MINUTES OF THE ANNUAL GENERAL MEETING 2018 Date: 11 January 2018 Venue: Junior Ballroom, Intercontinental Hotel, Kuala Lumpur Time: 2:45 pm Attendance: Twenty-seven members attended this AGM (Appendix 1). AGENDA 1. The meeting was called to order at 2:45 pm. 2. Welcome remarks by outgoing President 2.1 Prof. Lim Yang Mooi as the outgoing President welcomed all members to the AGM. 2.2 She expressed her appreciation and affection to the current Exco who worked together without complaints and carried out their tasks cheerfully. A lot of paperwork and communications with various agencies had to be carried out and a lot of paperwork was needed. All the work done was voluntary and it took up a lot of our time. Even so, all the projects were successfully implemented. 2.3 Prof. Lim said that it was a challenge to build up from what the past Exco had handed over. The Exco could understand each other very well and moved towards one direction. This gave her the confidence that we will be able to achieve our goals successfully. 2.4 Prof. Lim expressed confidence in the new Exco to continue the work that has been started. 3. Annual Report 3.1 Dr. Anita Anthonysamy, as the Honorary Secretary presented the Annual Report to the members. Members were informed about the number of members in MBBA, the MBBA website, the assets acquired as well as events organized by MBBA for its members. The Exco conducted ten major activities during the reporting period and these were completed successfully.
3.2 The reporting covered all the activities conducted during the period from 2015 until 2017. 3.3 The report was approved. Proposed by: Dr. Chubashini Suntharalingam Seconded by: Ir. Den Low Han Guan 4. Finance Report 4.1 Mr. Amrish Shah, the Treasurer presented the financial report and showed the incoming funds and expenses spent. The account could not be closed due to a missing statement of February 2016. Members agreed that efforts be continued to get the February 2016 statement from the bank and Mr. Amrish be given 2 months (subject to the time taken by the bank to provide the missing statement) to conclude the financial statement for MBBA. 4.2 The members agreed to defer the approval of the financial report until it was completed. The present auditors, Ms. Kathryn Tham Bee Lian and Ir. Den Low Han Guan will review the final report. The report will then be reviewed by the past and present Exco and approved on behalf of members. 4.3 Mr. Amrish informed members that a new account for MBBA was opened at Public Bank, Bangsar. There were some difficulties with the CIMB bank in Kampung Baru and the new bank was in a more convenient location to carry out MBBA s financial business. 4.4 The two auditors, Ms. Kathryn Tham Bee Lian and Ir. Den Low Han Guan jointly presented their findings via the Preliminary Auditor s Report. Prof. Lim and Mr. Amrish responded to the comments by the auditors. 2
4.5 Some of the issues raised by the Auditors include: ISSUE RAISED In Clause 10.2, Financial Provision of the MBBA Constitution, it is stated that The Honorary Treasurer may hold petty cash advance not exceeding RM1000.00 and all money in excess of this sum shall be deposited in a back current account on behalf and in the name of the Society. The audit findings indicated that by end of the financial year 2015, 2016 & 2017, the total amount of cash in hands exceeded RM 1000.00. Cheque book was signed by the Secretary prior to being use (Clause 10.3). Clause 10.5 that audits were not performed after the financial year closed in 2015 and 2016. RESPONSE The amount exceeded RM 1000 is due the incomplete record of the bank financial statements that was caused by the missing one of February 2016. In actual figure, the cash in hand was at RM 648.00. The reason for the pre-signed cheque by the Secretary was due to the fact that she was not in Malaysia and payments were required to be made by MBBA during her absence for ongoing activities. She pre-signed the cheque after discussion with Treasurer and agreement on specific allocation of payments for each cheque. The President and Treasurer only signed the cheque when it was due to be issued. Three signatures are still required for all CIMB cheques issued by MBBA. Funds received for projects that were initiated earlier are still transferred to CIMB account. All cheques issued using the Public Bank followed the revised Constitution and only needs two signature and this issue of presigned cheques can be overcome by using the cheques provided by Public Bank. Auditors for MBBA were only elected in the year 2016 during the Extraordinary General Meeting. This will be taken into consideration by the new Exco that even though an AGM is not scheduled, and audit should be performed at the end of each financial year. 3
A simple accounting software is recommended to cater for the increased financial activities of MBBA i.e. MYOB, SQL etc. Challenges posted to obtain updated bank statement on time for financial report is very important. MBBA can consider to have a permanent secretariat address even if the Presidency changed every year. This will be considered by the new Exco as it involves financial implications. CIMB bank statements are still being sent to IMR and will be collected by a third party. The Treasurer only gets the statements with a 3 months delay. There is difficulty in keeping up to date with the current status of account with the delay. 5. Matters Arising a) Assoc. Prof. Dr. Raha Ahmad Raus enquired about the Registered Biosafety Professional (RBP), the duration of validity for the RBP and what activities can be taken into consideration and whether there is any exemption for exams for renewal of RBP. Prof. Lim clarified that the RBP is valid for 5 years. The candidate has to fill up a form (on the website) and list all the trainings conducted, any new certifications and participation in conferences to justify for a renewal. Evidence of the event and involvement must be provided in the form of certificates or letter of appointment etc. This would be sufficient for RBP. The certification from International Federation of Biosafety Association (IFBA) differs from RBP as this is based on examination and its Board determines the content of the examination. Therefore, anyone taking the certification by IFBA is required to adhere to its requirements and MBBA is not able to request for any kind of exemptions. b) Dr. Priya Madhaven queried on whether attendees will get any proof of attendance. Prof. Lim said that attendees will receive a certificate of attendance. c) Dr. Anita Anthonysamy reported on issues raised from the last Annual General Meeting on 3 June 2015 as follows: ISSUE RAISED Dr. Christopher Voo (UMS) asked whether MBBA had any intention of putting the funds into a fixed deposit? This suggestion will be brought to the new Exco for consideration. ACTION TAKEN A fixed deposit for the amount of RM50,000/= has been put in Public Bank under the name of MBBA to collect interest. 4
Dr. Chan Yoke Fun (TIDREC) asked whether the current Exco will stay on and have an advisory role. This will be dependent on the new Exco. However, the President said that she would be available to help and provide any advise that is needed. Dr. Nazlina Ibrahim (UKM) commented that the signatory to the banks should be changed. Two signatures would be sufficient to sign bank cheques and this should be discussed by the new Exco. The current address of MBBA is at the Institute of Medical Research. The Head of Department approved for the IMR address to be used for MBBA. However the new Exco might need to consider a change of address for MBBA and it would be a requirement to get an approval from the Head of Department of the new proposed address. A thorough review of the MBBA constitution is needed to make the necessary changes. The new Exco can consider this. It was also suggested that the Exco members be elected for the duration of two years instead of just one year. This will increase the effectiveness of the Exco by increasing the duration of time they are holding the portfolio. Reporting of activity however should be done yearly. This can be discussed further when the amendments to the constitutions are being discussed. Auditors suggested that the amount of petty cash allowed to be kept by the Treasurer should be increased to RM1000/=. This is because the This issue has been addressed during the Extraordinary General January 2016. The members agreed to ammend the Constitution to include this provision that the past president plays an advisory role and this has been agreed by members. This issue has been addressed during the Extraordinary General January 2016. The members agreed to ammend the Constitution to include this provision that only two signature are needed for bank cheques Treasurer and President or Treasurer and Secretary. This issue has been addressed during the Extraordinary General January 2016. The new registered place of business for MBBA was changed to Instrumentation & Electronics Technology Division Science & Technology Research Institute for Defence (STRIDE) Ministry of Defence Taman Bukit Mewah Fasa 9 43000 Kajang, Selangor, Malaysia This issue has been addressed by having the Extraordinary General January 2016 of which the agenda was the review the Constitution. The members were given the opportunity to review and propose changes to the Constitution. This issue has been addressed during the Extraordinary General January 2016. The members agreed to ammend the Constitution to include this provision that the term of office is for two years. This issue has been addressed during the Extraordinary General January 2016. The members agreed 5
current limit of RM500/= will require that the Treasurer had to bank in the money very often. This is because even a registration of 2 Life members which will total to RM600 very easily can exceed RM500/=. Dr. Norazah Ahmad (IMR) suggested that the new Exco should plan a national seminar, perhaps somewhat similar to Malaysian Society of Microbiology. The new Exco will have to think of ways to market MBBA. Dr. Norazah Ahmad (IMR) advised that MBBA should be registered online with the Registrar of Societies. Dr. Norazah Ahmad (IMR) also suggested that the past president should play the role as an advisor council to MBBA. to ammend the Constitution to include this provision that the Treasurer may hold petty cash not exceeding RM1000/=. The Exco organized the inaugural Malaysian Biosafety and Biosecurity Conference on the 11 January 2018. MBBA already has an e-roses account with the Registrar of Societies that is managed by the Honorary Secretary. This issue has been addressed during the Extraordinary General January 2016. The members agreed to ammend the Constitution to include this provision that the past president plays an advisory role and this has been agreed by members. 6. Election of fourth Committee member 6.1 The Ad Hoc Working Group for the MBBA AGM 2018 reported that there was a tie for the position of the fourth Committee member. 6.2 Members were asked to vote on site for the two candidates - Dr. Tan Cheng Siang and Ms. W. Nur Afiza Binti W. Mohd Arifin. 6.3 Ms. W. Nur Afiza Binti W. Mohd Arifin was voted in by members. 7. Election of Treasurer 7.1 For the position of Treasurer, as all four nominated candidates have declined, members were asked to nominate a new candidate and vote on site. 7.2 Members unanimously agreed and voted for Assoc. Prof. Dr. Faiz Foong Abdullah to be appointed as the new Treasurer. 6
8. Ratification of the Biosafety training for Working in Biological and Clinical Laboratories certificate offered by the Faculty of Industrial Science and Technology (FIST), UMP Prof. Dr. Muhammad Mukhtar 8.1 Dr. Muhammad gave a presentation about the possibility of having collaboration with MBBA. 8.2 Some suggestions of activities were a certification programme, preparation of a biosafety manual in local language, joint application for funding (international and national) and public awareness activities on biorisk and biosecurity. It is important to convey the message that the message is for general public and not just for laboratories. 8.3 Ir. Den Low suggested that it would be more effective to involve Government and not just do it at the association level. This suggestion will be taken into consideration when this activity is planned out. 8.3 Dr. Khadri Shahar suggested that further discussions and decisions with regards to this proposal to be left to the new Exco. 9. Announcement of new Exco members 2018 9.1 Members who were not able to attend the meeting submitted their voting forms via email. Other members voted on site. 9.2 A total of 52 members participated in voting for the new Exco members. The results of the election are as follows: POSITION NAME AFFILIATION PRESIDENT DR. AZHAM ZULKHARNAIN Universiti Malaysia Sarawak VICE- PRESIDENT HONORARY SECRETARY TREASURER ASSISTANT SECRETARY ASSOC. PROF. DR. VENUGOPAL BALAKRISHNAN MS. FAIZATUL LELA JAFAR ASSOC. PROF. DR. FAIZ FOONG ABDULLAH MR. CLARENCE KO CHING HUAT Universiti Sains Malaysia Universiti Malaya Universiti Teknologi MARA (UiTM) Universiti Kebangsaan Malaysia 7
COMMITTEE MEMBER COMMITTEE MEMBER COMMITTEE MEMBER COMMITTEE MEMBER MS. KATHRYN THAM BEE LIAN DR. CHUBASHINI SUNTHARALINGAM MR. AMRISH SHAH BIN OSMAN MS. W. NUR AFIZA BINTI W. MOHD ARIFIN Science and Technology Research Institute for Defence (STRIDE), Ministry of Defence Malaysian Agricultural Research and Development Institute National Public Health Laboratory (MKAK), Ministry of Health Malaysia National Public Health Laboratory (MKAK), Ministry of Health Malaysia 10. Appointment of Auditors 10.1 As according to the MBBA Constitution, two voting members who are not members of the Executive Council were selected by members to be the Auditors. 10.2 The two new auditors selected are: a) Dr. Wee Seng Kew (Universiti Malaysia Kelantan) b) Dr. Priya Madhaven (Taylor s University) 10.3 The new auditors will start their period of appointment after the current financial reports have been completed. 11. Speech by new President Dr. Azham gave a speech as the incoming President. He expressed appreciation to the previous Exco and thanked everyone for trusting him to lead the association. Dr. Azham said that he will try his very best to be at least at par with the previous presidents great achievements. He said that it is very important for him to receive support from all the members for MBBA to move forward. 12. Other matters 12.1 Dr. Salmah binti Idris asked for the possibility of getting funding from MBBA to organize trainings. 12.2 E-certificates will be given to all members who attended the conference. 12.3 A word of appreciation was given to the members of the Ad Hoc Working Group for the MBBA AGM 2018 for organizing and managing the elections. 8