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Article 9-1 BIENNIAL GENERAL MEETING :
The purpose and business of the Biennial General Meeting shall Be : -
Section 1
To receive the Biennial Report of the Council and to receive and approve the audited Accounts for that financial year.
Section 2
To elect officers for the forthcoming term.
Section 3
To approve the appointment of Auditors (S) who shall not be members of the Federation but must be duly registered with the relevant Authorities recognized by the Malaysian Government and the appointment of Hon. Legal adviser (S) who shall not be members of the relevant Council but must duly registered with the relevant Authorities recognized by the Malaysian Government.
Section 4
To add or amend the Article (S) or By-Law (S) of the Constitution, if any.
Section 5
To transact any other business appropriate to a Biennial General Meeting of which seven (7) clear days notice, in writing, has been given to the Hon. Secretary General.
Article 9-2 DATE :
The Biennial General Meeting of the Federation shall be held in the month of June once every two calendar years.
Article 9-3 NOTICE :
Written notice shall be given by the Hon. Secretary General to every member of the Federation at least thirty (30) days prior to the date of the said Meeting. At least seven (7) days before the Biennial General Meeting, the Hon. Secretary General shall send to every member an agenda showing the business to be conducted, the annual statement of accounts for that year and a list of those properly nominated and eligible for election to the Council. Such notice must be per APPNDIX 'B' attached.
Article 9-4 ADDRESS :
Each member shall give his communication address from time to the Hon. Secretary General and all correspondence in any media sent to such address (in default of any changes in communication address being given) Shall be considered as duly delivered.
Article 9-5 QUORUM :
At any General Meeting half the total number of accredited representatives representing half of the ordinary membership shall constitute a quorum. Should there be no quorum, the Meeting shall be adjourned to the same day of the following fortnight at a place and time to be appointment and should there still be no quorum, those present shall be considered quorum but shall have no power to alter, amend or make additions to the Constitution.
Article 9-6 PROXIES :
Proxies for any Meetings or voting shall be restricted to the Accredited Representatives of the member or their solicitors only.
Article 9-7 ANNUAL GENERAL MEETING :
The purpose and business of the Annual General Meeting shall be:-
Section 1
To receive the Audited Accounts for that financial year where no Biennial General Meeting is to be held.
Section 2
To transact any other business appropriate to an Annual General Meeting (AGM) save the existence of a Biennial General Meeting of which seven (7) clear days notice, in writing, has been given to the Hon. Secretary General.
Article 9-8 DATE :
The Annual General Meeting of the Federation shall be held in the month of April of the year where no Biennial General Meeting is to be held.
Article 9-9 NOTICE :
Written notice shall be given by the Hon. Secretary General to every member of the Federation at least thirty (30) days prior to the date of the said Meeting. The Hon. Secretary General must also send along the agenda showing the business to be conducted and the annual statement of accounts for that year. Such notice be in the format guided by APPENDIX 'B' attached.
Article 9-10 EXTRAORDINARY GENERAL MEETING :
An Extraordinary General Meeting (EGM) may be called at any time by the president of the Council or at the request, in writing, of half the total membership. The object of such a Meeting must be stated at the time of requisition and not less than fourteen (14) days notice of such Meeting must be given to all members of the Federation.
Article 9-11 VOTING :
At any General Meeting, only Ordinary Members in good standing, and present or by proxy under Article 9 - 6 of this Constitution shall be entitled to one vote. The Accredited Representative or solicitor appointed officially, must duly identify himself to the Meeting venue. Voting shall be by secret ballots.
Article 9-12 SECRET BALLOTS :
Section 1
At all meetings where the Constitution is silent on secret balloting shall be carried out should any one member present and voting at the Meeting requests for it.
Section 2 BALLOTS :
The ballots (balloting paper) shall be specially prepared by the respective Hon. Secretary General, preferably with the seal or official stamp of the Federation and the number prepared for any Meeting the right to check the number announced by the Chairman of the said Meeting. All ballots must be on plain paper of the same size, colour, weight and material and should be unnumbered and/or unmarked in any way that each individual piece can be individually recognized. The ballots shall be handed to independent Scruitneers prior to the start of balloting.
Section 3 BALLOTING :
The independent Scrutinizers will check the number of members present at the Meeting and shall distribute one ballot to each member's Accredited Representative or Proxy holder in accordance with the Constitution who is entitled to vote for the purpose of voting and the Scrutinizers shall then collect back all ballots personally or voters are to place their ballots into any container suitably sealed and checked to thee satisfaction of the Scrutinizers, as the case may be, and should such ballot container suitably sealed and checked to the satisfaction of the Scrutinizers, as the case may be, and should such ballot containers be provided. Every member voting by secret ballot shall enjoy the right of secrecy in voting.
Article 9-13 COUNCIL MEETING :
Section 1
Meetings of the Council shall be held as and when it is deemed necessary by the president or the Council.
Section 2 NOTICE :
Fourteen (14) days written notice shall be given to each Council Member by the Hon. Secretary General.
Section 3 QUORUM :
Half the total number of Council members representing half of the Ordinary members shall constitute a quorum. Should there be no quorum the meeting shall be adjourned to the same day of the following fortnight at a place and a time to be appointed and should there be still no quorum, those present shall be considered quorum but shall have no power to alter, amend or make additions to the Constitution.
Section 4 VOTING :
At Council Meeting, each affiliate member shall be entitled to one (1) vote. Voting shall be determined by a show of hands unless requested otherwise by at least one Council Member. In cases of equality of votes, the presiding Chairman shall have the casting vote in accordance to such powers vested in such person (S) in accordance to this Constitution.
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