Constitution of the Malaysian Association of Orthodontists.

Persatuan Pakar Ortodontik Malaysia

[Malaysian Association of Orthodontists]

Article 1 : Name

The Association shall be known as the Persatuan Pakar Ortodontik Malaysia. (Malaysian Association of Orthodontists)

Article 2 : Place Of Business

Its registered place of business shall be:-

Malaysian Association of Orthodontists Secretariat,

21-3A, 2nd Floor, Block L,

Jalan PJU 1/3C, SunwayMas Commercial Centre,

47301, PETALING JAYA, Selangor Darul Ehsan

or at such other place or places as may from time to time be decided by the committee; and its postal address shall be as above. The registered place of the Association shall not be changed without the prior approval of the Registrar of Societies.

Article 3 : Logo

3.1       The official Logo of the Association shall be a horizontal ovoid. It consists of the letters MAO in dark blue colour across the six upper anterior teeth. There is a straight line in cyan blue running horizontally across the teeth and the letters “MAO” and also forms the horizontal line across the letter “A”. The remaining space within the ovoid is cyan blue. This ovoid is surrounded by an outer ovoid with dark blue margins with the space in between filled by the colour white.

mao-logo-in-ai-format-300

3.2       Official Letterhead

The official letterhead for any correspondences of the MAO shall be as follows:-

(a)        The official MAO logo shall occupy the top left hand corner of the official document and shall be one eighth of the relative space in the horizontal plane.

(b)        The words “Persatuan Pakar Ortodontik Malaysia” (on top) and “Malaysian Association of Orthodontists” (below) will come below the official MAO logo.

(c)        The address of the official MAO Secretariat together with the official contact details of the current President and the Honorary Secretary of the MAO shall occupy the remaining three-eighths of the space in the horizontal plane to the far right of the document and to the right of the words “Persatuan Pakar Ortodontik Malaysia” and “Malaysian Association of Orthodontists”.

(d)        There is a straight line running horizontally across below the official letterhead.

Article 4 : Aims and Objectives

4.1       To advance the art and science of orthodontics as a specialty and branch of the dental sciences which includes the study of growth and development of the jaws and face in particular, and the body in general, as influencing the position of the teeth, dento-alveolar structures, the study of internal and external influences on the development, the prevention and correction of abnormal development of the dento-facial structures.

4.2        To foster and preserve the identity and practice of orthodontics.

4.3        To strive for and maintain the highest standards of ethics and professional conduct within the specialty.

4.4        To encourage education and research in the field of orthodontics and related subjects and, when possible, to engage through mutual cooperation with affiliated regional / international member associations/societies to achieve this aim.

4.5        To disseminate information to the public on aspects of orthodontics with the prior approval of the authorities concerned.

4.6       To foster friendship and brotherhood amongst affiliate associations/societies as well    as individual members of regional and international associations/societies.

4.7       To aim to carry out research and promote Orthodontics through setting up a charity committee and/or subsidised clinic(s), where possible, in collaboration with other like-minded professional associations and/or organisations, non-governmental or governmental organisations, or singly on her own, through mutual cooperation whether locally, nationally or at international levels, with the purpose of helping those segments of society in need

Addendum: article 4.7

22nd AGM, 24th April 2016

Article 5 : Membership

The membership of this Association shall be classified as follows:

 5.1 Ordinary Membership

(a)        Ordinary membership shall be open to any dental surgeon registered with the Malaysian Dental Council:-

(i)         Who has successfully completed at least three years formal full-time clinical post-graduate training in orthodontics leading to a recognised post-graduate qualification.

or

(ii)        Who has a clinical orthodontic qualification recognised by the Ministry of Health or the National Specialist Registry.

(b)        Ordinary members shall be liable for subscriptions and enjoy all privileges and be eligible to hold office and vote at meetings.

5.2 International Membership

(a)        International membership shall be open to any orthodontist who is:-

(i)         A Malaysian citizen residing and / or practising outside Malaysia.

(ii)        A permanent resident of Malaysia not practising and / or residing in Malaysia.

(iii)       Not a Malaysian citizen and not residing and/or practising in Malaysia.

(b)        These members shall possess the qualifications as set out in Article 5.1(a) of this Constitution for ordinary membership (except for registration with the Malaysian Dental Council) and be members of their National Orthodontic Associations.

(c)        They shall be liable for subscriptions and enjoy all privileges other than that of holding office and voting.

5.3 Honorary Membership

Honorary members shall be eminent members of the orthodontic profession or related sciences and / or persons who have rendered distinguished service to the Association. Honorary members shall have free membership and enjoy all privileges other than that of holding office and voting.

5.4 Associate Membership

Associate members shall be:-

(a)        Members and/or Fellows of accredited foreign National Orthodontic Associations whose parent association extends reciprocal membership and privileges to members of this Association. Such associate members shall not be exempt from subscriptions and enjoy all privileges other than that of holding office and voting, provided a similar reciprocal arrangement exists between the Association and the other association.

(b)       Persons who are not orthodontists but are specialists in fields related to orthodontics and who shall be liable for subscriptions and enjoy all privileges other than that of holding office and voting.

(c)       Associate membership shall be open to any orthodontist who is:-

i)         A permanent resident of Malaysia residing and / or practising in Malaysia.

ii)        Not a Malaysian citizen residing and / or practising in Malaysia.

(d)       They must be registered with the Malaysian Dental Council. The applicant must produce a letter of good standing from their home National Orthodontic Association.

5.5 Student Membership

(a)        Student members shall be:-

(i)         Full-time postgraduate students in clinical orthodontic training of a minimum of three (3) years duration at an approved and accredited dental institution shall be eligible for student membership.

(ii)        Liable for reduced subscriptions and enjoy all privileges other than that of holding office and voting.

(b)        Students must obtain prior written approval from the Vice-Chancellor or Dean of the Dental Faculty or Head of Department concerned in order to become members of the Association.

(c)        Upon being recognised as fully qualified and accredited specialist orthodontists, they shall reapply to join the Association as Ordinary Members and then be no longer eligible for the privileges as stated in Article 5.5 of this Constitution and shall be liable to pay Entrance Fees and the Fees applicable as an Ordinary member of this Association as stated in Article 6.1.

5.6 Life Membership

(a)        Life members shall be ordinary members of the Association who have been members of the Association continuously (resignation or expulsion shall be deemed as a break in continuity of membership) for not less than 20 years and have attained the age of 60 years.

(b)        Members eligible for Life Membership shall apply in writing to the Executive Committee.

Renumbered: from article 5.6 (d)

21st AGM, 20th April 2015

(c)        The Executive Committee may at its discretion recommend Life Membership to an Ordinary Member of the Association in goodstanding and who has brought acclaim to the Association in both the national and international orthodontic arena and who has been a member of the Association continuously and has attained the age of 55 years. This is subject to approval by the House at a general meeting.

Renumbered: from article 5.6(b)

Original article 5.6 (c) deleted

21st AGM, 20th April 2015

(d)        Life members shall enjoy all the privileges of their former status as Ordinary Members and shall be      exempt from paying annual subscription.

Renumbered: from article 5.6 (e)

21st AGM, 20th April 2015

(e)       The Executive Committee may at  its discretion reject any application without assigning any reason       thereof.

Renumbered: from article 5.6 (f)

21st AGM, 20th April 2015

(f)        The Executive Committee may  recommend to the House at a general meeting    the removal of           the title of “Life Member” from any  ordinary member who     has been conferred  the        “Life Membership” on  the following grounds that the said  member:-

(i)          has brought  disrepute to the profession and practice of orthodontics.

(ii)         has been found to be guilty of committing criminal  activities by a Court Of   Law whether within or outside of Malaysia whether or not served.

(iii)        has had disciplinary action taken against  him by  the Malaysian Dental Council or any Institutions of            Higher Learning where he may be teaching.

(iv)        has been found to be guilty of immoral conduct or of gross negligence.

(v)         has been found guilty of professional misconduct.

Renumbered: from article 5.6 (g) with an addendum of 5.6 (g) (v)

21st AGM, 20th April 2015

(g)       The Executive Committee may also recommend to the House the removal of the ordinary membership status and expel this member from the Association in accordance with Article 5.6(f) as stipulated above.

Renumbered: from article 5.6 (h)

21st AGM, 20th April 2015

5.7       Membership is unlimited and is open to all persons fulfilling the requirements of the membership categories as set out above.

5.8       Every application for ordinary, international, associate and student membership shall be proposed and seconded by two existing members of the Association who are of good standing and shall be forwarded to the Secretary who shall at the first convenient opportunity, submit it to the Executive Committee for approval. The Executive Committee may at its discretion reject any application without assigning any reason thereof.

5.9       Every applicant whose application for membership has been approved as aforesaid shall, upon payment of the prescribed entrance fee and first annual subscription, be admitted as a member of the Association and shall be entitled to all privileges of membership.

5.10     Honorary membership may be conferred to an eligible person upon the recommendation by the Executive Committee and subject to the approval by the House in a general meeting.

5.11     The Executive Committee shall have the power to reject the application for membership by any applicant when by his past actions or omission, he has brought / brings the Association into disrepute.

Addendum: article 5.11

22nd AGM, 24th April 2016

5.12     The Executive Committee shall have the power to reject the application for membership from any applicant when by his actions or omission, he is convicted in any jurisdiction of a criminal offence punishable by a prison term (whether or not served) in excess of two (2) years whether in this country or abroad.

Addendum: article 5.12

22nd AGM, 24th April 2016

Article 6 : Entrance Fees, Subscription and Other Dues

6.1       The entrance fee and subscription payable by all ordinary, international  and associate members, other than members of accredited foreign National Orthodontic Associations whose associations extend reciprocal membership and privileges to the members of this Association shall be as follows:-

  • Entrance Fee                        RM400.00
  • Annual Subscription           RM200.00

6.2       Honorary members shall not be required to pay any subscription.

6.3       All student members shall be exempt from the entrance fee but are required to pay an annual subscription of RM 100.00.

6.4       The annual subscription shall be payable to the Honorary Treasurer in full by 31st December.

6.5       Any member who has failed to pay his subscription within 60 days of the 31st of December shall receive written notification signed by or on behalf of the Secretary, and shall be denied the privileges of membership until he settles his account in full.

6.6       Any member who allows his arrears to exceed two years subscription shall automatically cease to be a member of the Association, and the Executive Committee may direct that legal action be taken against him, provided they are satisfied that he has received due notice of his debts.

6.7       Re-entrance membership fee:-

(a)        The Executive Committee shall have the power to fix a re-entrance fee for any person who has allowed his membership to lapse through arrears.

(b)        The fee so determined must be more than the normal entrance fee of RM400.00 and a minimum of 50% above the normal entrance fee of RM400.00.

(c)        This sum is exclusive of all outstanding arrears due to the Association.

(d)        All outstanding arrears are to be settled in full together with the re-entrance fee so charged for the person to be eligible for readmission as a member.

6.8       Special subscriptions or levies for particular purposes may be raised for members by resolution of the general meeting of the Association. 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 annual subscription.

Article 7 : Cessation Of Membership

7.1       Any member who wishes to resign from the Association shall give two weeks’ notice in writing to the Honorary Secretary and shall pay up any fees which remain due and owing.

7.2       The Executive Committee shall have the power to suspend any member whose conduct is found to be derogatory to the prestige of the Association or detrimental to the honour and interest of the profession.

7.3       A member shall be deemed to cease being a member if he is placed into external administration, for example, a liquidator or its equivalent is appointed to manage his affairs.

7.4       A member ceases to be a member of this Association when by his actions or omissions, he brings the Association into disrepute subject to approval by the House at a general meeting.

7.5       A member ceases to be a member of this Association when by his actions or omissions he is convicted in any jurisdiction of a criminal offence punishable by a prison term (whether or not served) in excess of two (2) years.

7.6       A majority of two-thirds of the members present and voting at a general meeting shall be required for the purpose of exercising the power of expulsion.

Article 8 : Finances

8.1       The Association funds shall comprise membership fees, donations, grants, gifts, bequests and any monies raised through Continuing Professional Development activities such as and not limited to seminars, conferences and any legal activities engaged into alone or in collaboration with other external bodies.

8.2       The financial year of the Association shall commence on 1 January and end on 31 December each calendar year.

8.3       Subject to the following provisions in this Constitution, the funds of the Association may be expended for any purpose necessary for the carrying out of its objectives, including the expenses of its administration, the payment of salaries, allowances and expenses of its office-bearers and paid staff, and the preparations and audit of its account.

8.4       The funds of this Association shall on no account be used to pay the fine of any member who may be convicted in a court of law.

8.5       The Treasurer may hold a petty cash advance not exceeding RM 500.00 (Ringgit Malaysia Five Hundred Only) 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 Executive Committee. The bank account shall be in the name of the Association.

8.6       All cheques or withdrawal notices on the Association’s account shall be signed by any two signatories from the following office-bearers, namely the President, the Honorary Secretary or Honorary Treasurer.

8.7       Expenditure below RM 500.00 (Ringgit Malaysia Five Hundred Only) may be incurred upon agreement by two of the following office bearers: President, Secretary or Treasurer. Expenditure up to but not exceeding RM 10,000.00 (Ringgit Malaysia Ten Thousand Only) at any time may be incurred with the prior sanction of the Executive Committee. Any single item of expenditure exceeding RM 10,000.00 (Ringgit Malaysia Ten Thousand Only) shall require the approval of the members of the Association at an annual or extraordinary general meeting.

8.8       An audited and complete financial report shall be prepared by the Honorary Treasurer comprising of the following:-

(a)        A Cash Flow Statement

(b)        A Profit and Loss Statement

(c)        A Balance Sheet

(d)        A General Ledger

and / or their equivalents and shall be submitted to the Honorary Secretary for circulation to members of the Association prior to the next annual general meeting, for their  approval at the next annual general meeting and copies of these must be made available at the registered place of business of the Association for the perusal of members.

Article 9 : Auditors

9.1       Two voting members, who shall not be current Executive Committee Members of the Association, nor Executive Committee Members of the immediate past Executive Committee, shall be appointed by the annual general meeting as Internal Auditors and shall hold office for a period of one year and may not be re-elected to hold office for a consecutive term.

9.2       The Auditors shall be required to audit the accounts 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 accounts of the Association for any period within their tenure of office at any date, and make a report to the Committee.

Article 10 : General Meetings

10.1     The supreme authority of the Association is vested in a general meeting of the members to be presided over by the President.

10.2     At a general meeting, at least twice the total number of Committee Members of the Association must be present for its proceedings to be valid and to constitute a quorum.

10.3     An annual general meeting of the Association shall be held as soon as possible after the close of each financial year but not later than April of the following year on a date and a time and place to be decided by the Executive Committee.

10.4     The business of the annual general meeting shall be:

(a)        To receive the Executive Committee’s report on the working of the Association during the previous year;

(b)        To receive the President’s report

(c)        To receive the Secretary’s report

(d)        To receive the Treasurer’s report and the audited accounts of the Association for the previous year

(e)        To receive reports from the various Subcommittees.

(f)        To elect a new Executive Committee upon expiry of their term of office

(g)        To appoint auditors for the ensuing year.

(h)        To deal with such matters as may be put before it.

10.5     If, half an hour after the time appointed for a general meeting, a quorum is not present, the members present shall have the power to proceed with the business of the day but they shall not have the power to alter, amend or make any additions to the existing rules of the Association or make decisions affecting the whole membership. A new date for the general meeting shall be set within 30 days by the Executive Committee to decide on matters affecting the whole membership and concerning the rules of the Association.

10.6     The Honorary Secretary shall give all members at least 60 days notice of the date and place of the general meeting.

Article 10.6 amended

22nd AGM;24th April 2016

10.7     Any member who wishes to place an item on the agenda of a general meeting may do so provided he gives notice in writing of such intention and item to the Honorary Secretary 35 days before the meeting is due to be held.

10.8     The members shall receive from the Honorary Secretary an agenda of the meeting including copies of minutes and reports together with the audited accounts of the Association at least 20 days before the meeting. Copies of these documents will also be made available at the registered place of business of the Association for the perusal of the members.

10.9     Extraordinary General Meeting:-

(a)        An extraordinary general meeting of the Association shall be convened:-

(i)         Whenever the Executive Committee deems it desirable, or

(ii)        At the joint request in writing of not less than 30 members, stating the objects and reasons for such meeting.

(b)        An extraordinary general meeting requisitioned by a minimum of 30 members as stated above shall be convened at a date within thirty days of the receipt of such requisition.

(c)        Notice and agenda for an extraordinary general meeting shall be forwarded by the Honorary Secretary to all members at least 15 days before the date fixed for the meeting.

Article 10.9 (c) amended

22nd AGM, 24th April 2016

10.10   Articles 10.1 and 10.2 of this rule regarding the annual general meeting shall also apply to an extraordinary general meeting but with the proviso that if no quorum is present after half an hour from the time appointed for the extraordinary general meeting, the meeting shall be cancelled and no extraordinary general meeting shall be requisitioned for the same purpose until after the lapse of at least six months from the date thereof.

10.11   The Honorary Secretary shall forward to all members a copy of the minutes of each annual and extraordinary general meeting as soon as possible after its conclusion.

10.12   In the event of equality of votes, the Chairperson of the meeting shall have the casting vote.

Article 11 : Governance

11.1     The overall governance of the Association shall be through its Executive Committee which comprises of the elected Executive Committee Members.

11.2     The Honorary Secretary, who is the Chief Functionary of the Association, shall look after all matters pertaining to daily workings and take most urgent decisions with joint concurrence of the President.  In decisions taken other than for the aforementioned, the Honorary Secretary may seek a simple majority of the Executive Committee Members before making a decision.

11.3     Term of Office:-

(a)        The term of office of each Executive Committee will be for a period of two (2) calendar years from the conclusion of one annual general meeting to the conclusion of the next general meeting.

(b)        If for any reason notwithstanding the above, the term of office of the Executive Committee has to be extended, it must be approved by no less than 2/3rd of the members present and voting at the general meeting for a period clearly specified and agreed upon by the House.

11.4     Composition of the Executive Committee

(a)        An Executive Committee consisting of the following shall also be known as the “Office Bearers” or “ECMs”:-

  • A President
  • A Vice-president
  • An Honorary Secretary
  • An Honorary Assistant Secretary
  • An Honorary Treasurer
  • Two (2) Executive Committee Members
  • An Immediate Past President

(b)        An Executive Committee consisting of the following , shall be elected at the annual general meeting :-

  • A President
  • A Vice-president
  • An Honorary Secretary
  • An Honorary Assistant Secretary
  • An Honorary Treasurer
  • Two(2) Ordinary Committee Members

(c)        The Executive Committee Members shall be elected:

(i)         After being duly proposed and seconded by separate members present on the Floor of the House.

(ii)        By a simple majority vote of the members at the annual general meeting.

(iii)       And shall be eligible for re-election every two (2) years.

(d)        The President shall not hold office for more than three (3) consecutive terms.

(e)        All members of the Committee and every officer performing executive functions in the Association shall be Malaysian citizens.

(f)        These Executive Committee Members shall all have a voting right and the President shall have the right to a casting vote in the event of a tie.

Article 11.4 (f) amended

22nd AGM, 24th April 2016

11.5     Duties of the Executive Committee Members

(a)        President

(i)         The President shall be elected from amongst the eligible members of the Association from the Floor of the House and being present in person after being duly nominated and seconded by two (2) separate members of the Association at an annual general meeting by a simple majority.

(ii)        The President shall

(1)        Have the first right to preside over all meetings of the Association and shall represent the Association at all external meetings whether national or international if so decided by a simple majority of the Executive Committee.

(2)        If unable to do so, give the honour to the Vice-President, the Honorary Secretary, Honorary Treasurer, Honorary Assistant Secretary, any one of the two (2) ordinary Members in that order.

(iii)       The President’s two (2) years’ term of office shall commence at the conclusion of an annual general meeting where an election is being held and terminate at the conclusion of the next annual general meeting after the election of the new Executive Committee.

(iv)       Notwithstanding Article 11.3(a) above, after the expiration of the President’s term of office of a maximum of three (3) terms of two (2) years’ each, the President shall not be eligible to contest for re-election as an Executive Committee Member, but will remain on the Executive Committee as an Immediate Past President (IPP) throughout the following term of office.

Article 11.5 (a) (v) deleted

22nd AGM, 24th April 2016

(b)       Vice-President

(i)         The Vice-President shall be elected from amongst the eligible members of the Association from the Floor of the House and being present in person after being duly nominated and seconded by two (2) separate members of the Association at an annual general meeting by a simple majority

(ii)        The Vice-President’s two (2) years’ term of office shall commence at the conclusion of an annual general meeting where an election is being held and terminate at the conclusion of the next annual general meeting after the election of the new Executive Committee.

(iii)       The Vice-President shall assume the duties of the President in the absence of the President or in instances of a declared conflict of interest on the part of the President which may warrant the President not to chair a meeting.

(iv)       If during an on-going term of office, on the creation of a vacancy for the post of President, if the Vice-President is duly nominated/elected by the Executive Committee members to assume the duties of the President, on conclusion of this caretaker abbreviated term, he shall be eligible to be considered for any Executive Committee position including that of President, for the maximum three (3) terms as stipulated in Article 11.3(a), when the said post comes up for election.

(c)        Honorary Secretary

(i)         The Honorary Secretary shall be elected from amongst the eligible members of the Association from the Floor of the House and being present in person after being duly nominated and seconded by two (2) separate members of the Association at an annual general meeting by a simple majority.

(ii)        The Honorary Secretary’s two (2) years’ term of office shall commence at the conclusion of an annual general meeting where an election is being held and terminate at the conclusion of the next annual general meeting after the election of the new Executive Committee.

(iii)       The Honorary Secretary shall:

(1)        Conduct the business of the Association in accordance with the rules.

(2)        Carry out the instructions of the general meeting and of the committee.

(3)        Have custody of all the Association records and keeping all books, documents and papers, except the accounts and financial records.

(4)        Be responsible for all the administration and communications of the Association for and on behalf of the Executive Committee.

(5)        Attend all meetings and record the proceedings.

(6)        Maintain an up-to-date membership register consisting of details such as:-

(a)        Name

(b)        Business, residential and postal addresses

(c)        Identity card / passport number

(d)        Date / place of birth

(e)        Date of commencement of membership

(f)        Name/address of employer

(g)        Date of cessation of membership and reasons why.

(7)        Have overall responsibility for the content, format, creation and maintenance of all Association websites.

(d)       Honorary Assistant Secretary

(i)         The Honorary Assistant Secretary shall be elected from amongst the eligible members of the Association from the Floor of the House and being present in person after being duly nominated and seconded by two (2) separate members of the Association at an annual general meeting by a simple majority.

(ii)        The Honorary Assistant Secretary’s two (2) years’ term of office shall commence at the conclusion of an annual general meeting where an election is being held and terminate at the conclusion of the next Annual General Meeting after the election of the new Executive Committee.

(iii)       The Honorary Assistant Secretary shall assist the Honorary Secretary in carrying out his duties and shall act for him in his absence.

(e)        Honorary Treasurer

(i)         The Honorary Treasurer shall be elected from amongst the eligible members of the Association from the Floor of the House and being present in person after being duly nominated and seconded by two (2) separate members of the Association at an annual general meeting by a simple majority.

(ii)        The Honorary Treasurer’s two (2) years’ term of office shall commence at the conclusion of an annual general meeting where an election is being held and terminate at the conclusion of the next annual general meeting after the election of the new Executive Committee.

(iii)       The Honorary Treasurer shall:-

(1)        Be responsible for the finances of the Association including collection, supervision and allocation of all main funds of the Association.

(2)        Keep accounts of all its financial transactions.

(3)        Be responsible for submitting audited financial statements and budgets annually to the members of the Association at each annual general meeting.

(4)        Be responsible for updating the Executive Committee on the current financial position of the Association at each Executive Committee meeting.

(5)        Be responsible for reporting fees outstanding and periods for which they are due by members.

(6)        Be responsible for their correctness.

(7)        Maintain an up-to-date membership register to include current membership status.

Addendum to article 11.5 (e) (iii); c11.5 (e) (iii) (7)

21st AGM, 20h April 2015

(f)        Ordinary Members

(i)         The two (2) Ordinary Members shall be elected from amongst the eligible members of the Association from the Floor of the House and being present in person after being duly nominated and seconded by two (2) separate members of the Association at an annual general meeting by a simple majority.

(ii)        The two (2) Ordinary Members two (2) years’ term of office shall commence at the conclusion of an annual general meeting where an election is being held and terminate at the conclusion of the next annual general meeting after the election of the new Executive Committee.

(iii)       The two (2) Ordinary Members shall perform whatever duties which may be assigned to them by the President and/or the Executive Committee in the best interests of the Association.

(g)        Immediate Past President

(i)         Upon completing the full term as a President, such a President of the preceding term of office shall become the Immediate Past President (IPP).

(ii)        The Immediate Past President’s term of office shall commence at the conclusion of an annual general where an election is being held and terminate at the conclusion of the next annual general meeting after the election of the new Executive Committee.

(iii)        The role of the Immediate Past President shall be of a mentor and advisor to the Executive Committee.

Original article 11.5 (g) (iii) deleted

Article 11.5 (g) (iv) renumbered as article 11.5 (g) (iii)

22nd AGM, 24th April 2016

(iv)       The Immediate Past President has no voting rights in the Executive Committee.

Article 11.5 (g) (v) renumbered as article 11.5 (g) (iv)

22nd AGM, 24th April 2016

11.6     Business of the Executive Committee

(a)        The Executive Committee shall direct and manage the day-to-day activities of the Association and shall make decisions on matters affecting its running within the general policy laid down by the general meeting.

(b)        It shall furnish a report to each annual general meeting on its activities during the previous year.

(c)        In particular, the Executive Committee shall have the power to:

(i)         Establish subcommittees as the Executive Committee shall determine necessary from time to time and appoint subcommittee Chairperson.

(ii)        Recommend and appoint Honorary Fellows and/or Patrons.

(iii)       Approve the budget and financial statements submitted by the Honorary Treasurer to the Executive Committee each year.

(iv)       Approve the changes in Executive Committee policies governing the work of the President, the Vice-President, the Honorary Secretary, the Honorary Assistant Secretary and the Honorary Treasurer.

(v)        Action proposals for amendment to the Constitution provided such proposals have first been approved by a simple majority of the Executive Committee in accordance with Article 13 (Amendments to the Constitution).

11.7     Meetings

(a)        Subject to Article 11.7(b) the Executive Committee shall meet at least once every three months and 14 days’ notice of each meeting shall be given to the members.

(b)        The President acting alone or not less than three of its members acting together may call for a meeting of the Executive Committee to be held at any time.

(c)        At least one half of the Executive Committee members must be present for its proceedings to be valid and to constitute a quorum.

(d)        In-between face to face meetings at least once every three (3) months the Executive Committee may also make decisions by:-

(i)         Telephone conferences

(ii)        Video conferences

(iii)       Other electronic means approved by the Executive Committee provided that at least 50% of all members of the Executive Committee are in attendance and all participants can hear and participate at a meeting referred to in (i) – (iii) and that all members of the Executive Committee have been sent notice prior to the meeting by electronic means together with details of the business of the meeting.

(e)        Where any urgent matter requiring the approval of the Executive Committee arises and it is not possible to convene a meeting, the Honorary Secretary may obtain such approval by means of a circular letter or by electronic circular resolution subject to the following conditions being fulfilled before a decision of the Executive Committee is deemed to have been obtained:-

(i)         The issue must be clearly set out in the circular and forwarded to all members of the Executive Committee.

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

(iii)       The decision must be by a simple majority vote.

(f)        Any decision obtained by circular letter or electronic circular resolution shall be reported by the Honorary Secretary to the next Executive Committee meeting and recorded in the minutes thereof.

(g)        Any member of the Executive Committee who fails to attend three consecutive meetings of the Executive Committee without satisfactory explanation shall be deemed to have resigned from the Executive Committee.

(h)        The Honorary Secretary will report periodically, once every quarter, important and relevant issues arising out of day to day matters in between face to face meetings or other meetings of the Executive Committee Members by post, email or such other electronic means approved by the Executive Committee.

(i)         The President shall be entitled to be the Chairperson of all Executive Committee meetings.

(j)         In the absence of the President, the Vice-President or, in his absence, the Honorary Secretary, shall be entitled to chair any meeting of the Executive Committee.  If at any Executive Committee meeting the President, Vice-President or the Honorary Secretary are not present, or are unwilling to chair the said meeting, the Executive Committee Members present may choose a Chairperson from amongst themselves.

(k)        The Chairperson of an Executive Committee meeting shall have the right of a casting vote in the event of a tie. If the said meeting were to be chaired by another person other than the President, such a Chairperson shall have a deliberate vote as well as the right of a casting vote in the event of a tie, if need be.

(l)         All resolutions of the Executive Committee shall be considered to be “passed” if approved by a simple majority of votes cast by those members of the Executive Committee who are present and voting at a meeting either in person or by other permitted electronic means.  In case of an e-vote, the Honorary Secretary is permitted to consider a “No Response” as a “Yes Vote” if so specified in the communication by the Honorary Secretary.

(m)      The quorum for an Executive Committee meeting shall be as follows:

(i)         At least 50% of all Executive Committee Members present in person.

(ii)        If, at the time of convening the meeting, the quorum is found to be insufficient, the meeting shall be recessed for 15 minutes.

(iii)       When this recessed meeting is reconvened after 15 minutes, the Executive Committee Members present shall form the quorum.

(iv)       The pre-circulated business for the meeting as per the agenda sent by the Honorary Secretary will then be transacted and all decisions taken by a simple majority by those present shall be binding on the entire membership of the Association.

(n)        In the event of death or resignation of a member of the Executive Committee:

(i)         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.

(ii)        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 Association to fill the vacancy until the next annual general meeting.

(o)        The Executive Committee:

(i)         Shall give instructions to the Honorary Secretary and other officers to conduct of the affairs of the Association.

(ii)        May appoint such officers and such staff as it deems necessary.

(iii)       May suspend or dismiss any officer or member of the staff for neglect of duty, dishonesty, incompetence, refusal to carry out the decisions of the Executive Committee, or for any other reason which it deems good and sufficient in the best interests of the Association.

(p)        Between annual general meetings, the Executive Committee shall interpret the rules of the Association and when necessary, determine any point on which the rules are silent.

(q)        Except where they are contrary to, or inconsistent with, the policy previously laid down by the general meeting, the decisions of the Executive Committee shall be binding on all members of the Association unless and until countermanded by a resolution of a general meeting.

11.8 Committees and Standing Committees

(a) Formation

(i) The Standing Committee(s) shall be formed at the meeting of the general body of the association at an Annual General Meeting

(ii) The Chair(s) of the Standing Committee(s) and the members in the Standing Committee shall be known as the “Working Committee” (hereafter called the Working Committee) shall be elected at the meeting of the general body of the association at an Annual General Meeting

(iii) The Chair and Working Committee Members can be comprised of members of the Executive Committee

(iv) The Standing Committee(s) can be dissolved only by the meeting of the
general body of the association at an Annual General Meeting

(b) Standing Committees

The following are the Standing Committees of the Malaysian Association of Orthodontists (MAO)

(i) Constitution Amendment Committee (CAC)

(ii) Ethics Committee

(iii) Continuing Professional Development Committee

(iv) Publicity and Public Relations Committee

(c) Functions

Standing Committees are necessary to assist the Executive Committee to ensure the smooth running of the association’s activities in specific areas relating to the profession of orthodontics in accordance with the objectives of the association as outlined in the Constitution.

(1) Constitution Amendment Committee (CAC)

(i) To ensure that the MAO constitution is kept current and is in accordance with the aims and objectives of the association

(ii) To ensure that the MAO constitution amendments and procedures of office are in line with the ROS stipulations.

(iii) To ensure that the MAO constitution protects the best interest of the association at all times.

(2) Ethics Committee

(i) To draw up guidelines on code of professional conduct for the profession and uphold the aims and objectives of the association.

(ii) To provide professional advice on ethical and/or moral issues/dilemmas relating the to the profession and the membership

(iii) To provide preliminary arbitration functions in the event of professional dispute within the membership.

(iv) To function in mainly advisory capacity and uphold the Code of Professional Conduct within the association

(3) Continuing Professional Development Committee

(i) To source for CPD programmes that is accredited with reputable speakers/conductors of good professional standing.

(ii) To develop and maintain a contemporaneous guideline that promotes evidence based Orthodontics CPD Programmes for the profession of Orthodontics.

(iii) To solely organize CPD events for the association or in collaboration with external organizations.

(iv) To maintain a speaker/course conductor/participant database

(v) To encourage education and research in the field of orthodontics and her related subjects. To encourage mutual academic and professional collaborations with affiliated regional/ international member associations/ societies/ organizations to achieve this aim

(4) Publicity and Public Relations Committee

(i) To promote the art and science of Orthodontics to the public and other external organizations/ societies/ associations.

(ii) To create awareness and provide orthodontic and dental health education to the public

(iii) To create awareness and encourage public campaigns by the members to engage and educate the public on the importance of seeking treatment with qualified and accredited orthodontists.

(iv) To use the relevant platforms to increase public awareness on the profession such as website, newsletters, advertorials etc.

(d) Reporting

(i) The Standing Committee(s) shall repost directly to the President of the association on all its activities

(ii) The Standing Committee(s) shall present a report at least twice a year to the Executive Committee or more frequently if deemed necessary by the Executive Committee

(iii) The Chair(s) of the Standing Committee(s) shall be required to present a report at the meeting of the general body of the association at an Annual General Meeting after this report is passed by the Executive Committee of the association

(e) Meetings

(i) The Chair(s) of the Standing Committee(s) may from time to time be required to attend the meeting of the Executive Committee of the association to brief the Executive Committee

(ii) The Standing Committee(s) shall convene a meeting of their members at least 2 times a year or more frequently if deemed necessary

(f) Composition of the Standing Committee
The Standing Committee shall comprise of the following:
Chair
Secretary
2 Working Committee Members

Addendum to article 11; article 11.8
22nd AGM, 24th April 2016

Article 12: Meetings, Lectures and Presentations

12.1     Attendance at all meetings and lectures shall ordinarily be restricted to members only.

12.2     Anything to the contrary herein notwithstanding, the President and the Executive Committee may extend invitations to specific guests and / or the public when the occasion arises.

12.3     Non-members may attend lectures after paying a fee which shall be determined by the Executive Committee. The Executive Committee reserves the right to alter or waive the fees at its discretion.

12.4     Visitors and guests may be admitted into the premises of the Association or to any functions organised by the Association but they shall not be admitted into the privileges of the Association and shall abide by the rules and regulations of the Association.

Article 13 : Amendments To The Constitution

No alteration or addition/deletion to this Constitution shall be passed unless the following conditions are met with:-

13.1     No proposal for change of the Constitution which must be consistent with Article 16, shall be considered at any annual general meeting of this Association unless the proposed alteration has been circulated to and passed by the Executive Committee Members and unless due notice of it has been given in the agenda of the annual general meeting, or, an extraordinary general meeting that may have been specially convened for the same purpose.  A notice of such a meeting and the amendments placed before the House for consideration must be circulated to members at least thirty (30) days prior to the said meeting.

13.2     A proposal for an amendment to the Constitution will be valid only when approved by at least 50% majority of the members physically present and voting at the annual general meeting of the Association and shall come into effect immediately upon approval by the Registrar of Societies of Malaysia.

13.3     For changes that may be taken up on the Floor of the House, such amendments need approval by a 2/3rd majority of members present and voting in the said annual general meeting convened solely for the said purpose.

13.4     Amendments so approved by the members of the Association may then be forwarded to the Registrar of Societies of Malaysia for their final approval.

13.5     Any amendment to the Constitution shall be forwarded to the Registrar of Societies within 28 working days of being passed by the general meeting.

Article 14 : Prohibitions

14.1     Gambling of any kind, excluding promotion or conduct of a private lottery, is forbidden on the Association’s premises or at any events organised by the Association.

14.2     The funds of the Association shall not be used to pay the fines of members who have been convicted in any Court of Law.

14.3     The Association shall not engage in any trade union activity as defined in any written law relating to trade unions for the time being in force in Malaysia.

14.4     The Association shall not engage in any political activity or allow its funds and/or premises to be used for political purposes.

Article 15 : Dissolution

15.1     The Executive Committee and at least 3/5th of the total existing membership of the Association must be present physically at the general meeting for the motion to be admitted for action at the said general meeting provided at least sixty (60) days’ notice is given to the Honorary Secretary prior to such a general meeting of the Association.

15.2     A motion proposing dissolution made in the stipulated fashion to the Honorary Secretary must first be passed by the Executive Committee.

15.3     The Association may be voluntarily dissolved by a resolution passed by a two- thirds (2/3rd) majority in a physical face-to-face general meeting of the Association for it to be considered as valid.

15.4     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.

15.5     A Certificate Of Dissolution, signed by the President and the Honorary Secretary of the Association, shall be given within seven (7) days of the dissolution of the “Persatuan Pakar Ortodontik Malaysia” (Malaysian Association of Orthodontists/MAO ) to the Registrar of Societies Malaysia.

Article 16: Property

16.1     The immovable property of the Association shall be vested in the name of the Association. All instruments relating to that property shall be executed by the President, Secretary and Treasurer for the time being of the Association. Their appointment shall be authenticated by a certificate of the Registrar of Societies and sealed with the seal of the Association.

16.2     The immovable property of the Association shall not be sold, leased, charged, transferred or dealt with in such manner so as to divest any interest in the property without the prior consent and authority of the General Meeting.

Article 17 : Definitions

17.1     In this Constitution, unless the context requires a meaning to the contrary, “Constitution” refers to the Articles set out in this document as amended from time to time.

17.2     In the interpretation of this Constitution, unless the context requires a meaning to the contrary, “Association” refers to the “Persatuan Pakar Ortodontik Malaysia” (Malaysian Association of Orthodontists / MAO).

17.3     “Orthodontics” shall refer to all aspects covered within the field of orthodontics and dentofacial orthopaedics including that of cleft lip and palate management, orthognathic surgery, craniomandibular dysfunction, related material sciences and specialist practice management.

17.4     “EC” shall refer to the Executive Committee of the Association as described in Article 11 on Governance.  It comprises of the Executive Committee Members of the Association.

17.5     “ECMs” shall refer to the Executive Committee Members of the Association who were elected into office by the members present at the annual general meeting of the Association.

17.6     “AGM” shall refer to the Annual General Meeting of the Association which is held once in a calendar year in a normal turn of events and is convened without any emergency.

17.7     Face to Face / F2F / EC Meeting shall refer to the physical meeting of the Executive Committee Members of the Association.

17.8     “EGM” shall refer to the Extraordinary General Meeting of the Association other than the AGM and one which is warranted to be convened in a situation of emergency as determined by the ECMs.

17.9     “IPP” shall refer to the Immediate Past President of the Association.

17.10   Unless otherwise specified, the word “he” shall be used and adopted as the generally accepted term to refer to both the male and female genders as widely used in this Constitution.

END

Malaysian Association of Orthodontists

Secretariat Address:

Malaysian Association of Orthodontists,
21-3A, Tingkat 2, Blok L, Jalan PJU 1/3C,
SunwayMas Commercial Centre,
47301, Petaling Jaya,
Selangor DE
MALAYSIA

Email: general@mao.org.my

Copyright © 2016 Malaysian Association Orthodontists

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