Formation of Branches
Establishment and Dissolution
1. Branches of the National Association maybe established within Malaysia by members in any region outside of Federal Territory of Kuala Lumpur subject to the approval of the National Council. The branch shall be designated as QRAM followed by the name of the locality.
2. Application for the establishment of a Branch shall be submitted to the National Council by members residing or working in the locality.
3. The National Council may dissolve a branch:
a. If for a consecutive period of TWELVE (12) months the number of Branch members is below TWENTY (20); or
b. If the Branch refuses to abide by the rules of the National Association or the decisions of the Executive Committee or the National Council or if it is, in the opinion of the National Council, guilty of conduct detrimental to the National Association.
4. A decision to dissolve a Branch shall be by a majority vote at a meeting of the National Council, provided that before a decision is taken to dissolve a Branch on the ground stated in the paragraph 3(b) above, the Branch concerned shall be given THIRTY (30) days notice and an opportunity to answer the allegations.
5. The order of dissolution shall be signed by the Secretary-General. On receipt of such order, the branch shall cease to function except for the purpose of winding-up. Any Branch aggrieved by an order of dissolution may by notice in writing to the Secretary - General within THIRTY-TWO (32) days of its receipt lodge an appeal to the annual general meeting. Notwithstanding such appeal, the order of dissolution shall be operative until set aside, but in such circumstances the Principal Office Bearers may appoint from among its members a caretaker committee to deal with the affairs of the Branch pending the hearing of the appeal.
6. In the event of a Branch being closed for the reasons stated in paragraph 3(a) of this Rule, the Principal Office Bearers shall transfer the remaining members to the nearest Branch, and in the event of a Branch being closed for the reason stated in paragraph 3(b) of this Rule, the members shall cease to be members of the National Association.
7. It shall be the responsibility of the Chairman, the Secretary and the Treasurer of such Branch to deliver to the Secretary - General all books, records, money and other property in the possession of the Branch, together with a statement of accounts of the Branch from the date of the last submission of accounts to the date of the order of dissolution.
8. If the members of a Branch decide to secede from the National Association, its office-bearers shall forthwith deliver to the Secretary - General, all books, records, money and other property of the National Association and shall forthwith prepare and deliver to the Secretary - General a statement as stated in the paragraph 7 above.
Branch General Meetings
9. Every member except Honorary Member of a Branch shall have the right to attend, speak and vote at any General Meeting of his Branch.
10. The Branch Annual General Meeting shall be held not later than TWENTY–ONE (21) days after the receipt of the preliminary notice of the Annual General Meeting, so that notice of time, date and place shall be given and copies of the agenda and statement of accounts shall be sent to members not less than FOURTEEN (14) before the meeting.
11. The Business of the Branch Annual General Meeting shall be:
a. to receive the Branch Treasurer’s Report and the audited accounts of the Branch for the previous year;
b. to elect its delegates to the Annual Convention for the coming year;
c. to elect biennially a Branch Committee and to appoint Branch Auditors for the coming year
d. to deal with any other matter that may be put before it.
12. A Branch Extraordinary general meeting shall be convened:
a. On the instructions of the National Council or
b. Whenever the Branch Committee deems it desirable; or
c. At the request in writing of not fewer than TEN (10) members of the Branch, stating the objects and reasons for such meeting.
13. A Branch Extraordinary General Meeting requisitioned by members shall take place not later than fifteen days from the receipt of such requisition.
14. At least ONE-HALF (1/2) of the members of the Branch must be present at any General Meeting for its proceedings to be valid.
15. The affairs of the Branch shall be controlled by a committee elected once every TWO (2) years. The committee shall comprise of a Chairman, Vice-Chairman, Secretary, Treasurer and at least FIVE (5) other committee members. The Office-bearers of the Branch and every officer performing executive functions in the Branch shall be Malaysian citizens;
16. Names for the above Offices shall be proposed and seconded, and election will be by a simple majority vote of the members at the Branch Annual General Meeting. All the Office-bearers except the Branch Treasurer shall be eligible for re-election.
17. The duties of the Branch Committee shall be to manage the affairs of the Branch, in accordance with the Rules of the National Association and the instructions of the Executive Committee, and the National Council. It shall meet at least ONCE (1x) a quarter, and ONE-THIRD (1/3) of its number shall form a quorum. The Branch Secretary shall forward a copy of the minutes to the Secretary - General not later than TWENTY-ONE (21) days after the meeting together with a monthly report of the membership, projects and activities, and financial status not later than the 15th of the following month.
Duties of Branch Office-bearers
18. The Chairman shall during his term of office preside at all general and committee meetings and shall be responsible for their proper conduct. He shall have a casting vote and shall sign the minutes of each meeting at the time they are approved. He shall in conjunction with the Branch Secretary and Branch Treasurer sign all cheques on behalf of the Branch.
19. The Vice – Chairman shall deputise for the Chairman during the latter’s absence.
20. The Secretary shall conduct the business of the Branch in accordance with the Rules of the National Association, and carry out the instructions of the General Meeting, the National Council and the Executive Committee. He shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records. He shall attend all meetings and record the proceedings. In conjunction with the Chairman and Treasurer, sign all cheques on behalf of the Branch.
21. The Treasurer shall be responsible for the finances of the Branch. He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He shall in conjunction with the Chairman and the Secretary sign all cheques of the Branch.
a. The Committee Members shall carry out such duty as directed by the Chairman or the Committee.
Branch Funds and Accounts
22. All Funds accumulated at the Head Office or at the Branches of the National Association shall be the common asset of the National Association.
23. The National Council shall decide from time to time the percentage of subscriptions to be held by Branches as branch funds and shall also decide what types of expenditure shall be paid from Branch funds.
24. Every Branch Treasurer shall forward to the Treasurer-General before the 15th of each month, the subscriptions received by the Branch less the percentage to be retained as Branch funds.
25. The Branch Treasurer shall also forward to the Treasurer-General before the 15th of each month a statement of the income and expenditure of the Branch for the preceding month.
26. All Branch funds shall be deposited in the name of the Branch in a bank to be approved by the Branch Committee and the accounts shall be operated jointly by the Branch Chairman, the Branch Secretary and the Branch Treasurer. The Branch Treasurer may hold a petty cash advance not exceeding RM500. No expenditure exceeding RM1000 at any one time shall be incurred by a Branch Treasurer without the prior sanction of the Branch Committee. Expenditure not exceeding RM1000 at any one time shall be approved by the Branch Chairman, Branch Secretary and the Branch Treasurer.
27. All monies, books and other property of the National Association held by any Branch which is being dissolved shall be sent without delay by the Branch Secretary to the Secretary-General together with a statement of account as stated in paras (7) and (8) of ARTICLE XVI.
General Provisions relating to Branches
28. Where no special provision has been made in these Rules for any matter relating to the management of the affairs of the Branches of the National Association, the relevant rule relating to the management of the headquarters organisation shall be followed in so far as it is applicable.
29. The Annual General Meeting, the National Council may give instructions to the General Meeting, or committee of any Branch regarding the management of its affairs.
30. The Branch is required to register with the Registrar of Societies and its purposes and objects shall be the same as that of the National Association. The Branch shall be financially autonomous and shall be responsible for any liability by the branch.
31. The National Association shall not be responsible for any liability incurred by or on behalf of any Branch.
32. The Committee of the branch shall submit to the Secretary - General an Annual Report, an audited statement of accounts approved at the Annual General Meeting not later than 30th September.
33. If the Branch is found to have failed to function in accordance with the Constitution of the National Association, or to have conducted its business in such manner as shall be considered by the National Council to be detrimental to the interests of the National Association, the National Council shall have the power to suspend the activities of the branch or to advise the Registrar of Societies to deregister the branch. At least THIRTY (30) days notice in writing shall be given.
34. The National Council shall similarly be empowered to remove from office any of the members of the committee of the branch.
35. Upon such decision made by the National Council, the Branch shall be served with a notice of suspension or dissolution as appropriate. On notice of suspension the Branch shall cease all activities. On receipt of a notice of dissolution, the officers shall take such steps provided for in its rules to wind-up its affairs within THREE (3) months of the date of such notice or within such extended period as shall be approved by the National Council. The branch shall discharge all its debts and liabilities and shall remit the remaining funds if any to the National Association.
36. Where there is more than one branch within any one State, the National Council may establish Councils at State level as prescribed under the by-laws to coordinate projects and activities. The National Council may establish Working Committees to serve members working or living in every locality demarcated by the boundaries of the Local Government Authority.
37. These Rules shall not be altered or amended except by resolution of a General Meeting. Such alterations or amendments shall take effect from the date of their approval by the Registrar of Societies.