Notice of the proposed motion must be given to the Registrar at the office of the Institute at Dewan Akauntan, No. 2 Jalan Tun Sambanthan 3, Brickfields, 50470 Kuala Lumpur, no later than 5.00 pm on 10 September 2004.

Each proposed motion must be in English or Bahasa Malaysia, and must be in clear and precise language. The proposed motion must be in the form of a substantive motion to be resolved by the members of the Institute at the forthcoming Annual General Meeting. The proposed motion should hence be one which is ordering something to be done, authorising some past or proposed action, expressing the meeting’s opinion in regard to some subject, or otherwise dealing with the Institute’s activities.

Any brief facts or explanations to the proposed motion can be set out as a preamble to the motion. The actual body of the proposed motion should not contain any facts or explanations as to the purpose or rationale for the proposed motion. As an example:

“WHEREAS the President of the Malaysian Institute of Accountants has been conferred the Panglima Jasa Negara which carries the title ‘Datuk’ by His Majesty Seri Paduka Baginda Yang Di-Pertuan Agong XII Tuanku Syed Sirajuddin Ibni Al-Marhum Tuanku Syed Putra Jamalullail,

[Preamble]

BE IT RESOLVED THAT this meeting record its congratulations to the President of the Malaysian Institute of Accountants, Datuk Abdul Samad Haji Alias on the conferment of the Panglima Jasa Negara which carries the title ‘Datuk’, in recognition of his valuable services to the accountancy profession and to the nation.”

[Motion]

The notice of the proposed motion must set out the full name and membership number of both the proposer and seconder to the motion.

Either the proposer or seconder of the motion must be present at the forthcoming Annual General Meeting to move the motion and to speak in favour of the motion, failing which, the motion will lapse.

At the Annual General Meeting, the motions will be dealt with in the order that the motions were received by the Institute and as set out in the Notice of Motions subsequently issued to members prior to the Annual General Meeting. The Chairman of the meeting will call for the proposer or in his/her absence, the seconder of the motion, to speak in favour of the motion.

The proposer or, in his/her absence, the seconder of the motion must first explain the purpose and rationale of the motion. The explanation must not turn out to be a speech or lengthy discourse relating to other issues. The Chairman has the discretion to limit the explanation of the proposer and/or the seconder to 3 - 5 minutes.

Once the explanation to the motion is completed, the Chairman will call for the seconder to identify him/herself, and ask the seconder whether he/she wishes to speak on the motion immediately or later after the end of the debate on the motion.

The Chairman will then open the motion for debate by the floor - but depending on time constraints, may wish to limit the debate to two speakers for and two speakers against the motion. The Chairman has the discretion to limit each speaker to 3 - 5 minutes.

If during the course of the debate on the motion, it is proposed that the motion not be debated on or not be put to the floor (for example on grounds of illegality or inconsistency with the Accountants Act 1967 or the Rules made thereunder), a procedural motion must be moved by a proposer and seconder, to the effect that the main motion in question not be put to vote and not be debated on. This procedural motion must then be explained by the proposer and seconder, debated on by the floor and then, the Chairman must put this procedural motion to a vote. If carried, the main motion will lapse. If not carried, the debate on the main motion will resume.

If during the course of the debate on the motion, an amendment is proposed to the motion, the Chairman of the meeting must first call for a mover and seconder of the amendment. The mover and seconder of the amendment must explain the proposed amendment and the amendment and its effect must be clearly explained. If there is a mover and seconder for the amendment, and once the debate on the proposed amendment is completed, the Chairman will put the question on the amendment, to a vote by the floor - in such event, the main motion will not be voted on until the amendment is voted on first.

If the proposed amendment is acceptable to the original proposer and seconder of the main motion, the procedure in the first part of paragraph 12 above need not be followed. Instead, once the original proposer and seconder of the main motion have agreed to the amendment, the Chairman will put the question on the amendment to a vote by the floor. In such event, the main motion will not be voted on until the amendment is voted on first.

If the amendment is voted on and lost, the debate on the main motion will be carried on in the unamended form.

If the amendment is carried, the debate on the main motion in its amended form, will be resumed.

Once the debate on the main motion is completed, the Chairman will put the main motion to the vote on a show of hands.

The Chairman will then declare the motion lost or carried on a majority of the votes of the members present and entitled to vote.

On a declaration of the results of the show of hands, the Chairman or at least 5 members present and entitled to vote at the meeting may demand that a poll be taken on the motion in accordance with the procedure set out in Rules 18 & 19 of the Malaysian Institute of Accountants (Membership & Council) Rules 2001.

If a poll is properly demanded, a poll on that motion will then be carried out in accordance with the procedure set out in Rules 18 & 19 of the Malaysian Institute of Accountants (Membership & Council) Rules 2001. The Chairman has the discretion to briefly adjourn the meeting or to discuss the next motion or other item on the agenda of the meeting whilst awaiting the results on the poll.

The above guidelines and procedures must be read subject to the provisions of the Accountants Act 1967 and the Malaysian Institute of Accountants (Membership & Council) Rules 2001. Further, the above guidelines and procedures are not all encompassing and do not cover all eventualities. As such, where any uncertainties arise, the Chairman retains the discretion, subject to the provisions of the Accountants Act 1967 and the Malaysian Institute of Accountants (Membership & Council) Rules 2001, to conduct the meeting in such manner as he/she deems fit.