall be in the name of the Society.
  3. All cheques or withdrawal notices on the Society's account shall be signed by any 2 of the following office bearers: the President, the Honorary Secretary and the Honorary Treasurer. In the absence of the President, the Honorary Secretary or the Honorary Treasurer for a long period, the Committee shall appoint one of its members to sign in his place.
  4. No expenditure exceeding RM 5,000.00 (Ringgit Malaysia Five Thousand on1y) at any one time shall be incurred without the prior sanction of the committee, and no expenditure exceeding RM 100,000.00 (Ringgit Malaysia One Hundred Thousand only) in any one month shall be incurred without the prior sanction of a General Meeting. Expenditure less than RM 5,000.00 (Ringgit Malaysia Five Thousand only) at any one time may be incurred by the President together with the Honorary Secretary or the Honorary Treasurer.
  5. As soon as possible after the end of each financial year, a statement of receipts and payments and a balance sheet for the year shall be prepared by the Honorary Treasurer and audited by the Auditors appointed under the rule 12. The audited accounts shall be submitted for the approval of the next annual general meeting, and copies shall be made available at the registered place of business of the Society for the perusal of members.
  6. The financial year of the Society shall commence on the 1st January and end on the 31st December every year.

12.0 Auditors

  1. Two (2) persons, who shall not be office- bearers of the Society, shall be appointed, by the Annual General Meeting as Honorary Auditors. They shall hold office for two years only and may be eligible for re-appointed.
  2. The Auditors shall be required to audit the accounts-of the Society for the year and to prepare a report or certificate for the annual General Meeting. They may also be required by the President to audit the accounts of the Society for any period within their tenure of office at any date, and. to make report to the Committee.

13.0 Trustee

  1. Three Trustees, who must be over 21 years of age, shall be appointed at the annual general meeting and shall hold office during the pleasure of the society. They shall have vested in them all immovable property whatsoever belonging to the Society upon execution of a Deed of Trust.
  2. The Trustee shall not sell, withdrawal or transfer any of the property of the Society without the consent and authority of a general meeting of members.
  3. Any or all of the Trustees may be removed from office by a resolution passed by a two-thirds majority at a General Meeting.

14.0 Interpretation

  1. Between annual general meetings the committee shall interpret the rules of the Society and when necessary, determine any point on which the rules are silent.
  2. Except where they are contrary to or inconsistent with the policy previously laid, down by the general meeting the decisions of the Committee shall be binding on all members of the Society unless and until countermanded by a resolution of a general meeting.

15.0 Advisor/Patron

The Committee shall if it deems fit and necessary appoint qualified persons to be the Advisor or Patron of the Society. The person so appointed must give his consent in writing.

16.0 Prohibitions

  1. None of the following games shall be played in the premises of the Society: Roulette, Lotto, Fan Tan, Poh, Peh Bin, Belankai, Pai Kau, Tau Ngau, Tien Ngau, Tien Kow, Chap Ji Kee, Sam Cheong, Twenty One, Thirty One, Ten and a half, all games of dice, bankers' games, all video games and all games of mere chance.
  2. Neither the Society nor its members shall attempt to restrict or in any other manner interfere with the trade or prices or engage in any Trade Union activities as defined in the Trade Union Act, 1959.
  3. The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society, its office-bearers or members without prior approval from the authorities concerned.
  4. No University/College student can be allowed to be a member of the Society without the prior written approval from the Vice Chancellor of the university concerned.
  5. 'Benefit' as mentioned under Section 2 of the Societies Act 1966 shall not be given by the Society to any of its member.
  6. Public statements, including circulars, letters, press releases and pamphlets, shall be released by the President, Honorary Secretary, or an authorised committee member, only with prior approval from the Committee.

17.0 Amendments of Rules

These Rules may not be emended except by resolution of a general meeting. Such amendments shall take effect from the date of their approval by the Registrar of Societies. Any amendment to the rules shall be forwarded to the Registrar of Societies within 60 days of being passed by the general meeting.

18.0 Dissolution

  1. The Society may be voluntarily dissolved by a resolution of not less than three-fifths of the total voting membership present in a general meeting convened for such purpose.
  2. In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred on it behalf shall be fully discharged, and the remaining funds shall be disposed of in such manner as may be decided upon by a general meeting.
  3. Notice of dissolution shall be forwarded to the Registrar of Societies within 14 days of its dissolution.

19.0 Logo

19.1 The logo is a stylised picture of a human eye, to reflect the society is an organisation related to Opthalmology / eyecare.
19.2 The colour, blue, specifies the distinguished and professional image of the society.