Constitution Of Malaysian Student Society Of Northern Ireland

1. Name 1.1 Queens University Belfast Malaysian Student Society of Northern Ireland

2. Objectives 2.1 Support - As a Malaysian group, we act as a supporting team to give support to each other since everyone is out of the country and trying to adapt to a new environment. 2.2 Unity - With supports, we are able to gather all the Malaysian students together and enhance the relations between fellow Malaysians. 2.3 Radiance - With unity, we are able to promote the cultures of Malaysia in a particular region. This includes Chinese, Indian and Malay cultures and others. 2.4 Excellent - Events will be organised in order to spread out our radiance. We strive to provide excellent services during the events. 2.5 Promote Promote Northern Ireland to Malaysia and Malaysia to Belfast in order to widen experience and knowledge to both country. the student

3. Membership 3.1 Ordinary membership is opened to all registered students in Queens University Belfast upon submission of a subscript fee of 5.00.

4. The Committee 4.1 The Society shall have an Executive Committee elected by the members of the Society annually to direct ongoing activities and maintain the objectives of the Society.

4.2

The committee shall be composed of Officers and Co-options.

4.3

The Committee Board of MSSNI shall be composed of: - President - Vice-president I - Vice-president II - Secretary - Treasurer - Logistic - Publicity - Media Coordinator - Assistant of Secretary, Treasurer and Logistic

4.3

Assistants positions will be opened to ordinary members of the Society if needed. Sub-committee may be co-opted with the committees approval.

5. Responsibilities of the Officers 5.1 President - To coordinate the whole Committee Board, monitor working progress and follow up the objectives of the Society. 5.2 Vice-president I - To represent the President when the President is unable to fulfil his/her duties. - To assist with the role of the President in 5.1 while President is absence. 5.3 Vice-president II - To represent the President when the President is unable to fulfil his/her duties. - To assist with the role of the President in 5.1 while President is absence. 5.3 Secretary - To record the meeting minutes of the Committee Board. - Responsible with all the correspondence of the Society (emails, documents, etc.) - To prepare the annual report to meet the Annual General Meeting.

5.4

Treasurer - Responsible for the financial operation of the Society. - In charge of the members fee and provide records of members details. - Preparation of financial report for the Annual General Meeting. - Responsible for budgeting for an event or activity organised by the Committee.

5.5

Logistic Director - In charge of booking venue for the meeting, activities and big events. - In charge of purchase of items for activities and events such as decorations, cutlery, grocery, etc.

5.6

Publicity - Responsible with the publicity of the society such as leaflet, booklets, posters, ticket sales, etc. - Responsible for advertising activities and events through emails and communicate with publicity section in Student Union.

5.7

Media Coordinator - To come up with the design of any posters or other advertising medium. In charge of taking pictures during events and to take care of the websites.

5.8

Assistants - Elected by the committee if extra aids are needed. - Ordinary members will be nominated or volunteer from the members will assisting the committee for the duties distributed by the committee. - Various duties for each assistant will follow the duties listed above by each different post.

6. Eligibility, Nomination and Election of Officers 6.1 Eligibility in the case of all officers is derived from all fully paid-up ordinary members of the society.

6.2

The full Officer of the Society will be elected during the Annual General Meeting.

6.3

Only fully paid-up members can nominate and vote at the election of the Officers in Annual General Meeting.

6.4

Nominated candidates for the upcoming post must be seconded by the ordinary members of the Society. If there is more than one nomination, ordinary members and the past committee shall vote for the nominated candidates. The vote will be carried out during the Annual General Meeting.

6.5

No one shall be admitted the membership before the Annual General Meeting.

7. Meeting of the Society 7.1 The Annual General Meeting shall be held in the club and society room in Queens University Belfast each year.

7.2

Notice of the AGM shall be issued no less than 7 days in advance. Notice should be published on the website of the Society or sent to all the members through emails with all the details (date, venue, etc.).

7.3

Agenda of the AGM shall be posted on the website or emails to be viewed by the members of the Society (refer to 6.3).

7.4

The AGM shall be opened to students, members and academic staff. Only ordinary members can vote and nominate during the AGM.

7.5

At the AGM, Secretary shall read the annual report of the Society and the election shall take place on the day.

7.6

The committee shall meet at least twice during each term. The quorum for such meeting is deemed to be half the committee members or 2/3 of the number of the society.

7.7

A general meeting of the Society may be called by the committee or by 50% members of the Society presenting a signed petition to the Committee. Notices shall be issued at least 10 clear days in advance.

7.8

An Extraordinary General Meeting if the Society may be called following the procedure set out in 7.7 above for General Meetings.

8. Dismissal of a member 8.1 Any member found to be placing the Society or the University in disrepute or disregarding constitution will be ordered to appear before an Extraordinary General Meeting of the Society. If the accusations are proven then the meeting has the right to revoke the membership of the guilty party.

8.2

If an Officer or a Committee member is absence from committee meeting or a society general meeting without stating any reasons or apologies, he/she will be resigned.

9. Amendments of this constitution 9.1 This Constitution may be amended by a majority of those present at an AGM or EGM.

9.2

Amendments to this Constitution shall be proposed by the committee or by more than 12 members of the Society, in writing to the Secretary within the time period set out in 7.7 above.

9.3

This constitution is binding as and from the date of being approved by both the Society and the Student Union Council. All amendments must be approved by Council before they become effective.

Prepared by,

Carmen Lee Secretary of MSSNI 2012/2013