Rules

The general rules for the Urban Engineering Development Special Interest Group of The Institution of Engineers, Malaysia are listed below. These are in accordance with the conditions specified under Article VIII and Section VIIIA and VIIIB of the Constitution and the Bylaws of the Institution of Engineers, Malaysia (IEM).


1.

OBJECTIVE

 Therefore, the formation of UEDSIG has the following goals/objectives in mind (a more complete list will be formed later): 


1. Issues affecting the society/engineers are studied with the view to provide feedback to parties concerned.


2. Regular training course are conducted by suitable qualified persons for the benefits of our members on “urban planning, economics, and housing” that affect the society.

 3. That future engineers are seen connected to the society through their active participation in the discourse on issues relating to “urban planning, economics, and housing. 
   

2.

MEMBERSHIP

2.1

Members of the IEM in any grade may become members of the Urban Engineering Development Special Interest Group. Membership is elected by registration with the Special Interest Group and no extra membership fees shall be payable.

   

3.

COMMITTEE

3.1

The affairs of the Urban Engineering Development Special Interest Group shall be managed by a Committee consisting of the following:

(a)

Chairman

- Corporate Member

(b)

Deputy Chairman

- Corporate Member

(c)

Secretary cum Treasurer

- Corporate Member

(d)

Advisor

- Corporate Member

and

(e)

A minimum of three (3) or a maximum of six (6) Committee Members of which at least three (3) must be Corporate Members.

360th Council meeting held on 21/1/2008 -Item 8.13

(f)

In addition, the Committee may co-opt up to five (5) additional members of the Institution to serve on the Special Interest Group on condition that these co-opted members are IEM members registered with the Special Interest Group. 

3.2

The Office of the Chairman shall automatically be filled by the Deputy Chairman.  No member shall hold the position of Chairman for a continuous period longer than three (3) years.  If the Chairman is not able  to  serve or had not been re-elected or his term of office  ends after  the  3  years  session,  the post  of  the Chairman  shall  be  automatically  filled by the Deputy Chairman elected as per 3.3.

The re-election of the Chairman shall be held at the last committee meeting of the Special Interest Group held prior to the Annual General Meeting of the Special Interest Group. 

3.3

The Deputy Chairman shall be elected from the serving Committee Members of the Special Interest Group. The nomination and election of the Deputy Chairman shall be made by the Committee Members at the last meeting of the Special Interest Group held prior to the Annual General Meeting of the Special Interest Group. 

3.4

The post of Secretary/Treasurer and General Members would be elected from the registered members at the Annual General Meeting of the Special Interest Group. 


4.

DUTIES OF THE COMMITTEE

4.1

The Chairman shall have general supervision over the affairs of the Special Interest Group. The Chairman shall chair the official meetings of the Special Interest Group and also nominate a chairman for the discussion sessions of the Special Interest Group. In general he shall ensure that all activities of the Special Interest Group lie within the stated objectives of the Special Interest Group as approved by the Council of the IEM.

4.2

The Deputy Chairman shall assist the Chairman in general supervision over the affairs of the Special Interest Group. He is to be elected from the serving Committee Members of the Special Interest Group. The Deputy Chairman shall assume the duties of the Chairman in the latter's absence. He shall automatically succeed the position of the Chairman in the event of the latter's office falling vacant and when the term of office of the Chairman ends.

4.3

The Secretary cum Treasurer shall maintain a register of all members of the Special Interest Group. He shall organise and ensure the smooth running of the activities of the Special Interest Group and shall be responsible for any funds including those allocated to the Special Interest Group by the Council of the IEM for the general expenditure of the Special Interest Group. He shall be responsible for and shall administer all funds of the Special Interest Group. 

4.4

The Immediate Past Chairman shall be invited to serve as the Advisor to the Special Interest Group. He shall assist and guide the Committee. In the event that the Immediate Past Chairman is not available, any Past Chairman could be invited to fill the vacant post.

4.5

The Editor of the Special Interest Group could be appointed from the General Committee members. The function of the Editor shall be to prepare for the documentation and publication of useful materials that may arise out of the technical sessions or activities of the Special Interest Group. He shall be responsible for selecting the type of material for possible publication.


5.

SECRETARY'S REPORT, FINANCIAL STATEMENT OF ACCOUNT AND IEM ANNUAL REPORT

5.1

The Committee shall submit to the Council of the IEM  a  Secretary's  Report  which  shall  be accompanied  by  the Financial  Statement  of Accounts approved  by  the  Annual General Meeting of the Special Interest Group. 

5.2

The Secretary’s Report containing the activities of the Special Interest Group which would be printed in the IEM Annual Report shall be submitted to the Honorary Secretary of the IEM not later than 31st December of each year.

5.3

The Special Interest Group shall present to the Council of the IEM its proposed budget for the activities of the forthcoming year on or before 30th September of the calendar year.

5.4

The budget allocated from the Council of the IEM is for the activities organized from lst January until 31st December of each calendar year.

5.5

The financial year of the Special Interest Group shall be from the dates of the Annual General Meetings of the Special Interest Group for each year. The Special Interest Group will only need to present to its Annual General Meeting,  the Financial Statement showing the receipt and payment for the calendar year ie lst January until 31st December of the preceding year and a brief account of the receipt and payment for the current session. The closing date for the current year will be the preceding month prior to the date of the AGM.


6.

ANNUAL GENERAL MEETING

6.1

The Annual General Meeting of registered members shall be held once a year. The agenda of the AGM shall be as follows:

1.

Opening Address by the Chairman of Division

2.

Confirmation of the previous Minutes of the AGM

3.

Matters Arising

4.

To receive and adopt the Secretary's Report and Financial Statement

5.

Election of New Officer Bearers

6.

Any Other Business

7.

Address by Incoming Chairman

6.2

The Committee Members of the Special Interest Group including the Chairman and Deputy Chairman shall be elected at the 1st Annual General Meeting of the Special Interest Group.

6.3

Nomination and Election of Members to serve the various posts in the Special Interest Group (except the posts of the Chairman and Deputy Chairman mentioned under items 3.2 and 3.3) shall be held at the Annual General Meeting of the Special Interest Group, and in the form of “show of hands”.

6.4

Observers attending the Annual General Meeting would be reminded to abstain from voting.

6.5

A quorum of not less than fifteen (15) registered corporate members shall be required. All registered corporate members shall have the right to vote. With the exception of the lst Annual General Meeting, in the event that the quorum is not reached after one hour of the scheduled time of the Annual General Meeting, the meeting shall be adjourned to seven (7) days later at the same time and place, and whatever number of the registered corporate members present then shall constitute the quorum.


7.

ACTIVITIES

7.1

The Committee may also form Subcommittees and Organising Committees to organise the various activities of the Special Interest Group. 

7.2

The Special Interest Group shall organise the following activities as frequently as possible  with the view to promote interest and upgrade professional knowledge  and  practice of engineering as  well  as promoting the development of and gaining recognition of the profession in our society:

a.

Seminars

b.

Forums

c.

Social Functions

d.

Visits

e.

Other Activities

7.3

The Special Interest Group could also hold technical discussion sessions, dialogues with local authorities, manufacturers, consulting engineers and other professional bodies. These technical discussion sessions shall be on topics related to Urban Engineering Development matters which are of interest or concern to the registered members. The proceedings of these sessions wherever possible are to be recorded to enable the knowledge of engineers to be disseminated.

7.4

The documentation and publications of the discussion sessions are considered an essential part of  the activities of the Urban Engineering Development Special Interest Group. 

7.5

The Special Interest Group may also organise courses for its members.


8.

PUBLICATIONS

8.1

The medium for publications of the technical discussion sessions shall be the Bulletin of the Institution of Engineers, Malaysia or where appropriate the Journal of the IEM.


9.

SUSPENSION AND DISSOLUTION

9.1

The Special Interest Group should meet at least once in every three (3) months with not less than six (6) meetings in a year.

9.2

If the Special Interest Group is found deficient in membership, or to have failed to function  in  accordance  with  the Constitution  and  Bylaws  of  the Institution,  or  to  have conducted its business in such a manner  as shall be considered by the Council to be detrimental to the  interests of  the Institution,  the Council of the Institution  shall  have  the  power to suspend or disband any Special Interest Group on sixty days' notice or, for cause,  remove from office at any time any member of the Committee of such Special Interest Group. 

9.3

Upon such decision, the Special Interest Group shall be served with a notice of suspension or dissolution as appropriate. On notice of suspension being received, such Special Interest Group shall cease all activities in the name of The Institution of Engineers, Malaysia until the suspension is resolved by the Council.  On receipt of a notice of dissolution, this Special Interest Group shall take such steps provided for in its Rules to wind up its affairs within three months of the date of such notice or within such extended period as shall be approved by the Council. The Special Interest Group shall discharge all its debts and liabilities and shall return the remaining funds, if any, to the Institution.

 

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