The Institut Perekabentuk Dalaman Malaysia (IPDM or MIID) (Malaysian Institute of Interior Designers) was set up in 1990 and officially launched in 1992 by the then Minister of Works, YB Dato’ Leo Moggie.
IPDM was set up to promote and enlarge the knowledge, study and practice of interior design. It also aims to provide a forum for interior designers in a learned and scientific society to discuss the arts and crafts, besides defining the code of practice and qualifying the profession of interior design. By this, it is hoped to create public awareness and appreciation of the interior design profession in Malaysia.
The role of IPDM is to assist and advise the government, local authorities and other private and public bodies on issues relating to the art and science of interior and environmental design. The Institute endeavours on working with other professional institutes in the building industry to achieve the aims and aspirations of the nation.
IPDM has eight categories of membership namely, Honorary, Fellow, Corporate, Associate, Academic, Graduate, Student and Industry Partners. Corporate Membership is exclusively open to citizens of Malaysia who possess an interior design or architecture qualification of at least three year duration obtained through full-time study which is acceptable to the Council of the Institute. Corporate members have the privilege to affix the initials, “AIPDM” after their names. Currently, IPDM has more than 700 members with the membership expanding rapidly. The Institute has applied to the Government for legislation for the control and regulation of the profession and efforts are underway to expand the Architects’ Act 1967 to also include the Interior Designers. IPDM is also currently seeking ISO 9001 certification.
IPDM’s first Honorary Membership was conferred on the Hon. Minister of Works Malaysia, Dato’ Seri Ar S. Samy Vellu.
Panel Member for Hotel classifications (Star rating) under the Ministry of Culture, Arts & Tourism Malaysia.
Construction Industry Skills Standards Developer with Construction Industry Development Board (CIDB) / Ministry of Works Malaysia.
Assessor with the National Accreditation Board, Ministry of Education Malaysia.
Panel Member, Built Environment (Alam Bina) Panel, Quality Assurance Division, Ministry of Higher Education.
Associate Membership of the International Federation of Interior Architects and Designers (IFI)
Principal Membership of the International Real Estate Federation (FIABCI)
Membership of the Malaysian Association for Shopping and Highrise Complex Management (PPK)
3.1 Classes of Membership
There shall be eight classes of Membership of the Institute termed respectively as Fellows, Corporate Members, Academic Members, Graduate Members, Student Members, Associate Members, Honorary Members and Industry Partners.
Where applicable the Institute’s examination for candidates for membership shall be held at such times and places as may be appointed or approved by the Council.
3.1.2Use of Suffixes
Every member who has been duly elected under sections 3.1.3 and 3.1.9 and has complied with section 4.3 have the right to affix the initials, ‘AIPDM’ (Ahli Institut Perekabentuk Dalaman Malaysia) or ‘FIDPM’ (Fellow Institut Perekabentuk Dalaman Malaysia) respectively after his name. No other classes of membership are eligible to use any initials denoting membership of the Institute after their names.
3.1.3Qualification for Corporate Members
Every person desirous of qualifying for candidature as a Corporate Member must possess:
126.96.36.199 Malaysian citizenship, and
188.8.131.52 an Interior Design or architecture qualification which shall be in accordance with the guidelines set by the Council of the Institute, and
184.108.40.206 has completed a two year training period with log book under the supervision of a Corporate Member of the Institute, or
220.127.116.11 must be registered with Lembaga Akitek Malaysia (LAM).
3.1.4 Qualifications for Academic Members
A candidate for admission as an Academic Member must be a person:
18.104.22.168 who is not eligible for membership under section 3.1.3, 3.1.5, or 3.1.6, and
22.214.171.124 who is currently lecturing or teaching Interior Design full time in an approved college or university in Malaysia, or
126.96.36.199 who is lecturing or teaching Interior Design in any other approved university or college other than in Malaysia and is engaged in continuing education in the field of Interior Design.
3.1.5 Qualifications for Graduate Members
A candidate for admission as a Graduate Member must be a person:
188.8.131.52 who is a Malaysian Citizen, and
184.108.40.206 who is not eligible for membership under section 3.1.3 above and who has passed a relevant professional examination which is acceptable to the Council.
3.1.6 Qualifications for Student Members
A candidate for admission as a Student Member must be:
220.127.116.11 not less than 16 years of age, and
18.104.22.168 has achieved a standard of general education acceptable to the Council, and
22.214.171.124 has been admitted to a relevant professional course acceptable to the Council
126.96.36.199 In the case of an university or an university college student obtain prior approval of the vice-chancellor of the university concerned.
3.1.7 Qualifications for Associate Members
A candidate for admission as an Associate Member must be a person:
188.8.131.52 who is not eligible for membership under section 3.1.3 to 3.1.6 above, and who has a relevant qualification which is acceptable to the Council, or
184.108.40.206 is a member of the Interior Design body in his country of origin and is currently engaged in the practice of Interior Design, and has not breached any of the laws of Malaysia.
3.1.8 Honorary Members
Honorary Members may be admitted by resolution of the Council and shall be persons who are not eligible for admission to any class of membership of the Institute but who may appear to the Council to be able to render assistance in promoting the objectives of the Institute by reason of their position or their eminence in art, science or literature or in matters relating to interior and environmental design or who are members of allied professions. Such persons shall remain Honorary Members at the pleasure of the Council.
The Council may from time to time invite nominations for Fellowship of the Institute from Corporate Members of the Institute who in the opinion of the Council have demonstrated advanced standards of good design and contributed significantly to the service of the Institute , the design community, and is reputed to be a national / international designer of excellence. Fellows shall have a minimum of ten years relevant practical experience , and upon compliance with section 4.3 of these Rules shall have the right to affix the initials, ‘FIPDM’ (Fellow Institut Perekabentuk Dalaman Malaysia) after their names.
3.1.10 Industry Partners
Organisations or Corporate Bodies involved in the promotion of the Interior Design or its allied industry and which are registered with the relevant statutory authorities may be admitted as Industry Partners upon invitation by the Council. Such Organizations or Corporate Bodies upon compliance with section 4.3 may be admitted as Industry partner and shall continue to remain the same at the pleasure of the Council.
4.1 Applications for Membership
4.1.1 Every candidate or corporate body, seeking admission of the Institute either as Fellow, Corporate Member, Academic Member, Graduate Member, Student Member, Associate Member, or Industry Partner, shall make a statement that the candidate or organization is eligible for membership under these Rules and that the candidate or organization concerned are willing if elected, to be bound by the Constitution and any other Regulations of the Institute which is in force for the time being.
4.1.2 Save and except Honorary Members who shall be elected by the Council by special resolution, every person or corporate body desirous of being admitted as Fellow, Corporate Member, Academic Member, Graduate Member, Student Member, Associate Member, and Industry Partner must be proposed according to the Nomination Form of the respective class of membership. The applicant’s full name together with the place of residence or location, the place of business and business registration number shall be inserted in the Nomination Form. The Nomination Form must be signed by the candidate or in case of an organization by its Chief Executive Officer, and shall be proposed and seconded by at least two Corporate Members of the Institute. The Nomination Form shall also contain a written statement by the applicant giving particulars of qualifications obtained or particulars the organization as the case may be.
4.1.3 In the case of any applicant seeking membership of the Institute and not being personally acquainted with any of the Fellows or Corporate Members herein required to make such proposal / secondment, the Council may if necessary, conduct an interview of such applicant, and if satisfied with the applicant’s qualification or credibility, shall have the power to nominate such applicant to the membership of the Institute.
4.1.4 The nomination of every applicant for admission to any class of membership must be forwarded to the Honorary Secretary for submission to Council and if the Council approve the nomination and find such applicant to be eligible and qualified according to the Rules and By-Laws for the time being in force, then such applicant shall be admitted to membership in the class to which nominations is made and the election shall be recorded in the Minutes of the Council Meeting at which such nominations is approved.
4.2 Refusal of Application
The Council reserves the right to refuse admission of any applicant for membership for any of the reasons listed under section 4.7 of these Rules.
4.3 Payment of Entrance Fee & Subscription
4.3.1 Applications for membership shall be accompanied by the appropriate entrance fee together with the first annual subscription. In the event of the application not being accepted by the Council, the entrance fee and subscription paid shall be refunded to the applicant.
4.3.2 Whenever a candidate is admitted as a member of the Institute, the Honorary Secretary shall inform the candidate of such admission and shall send the candidate concerned a copy of the Constitution and By-Laws.
4.4 Code of Professional Conduct
Every Fellow, Corporate Member, Academic Member, Graduate Member,
Student Member, Associate Member, Honorary Member, and Industry Partner shall be bound by the Code of Professional Conduct of the Institute and where applicable the Agreement and Scale of Fees as laid down by the Institute.
4.5 Death of a Member
Upon death of any individual member, the Council shall remove his name from the Register of Members of the Institute.
4.6 Resignation of Membership
Any member may at any time, by giving notice in writing, sent by post or delivered to the Honorary Secretary at the registered place of business of the Institute and accompanied by the Certificate of Membership held by such member, resign from the membership of the Institute provided that any member who is under any financial liability to the Institute shall not be entitled to resign without the prior sanction of the Council.
4.7 Termination of Membership
Membership of the Institute may be terminated if a member or corporate body:
4.7.1 becomes a bankrupt or suspends payment or compound with or makes an assignment of his property for the benefit of creditors, or
4.7.2 in the case of an individual, is declared unfit or of unsound mind, or
4.7.3 in the case of an individual, is convicted of a felony, or
4.7.4 does not comply with the Code of Professional Conduct of the Institute, or
4.7.5 is struck off from any statutory Register of Interior Designers, or
4.7.6 goes onto receivership or a dissolution of the partnership occurs.
4.8 Re-admission of Membership
The re-election to membership of any person or corporate body that has ceased to be a member of the Institute shall be dealt with the same manner as an original application.
5.1 Entrance Fees and Annual Subscriptions
5.1.1 The amount of entrance fees and annual subscriptions are as follows:
5.1.2 The annual subscription for Fellow, Corporate, Academic, Graduate, Student, Associate membership shall be payable in advance and shall be due on the first day of January in each year. Members appointed before the first day of July in any year shall pay half the annual subscription.
5.1.4 Whenever any Fellow, Corporate Member, Academic Member, Graduate Member, Student Member, Associate Member, shall suffer the annual subscription due to remain in arrears for a period exceeding one year, such member shall become a defaulter and may be suspended or expelled by resolution of the Council. Should any such member be expelled for non-payment of such subscription, the Council shall have power, upon the defaulter giving to their satisfaction, an explanation for the non-payment, to reinstate him in his former position as a member.
5.5 Register of Members
A register of members shall be kept and the name, date, and place of birth, identity card number, name and address of employer, and the residential address of every Fellow, Corporate Member, Academic Member, Graduate Member, Student Member, Associate Member, and Industry Partner shall be written in such Register together with a record showing whether or not his subscription for each current year has been paid. A Roll of Honorary Members shall be kept by the Honorary Secretary.
The Council whose members shall consists of Fellow and Corporate Members of the Institute, all of whom shall be Malaysians, shall consists of a President , a Vice-President, an Honorary Secretary, an Honorary Treasurer and not more than six Ordinary Council members, and may include not more than two Past President who, other than the Immediate Past President, may be appointed by the newly elected Council. Of the total Council members, the majority shall be Interior Designers. All members of the Council and every officer performing executive function in the Institutes shall be Malaysian Citizens.
The President shall be elected at the Annual General Meeting of the Institute provided that no persons shall be elected to such office unless he has been a Council Member of the Institute for a continuous period of four years of which at least two years as an office bearer. The President shall not hold office for more than two years in succession at any one time. The President, shall during the term of office, preside at all meetings of the Council and shall be responsible for the proper conduct of all such meetings. He shall have casting votes and shall sign the minutes of each meeting at the time they are approved. He shall, in conjunction with the Honorary Treasurer, sign all cheques on behalf of the Institute.
The Vice-President shall be elected at the Annual General Meeting of the Institute provided that no person shall be elected to such office unless he has been a Council Member of the Institutes for a continuous period of two years. The Vice-President shall deputise for the President during the latter’s absence.
6.4 Honorary Secretary
The Honorary Secretary shall be elected at the Annual General Meeting of the Institute provided that no person shall be elected to such office unless he has been a Council Member of the Institute for a continuous period of two years. The Honorary Secretary shall conduct the business of the Institute in accordance with its rules, and shall carry out the instructions of the Council. He shall be responsible for conducting all correspondence and keeping all books, documents and paper except the accounts and financial records.
6.5 Honorary Treasurer
The Honorary Treasurer shall be elected at the Annual General Meeting of the Institute provided that no person shall be elected to such office unless he has been a Council Member of the Institute for a continuous period of one year. The Honorary Treasurer shall be responsible for the finance of the Institute. He shall keep accounts of all its financial transactions and shall be responsible for their correctness. He shall in conjunction with the President or the Vice-President sign all cheques on behalf of the Institute.
6.6 Ordinary Members of Council
Ordinary Council Members which shall be six in number shall be elected at the Annual General Meeting of the Institute provided that no person shall be elected to such office unless he has been a Fellow or Corporate Member of the Institute for a continuous period of at least one year. Ordinary Council Members shall carry out such duties as directed by the Council or President.
6.7 Nominated Members of Council
Not more than two Past Presidents, other that the Immediate Past President, may be appointed to the Council by the newly elected Council of the year.
The Council shall have power to fill any vacancies for office bearer or ordinary Council Members that may occur during its year of office provided that the nominee has been a Fellow or Corporate Member of the Institute for a continuous period of at least one year.
6.9 Term of Office
The Council shall remain in office until the elections held at the following Annual General Meeting after which the incoming Council shall take office.
6.10 Meetings and Quorum
The Council shall meet at least once in each quarter of each year, but it shall be in their power to vary the frequency of meetings. Subject to these Rules, the Council may meet for the dispatch of business, adjourn or otherwise regulate their meetings as they think fit. More than half the number in the Council present at a meeting shall form a quorum.
6.11 Notice of Meetings
Council meetings shall at any time be called by the Honorary Secretary at the request of the President or at the request of five members of the Council by giving at least fourteen days clear notice to the members of the Council.
Questions arising at any meeting of the Council shall be decided by a majority of votes except as otherwise provided for in these Rules. In case of an equality of votes the Chairman shall have a further or casting vote.
6.13 Chairman of Council
The President, or in his absence the Vice-President shall preside at all meetings of the Council. If at any meeting the President or Vice-President is not present within fifteen minutes after the time appointed for the meeting of the Council, those members present shall choose one among their number to be the Chairman.
6.14 Minutes of Proceedings
The Council shall cause proper Minutes to be made of resolutions and proceedings of all meetings of the Institute and of the Council and of the Committees of the Council and all business transacted at such meetings, whose Minutes, if purporting to be signed by the Chairman of the next succeeding meeting, shall be conclusive evidence without any further proof of the facts therein stated.
6.15 Powers of Council
A meeting of members of the Council at which a quorum is present shall be competent to exercise all the authorities, powers and discretions by or under these Rules of the Institute for the time being vested in the Council generally. All expenditure incurred shall have the approval of the council.
6.16 Financial Year
The financial year of the Institute shall commence on the 1st January each year.
6.17.1 The Council may from time to time make such By-Laws as they may judge necessary for carrying on the business of the Institute, and may at any time in like manner, approve, annul or vary any By-Laws.
6.17.2 All By-Laws for the time being in force, shall be binding on the members of the Institute and shall have full effect accordingly; provided that notice of such By-Laws or recession or alterations thereto shall be notified to all members in writing, thirty days before taking effect, during which time any twenty Members may, by notice in writing to the Honorary Secretary, require an Extraordinary General Meeting to be convened for the purpose of considering, confirming or revoking the same.
6.17.3 If no such notice is received by the Honorary Secretary, the By-Laws shall become binding on all members at the expiry of the thirty days mentioned above.
6.18 Vacation of Office by Office Bearers and Members of Council
The office of any office-bearer of the Council is vacated forthwith if:
6.18.1 he ceases to be a member of the Institute.
6.18.2 he has been absent from more than three consecutive meetings of Council without prior leave of absence.
6.18.3 he resigns his office by notice in writing delivered to the Council.
6.18.4 his membership has been terminated under section 4.7.
The Council shall have the power to appoint sub-committees which shall respectively have the power to appoint their own Chairman, Vice-Chairman and Honorary Secretary from among their members for the purpose of dealing with specific subjects connected with the objectives of the Institute and the reports of such sub-committees shall be submitted to the Council for ratification.
6.20 Business of the Institute
The Business of the Institute shall be managed by the Council, who may exercise all such powers of the Institute, and may execute on behalf of the Institute all such acts that may be exercised and done by the Institute in General Meetings. Subject to these Rules and any other Rules made by the Institute at General Meetings. No Rule made by the Institute in a General Meeting shall invalidate a prior act of the Council which otherwise would have been valid if such Rules had not been made.
6.21 Investment of Moneys
The Council shall, unless otherwise directed by any deed or trust, have power to invest any entrance fees, surplus income, funds, donations or endowment in any of the following investment:
6.21.1 Loans or securities of the government
6.21.2 Mortgages, other securities of any municipality
6.21.3 Bonds, debentures, debenture stock or mortgages or the fully paid guarantee or preference or ordinary stock or shares ordinary preferred or deferred or other stock or shares of any company.
6.21.4 Purchase of immovable property situated within Malaysia.
6.21.5 All moneys and profits accruing to the Institute from participation in any business shall be applied solely towards the furtherance, promotion and execution of the objectives of the Institute and no portion thereof shall be paid by way of dividend, bonus or profit to any member of the Institute provided that nothing herein expressed or contained shall prevent the payment in good faith of remuneration or expenses or both to any officer or servant of the Institute.
6.22 Bank Account
All money belonging to the Institute and not invested shall be deposited by the Council on account of and for the use of the Institute with a Banker as the Council shall from time to time determine. Cheques on the Institute’s Banker, until otherwise from time to time resolved by the Council, shall be signed by any two of the three following officers: President, Vice-President and the Honorary Treasurer for the time being in force.
6.23 Common Seal
The Institute shall have a Common Seal in which shall be in the custody of the Honorary Secretary. The Common Seal shall not be affixed to any certificate, deed or writing except on the prior authority of the Council and such authority shall be recorded in the Minutes of the Council Meeting. Such deed or writing shall, after the Seal has been affixed be signed by the President or the Chairman of the Meeting and by two other members of Council present and countersigned by Honorary Secretary.
6.24 Annual Report and Accounts
The Council shall present a report on the state of the property and affairs of the Institute to the Annual General Meeting, which report shall give an abstract of the proceedings during the preceding year ended 31 December, an account of the funds (including Income and Expenditure Account and Balance Sheet for the past year properly audited). A copy of the report shall be issued to every Member at least fourteen days before the Annual General Meeting.
The Council shall cause proper and sufficient accounts to be kept of the sums of money received and expended by the Institute and the matter in respect of which such receipts and expenditure take place and the property, credits and liabilities of the Institute and subject to any reasonable restrictions as to the time and manner of inspecting the same that may be imposed in accordance with the regulations then in force of the Institute shall be opened to the inspection of the Members and once at least in every year, the accounts of the Institute shall be examined and the correctness of the Balance Sheet ascertained by one or more qualified Auditor.
The Council shall be authorized to accept donations and subscriptions either in aid of General Fund of the Institute or to defray expenses which may be incurred in carrying out special undertakings connected with the Institute’s work.
The Council may arrange for the publication in any manner which they may deem advisable of such statistics papers, documents and publications as may be considered by the Council to be likely to promote knowledge of the work, theory, law and practice relating to the building industry and professions allied thereto.
6.28 Prizes and Awards
The Council shall have the power to hold competitions awards prizes and scholarship.
The Council shall have power to regulate the promotion and conduct of interior design competitions as provided in these Rules and may prohibit any member or members from competing in any competition which does not comply with the conditions laid down by the Institute.
The members of Council and other officers for the time being of the Institute and the trustees for the Institute (if any) shall be indemnified out of funds of the Institute against all costs, charges, losses, damage and expenses which they shall respectively incur or be put to on account of any act, deed, matter or thing which shall be executed, done or permitted by them respectively in or about the bona-fide execution of their respective office and shall be reimbursed by the Institute all reasonable expenses incurred by them in or about any legal proceedings or arbitration on account of the Institute or otherwise in the execution of their respective office except such costs, losses and expenses as shall happen through their respective neglect, default or willful act and no member of the Council or other officer or trustees shall be chargeable for any money which shall not actually receive or be answerable for the act, receipt, neglect or default of any other member of the Council or Officer or trustee or of any banker, broker, collector, agent or other person appointed by the Council or such trustee (as the case may be) with whom or into whose hands any property or moneys of the Institute may be deposited or come or for the insufficiency of any security or investment in or upon which any of the moneys of the Institute shall be invested by order of the Council or for any loss or damage which may happen in the execution of his office unless the same happen through his own neglect, default or willful act.
7.1 Description of Meetings
The General Meetings of the Institute shall be as follows:
7.1.1 Ordinary Meetings
7.1.2 Annual General Meeting
7.1.3 Extraordinary General Meeting for the purpose of altering or adding to these Rules or for such other business (not being business of Annual General Meeting) as is required by these Rules to be carried out by the passing of a special or extraordinary resolution of by the Resolution of a General Meeting.
7.2 Ordinary Meetings
The Ordinary Meetings of the Institute shall be held and conducted as prescribed by the Council from time to time.
7.3 Annual General Meeting
7.3.1 The Annual General Meeting shall be held in the month of June each year, or as soon thereafter as practicable, provided that every such meeting shall be held not more than fifteen months after holding the last preceding Annual General Meeting.
7.3.2 The ordinary business of the Annual General Meeting shall be as follows:
220.127.116.11 to receive the Annual Report of the Council.
18.104.22.168 to receive, and if approved, to pass the Accounts for the year ended on 31st December last preceding.
22.214.171.124 to elect a President.
126.96.36.199 to elect Vice-President.
188.8.131.52 to elect a Honorary Secretary.
184.108.40.206 to elect a Honorary Treasurer.
220.127.116.11 to elect six ordinary Council Members.
18.104.22.168 to elect an Auditor.
22.214.171.124 to transact any other business of which due notice in accordance with the Rules shall have been given.
7.4 Extraordinary General Meeting
7.4.1 Any Extraordinary General Meeting may be called at any time by the Council whenever they deem it expedient and they shall also do so upon the receipt of a written requisition signed in by not less than twenty Corporate Members of the Institute stating the reason for convening such meeting.
7.4.2 If within twenty one days of receipt of such requisition the Council do not proceed to cause a meeting to be held, the requisitionists may themselves convene the meeting.
7.5 Lectures etc.
The Council may at their discretion direct other meetings to be held for the delivery of lecturers, and the reading and discussion of papers, and the Council shall determine the conditions of admission to such meetings and their conduct.
7.6 Notice of General Meeting
Not less than fourteen days notice of a General Meeting specifying the place, date and time of meeting, together with the audited annual accounts of the previous year and in the case of special business, the general nature of such business, shall be given to members of the Institute in Malaysia who are entitled to receive notices from the Institute. The accidental omission to give notice of a meeting or the non-receipt of such notice by any member shall not invalidate any resolution passed, or proceeding held, at any meeting.
No business shall be transacted at any General Meeting unless a quorum is present when the meeting proceeds to business. For all purposes the quorum of a General Meeting formed by Fellow / Corporate Members of the Institute shall be twice the total number of the Council members. (If the Council consists of thirteen members then the quorum shall be twenty-six Fellow and Corporate Members)
7.8 Adjournment of Dissolution
If within half an hour from the time appointed for the holding of a General Meeting a quorum is not present, the meeting if convened on the requisition of members shall be dissolved. In any other case it shall stand adjourned for the same place, time and day of the week following or at such other place as the Chairman shall appoint, and if at such adjourned meeting a quorum is not present within half an hour of the time appointed for holding the meeting, the members present shall be a quorum.
7.9 Notice of Adjournment
The Chairman may, with the consent of any meeting at which a quorum is present, adjourn a meeting from time to time, and from place to place, as the meeting shall determine. Whenever a meeting is adjourned for ten days or more, notice of the adjourned meeting shall be given in the same manner as notice of an original meeting. Save as aforesaid, the members shall not be entitled to any notice of an adjournment, or the business to be transacted at adjourned meeting. No business shall be transacted at an adjourned meeting other than the business which might have been transacted at the Meeting from which the adjournment took place.
The President of the Institute shall preside at every General Meeting. If at any time he shall not be present within fifteen minutes after the appointed time appointed for holding of the Meeting, the Vice-President, or in his absence a member of the Council chosen by the members present shall preside. If no member of the Council be present or if all the members of the Council decline to take the Chair, the members present shall choose one of their numbers to be Chairman.
7.11 Mode of Deciding Resolution
At all General Meetings a resolution put to the vote of the meeting shall, except as herein otherwise provided be decided on a show of hands unless a poll be demanded by the chairman or by at least five members present in person and entitled to vote. A declaration by the Chairman of the meeting that a resolution has been carried by a particular majority, or lost, or not carried by a particular majority, shall be conclusive, and entry to that effect in the Minutes Book of Institute shall be conclusive evidence thereof, without proof of the number of proportion or the votes recorded in favour of, or against, such resolution.
7.12 Mode of Taking Poll
If poll be demanded it shall be taken at the Meeting and in such manner as the Chairman of the meeting shall direct, and the result of the poll such be deemed to be the resolution of the meeting at which the poll was taken.
7.13 Right to Vote
At General Meetings members of every class shall be entitled to be present and to take part in the discussions on any subject brought before the Meetings but only Fellows and Corporate Members shall be entitled to vote at such meetings provided always no Fellow or Corporate Member whose annual subscription remains unpaid for a period of three months shall be entitled to vote.
7.14 Casting Vote
In the case of an equality of votes, either on a show of hands or by polls, the Chairman of the meeting shall have a further, or casting vote.
7.15 Method of Election of Council
7.15.1 Not less than thirty-five days before the day appointed for the Annual General Meeting, the Honorary Secretary shall cause to be delivered to all members, entitled to receive such notification to nominate a President, Vice-President, Honorary Secretary, Honorary Treasurer and six members of Council.
7.15.2 Nominations shall only be valid if made by not less than two Fellows or Corporate Members who have received the agreement in writing of the nominees. Such nominations and agreement shall be delivered to the Honorary Secretary to reach him not later than twenty one days before the date of the Annual General Meeting.
7.15.3 The Honorary Secretary shall prepare a list of nominated Fellows and Corporate Members together with the Council’s nomination list for President, Vice-President, Honorary Secretary, Honorary Treasurer, and such list shall be sent to all Fellows and Corporate Members together with a notice convening the Annual General Meeting. The names of all candidates for election shall be printed in the same type and in alphabetical order.
Nominations from the floor will not be accepted at the Annual General Meeting.
7.15.4 Voting for election shall be by secret ballot. Such number of ballot papers as shall be necessary shall be sent, together with the notice convening the Annual General Meeting, to all Fellows and Corporate Members who are qualified to vote. Each ballot paper shall contain direction for its use by Members and any ballot paper which fails to comply with such directions shall be returned to the Honorary Secretary so as to be received by him before the commencement of the Annual General Meeting. The papers shall be folded and enclosed in a sealed envelope and no other document shall be enclosed with the ballot paper. Postage shall be prepaid by the member voting. Ballot papers may be received from members personally at the Annual General Meeting.
Three scrutineers who shall be appointed by the members at the Annual General Meeting shall have the direction of the election, their decision of the election, their decision on any matter relating thereto being final. No members of Council or candidate for election at such shall be eligible for appointment as a Scrutineer.
7.15.6 In the Event of equality of votes for any vacancy, there shall be one recount of the votes cast of the candidates have such equality. If after such recount, there is still an equality of votes for that vacancy, the election of the candidates so receiving such equality shall be ballot of the members present, having the right to vote and voting at the Annual General Meeting.
7.15.7 The members of Council so elected together with the Immediate Past President shall form the Council which shall remain in office until the next Annual General Meeting.
7.16 Referendum by means of postal vote on important questions
Upon a Resolution of the Council of which due to notice has been given to every member of the Council and which has been carried by a four-fifths majority of those present and voting at a Meeting of the Council it shall be competent for the Council to refer any questions as to which the Council are of the opinion that the matter is of sufficient importance to take a poll of all members resident in Malaysia, and who have right to vote on the matters in question, and thereupon a postal vote shall be taken by sending a copy of the proposed Resolution a voting Paper by post to each member resident in Malaysia, and the same returnable to the Honorary Secretary not later than fourteen days after it has been posted. Scrutineers appointed by members, as provided by section 7.15.5, shall count the votes and their decision on any matter relating thereto shall be final, and if the Resolution so submitted to a general poll be supported by a simple majority of the votes polled it shall be declared carried and shall be the Resolution of the Institute and it shall not be competent to rescind or vary such Resolution for a period of two years thereafter except by another Resolution submitted by the Council to a like general poll and carried by two-thirds majority on taking of such poll. The Council shall be bound to take poll under the provisions of this Rule at any time on receipt of a written requisition signed by not less than thirty members, and such poll shall be taken not less than six weeks after the delivery of such requisition to the Honorary Secretary.
7.17 Amendment of Rules
7.17.1 These Rules may not be amended or altered except by the concurring vote of not less than two-thirds of the total voting membership of the members meeting on the day of the meeting. No proposal to amend or alter these Rules shall be considered unless it has been submitted in writing to the Council at least four weeks before the day of the meeting. Such amendment shall be submitted to the Registrar of Societies within 60 days.
7.17.2 Such alterations or amendments shall take effect from the date of their approval by the Registrar of Societies.