MARPA: Malaysian Radiation Protection Association

THE CONSTITUTION OF PERSATUAN PERLINDUNGAN SINARAN MALAYSIA (MALAYSIAN RADIATION PROTECTION ASSOCIATION)

ARTICLE I - NAME AND REGISTERED ADDRESS
Section 1 - The name of this society shall be the Persatuan Perlindungan Sinaran Malaysia (Malaysian Radiation Protection Association) (hereinafter referred to as Association) The abbreviated name for the Association shall be MARPA.

Section 2 - The registered address of MARPA shall be MINT, Bangi, 43000 Kajang Selangor Darul Ehsan, or at such other places as may be decided by the Board. Any change of address shall obtain prior approval from the Registrar of Societies.

ARTICLE II - AIMS AND OBJECTIVES
Section 1 - The Association is organised and shall be exclusively operated for the purpose of advancing scientific and technical knowledge and skill in the field of radiation protection through education, research and the compilation and dissemination of relevant information useful to members and beneficial to the general public.

Section 2 - It is also the purpose of the Association to establish linkage with other technical, safety and scientific organisations in dissemination and exchange of information in enhancing the promotion of the advancement and recognition of radiation safety practice in Malaysia.

ARTICLE III - MEMBERSHIP
Section 1 - The membership of the Association shall consist of Individual and Corporate members. The individual membership shall consist of Ordinary and Life, Fellow, Honorary and Student members.

Section 2 – A Individual Membership

A1 Ordinary and Life Members (M - MARPA)

(a) Any person over 18 years of age who is a Malaysian Citizen and is engaged in scientific and technological work in the field of radiation protection or in appropriate cases has an interest and competence in the aspects of radiation protection is eligible for admission as Ordinary Member.

(b) Life membership is open to individuals who fulfill the requirement for Ordinary Member and pay a fee of RM200.00 in lieu of payment of the annual subscription for the lifetime of the member.

(c) Application for Ordinary and Life membership shall be proposed and seconded by 2 existing members from either Ordinary and Life Members or Fellow Member and shall be forwarded to the Secretary who shall at the first convenient opportunity submit it to the Board of Director for approval. The Board may at its discretion reject any application without assigning reason.

A2 Fellow Member (F - MARPA)

(a) A fellow member shall be a Malaysian Citizen who is eminent by reason of their scientific or technological contribution in the field of radiation protection who has 10 years relevant experience in the field of radiation protection and limited to candidates of more than 40 years of age.

(b) Application for Fellow membership shall be proposed and seconded by 2 existing members from either Ordinary and Life Members or Fellow Member and shall be forwarded to the Secretary who shall at the first convenient opportunity submit it to the Board of Director for approval. The Board may at its discretion reject any application without assigning reason.

A3 Honorary Member (H – MARPA)

(a) An Honorary Member shall be a person of acknowledged eminence in the field of radiation protection and/or one who has been recognised as having contributed to the interest of the Association. Honorary member is by invitation from the Board of Directors only.

A4 Student Member

(a) A Student Member shall be a Malaysian Citizen who is above 18 years of age and is interested in the purposes of the Association, and is currently enrolled in any school, college or university. Any university or university college student who wish to become a member of the Association shall obtain prior written approval from the Vice Chancellor/Dean of faculty concerned. Conversion of a Student Membership to Ordinary Membership shall be possible after graduation by satisfying the requirements for Ordinary Membership.

(b) Application for Student Member shall be in appropriate application form in details as established by the Association and shall be accompanied by appropriate membership fees. The decision for Student Member shall rest solely with the Board of Directors.

A5 Associate Member

(a) Any person over 18 years of age who is a non-Malaysian citizen and is engaged in scientific and technological work in the field of radiation protection or in appropriate cases has an interest and competence in the aspects of radiation protection is eligible for admission as Associate Member.

(b) Application for Associate Member shall be proposed and seconded by 2 existing members from either Ordinary and Life Members or Fellow Member and shall be forwarded to the Secretary who shall at the first convenient opportunity submit it to the Board of Director for approval. The Board may at its discretion reject any application without assigning reason.

Section 3 - B Corporate Member

(a) A Corporate Member may be a corporation or a company duly registered in Malaysia, possessing the desire to promote the interest of the Association.

(b) Application for Corporate Member shall be in appropriate application form in details as established by the Association and shall be accompanied by appropriate membership fees. The decision for Corporate Member shall rest solely with the Board of Directors.

Section 4 - Each Individual Member except the Honorary and Student members shall have the right to vote and to be voted upon. A Corporate Member may designate three (3) persons as its representatives who all can vote but only one can be voted upon to the Board of Directors.

Section 5 - The records of the Association shall be considered confidential and shall only be made available to a member with the authority of the Board.

ARTICLE IV - ENTRANCE FEES, ANNUAL FEES & OTHER DUES

Section 1 - There shall be an entrance fee of RM10.00 for all classes of membership except, Honorary membership

Annual membership fees shall be as follows:
(a) Ordinary Membership RM 50.00 (Fifty only)
(b) Fellow Membership RM 100.00 (One hundred only)
(c) Corporate Membership RM 300.00 (Three hundred only)
(d) Student Membership RM 10.00 (Ten only)
(e) Associate Member RM 100.00 (One hundred only)

Ordinary Life Member, only one payment RM 200.00 (Two hundreds only)

Section 3 - All membership in the Association is due for renewal on the first July of each year. Any member who fails to settle their subscription by the 30th of September shall receive a written notification signed by or on behalf of the Secretary, and shall be denied the privileges of membership until the due is settled. To be reinstated a member shall settle the subscription by the 31st of December failing which he will be de-registered. The Board shall have the power to fix a re-entrance fee for any person who has allowed his membership to lapse through arrears.

Section 4 - Special subscriptions or levies for particular purposes may be raised from members by resolution of the general meeting of the Association. If the member fails to pay such subscription within such period or as may be resolved, the amount shall be treated in the same way as arrears of annual fees.

ARTICLE V - RESIGNATION AND EXPULSION

Section 1 - Any member who wishes to resign from the Association shall give two weeks notice in writing to the Secretary and pay all dues

Section 2 - Any member who fails to comply with the rules of the Association or has acted in a manner to bring disrepute upon the Association may be expelled or suspended for a period of time as the Board deems fit. Before the Board 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 absolve himself in person. Such suspension or expulsion shall be enforced, unless otherwise reversed by a general meeting upon appeal by the said member.

ARTICLE VI - GENERAL MEETING

Section 1 - (a) The supreme authority of the Association is vested in a general meeting of the Members. At least one half of the total voting membership of the Association or twice the total number of members of the Board, whichever is the lesser must be present at a general meeting for its proceedings to be valid and to constitute a quorum.

(b) If within thirty (30) minutes from 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 Board and if a quorum is not present within half an hour from the time appointed for the postponed Meeting, the members present shall carry on with the business of the day but they shall not have power to alter the rule of the Association or to make decisions affecting the whole membership.

Section 2 - The Annual General Meeting of the Association shall be held as soon as possible after the close of each financial year but not later than 30th September each year on a date and at a time and place to be decided by the Board. The business of the Annual General Meeting shall be;

(a) To receive and, if approved, pass the Accounts for the year ended 30th June last, and to receive the Report of the Committee on the affair of the Association.

(b) To elect the Board and to appoint auditors for 2 years.
(c) To transact any other business as may be put before it.

Section 3 - (a) A preliminary notice of the Annual General Meeting stating the date, the time and the place, and calling the motions for discussion, motions for amendment of the Rules and nominations for the election of the Board shall be sent by the Secretary to all members not later than 21 days before the date fixed for the meeting, and this notice shall also be prominently displayed at the registered address or place of meeting of the Association

(b) Nomination for the election of the Board and motions for discussion at the meeting shall be returned to the Secretary as appropriate not later than 7 days after the receipt of the preliminary notice.

(c) The Secretary shall send to all members at least 7 days before the meeting an agenda including copies of minutes and reports, motions and nominations for the election of officers, together with the audited accounts of the Association for the previous year. Copies of these documents will also be made available at the registered address or place of meeting of the Association for the perusal of members.

Section 4 - (a) Extra ordinary General Meeting shall be convened whenever the Board deems desirable, or at the joint request in writing of not less than 1/5 of the total voting members, stating the objects and reasons for such meeting.

(b) An Extra ordinary General Meeting requisitioned by members shall be convened for a date within 30 days of the receipt of such meeting.

(c) Notice and agenda for an Extra ordinary General Meeting shall be forwarded by the Secretary to all members at least 15 days before the date fixed for the meeting.

(d) Section I (a) and (b) of this rule regarding the quorum and postponement of an Annual General Meeting shall apply to an Extra ordinary General Meeting , but with the provision that if no quorum is present after half an hour from the time appointed for a postponed Extra ordinary General Meeting requisitioned by members the meeting shall be cancelled, and no Extra ordinary General Meeting shall be requisitioned for the same purpose until after the lapse of at least 6 months from the date thereof.

ARTICLE VII - A BOARD

Section 1 - A Board consisting of the following who shall be termed the Office Bearers of the Association, shall be elected at the Annual General Meeting every two years.

The Board shall consist of:
A (one) President
A (one) Vice President
A (one) Secretary
A (one) Treasurer

Six Ordinary Board members.

Section 2 - The Office Bearers of the Association and every officer performing executive functions in the Association shall be Malaysian Citizens.

Section 3 - Names for the above officers shall be proposed and seconded and election will be by a simple majority votes of the members at the Annual General Meeting. All the office bearers shall be eligible for re-election each two years.

Section 4 - The function of the Board is to organize and supervise the day to day activities of the Association and to make decisions on matters affecting its running within the general policy laid down by the general meeting. The Board may not act contrary to the expressed wishes of the general meeting without prior reference to it and shall always remain subordinate to the general meeting.

Section 5 - Any member of the Board who fails to attend 3 consecutive meeting of the Board without satisfactory explanation shall be deemed to have resigned from the Board.

Section 6 - The Board shall meet at least once in every 3 months, and 7 days notice of each meeting shall be given to each members. The President acting alone, or not less than 4 of its members acting together may call for a meeting of the Board at any time. At least half of the Board Members must be present for its proceedings to be valid and to constitute a quorum.

Section 7 - Where any urgent matter requiring the approval of the Boards arises and it is not possible to convene a meeting, the Secretary may obtain such approval by means of a circular letter or email. The following conditions must be fulfilled before a decision of the Board is deemed to have been obtained;

(i) The issue must be clearly set out in the circular

(ii) At least one-half of the members of the Board must indicate whether they are in favour or against of the proposal

(iii) The decision must be by a majority vote

Any decision obtained by circular letter or email shall be reported by the Secretary to the next Board meeting and recorded in the minutes.
Section 8 - In the event of the death or resignation of a member of the Board, the Board shall have power to co-opt any other member of the Association to fill the vacancy until the next general meeting.

Section 9 - The Board shall give instructions to the Secretary and other officers for the conduct of the affairs of the Association. It may appoint such organizer or such staff as it deems necessary. It may suspend or dismiss any organizer or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Board, or for any other reason that it deems fit and sufficient in the interest of the Association.

Section 10 - The Board shall establish Sub-Committees if deems necessary and authorize special responsibility to any Board members.

ARTICLE VIII - DUTIES OF OFFICE BEARERS

Section 1 - President
The President shall during his term of office preside at all general meeting and all meeting of the Board 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.

Section 2 - Vice President

(1) The Vice President shall perform duties of the President in the absence of the President.

(2) The Vice President shall perform such other duties as delegated to him by the President and/or the Board.

Section 3 - Secretary

(1) The Secretary shall be the keeper of the Association's records and shall keep minutes of the meeting of the Society and keep a proper membership register.

(2) The Secretary shall also be the Secretary of the Board and shall keep minutes of their meetings.

(3) The Secretary shall perform such other duties as delegated by the President and/or the Board.

(4) The Secretary shall within 60 days after holding of the AGM submit the annual return of the Association to the Registrar of Societies as required under Section 14 (1) of the Societies Act, 1966.

Section 4 - Treasurer

The Treasurer shall be responsible the finances of the Association. He shall keep accounts of all its financial transactions. The Treasurer shall in conjunction with the President and the Secretary sign all cheques on behalf of the Association.

Section 5 - Ordinary Board Members
The Ordinary Board Members shall assist the function of the Board whenever directed.

ARTICLE IX - FINANCIAL PROVISIONS
Section l - Subject to the following provisions in this rules, the funds of the Association may be expended for any purposes necessary for the carrying out of its objects, including the expenses of its administrations, the payment of salaries, allowances and expenses to its office bearers and paid staff, and the audit of its account, but they shall on no account be used to pay the fine of any member who may convicted in a court of law.

Section 2 - The Treasurer may hold a petty cash advance not exceeding RM500.00 at any one time. All money in excess of this sum shall within 7 days of receipt be deposited in a bank approved by the Board. The bank account shall be in the name of the Association

Section 3 - No expenditure exceeding RM1000.00 at any one time shall be incurred without the prior sanction of the Board, and no expenditure exceeding RM 5000.00 at any one time shall be incurred without the prior sanction of a general meeting. Expenditure of less than RM1000.00 may be approved by the President together with the Secretary and the Treasurer.

Section 4 - The fiscal year of the Association shall commence on the first day of July and shall terminate on the last day of June of each year.

Section 5 - All checks or withdrawal notices on the Association's account shall be signed jointly by the President, the Secretary or the Treasure. In absence of the President, the Secretary or the Treasurer, the Board shall appoint one of its members to sign in his place.

Section 6 - As soon as possible after the end of each year, a statement of receipts and payment and a balance sheet for the year shall be prepared by the Treasurer and audited by the Auditors appointed under Article XI. The audited account shall be submitted for the approval of the next Annual General Meeting, and copies shall be made available of the registered address or place of meeting of the Association for the perusal of members.

ARTICLE X - AUDIT

Section 1 - Two persons who shall not be office-bearers of the Association shall be appointed by the Annual General Meeting as auditors. They shall hold office for two years only and can be re-appointed.

Section 2 - The auditors shall be required to Audit the account of the Association 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 account of the Association for any period of time within their tenure of office at any date, and to make a report to the Board.

ARTICLE XI - TRUSTEES

Section 1 - (a) 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 Association. They shall have vested in them all immovable property what so ever belonging to Association upon the execution of a Deed of Trust.

(b) The Trustee shall not sell, withdraw or transfer any of the property of the Association, without the consent and authority of a general meeting of members.

Section 2 - A trustee may be removed from office by the general meeting on the grounds that, owing to ill health, unsoundness of mind, absence from the country or for any other reason, he is unable to perform his duties or unable to do so satisfactorily. In the event of the death, resignation or removal of a Trustee, the vacancy shall be filled by a new Trustee appointed by a general meeting.

ARTICLE XII - INTERPRETATION OF RULES

Section 1 - Between Annual General Meetings, the Board shall interpret the rules of the Association and when necessary, determine any point on which the rules are silent.

Section 2 - Except where they are contrary to or inconsistent with the policy previously laid down by the general meeting the decision of the Board shall be binding on all members of the Association unless and until countermanded by a resolution of a General Meeting.

ARTICLE XIII - PATRON/ADVISOR

Where necessary, the Association may elect qualified individual to be the Patron/Advisor to the Association during Annual General Meeting (AGM). This election will come into effect on receiving a written consent of the said individual.

ARTICLE XIV - PROHIBITIONS

Section 1 - None of the following games shall be played in the premises of the Association, Roulette, Lotto, Fan-Tan, Poh, Peh bin, Belangkai, Pai Kau Tau Ngau, Tien Kow, Chap ji Kee, San Cheong, Twenty-one, Thirty-one, Ten and a half, all games of dici, bankerrs' games and all games of more chance.

Section 2 - Neither the Association 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.

Section 3 - The Association shall not pay out any benefits as defined under Section 2 of the Societies Act, 1966 to any of its members.
Section 4 - No university student shall be admitted as a member of the Association without the prior written consent of the Vice-Chancellor of the University concerned.

ARTICLE XV - AMENDMENTS OF THE CONSTITUTION

Section 1 - The Constitution shall not be changed or amended except when it is proposed and agreed in the Annual General Meeting.

Section 2 - Proposed amendments may be considered by a resolution of vote of a two-thirds (2/3) majority of the voting members and the resolution to be sent to the Registrar of Societies within 60 days from the date of resolution. The proposed amendments shall be adopted and only valid when it is approved by the Registrar of Societies.

ARTICLE XVI - DISSOLUTION

Section 1 - The Association may be dissolved by a resolution by not less than three-fifth (3/5) of the total membership who attended a special General Meeting for the dissolution.

Section 2 - In the event of the Association being dissolved as provided above, all debts and liabilities legally incurred on its 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.

Section 3 - Notice of the dissolution shall be forwarded to the Registrar of Societies within fourteen (14) days of its dissolution.

ARTICLE XVI - MARPA LOGO

Trefoil (in black) is the international symbol of ionizing radiation and further expressed by the “lightning symbol”
Pentagon shape (in black) symbolizes protection of member's interest in the field of ionizing radiation.

CERTIFIED BY:

DR DAUD BIN MOHAMAD

(PRESIDENT)

NORIAH BINTI MOD ALI

(SECRETARY)