RULES OF THE PERSATUAN TRANSPLAN MALAYSIA (MALAYSIAN SOCIETY OF TRANSPLANTATION)
1. Name and Place of Business
(1) The society shall be known as the Persatuan Transplan Malaysia (Malaysian Society of Transplantation).
(2) Its registered place of business shall be : Institute of Urology and Nephrology, Hospital Kuala Lumpur, 50586 Kuala Lumpur or at such other place or places as may from time to time be decided on by the Committee. The registered place of business of the Society shall not be changed without the prior approval of the Registrar of Societies.
2. Objectives of the Society
The Malaysian Society of Transplantation is a NATIONAL, NON PROFIT, PROFESSIONAL ORGANISATION whose objectives shall be to :
(i) Promote and assist in the development of the various disciplines of transplantation in the Malaysian Healthcare system.
(ii) Disseminate and exchange of information relating to the field of transplantation at both national and international levels.
(iii) Ensure and maintain ethical standards in the field of transplantation in Malaysia.
In pursuit of the above objectives, the activities of the society shall include:
(a) Organise and undertake educational programs on organ and tissue transplantation for the healthcare personnel in Malaysia.
(b) Co-operate and collaborate with government and non governmental organisations in an effort to promote the development of transplantation in Malaysia.
(c) Recommend, advice and encourage the government and non government organisations in the promotion of organ donation and transplantation in Malaysia.
(d) Publish and disseminate information brochures, pamphlets, posters, stickers and any other educational material as deemed necessary regarding the various aspects of transplantation including organ and tissue donation, with the prior approval of the authority concerned.
(e) Assist and undertake public awareness programs through talks, seminars, the print and electronic media on organ and tissue donation and transplantation.
(f) Provide expert professional advice to the Government of Malaysia on issues related to organ and tissue donation and transplantation.
(g) Undertake research on the various aspects of transplantation, for presentation or publication.
(h) Establish, support or aid and/or develop programs in the diagnosis, treatment and prevention of end stage organ failures including the various aspects of transplantation and the sequelae of immunosuppression.
(i) Develop professional linkages and affiliations with other international transplant societies and bodies whose experience and expertise may be of benefit to Malaysia.
(j) Provide sponsorship for Malaysians to participate or represent the society and/or the country at international conferences, meetings, seminars and games.
(k) Conduct and campaign for, receive, hold and apply for funds, gifts, bequests and endowments on the proceeds thereof for any of the mentioned purposes.
(l) Purchase, lease or otherwise acquire, reconstruct and adapt and maintain any offices or other premises, equipment and any other things as may be necessary or convenient for the purpose of the society.
(m) Pay all costs, charges and expenses incurred or sustained in or for the promotion and establishment of the society and to remunerate any person or persons in cash or any other means as may be decided by the executive committee from time to time, for services rendered in promoting the objectives of the society.
3. Membership :
(1) There shall be six categories of membership:
(a) Ordinary member - a medically qualified (MBBS or MD or MBChB) person who is interested in the field of transplantation and is willing to abide by the constitution of the society.
(b) Associate member - a non-medically qualified person who is involved or interested in the field of transplantation.
(c) Honorary member - honorary membership shall be bestowed by invitation at the recommendation of the executive committee.
(d) Sustaining member - any individual, firm, institution or corporate body which supports the cause of the society.
(e) Ordinary life member - any ordinary member who pays a lump sum subscription of RM200.00 or more.
(f) Associate life member - any associate member who pays a lump sum subscription of RM 50.00 or more.
(2) Applications for membership shall be made in writing or print on such form or forms as may be prescribed by the executive committee from time to time. Membership shall only take effect following the approval/endorsement of the application by the executive committee and payment of the prescribed subscription fees;
(3) Voting rights and the right to elect and stand for election during general meetings shall be the privilege of only ordinary and ordinary life members. All other categories of members do not have the privilege to vote, elect or stand for election but shall be entitled to all other privileges as determined by the society from time to time.
4. Subscription and Other Dues
(1) The subscription payable shall be as follows:
Ordinary member RM 25.00
Associate member RM 10.00
Sustaining member RM 2,000.00
Ordinary life membership RM 200.00
Associate life membership RM 50.00
(2) The subscription fee shall be payable to the treasurer each year 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.
(3) The yearly subscription of an ordinary or associate member for the following year shall be waived provided he attends the annual scientific meeting of the society as a fully registered (paying) participant.
(4) Any member who allows his arrears to exceed two years subscriptions shall receive a written notification signed by or on behalf of the Secretary or Treasurer, and shall be denied the privileges of membership until he settles his account.
(5) Any member who allows his arrears to exceed three years subscriptions shall automatically cease to be a member of the Society, and the Committee may direct that legal action be taken against him, provided that they are satisfied that he has received due notice of his debts.
(6) The Committee shall have the power to fix a re-entrance fee for any person who has allowed his membership to lapse through arrears.
(7) 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.
Any member who wishes to resign from the Society shall give two weeks notices in writing to the Secretary and shall pay up all dues.
6. General Meeting
(1) The supreme authority of the Society is vested in the general meeting of the members. At least one-half of the total voting membership of the Society or the voting members present represent twice the total number of committee members must be present at a general meeting for its proceedings to be valid and to constitute a quorum.
2) If half an 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 an hour after the time appointed for the postponed meeting, the members present shall have the power to proceed with the business of the day but they shall not have the power to alter the rules of the Society or make decisions affecting the whole membership.
(3) The Biennial General Meeting of the society shall be held every alternate year but not later than May, on a date, time and place to be decided by the executive committee. The business of the biennial general meeting shall be:
(a) To receive the executive committee's report for the previous years.
(b) To receive the treasurer's report together with the audited statement of accounts for the previous years.
(c) To elect an executive committee and appoint auditors for the ensuing term.
(d) To deal with such other matters as may be put before it.
(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.
(5) An extraordinary general meeting of the Society shall be convened:
(a) Whenever the Committee deems it desirable; or
(b) At the joint request in writing of not less than twenty members, stating the objects and reasons for such meeting.
(6) An extraordinary general meeting requisitioned by members shall be convened within thirty days of the receipt of such written requisition.
(7) Notice and agenda for an extraordinary general meeting shall be forwarded by the Secretary to all members at least 14 days before the scheduled meeting.
(8) Paragraphs (1) and (2) of these rules regarding the postponement of a Biennial General Meeting shall also apply to an Extraordinary General Meeting, BUT with the proviso that if no quorum is present after half an hour of the appointed time for a Postponed Extraordinary General Meeting requisitioned by the members, that meeting shall be cancelled and no requests for another Extraordinary General Meeting for the same purpose shall be entertained until a lapse of at least six months from the date thereof.
(9) The secretary shall forward to all members a copy of the draft minutes of each Biennial and Extraordinary General Meetings as soon as possible after its conclusion.
7. Executive Committee
(1) An Executive Committee consisting of the following who will be the office bearers of the society, shall be elected from amongst the current ordinary and ordinary life members at the Biennial General Meeting:
Honorary Assistant Secretary
5 Ordinary Committee Members
(2) Names for the above posts shall be proposed and seconded and election will be by a simple majority vote of members present at the Biennial General Meeting. All office bearers shall be eligible for re-election. In addition to the above elected office bearers, the Executive Committee can co-opt up to 5 committee members to serve the interests of the society. The co-opted committee members shall have no voting rights during executive meetings.
(3) The function of the executive committee shall be to organise and supervise the day to day activities of the society and to make decisions on matters pertaining to its functioning within the general policies decided during the general meeting. The executive committee shall NOT act contrary to the objectives of the society and the expressed wishes of the general meetings. It shall furnish and present its various reports during the general meeting.
(4) The Committee shall meet at least once every three months, and a 7 days notice for 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 proceeding to be valid and to constitute quorum.
(5) Where any urgent matter requiring the approval of the Committee arises and it is not possible to convene a meeting, the 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:
(a) The issue must be clearly set out in the circular and forwarded to all members of the Committee;
(b) At least one-half of the members of the Committee must indicate whether they are in favor or against the proposal;
(c) The decision must be by a majority vote.
Any decision obtained by circular letter shall be reported by the Secretary during the next Committee meeting and recorded in the minutes thereof.
(6) Any member of the Committee who fails to attend three consecutive meetings of the Executive Committee without satisfactory explanations shall be deemed to have resigned from the Committee.
(7) In the event of death or resignation of a member of the Committee 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 Committee shall have the power to co-opt any other member of the Society to fill the vacancy until the next biennial general meeting.
(8) The Committee shall give instructions to the 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 appropriate in the interest of the Society.
(9) Between the general meetings, the executive committee shall interpret the rules of the society and when necessary make decisions on any points on which the rules are silent.
(10) 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.
8. Duties of Office-Bearers
(1) The President shall during his term of office preside at all general meetings and all meetings of the Executive 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 can, in conjunction with the Treasurer, sign cheques on behalf of Society.
(2) The Vice President shall deputise for the President during the latter's absence.
(3) The 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 the proceedings. He shall maintain a proper membership register of the members consisting of details such as name, identity card number, date/place of birth, occupation, name/address of employer and residential address. In conjunction with the Treasurer he can sign cheques on behalf of the Society.
(4) The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence.
(5) The 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, in conjunction with the President or the Secretary sign all cheques on behalf of the Society.
(6) The Ordinary Committee Members shall carry out such duty as directed by the President or the Committee.
9. Financial Provisions
(1) 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.
(2) The Treasurer may hold a petty cash advance not exceeding RM300.00 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 Committee. 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 jointly by the Treasurer AND President OR Secretary. The executive committee can appoint one of its members to be a signatory if deemed necessary.
(4) Expenditures less than RM5,000.00 can be incurred by the Treasurer with the approval of the President OR the Secretary. Expenditure of RM5,000.00 and above at any one time can only be sanctioned by the Executive Committee while expenditure exceeding RM50,000.00 in any one month will need a prior approval of a General Meeting.
(5) An audited statement of accounts will be prepared for each financial year (1st January to 31st December) and presented to the Executive Committee. Copies of the audited statement of accounts will be available for inspection by the members of the society.
(6) At least 70% (or any percentage as may be approved by the Director General of Inland Revenue, Malaysia) of the income and donations received in any year must be spent in the following year towards achieving the objectives of the Society.
(7) 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 and audited by the Auditors appointed under rule 10. The audited accounts shall be submitted for the approval at the biennial general meeting, and copies shall be made available at the registered place of business of the Society for the perusal of members.
(1) The Executive Committee shall appoint Registered External Auditors to audit the accounts of the society at least once a year and submit a report to the Executive Committee.
(2) A copy of the audited statement of accounts of the society shall be forwarded annually to the Registrar of Societies and the Director General of Inland Revenue, Malaysia.
(1) Three Trustees comprising of prominent Malaysians, at least 50% of whom having no connection with the society nor its founder members and who must be over 21 years of age shall be appointed by the Executive Committee for a term of office to be determined by them.
(2) The Trustees shall have vested in them all immovable properties whatsoever belonging to the society upon execution of a Deed of Trust.
(3) The Trustees shall NOT sell, withdraw or transfer any of the properties of the society without the consent and approval of the Executive Committee.
(4) 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.
(5) In the event of removal, resignation or death of a Trustee the vacancy will be filled by a new appointment made by the Executive Committee.
(1) 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.
(2) The society shall NOT indulge in commercial trade nor involve itself 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.
(3) The society shall NOT hold any lottery nor permit any kind of unlawful activities on its premises.
(4) No student from any institution of higher learning shall be allowed membership of the society without the prior written approval of the head of that institution.
(5) All the trustees, members of the executive committee and any other officer performing executive functions on behalf of the society MUST be CITIZENS OF MALAYSIA.
(6) 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 executive committee.
(7) The objectives of the society shall NOT be exploited for the benefit of the Board of Trustees, the Executive Committee, the Members of the society and their immediate family members.
(8) The Board of Trustees, the Executive Committee and Members of the society performing executive functions shall not abuse their position and authority for personal benefits.
(9) The funds of the society shall NOT be used to bail or pay fines of the trustees or any other member implicated in the court of law.
13. Amendments of Rules
(1) No alterations or additions to these Rules may be made except by a majority resolution of the voting members present. Such alterations shall not come into force without the prior consent of the Director General of Inland Revenue, Malaysia and the approval of the Registrar of Societies.
(2) All applications to amend these rules shall be made to the Registrar of Societies and the Director General of Inland Revenue, Malaysia within 28 days of being passed by a General Meeting.
(1) The society may be voluntarily dissolved by a resolution of not less than three fourths of the total voting membership.
(2) 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 Director General of Inland Revenue, Malaysia 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 executive committee of the society.
(3) Notice of dissolution shall be forwarded to the Registrar of Societies and the Director General of Inland Revenue, Malaysia within 14 days of the dissolution of the society.