YOUNG ENGINEER MALAYSIA

Bylaws and Regulations of Graduate & Student Section

1. Scope and Function of the Section

The objects of the Graduate/Student Section of the Institute of Engineers Malaysia, hereinafter referred to as “the Section” shall be to further the interests of the Institution.

The Section shall at all times be governed by the Constitution of the Institution and the Bylaws of the Institution as are generally applicable to all members of the Institution. In addition, the following Bylaws and Regulations shall apply to be the membership of the Section.

All Graduate/Student members of the Institution of Engineers Malaysia shall automatically become members of the Section. The terms “member”, “membership”, “meeting”, etc wherever they occur in these Bylaws and Regulations shall refer to “member”, “membership”, “meeting” etc, respectively of the Section, unless otherwise specified.

2. Voting Rights

Only members of the Section shall be entitled to vote at Meetings of the Section.

3. Governing Body

The affairs of the Section shall be managed by a body to be called “The Committee”, which shall be responsible to the Council of the Institution of Engineer, Malaysia.

4. Members of Committee

The Committee shall consist of such members of the Section holding such qualifications and be elected or nominated in such manner and to hold office for such periods and on such terms as to re-election or re-nomination and otherwise as may be prescribed hereunder. Members of the Committee shall not be paid or received any remuneration or fees for acting as such and no member of the Committee shall be appointed to any salaried office of the Section or any office of the Section paid by fees.

5. Composition of Committee

The Committee in any tear shall consist of:

a. Chairman )

b. Two Vice Chairmen )

c. Honorary Secretary/Treasurer ) To be elected

d. Six General Members )

e. and the Immediate Past Chairman or if he not available, the most recent Past Chairman available. (to be appointed by the Committee).

6. Members of Committee

The Chairman, the Vice Chairman and other members of the committee (exclusive of the Past Chairman) shall be elected from among members in the manner as hereinafter prescribed. A committee member, having been duly elected shall continue in office until the next Annual General Meeting notwithstanding any change in his class of membership in the Institution.

7. Commencement of Session of Committee

Each session of Committee shall commence at the Annual General Meeting of the Section.

8. Session of Committee

The Committee shall remain in office till the next Annual General Meeting of the Section.

9. Election of Chairman

The Chairman shall be elected by secret ballot by Members of the Committee at a suitable time preceding the Annual General Meeting as may be decided by the Committee. Subject to bylaw (13) he shall hold office for one session. He shall, as far as practicable, be elected from amongst members who are serving, or have previously served, on Section Committees. He shall, as far as practicable be chosen from a division of engineering such as Civil, Mechanical or Electrical different from that of his predecessor.

10. Election of Vice-Chairmen

The two Vice-Chairmen shall be elected as far as practicable, from different divisions of engineering, such as Civil, Mechanical, Electrical, etc. They shall normally hold office for a period of 2 sessions and shall as far as practicable be elected from members who are serving, or have previously served on the G/S Section Committees.

At the end of each session one of the two Vice-Chairmen as determined by the Committee, shall retire, but shall be eligible for re-elected for a further period, subject to Bylaw (13).

11. Election of Honorary Secretary/Treasurer

The Honorary Secretary/Treasurer shall be elected annually. Subject to Bylaw (13), he shall be eligible for re-election for further periods.

12. Re-election of Honorary Secretary/Treasurer

At least one of six General Members shall be elected from each of the main divisions of engineering, namely Civil, Mechanical and Electrical. The remaining General Member may be elected from any division of engineering. The General Members shall normally hold office for a period of 2 sessions. At the end of each session half of the General Members, (to be determined by the Committee) shall retire, but they shall be eligible for re-election for a further period subject to Bylaw (13).

13. Re-election of Chairman and other Members of Committee

A Chairman may be re-elected to the office of Chairman, provided he shall not hold that office for more than 2 sessions consecutively. On ceasing to be Chairman he shall be eligible for re-election after a lapse of not less than one session. Other members of the Committee may not serve continuously on the Committee in a single capacity, viz:- Vice-Chairman or Honorary Secretary/Treasurer or General Member, for more than 4 sessions.

14. Method of Election of Committee

The election of the Vice-Chairmen and other members of the Committee shall be by secret ballot vote of the Members of the Section. The Committee shall be responsible for the proper conduct of the election.

15. Election of Section Representative to the Council

At the first meeting of the Committee following an Annual General Meeting the Committee shall elect from amongst its members, a representative of the Section to attend meetings of the Council whenever he shall be invited to do so.

16. Nomination of Members for Election

Not less than six weeks before the date of the Annual General Meeting, nominations for such vacancies as may arise in the Committee for the ensuring session shall be invited from members. Any three members may nominate any other member for inclusion in the voting paper by sending, by a date to be fixed by the Committee, such nomination in writing to the Honorary Secretary, together with the written consent of the person so nominated, but no member shall nominate or second more than a total of two members in any election. In the event of not more than two nominations being received for any particular office, the Committee may nominate one or more additional names for that particular office for the purpose of ballot.

17. Voting Procedure

Voting paper shall, not less than 28 clear days before the date of the Annual General Meeting, be sent by post to all members. The voting paper shall be returned to the Honorary Secretary in a sealed envelope so as to reach him by a specified date not less than 7 days before the Annual General Meeting

18. Scrutineers

At a Committee Meeting of the Section preceding the Annual General Meeting the Committee shall choose three or more members as Scrutineers for the purpose of the ballot. The Scrutineers shall open the envelopes received by the Honorary Secretary by the fate indicated and shall count the votes and report the result to the Chairman and to the Annual General Meeting. The Scrutineers shall reject any voting paper on which a member has voted for a number more than that prescribed on the voting paper.

19. Balloting Lists

The Balloting Lists after examination by the Scrutineers shall be placed in a packet which shall be sealed and delivered to the Honorary Secretary, who shall retain the lists until three months after the General Meeting and shall then cause them to destroyed.

20. Chairman’s Casting Vote

In the event of the Scrutineers being unable to report the election of members of the Committee, owing to an equality of votes, the Chairman of the Annual General Meeting shall decide which of the persons who have received equal votes shall be deemed to be elected.

21. Vacancies on Committee

In the event of vacancy occurring in the office of Chairman or Chairman-elect the Committee shall appoint a Vice-Chairman for the office.

In the event of a vacancy occurring in the office of Immediate Past Chairman, the Committee shall invite the most recent Past Chairman available to serve on the Committee.

n the event of a vacancy occurring in the office of any of the Vice-Chairmen, Honorary Secretary/Treasurer or any of the General Members, the Committee shall appoint the member who obtained the next highest number of votes from the last election list for that office which has become vacant, or failing this, appoint a member to fill the vacancy.

A Committee member who without leave of the Committee is absent either from four consecutive committee Meetings or from more than six meetings of the Committee in any one sessional year shall be deemed to have vacated his office, subject to the Committee so resolving.

22. Chairman of Committee

The Chairman shall take the Chair at all meetings of the Section and of the Committee at which he is present, and shall regulate this proceedings.

23. Absence of Chairman

In the absence of the Chairman one of the Vice-Chairman appointed by the Chairman shall preside at General and Committee meetings and shall regulate the proceedings. In the absence of the Chairman and the Vice-Chairmen the meeting may elect any member of the Committee to take the Chair.

24. Authority vested in Committee

The direction and management of the concerns of the Section shall be vested in the Committee, subject to the provisions of the Bylaws, and all resolutions of Special General Meetings of members which have been duly summoned and held in accordance with the Bylaws, when such Resolutions have been duly entered in the minutes and signed by the Chairman of the meetings. A copy of the minutes of all meetings shall be forwarded to the Honorary Secretary of the Institution by the Honorary Secretary/Treasurer within 21 days after the meeting.

25. Decision by Committee Final

The decision of the Committee on all matters dealt with by them in accordance with provisions of these Bylaws, and such Resolutions as aforesaid shall be final and binding on all members of the Section.

26. Committee Meetings

The Committee shall meet as often as the business of the Section may require and not less than seven days notice shall be given for each Committee meeting.

Five members of the Committee shall form a quorum. In the event of a quorum not being present within 30 minutes of the hours fixed for the commencement of the meeting, the meeting shall stand adjourned to the same place and the same day and hour in the following week, when members present, whatever their number shall constitute a quorum.

27. Delegation of Power to Sub-Committee

The Committee may so far as it deems expedient delegate any of its powers to Sub-Committees appointed to deal with special matters of businesses.

28. Majority Vote

Except as provided by these Bylaws, all questions shall be decided in the Committee by a majority vote of those present and having a right to vote. In the event of an equitity of vote, the Chairman of the meeting shall have a second or casting vote.

29. Annual Report

The Committee shall draw up a yearly report on the state of the Section, which shall be presented at the Annual General Meeting of the Section. A copy of the report shall be forwarded to the Secretary of the Institution together with the agenda papers for the Annual General Meeting.

30. Duties of Honorary Secretary/Treasurer

It shall be the duty of the Honorary Secretary/Treasurer under the direction of the Committee, to conduct the correspondence of the Section, to attend the Committee meetings of the Section, to make minutes of the proceedings of such meetings, to read the minutes of the preceding meeting and such communications as may be ordered to be read. He shall be in charge of all persons employed by the Section. He shall forward to the Honorary Secretary of the Institution on request, any document or copy thereof, which may be required for information of the Council. He shall maintain a record of membership of the Section.

31. Duties of Honorary Secretary/Treasurer

It shall be the duty of the Honorary Secretary/Treasurer under the direction of the Committee, to take charge of all the financial matters of the Section, and the preparation of the statement of accounts, if any, the expenditure of the funds, as approved by the Committee, and to present all accounts to the Committee for inspection and approval. He shall forward to the Honorary Treasurer of the Institution on request, any document or copy thereof, which may be required for the information of the Council.

He shall also take charge of all the financial matters of the Section and the preparation of the statement of accounts, if any, the expenditure of the funds, as approved by the Committee, and to present all accounts to the Committee for inspection and approval.

32. Care of Funds

All monies belonging to the Section received by the Honorary Secretary/Treasurer shall be deposited in the account of the Section to be opened at the bank approved by the Committee and the payments of all accounts that are certified as correct by the Committee shall be made therefrom by cheques signed by the Honorary Secretary/Treasurer or the Chairman and countersigned by either the Honorary Secretary or Honorary Treasurer of the IEM. The Committee may authorised the Honorary Secretary/Treasurer to make payments on accounts of recurrence expenditure not exceeding such sum as may be prescribed, without the prior approval of the Committee.

33. Accounts

The Committee shall cause true accounts to be kept of all sums of money received and expended by the Section and of matters in respect of which such receipt and expenditure takes place and of all the properties, credits and liabilities of the Section.

34. Financial Year

The Financial year of the Section shall close on the thirtieth day of May in each year.

35. Financial Procedure

The Committee shall adopt regulations governing procedure in connection with all financial matters of which the sub-committee is held responsible under these Bylaws including interalia the compilation of a record of membership, the deposit at bank of all monies received, the payment of accounts and the preparation of all statutory returns and annual audited statements.

36. Appointment of Section Auditors

Two Section Auditors for the ensuring year shall be appointed, one each from Corporate Members and one from the Graduate & Student Section, by a resolution at each Annual General Meeting.

37. Verification of Accounts

The section Auditors shall have access at all reasonable times to the Accounts of the pecuniary transactions of the Section and they shall verify and sign the annual statement of the accounts before it is submitted to the Annual General Meeting.

38. Meetings

The Meetings of the Section shall be classified as follows:-

(a) The Annual General Meeting of members

(b) Special General Meetings of members only, for the purpose of making, altering, and establishing Bylaws and Regulations or for any other special business for which such meetings may be convened.

(d) Committee Meetings

(e) Sub-Committee Meetings

39. Annual General Meeting

The Annual General Meeting of the Section shall be held during the second quarter of the year on a date to be fixed by the Committee, to receive the report of the Scrutineers, and to consider any other business which the Committee may put forward to this meeting. Not less than 6 weeks’ notice shall be given to members of the Annual General Meeting. At least 10% of the total Graduate/Student Section Membership or 20 members whichever is the lesser shall be present at every Annual General Meeting for its proceedings to be valid. “In the event of a quorum not being present within 30 minutes of the hour fixed for the commencement of the meeting, the meeting shall stand adjourned to the same place, and the same day and hour in the following week, when members present, whatever the member shall constitute a quorum”.

40. Voting at General Meetings

At all General Meetings subject to the provisions of Bylaw (52), questions shall be decided according to the majority of votes properly cast thereat, and in the case of equality of votes, the Chairman or other person presiding shall have a second or casting vote.

41. Ordinary Meetings

It shall be in the power of the Committee to arrange for Ordinary Meetings of the Section for the discussion of engineering subjects, and the reading of technical papers under such rules as the Committee may prescribe from time to time, provided that so no other business of any kind shall be transacted at such meetings. The Ordinary Meetings shall be held at such time as may be appointed by the Committee.

42. Procedure of Meetings

Subject to the provisions of the Bylaws and Regulations, the Meetings of the Section shall be conducted as prescribed by the Committee from time to time.

43. Guests to Ordinary Meetings

Each member of the Section shall have privilege of introducing, at any Ordinary meeting, two guests to be presented there by furnishing each with a signed card of introduction, according to a form provided.

44. Scope of Ordinary Meeting

No question shall be discussed, or motion be made, at any Ordinary Meeting, relating to the direction and management of the Section such direction and management being vested in the Committee, subject to the provisions of the Bylaws, and of the Resolutions of Special General Meetings.

45. Special General Meeting

The Committee may at ant time call a Special General Meeting of members for a specific purpose relating to the direction and management of the concerns of the Section, and the Committee are at all times bound to do so on a requisition in writing of one-third of the total membership or ten members whichever is the lesser. Such requisition shall state the matters to be brought before the Resolutions (if any) to be moved at such Special General Meeting.

46. Procedure for Special General Meeting

In either case (subject to these By-Laws) a notice shall be sent to all members and to the Secretary of the Institution at least twenty one days before the date appointed by the Committee for such Special General Meeting, and the notice shall specify the general nature of the matter to be brought before and the Resolutions (if any) to be moved at such meeting, and no other than that business shall be transacted at that meeting. All members shall have a right to attend and vote, and 10% of the total Membership of 20 members personally present shall constitute a quorum, and each such member personally present shall have one vote. In the event of a quorum not being present within thirty minutes of the hour fixed for the commencement of the meeting, the meting shall stand adjourned to the same place and the same day and hour in the following week, when members present, whatever their number, shall constitute a quorum. The accidental omission to send notice of a meeting to or the non-receipt of a notice by any member shall not invalidate the proceedings at the meeting.

47. Voting Papers for Special General Meeting

In the event of the Committee deeming it desirable that votes of members of the Section not actually present at any Special General Meeting should be taken into account by means of voting papers, notice of the Special General Meeting in question containing particulars of the Resolutions to be submitted to the meeting, shall be posted by the Honorary Secretary of the Section, at least twenty-one days before the date of the Special General Meeting, in an envelope marked as being from the Section and addressed to each member at the address of the Member for the time being appearing on the books of the Section, and to the Honorary Secretary of the Institution.

48. Notice for Return of Voting Paper

The Honorary Secretary shall also send in such envelope an intimation of the last date by which the voting paper must be returned to him and an envelope addressed to the Honorary Secretary for the return of the said voting paper.

49. Return of Voting paper

The member on receipt of his voting paper, if he is unable to be present o vote at the Special General Meeting, shall record his vote and return the voting paper through the post to the Honorary Secretary by the date indicated on the paper.

50. Voting at Special General Meeting

Each voting paper so received by the Honorary Secretary shall, three days before the date of the Special General Meeting, be handed by him to the Chairman of the Meeting, and the vote given thereby shall be duly counted at the meeting by or under the direction of the Chairman during the counting of the votes cast by the members entitled to vote as such meeting, provided that if a member who has duly recorded his vote upon a voting paper as aforesaid shall be present at the meeting such recorded vote may be counted or if the Chairman of the meeting shall so direct, the members shall be entitled to withdraw such recorded vote and to vote at such Special General Meeting, but in no case shall be entitled to vote twice. The decision of the Chairman upon any question as to the right to vote or the manner of voting or the recording or counting of votes shall be final.

51. Resolutions at Special General Meeting

No Resolutions other than the Resolutions as circulated for the purpose of a postal vote and no amendment or variation of any such Resolution shall be proposed or voted upon at the meeting.

52. Amendments to the Bylaws and regulations

Any proposal involving the enactment of any new Bylaw and Regulations or the alternation of the Bylaws shall not be carried except by a 2/3 majority vote expressed at a Special General Meeting called for the purpose or by ballot.

No amendment to these Bylaws and Regulations shall take effect without the prior approval of the Council of the Institution of Engineers, Malaysia and the Registrar of Societies.

53. Income of Section

The Section shall not impose a levy of any kind on its members without the prior approval of the Council of the Institution of Engineers Malaysia. It shall maintain itself entirely upon such subsidy as the Institution may provide from time to time.

54. Suspension or Dissolution

If the Committee is found to have failed to function in accordance with the Constitutions of the Institution, or these Bylaws and Regulations, or to have conducted its business in such manner as shall be considered by the Council to be detrimental to the interests of the Institution, the Council shall call a Special meeting of the Council to consider the suspension or dissolution of the Committee, which shall be decided by a 2/3 majority votes expressed by those present and eligible to vote at the Special General Meeting of the Council, provided the Committee upon notice of a “show-cause” letter issued at least a month. Upon a decision of suspension, the Chairman of the Section shall be served with a notice of suspension under the hand of the President of the Institution and the Committee shall thrive upon cease to carry on any activities under the name of the Institution of Engineers, Malaysia. On the Committee being served with a notice of dissolution by the Council of the Institution of Engineers, Malaysia, the Committee shall take such steps as are necessary to wind up its affairs within three months or within such extended period as shall be approved by the Council of the Institution of Engineers, Malaysia. The Committee shall discharge all its debts and liabilities and shall hand over the remaining funds, if any, to a Caretaker-Committee to be appointed by the Council of the Institution of Engineers, Malaysia until a new Committee is formed through fresh election, within a period of three months.

Bil	Name	Membership No.	Handphone No	Email Address	Position	Portfolio
1	Hizaruddin Razak	24731	0194802402	hizaruddinrazak@yahoo.com	Chairman	External Affairs & Publicity
2	Mazlee Mohd Noor		0194411656	mazlee03@yahoo.co.uk	Vice Chairman I	Student's Affairs &
3	Kay Dora Abd Ghani		0195708781	qay28787@yahoo.com	Vice Chairman II	Profesional Development
4	Eny Suria A Jalil	26467	0124714128	enygineer@gmail.com	Secretary	Social & Community
5	Ng Kok Shien	30525	0127537936	kokshien@yahoo.com	Treasurer
6	Norhasyimah Shafie		0194308321	sheema8304@yahoo.com	General Member	External Affairs
7	Mohammad Hazizi Jamal		0199554699	mha2727@yahoo.co.uk	General Member	Profesional Development
8	Ismail Ibrahim		0134458896	ismail_6520@yahoo.com	General Member	Blogger/IT
9	Afzaruddin Anuar		0174471825/0194427826	afzaruddin@yahoo.com.sg	General Member	Core Development
10	Mohd. Faizal Sahar		0124945370	mattfaizal80@yahoo.com	General Member	Community
11	Khairul Yaakob		0124908878	kby_30@yahoo.com	General Member	Social
12	Dr. Khairel Rafezi Ahmad		0124205373	khairelrafezi@yahoo.com	General Member	Student's Affairs
13	Siti Fatimah Sadikon		0194802414	ctj_77@yahoo.com	General Member	Publicity

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