I. NAME AND DEFINITIONS

1. Name The name of the Association shall be the Persatuan Pustakawan Malaysia, hereinafter referred to as the PPM.
2. Definitions The following words and expressions shall have the meanings hereinafter assigned to them:
   Words in the masculine gender include the feminine.
   "A.G.M." means Annual General Meeting.
   "E.G.M." means Extra Ordinary General Meeting.
   "A Council Member" means a Professional Member or a Life Member who has been elected or co-opted to serve on the Council.
   "Member" means all categories of membership.
   "In benefit" means having paid up the current years subscription.

II. ADDRESS

1. Registered Address The official registered address of the PPM shall be No.14, Jalan 17/23, 40000 Shah Alam, Selangor, and its postal address shall be Peti Surat 12545, 50782 Kuala Lumpur, Malaysia.
2. Place of Meeting Its place of meeting shall be the registered address or at such places as may from time to time be decided on by Council.
3. Change of Address The registered address shall not be changed without prior approval from the Registrar of Societies.

III. LANGUAGE

The official language of the PPM shall be Bahasa Malaysia.

IV. OBJECTIVES

The Objectives of the PPM shall be:

1. To provide independent professional views and advice on all matters related to development of libraries, information centres and the profession.
2. To unite all persons engaged in libraries and information work and/or studies.
3. To develop and promote standards in all aspects of the library and information profession and services.
4. To provide and support education and training to enhance the knowledge, qualifications and status of members of the professions.
5. To promote and monitor the legislation affecting the profession and provision of libraries and information services.
6. To formulate legislation and work towards its adoption in the development of the library and information profession and services.
7. To conduct, support and encourage research for the advancement of library and information profession and services.
8. To ensure the effective dissemination of relevant information through publications in various media.
9. To forge strategic alliances with national, regional and international organizations leading towards globalization of library and information profession and services.
10. To foster cooperation and establish close liaison with government authorities, members of the public and other professions.
11. To strive towards regulating the practice of librarianship by effecting a Code of Ethics and the registration of members.
12. To undertake fund-raising activities, including soliciting donations in cash and kind, to finance activities consistent with the objectives of the PPM.
13. To purchase, acquire and own property for the benefit of PPM with the proviso that the Association shall not develop or turn to account any interest in such property for commercial purposes.
14. To invest, operate bank accounts, negotiate loans from banks and other financial institutions, appoint trustees, and undertake any other activities related to fund-raising and ownership of property.
15. To promote and support educational, cultural and social activities for the benefit of society.

V. PATRONS

The Council of the PPM shall have the power to invite such person or persons whom it considers appropriate to be Patrons of the PPM and its activities.

VI. AFFILIATION WITH OUTSIDE BODIES

The Council of the PPM shall have the power to affiliate the PPM with outside bodies approved by the Registrar of Societies.

VII. MEMBERSHIP

1. Categories of Membership There shall be seven categories of membership:
   
   1. Professional Member - A person residing in Malaysia, who holds a recognised professional qualification.
   2. Corresponding Professional Member - A person not residing in Malaysia or a Malaysian citizen resident abroad for a period in excess of one year, who holds a recognised professional qualification.
   3. Life Member - A person who has been a Professional Member for not less than five consecutive years and having paid up the current subscription, has compounded one payment all his future subscription.
   4. Student Member - A person pursuing the profession in this field or related fields at an institution of higher learning.
   5. Honorary Life Member - A person who in the opinion of the Council has rendered distinguished service in promoting librarianship.
   6. Institutional Member - Any library, or library associations interested in the objectives of the PPM.
   7. Affiliate Member
      
2. Admission of Member
   1. 1. Professional and Associate Member - Any person who is eligible under VII. (a), (d) or (g)(i) may apply to Council for membership using the prescribed forms and duly sponsored by one Professional or Life Member.
      2. Corresponding Professional Member - Any person who is eligible under VII (1) (b) may apply to Council for membership or change of status in membership using the prescribed forms.
   2. No application shall be entertained unless accompanied by the prescribed fee.
   3. The Council may by simple majority admit or reject an application provided that no application shall be rejected unreasonably.
   4. No university or university college student may be a Member without written permission of the Head of Institution concerned.
      
3. Registration of Members The Council shall maintain a Register of members. Every person or body whose application for membership has under Article VII (2) been accepted shall be entitled to be admitted and registered as a Member.
   
4. Nomination and Election
   1. Only Life and Professional Members who have been paid up members for at least the last three consecutive years and currently residing in the country shall be entitled to stand for the post of the President, Vice-President I and Vice-President II.
   2. Only Life and Professional Members in benefit, currently residing in the country shall be entitled to (i) nominate, vote or stand for election at the A.G.M. or E.G.M. and (ii)hold all elected office in Council except as stipulated in VII.4(a).
      
5. Resignation Any Member who wishes to resign from PPM shall give two weeks notice in writing to the Honorary Secretary.

VIII. SUBSCRIPTION

1. Rate The rates of annual subscription shall be:
   
   1. Professional Member Member who are receiving a gross income of:
      Below RM1,500 per month or not gainfully employed RM 30.00
      RM1,501 - RM2,500 per month                                        RM 40.00
      RM2,501 and RM5,000                                                      RM 50.00
      RM5,001 and above per month                                        RM 70.00
   2. Corresponding Professional Member                            RM 50.00
   3. Life Member (one time payment)                                     RM 700.00
   4. Student Member                                                                  RM 10.00
   5. Institutional Member                                                           RM 500.00
   6. Affiliate Member
      1. Individual                                                                 RM 30.00
      2. Individual - Public                                                  RM50.00
         - Corporate                                                             RM1000.00
2. Dues Annual subscriptions shall be due on the 1st January each year and are not refundable.
3. Penalty If any Member shall fail to pay his subscription by the 30th June each year, he shall be given notice of his arrears. If he fails to settle his arrears after notice has been given, he shall be deemed to have his membership suspended. Any member who is entitled to vote at the A.G.M. or E.G.M. shall not be eligible to vote if he fails to pay his subscription before the A.G.M. each year.

IX. MEETINGS

1. A.G.M
   1. The A.G.M. shall be held not later than 31st March each year upon a date, time and place to be decided by the Council of the PPM.
   2. The A.G.M. shall:
      1. Appoint two Scrutineers who shall be Life/Professional Members and who shall not be nominees to the incoming Council.
      2. Confirm the minutes of the last A.G.M. and any subsequent E.G.M.
      3. Receive and consider the Annual Report.
      4. Receive and consider the Honorary Treasurer's Report and the audited accounts for the previous year.
      5. Elect Members to the Council of the PPM by secret ballot, at the end of every two-year period.
      6. Considers resolutions, amendments to the Constitution , and any other issues of which notice in writing has been given to the Honorary Secretary at least one month before the meeting is due to be held.
      7. Appoint one or more Honorary Auditors who shall not be Office-Bearers of the PPM.
      8. Consider any other matter, subject to the Chairmans approval of which no previous notice has been given the proviso that no decision can be taken.
   3. Notice at the A.G.M. shall be given in writing to all Members by the Honorary Secretary at least seven week before the date fixed for such A.G.M.
   4. At the end of every two year period:
      1. An Election Officer (not the Honorary Secretary) who shall be a Life/Professional Member and preferably a Council Member not seeking election, shall be appointed by Council at least 10 weeks before the A.G.M. The Election Officer shall be responsible for the proper conduct of the nominations and election to office before and at the A.G.M. His term of office shall automatically end one week after the A.G.M.
      2. Nomination forms shall be sent to the Life/Professional Members seven weeks before the date to the A.G.M. Nominations duly proposed by Life/Professional Members and with consent of the nominees shall be in the hand of the Election Officer not later than five weeks before the date of the A.G.M.
      3. The Election Officer shall distribute the ballot papers not later than three weeks before the A.G.M. and such ballot papers be returned to him on or before the date of the A.G.M. Notwithstanding the above, where sufficient nominations have not been received by this date, nominations may be accepted from the floor at the A.G.M. and voted on by secret ballot.
   5. At least two weeks before the A.G.M. the Honorary Secretary shall circulate to the Members the Agenda, minutes of the previous A.G.M. or E.G.M., the Annual Report and the audited Statement of Accounts.
   6. Any Member may submit a resolution to the A.G.M. provided notice is given in writing to the Honorary Secretary at least three weeks before the A.G.M.
      
2. E.G.M
   1. An E.G.M. shall be convened:
      1. Whenever the Council deem is desirable.
      2. At the joint request in writing of not less than forty members or one-third of the total number of registered Members, whichever is the lesser.
   2. Notice and agenda for such meetings shall be forwarded by the Honorary Secretary to all Members at least two weeks before the meeting. Such meetings shall be convened not later than three weeks from the date of Councils decision or receipt of request from Members.
   3. No other business shall be transacted at the Meeting except that which is specified in the notice for which the Meeting is convened.
      
3. Quorum
   1. The quorum for the A.G.M. or E.G.M. shall be one-half of the total Professional Membership or twice the Council Membership, whichever is the lesser.
   2. If no quorum is present half-an-hour from the time appointed for the meeting, such meeting shall be adjourned and reconvened within one month. Should the members then present be insufficient to form the quorum, those present shall deemed to constitute the quorum but will have no power to alter, amend or make addition to the Constitution.
   3. In the case of E.G.M. requisitioned by members, if no quorum is present, the meeting shall be cancelled and no meeting shall be requisitioned for the same purpose until a lapse of at least six months.
      
4. Chairman The A.G.M. and E.G.M. shall be chaired by the President or in his absence, the Vice President, in the absence, by a member chosen from among those present.
   
5. Voting
   1. Voting shall be by a show of hands unless a secret ballot is demanded by the meeting.
   2. A resolution or motion shall be deemed to be carried if a simple majority of members present and voting in its favour.
   3. The Chairman shall have the casting vote.
   
   
6. Minutes of the A.G.M and E.G.M. The Honorary Secretary shall circulate to Members of Council a copy of the minutes of each years A.G.M. and E.G.M. within one month of the date of such Meeting.

X. COUNCIL

1. Executive Body The Council shall be the governing and executive body of the PPM.
   
   
2. Members
   1. The Council shall consist of the President, the First Vice-President hereafter referred to as Vice President I, the Second Vice-President, hereinafter refered to as Vice-President II, the Honorary Treasurer and six Council Members who shall be elected at the A.G.M. by secret ballot. The President shall appoint the Honorary Secretary from among the elected Council Members. However, where this is not possible, the President may appoint from Professional/Life Members as stipulated in Clause VII.4(b).
   2. Council shall also consist of the Immediate Past President. The Acting President shall be the Immediate Past President in the event of the resignation of the last serving President.
   3. Council shall have the power to co-opt up to four members, who shall be Professional or Life Members.
   4. Council shall have the power to appoint the Honorary Assistant Secretary and Honorary Assistant Treasurer from among Council Members.
      
3. Eligibility
   1. Only Professional/Life Members are eligible to be elected to Council.
   2. All Principal Office-bearers and every officer performing executive function shall be Malaysian citizens.
      
4. Term of Office Members of Council shall hold office for a period of two years and may seek re-election provided only that the President shall not seek re-election in the same capacity for more than two consecutive terms.
   
   
5. Vacancies In the event of a vacancy arising in the Council, the Council is empowered by a simple majority to fill the vacancy. Notwithstanding this, should vacancy arise in the office of the President, the Vice-President I shall assume office as Acting President. In the event of a vacancy arising in the President and Vice-President I simultaneously the Vice-President II shall assume office as Acting President. In the event of a vacancy arising in the office of the President and the Vice-Presidents simultaneously, the Council is empowered to elect an Acting President from its Members. In the event of the dissolution of the entire Council owing to a resignation of the Members en bloc, an E.G.M. shall be convened to elect an ad hoc Council to conduct the affairs of the PPM until the next A.G.M.
   
   
6. Meetings
   1. Council meetings shall be held at least four times a year.
   2. Fourteen days notice shall be given to Council Members prior to each meeting.
   3. The President may call an emergency meeting of Council without such notice. The quorum at all Council meetings shall be at least half the strength of the Council.
   4. Any Member of the Council who fails to attend two consecutive meetings without due reason shall be deemed to have resigned from the Council.
      
7. Issues Arising
   1. Issues arising in Council shall be decided by simple majority vote.
   2. The Chairman shall have the casting vote.
      
8. Bye-Laws The Council shall have powers to set up bye-laws within the framework of the Constitution. The Council shall also have the power to repeal, rescind, revoke or vary any bye-laws.

XI. TRUSTEES

1. Appointment A general meeting of the PPM shall have the power to appoint two (2) or more trustees which shall in any case not exceed four (4) and in whom the property and investments of the PPM shall be vested.
   The appointment of the trustees shall be effected by a simple majority and in the event of a tie, the President shall have the casting vote.
   
   
2. Eligibility Trustees shall be appointed from amongst Professional/Life Members of the PPM and shall not be Members of the Council. The trustees shall have attained the age of maturity and shall not be mentally disordered or of unsound mind and shall not be a bankrupt.
   
3. Term of Office The Trustees shall hold all investment and property in the trust for the PPM and hereby agree that they will at the request and cost of the PPM transfer the investments and property to such person or persons at such time or times and in such manner or otherwise deal with the same as the PPM in general meeting or the Council shall direct or appoint and will do all such acts and things and execute such documents as may be necessary to procure the appropriate registration or entry in the registry of the aforesaid titles to give effect to any such transfer or dealing or if so require to enable the interest of the PPM to be protected.
   
4. Termination
   1. Trustees are appointed for an indefinite period. The office of a Trustee shall be automatically terminated :-
      1. By reason for his death or
      2. By reason of his absence from Malaysia for a period exceeding twelve (12) months or
      3. By reason for his refusal to act or
      4. By reason of his desire to be discharged
   2. In general meeting a simple majority vote which in the event of tie the President shall have the casting vote, make decision to terminate the office of a trustee :
      1. By reason of his unfitness to act or
      2. By reason of his incapacity to act or
      3. By reason of his misconduct
         
5. Resolution of Disagreement If there is a disagreement between the Trustees and the Council it shall be brought to the General Meeting of the PPM and the decision of the Members present there in shall be final and conclusive.
   
6. Provisions of the Trustees Act 1949 The Provisions of the Trustees Act 1949 in so far as the said provisions are not inconsistent with the foregoing clauses and the clauses in the Instrument creating trust shall have full force and effect and shall be taken to form an integral part of the Instrument creating the trust.

XII. FUNCTIONS OF PRINCIPAL OFFICE-BEARERS

1. President
   1. The President shall preside at all General and Council Meetings and shall be responsible for the proper conduct of all such meetings. He shall have the casting vote and shall sign the minutes of each meeting.
   2. The President or his nominee shall represent the PPM in its dealing with outside persons or organizations.
   3. The President or his nominee shall conduct all communication with the mass media on official matters.
      
2. Vice Presidents
   1. Vice President I (Resource Development)
      1. The Vice President I shall be responsible for all fund-raising activities of the PPM.
      2. The Vice President I shall act as Chairman in the absence of the President and shall also deputise for the President whenever necessary.
   2. Vice President II (Project Coordination)
      1. The Vice President II shall be responsible for coordinating all PPM activities and projects carried out by its Committees or groups, and for liaising between the Committees/Groups and Council.
      2. The Vice President II shall act as Chairman in the absence of the President and the Vice President I simultaneously, and shall also deputise for the President whenever necessary.
         
3. Honorary Secretary
   1. The Honorary Secretary shall conduct the business of the PPM in accordance with its rules and shall be responsible for conducting all correspondence and keeping all books, documents and papers except the accounts and financial records.
   2. The Honorary Secretary shall record the proceedings of the A.G.M., E.G.M. and Council Meeting.
   3. The Honorary Secretary may also communicate with the mass media with the prior consent of the President. (d) The Honorary Secretary shall present to Council a draft Annual Report not later than 15th February each year.
      
4. Honorary Treasurer
   1. The Honorary Treasurer shall be responsible for the finance of the PPM.
   2. The Honorary Treasurer shall send Membership renewal notice by 1st December each year.
   3. The Honorary Treasurer shall keep account of all financial transactions and shall be responsible for their correctness.
   4. The Honorary Treasurer shall in conjunction with the President or Vice President sign all cheques on behalf of PPM.
   5. The Honorary Treasurer shall present to Council a quarterly Statement of Accounts, an audited Annual Statement of Accounts and an audited Balance Sheet not later than one month after the A.G.M.
   6. The Honorary Treasurer shall draw up an annual Budget Estimate for approval by Council.
      
5. Honorary Assistant Treasurer The Honorary Assistant Treasurer shall assist the Honorary Treasurer in keeping proper books of accounts for PPM as stipulated in clause XII, 4 (c).

XIII. COMMITTEES AND GROUPS

1. Committees
   1. Council shall have the power to set up Committees with specific terms of reference, the Members of which may consist of Life/Professional Members and Associate Members.
   2. The Chairman of a Committee shall be nominated by Council by a simple majority vote. He shall hold office for not more than two executive years. Notwithstanding this, Council is empowered under special circumstances to extend the period.
   3. The Members of Committees shall be nominated by Council and/or coopted by the Chairman of the Committee as deemed necessary.
   4. The Chairman of Committee shall appoint an Honorary Secretary, and if deemed necessary, an Honorary Treasurer.
   5. The quorum at Committee Meetings shall be half the strength of the Committee.
   6. Within the confines of its terms of reference, a Committee may plan and implement its projects and activities, and may apply to Council for financial assistance.
   7. For purpose of liaison where the Chairman is not a Council Member, the President, the Vice Presidents, the Honorary Secretary, or the Honorary Treasurer of the PPM shall be appointed by Council to serve as Ex-Official Member of the Committee or Group. Notwithstanding this, the Chairman of a Committee or Group may be invited to specific Meetings of Council.
      
2. Groups The Council is empowered to set up any Group for professional activities provided that such a request in writing is made to the Honorary Secretary by at least fifteen Members who shall be Life/Professional/Associate Members.
   Notwithstanding this, the Council may establish any such Group even though no such request has been made, provided that there are at least fifteen Members of the PPM to constitute such a Group. Non-Members of the PPM may be invited to join the Group for specific projects whenever deemed necessary.
   
3. Liaison with the Mass Media The Chairman or Honorary of a Committee or Group may, with the consent of the President, communicate with the mass media.
   
4. Annual Report The Honorary Secretary of a Committee or a Group shall forward not later than 31st January each year an audited Statement of Accounts and audited Balance Sheet, together with a report of activities to the Honorary Secretary of the PPM for inclusion in the Annual Report.

XIV. FINANCE

1. Control The Council shall be the body responsible for the control of the PPM finance.
   
2. Financial Year The financial year shall be from 1st January to 31st December each year.
   
3. Petty Cash The Honorary Treasurer may hold a petty cash advance not exceeding RM 500.00 at any one time. All monies in excess of this sum shall within seven days of receipt be deposited in a bank approved by the Council. The account shall be made in the name of the PPM.
   
4. Expenditure No expenditure exceeding RM 10,000.00 at any time shall be incurred without the prior sanction of the Council, and no expenditure exceeding RM 20,000.00 at any one time shall be incurred without sanction of the A.G.M. or E.G.M.
   
5. Audit
   1. One or more persons who shall be not be Office-Bearers of the PPM shall be appointed by the A.G.M. as Honorary Auditor/s.
   2. The Honorary Auditor/s shall be required to audit the accounts of the PPM for the financial year to prepare a report for the A.G.M.
   3. The Honorary Auditor/s may also be required by the President to audit the accounts of the PPM for any period within his/their tenure of office at any date and to make a report to Council.
   4. Notwithstanding the above, the A.G.M. may appoint professional Auditor/s to audit the accounts of the PPM.
   5. The annual audited accounts and the list of trustees must be submitted yearly to the Director General of Inland Revenue at his office in Kuala Lumpur.

XV. AMENDMENTS TO THE CONSTITUTION

1. Sanction Amendments to the Constitution shall be made only at the A.G.M. and shall not come into force without prior sanction of the Registrar of Societies. Such amendments shall also have the sanction of the Director General, Department of Inland Revenue.
2. Notice The proposed amendments to the Constitution shall be made in writing to the Honorary Secretary at least one month before the A.G.M. and shall be circulated to Members at least two weeks before the A.G.M.
3. Approval Amendments to the Constitution must be approved by a two-third majority of the Members present and voting.

XVI. PROHIBITIONS

1. Debts and Liabilities of Members The funds of the PPM shall not be used to pay personal debts and liabilities of Members.
   
2. Political Activity The PPM shall not indulge in any political activity or allow its funds and premises to be used for political purposes.

XVII. LIASON WITH THE LIBRARY OF SINGAPORE

1. Joint Liaison There shall be a Joint Liaison Council of the PPM and the Library Association of Singapore consisting of Council Members of the Associations.
   
2. Meetings
   1. The Joint Liaison Council shall meet not less than once a year. The Chairman and Secretary for each meeting shall be alternately from each Council.
   2. The place and date of meeting shall be agreed to by the Joint Liaison Council.
      
3. Joint Committees The Joint Liaison Council may set up Joint Committees as and when necessary for any special purposes.

XVIII. DISSLUTION

1. By E.G.M. The PPM may be voluntarily dissolved at an E.G.M. by a resolution of not less than two-thirds of the Members present and voting.
   
2. Debts and Liabilities In the event of the PPM. being dissolved as provided above, all debts and liabilities legally incurred on behalf of the PPM shall be fully discharged and the remaining assets shall be disposed of by the Government (State or Federal) to organizations with similar objectives, as approved by the Director General, Department of Inland Revenue, Malaysia.
   
3. Notice Notice of dissolution, signed by the Council shall be given to the Registrar of Societies within fourteen days of the date of the E.G.M. Such notice shall be sent to the Director General, Department of Inland Revenue, Malaysia.
   
4. Interpretations
   1. Interpretations by Council Between A.G.M. the Council shall interpret the Constitution of the PPM and when necessary, determine any point on which the Constitution is silent.
   2. Decision of Council Except when they are contrary to or inconsistent with the policy previously laid down by the A.G.M., the decision of the Council shall be binding on all Members unless and until countermanded by a resolution of an A.G.M.