THE MALAYSIAN SOCIETY OF ORAL MICROBIOLOGISTS AND ORAL IMMUNOLOGISTS (MYSOMOI)
“PERSATUAN MIKROBIOLOGI DAN IMMUNOLOGI ORAL MALAYSIA”
CLAUSE 1 NAME
- The Association shall be known as
PERSATUAN MIKROBIOLOGI DAN IMMUNOLOGI ORAL MALAYSIA (THE MALAYSIAN SOCIETY OF ORAL MICROBIOLOGISTS AND ORAL IMMUNOLOGISTS , MYSOMOI)
Hereinafter referred to as “the Association”.
- Meaning of name : The Society shall be known as PERSATUAN MIKROBIOLOGI DAN IMMUNOLOGI ORAL MALAYSIA (the Malaysian Society of Oral Microbiologists and Oral Immunologists), hereafter be referred as either “the Society” or “the MySOMOI”. The MySOMOI is a national and non-profit organisation.
As an academic and professional society, the MySOMOI will operate the day-today events according to the policies and guidelines mentioned in this constitution.
- Level : Kebangsaan
CLAUSE 2 ADDRESS
The registered address is:
FACULTY OF DENTISTRY, UNIVERSITY OF MALAYA 50603 WILAYAH PERSEKUTUAN KUALA LUMPUR or at such other place as may from time to time be decided by the Committee; and the postal address is FACULTY OF DENTISTRY, UNIVERSITY OF MALAYA 50603 WILAYAH PERSEKUTUAN KUALA LUMPUR. The registered and postal addresses shall not be changed without the prior approval of the Registrar of Societies.
CLAUSE 3 OBJECTIVE
MySOMOI Mission: Uniting academician, researchers, practitioners, industrialists and policymakers in promoting awareness and best practises in oral health.
MySOMOI Vision: Achieving oral health for a healthy life.
MySOMOI Values: The Society upholds the spirit, morals, and motivation to ensure holistic healthy living for today and tomorrow. Hence the core values of the society will be comprised of: Sincerity, Commitment, Innovation, Empathy, Networking, Trust, Integrity, Fairness, Intellectuality, and Creativity representing the acronym “SCIENTIFIC”.
The specific objectives of the society shall be to:
- promote and facilitate the advancement of the Immunological and Microbiological aspects of oral health.
- share, disseminate, and exchange of information relating to Oral Microbiology and Oral Immunology (OMOI) at both national and international levels.
- facilitate ethical standards in fundamental and applied research as well as product development and commercialisation in the field of OMOI in Malaysia.
CLAUSE 4 MEMBERSHIP
- There shall be five categories of membership:
i. Annual member- any individual who is employed or affiliated with an organisation in Malaysia; involved in education, training, and/or R&D in the field of OIOM; and is willing to abide by the constitution of the society.
ii. Life Member – any annual member who pays the required subscription fees for life membership.
iii. Honorary or Associate Member- Honorary or Associate membership shall be bestowed by invitation at the recommendation of the Executive Committee (EC) to those who are not eligible for annual membership yet are expected to contribute to the Society. Undergraduate and postgraduate students are also eligible for Associate membership.
iv. Associate Life Member – any Associate or Honorary Member who pays a lump sum donation as per the decision of the EC.
v. Company or Institutional Member – any individual, firm, institution, or corporate body which supports the purposes of the Society can be offered company or institutional membership depending on the approval from the EC. Company or institutional membership can be represented by the person nominated by the respective company or institution.
- Applications for membership shall be made in writing or print using form as maybe prescribed by the EC. Membership shall only take effect following the approval/endorsement of the application by the EC upon payment of the prescribed subscription fees.
- Voting rights and the right to elect and stand for election during general meetings shall be the privilege of only annual, life, and associate life members.
- The EC will take legal actions, if necessary, in case any member fails to observe the constitution of the society.
- Members will have the right to register for any planned meeting (seminars, conference, workshop, and any other programs relevant for the society).
CLAUSE 5 RESIGNATION AND TERMINATION
- The membership of the society can be suspended or dismissed by the EC if any one or more of the following clauses are applicable:i. Failure to pay the due payments to the society within the given period of time.
ii. Neglecting the given duty, dishonesty, incompetence, refusal to carry out the decisions of the EC, or for any other reason which it deems appropriate in the interest of the Society.
iii. Upon acceptance of resignation submitted by the member to the Vice-President (Membership) in writing.
- Before the EC can dismiss or suspend member’s membership, such member shall be notified of the reasons for dismissal or his/her suspension in writing. The member should also be given a chance to explain and defend him/herself. Dismissal or suspension of the membership shall be effected unless the Biennial General Meeting (BGM) is postponed or revoking the decision on appeal by such member.
CLAUSE 6 SOURCE OF INCOME
- The Society will generate the necessary revenue to run the activities of the Society using from the subscription fees paid by the accepted members. The subscription fees payable shall be as follows:i. Annual member RM 50.00 per annum
ii. Associate or Honorary member RM 20.00 per annum
iii. Company or Institutional member RM 200.00 per annum
iv. Life member RM 500.00 once in lifetime
v. Associate life member as per the decision of the EC
- The above mentioned membership subscription fees can be revised and changed, if necessary, by the EC of the Society at every three years.
- The subscription fee shall be payable to the society bank account in advance in the stipulated amounts which may be changed from time to time after the approval of majority of members at a general meeting and subjected to prior notification to the Registrar of Societies.
- Any member who discontinues yearly subscription fees for three consecutive years will need approval from the EC for renewal of the membership.
- The privileges of membership will be denied until the due payments are settled according to the decision of the Vice-President (membership).
- Special subscriptions 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 within such period as may be resolved, the amount due shall be treated in the same way as arrears of membership subscription.
CLAUSE 7 GENERAL MEETING
- The supreme authority of the Society is vested in the Biennial General Meeting (BGM) that is represented by the members attending the general meeting. At least one-half of the total voting membership of the Society or twice the number of voting members to the total number of the EC members must be present at a BGM for its proceedings to be valid and to constitute a quorum.
- If a quorum is not present half an hour after the time appointed for the meeting, the meeting shall be postponed to a date (not exceeding 30 days) to be decided by the EC; and if a quorum is not present half an hour after the time appointed for the postponed meeting, the members present shall have the power to proceed with the scheduled tasks and business but they shall not have the power to alter the rules of the Society or make decisions affecting the whole membership.
- The BGM of the society shall be held every alternate year in the month ofAugust, September or October, on a date, time and place to be decided by the EC. The business of the BGM shall be:i. To receive the EC’s report for the previous years.
ii. To receive the treasurer’s report together with the audited statement of accounts for the previous years.
iii. To elect an EC and appoint auditors for the ensuing term.
iv. To deal with such other matters as may be put before it.
- The Vice President (Meetings and Events) of the EC shall send to all members at least 14 days before the meeting an agenda 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.
- An extraordinary general meeting (EGM) of the Society shall be convened, whenever the EC deems it desirable; or, at the joint request in writing of not less than twenty members, stating the objects and reasons for such meeting.
- An EGM requisitioned by members shall be convened within thirty days of the receipt of such written requisition.
- Notice and agenda for an EGM meeting shall be forwarded by the Vice-President (Meetings and Events) of the EC to all members at least 14 days before the scheduled meeting.
- Paragraphs (1) and (2) of these rules regarding the postponement of a BGM shall also apply to an EGM, but with the provision that if no quorum is present after half an hour of the appointed time for a Postponed EGM requisitioned by the members, that meeting shall be cancelled and no requests for another EGM for the same purpose shall be entertained until a lapse of at least six months from the date thereof.
- The General Secretary shall forward to all members a copy of the draft minutes of each BGM and EGM within 30 days after its conclusion.
CLAUSE 8 COMMITTEE
- The EC members shall be elected from amongst the current annual and life members at the BGM.
- An EC, effective for two years after being elected, will consist of the eleven (11) members holding following positions and will be referred as EC members or as the designation according to the post, and will be the office-bearers of the society:i. President
ii. Vice President (Administration and Membership, AM) iii. Vice President (Cooperation and Collaboration, CC)
iv. Vice President (Meetings and Events, ME) v. General Secretary
vii. EC Board Members (5 members)
- Electing the EC members will follow the following mechanism.i. At least one month before the end of the term of the EC, the President will announce the date of the BGM to conduct the election of the EC members
ii. The running EC will appoint one of the Trustees (Article 12) of the Society as the Election Commissioner for the election.
iii. Annual members and life members who would be interested to be part of the EC, i.e., the candidates for the EC election, will send their names to the Election Commissioner before the deadline set by the Election Commissioner.
iv. On the date of election, all annual, life, and associate life members who are present in the BGM are eligible to cast their votes to choose 11 candidates whom they want to run the EC.
v. The Election Commissioner may accept votes given by annual, life, and associate life members by post, email, or any other related format as long as authentic evidence of voting are presented and preserved.
vi. The Election Commissioner will give mandate to form the EC by the top 11 candidates who would receive the highest votes by the voters.
vii. In case there is a tie between two or more candidates that makes the possibility of having more than one member for 11th position (from the top), the Election Commissioner will select the person upon recommendation from the top 10 individuals who are voted to form the EC.
viii. The person who would receive the highest votes will be given the responsibility as the President of the newly formed EC. In case the person who would receive the highest votes is not willing to take the responsibility as the President, she/he may pass the responsibility to the person who receives next highest votes.
ix. In case there is a tie between two or more candidates that makes the possibility of having more than one member for the 1st position (from the top), the Election Commissioner will select the person upon recommendation from the remaining individuals who are voted to form the EC.
x. The President will immediately conduct either a discussion or arrange voting among the elected members to assign other positions of the newly formed EC.
xi. Members are eligible for re-election for not more than two terms for the same position, except for the EC Board Members.
- In addition to the above elected office bearers, the EC can co-opt up to three (3) additional nominated EC Board Members, to serve the interests of the Society. The nominated EC Board Members shall have voting rights during EC meetings, if bestowed upon them by the EC for a given EC meeting.
- The EC shall organise and supervise the day-to-day activities of the Society and make decisions on matters pertaining to its functioning within the general policies decided during the general meeting.
- The EC shall NOT act contrary to the objectives of the Society and the expressed wishes of the BGM and EGM.
- The EC shall meet at least once every six months, and a 7-day notice for each meeting shall be given to the members. The President alone, or not less than three of its EC members acting together may call for a meeting of the EC to be held at any time. At least one half of the EC members must be present for its proceeding tobe valid and to constitute quorum.
- Where any urgent matter requiring the approval of the EC arises and it is not possible to convene a meeting, the President may obtain such approval by means of an evidence-based circular such as letter or email. The following conditions must be fulfilled before a decision of the EC is deemed to have been obtained:i. The issue must be clearly set out in the circular and forwarded to all members of the EC;
ii. At least one-half of the members of the EC must indicate whether they are in favour or against the proposal;
iii. The decision must be made by a majority vote;
iv. Any decision obtained by circular letter shall be reported by the President during the next EC meeting and recorded in the minutes thereof.
- Any member of the EC who fails to attend three consecutive meetings of the EC without satisfactory explanations given to the President shall be deemed to have resigned from the Committee.
- In the event of death or resignation (resignation letter to be submitted in writing to the President at least one month prior to the expected date of EC membership dismissal) of an EC member, the candidate 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 office, the EC shall have the power to co-opt any other annual or life member of the Society to fill the vacancy until the next Biennial General Meeting (BGM).
- The EC shall assign respective tasks and duties, other than those mentioned in the constitution (if needed), to each member 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 EC, or for any other reason which it deems appropriate in the interest of the Society.
- Between the general meetings, the EC shall interpret the rules of the Society and when necessary make decisions on any points 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 committee shall be binding on all members of the Society unless and until countermanded by a resolution of a general meeting.
- Decisions of the EC will follow those favored or supported by the majority. In case of lack of majority among the members who are present during the meeting, the President or his/her assigned EC member who will preside the meeting will hold the authority in decision making.
CLAUSE 9 DUTIES OF OFFICE BEARERS
- The President shall during his/her term of office preside at all BGM, EGM and the EC meetings; and shall be responsible for the proper conduct of all such meetings. She/He shall have the casting vote and shall sign the minutes of each meeting at the time they are approved. She/He can, in conjunction with the Treasurer, sign cheques on behalf of Society. Any of the Vice Presidents, nominated by the President or by the majority of the EC members, will deputise the President, in his/her absence or inability to preside the meetings.
CLAUSE 10 DUTIES
- The Vice President (AM) shall be in charge of monitoring existing memberships, promoting the society for new members, recruiting of new members. The President will assign his/her duties to the Vice President (AM), in case of his/her inability/absence to conduct the said business.
- The Vice President (CC) shall be responsible to establish link between the relevant societies and organisations and institutions at national, regional, and global level.
- The Vice President (ME) shall be responsible for announcing, organising any meetings and events that are directly controlled by the Society.
- The General Secretary shall be responsible for keeping all books, documents and paper except the accounts and financial records. S/He shall attend all meetings and record the proceedings. S/He shall maintain a proper membership register including the information of the approved membership application form. The General Secretary will also be responsible for the maintenance and updating the Society website.
- The Treasurer shall be responsible for the finances of the Society. She/He shall keep accounts of all financial transactions and shall be responsible for their accuracy. She/He shall, in conjunction with the President shall sign all cheques on behalf of the Society.
- All members of the Society are obliged to carry out the given duties or responsibilities such as maintenance of the website as directed by the President or the EC.
- The EC will be in charge, if necessary, to assign a member or to form a committee to conduct a job on behalf of the Society such as producing and circulating documents, periodicals, and press release.
- All funds and necessary transactions of all the activities of the Society will be performed using the bank accounts under the name of the Society.
- Subject to the following provisions in this rules, the funds of the Society may be expended for any purpose necessary for the carrying out of its objectives, 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.
- The Treasurer may hold a petty cash advance not exceeding RM1000.00 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 EC.
- All cheques or withdrawal notices on the Society’s account shall be signed jointly by the Treasurer AND President.
- The EC can appoint one of its members to be a signatory if deemed necessary.
- Expenditures less than RM5,000.00 can be incurred by the Treasurer with the approval of the President or by the member decided according to the Article 9 (1). Expenditure of RM5,000.00 and above at any one time can only be sanctioned by the EC while expenditure exceeding RM50,000.00 in any one month will need a prior approval of a BGM or EGM.
- An audited statement of accounts will be prepared by the Treasurer for each financial year (1st January to 31st December) and presented to the EC. Copies of
The audited statement of accounts will be available for inspection by the members of the Society. As soon as possible after the end of each financial year i.e. 31st December, a statement of receipts and payments and a balance sheet for the year shall be prepared by the Treasurer and audited by the Auditors appointed under Article 11. The audited accounts shall be submitted for the approval at the AGM, and copies shall be made available at the registered place of business of the Society for the perusal of members.
- The EC shall appoint Registered Auditors (at least 1 non-committee member from the Society, and at least 1 external auditor) to audit the accounts of the Society at least once a year and submit a report to the EC.
- On behalf of the Society, the Treasurer will submit a copy of the audited annual statement of accounts of the Society to the Registrar of Societies.
- Three Trustees comprising of prominent Malaysian citizens, having no connection with the Society nor its founder members and who must be over 40 years of age shall be appointed by the EC for a two-year term of office to form the “Board of Trustee”.
- The Trustees shall have vested in them all immovable properties whatsoever belonging to the Society upon execution of a Deed of Trust.
- The Trustees shall NOT sell, withdraw or transfer any of the properties of the Society without the consent and approval of the EC.
- A Trustee may be removed from office due to ill health, unsoundness of mind, prolonged absence from the country or for any reason whereby he/she is unable to perform his/her duties satisfactorily.
- In the event of removal, resignation or death of a Trustee, the vacancy will be filled by a anew appointment made by the EC.
- In the period between the two BGM, the EC may give its interpretation to this constitution and the Committee, if necessary, may decide on things that are not clear in this development.
- Except for conflicting matters or inconsistency with the policy that was made in the BGM, the EC’s decision against members shall be final unless otherwise varied by the decision of the BGM.
ADVISOR / PATRON
- The EC may, if it deems necessary, appoint those qualified to be Advisor/Patron of this Society provided the person appointed had expressed his consent in writing.
- 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 Ordinance 1959.
- The Society shall NOT indulge in any political or trade union activities and shall NOT allow its members and staff, assets, premises and properties to be used for such activities.
- The Society shall NOT hold any lottery nor include any kind of activities that are defined unlawful by the Government of Malaysia.
- The income and property of the Society shall be applied solely towards the promotion of the objectives of the Society as set forth in the rules and regulations and no portion shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profits to the members of the Society and EC.
- The objectives of the Society shall NOT be exploited for the benefit of the Trustees, the EC, the Members of the Society and their immediate family members.
- The Board of Trustees, the EC and Members of the Society performing executive functions shall not abuse their position and authority for personal benefits.
- The funds of the Society shall NOT be used to bail or pay fines of the Trustees or any other member of the Society implicated in the court of law.
AMENDMENT OF CONSTITUTION
- No alterations or additions to these Rules may be made except by a majority resolution of the voting members present in a BGM. Such alterations shall not come into force without the prior consent and the approval of the Registrar of Societies.
- All applications to amend these rules shall be made to the Registrar of Societies Malaysia within 60 days of being passed by a BGM.
- The Society may be voluntarily dissolved by a resolution of not less than three fourths of the total voting membership.
- In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred on its behalf shall be fully discharged and the remaining funds shall be donated to any charitable organisation or institution approved by the Registrar of Societies, as may be decided upon by a general meeting. No part of the property or assets of the Society is to be distributed to the members and EC of the society.
- Notice of dissolution shall be forwarded to the Registrar of Societies within 14 days of the dissolution of the Society.
FLAG, LOGO AND BADGE
- Flag –
The Society will use the following logo to represent the Society in any form of published materials. As a professional and scientific society, MySOMOI is the first of its kind in the world. It has been a part of the vision, that similar societies will eventually be established in other parts of the globe. Hence the letter “O” in the logo not only represents the word “oral” but also the globe. The letters “i” and “M” jointly represent “Microbiology” and “Immunology” as integrated disciplines. Instead of using two times “O” to represent two times “Oral” in the name of the Society, the letter “O” is divided using a line having an artistic angular orientation. In case Societies of Oral Microbiologists and Oral Immunologists in other countries and eventually a global forum is formed, same logo can be used by changing the text, such as “Indonesian Society of Oral Microbiologists and Oral Immunologists” and “Global Forum of Oral Microbiologists and Oral Immunologists”.
Concept: Prof. Dr. Mohammad Tariqur Rahman (UM)
Art Work: En. Ahmad Najmi Ariffin (UM)