| 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).
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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.
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| | 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. | |
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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.
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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.
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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.
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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.
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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.
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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.
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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 |
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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.
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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.
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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. | |