Maldives Association Of Tourism Industry

 

Maldives Association of Tourism Industry (MATI)
RULES & REGULATIONS
 
Contents
I. Rules & regulations governing membership
II. Rules & regulations governing the Executive Board
III. Rules & regulations governing general meetings
IV. Rules & regulations governing the administration of the Association.
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GOVERNING MEMBERSHIP
1. Powers
The rules herein are enacted by the Executive Board of the Maldives Association
of Tourism Industry pursuant to powers conferred to the Executive Board by
Article 10.1 of the Charter of the Association.
2. Applications
Individuals or Associations desiring to become members shall apply in writing to
the Secretary-General at the office of the Association.
3. Admission of members
3.1. The Secretary-General shall forward all applications to the Executive Board at
their next session except where such application is disqualified as provided
for in Clause 3.5 herein.
3.2. The Executive Board shall at their discretion approve or reject applications.
3.3. Every member whose application has been considered by the Executive
Board shall be informed of the Board’s decision within 7 working days of the
decision.
3.4. Where the Board approves an application such applicant shall be admitted as
a member within 7 working days of the Board Meeting.
3.5. Application of an applicant whose previous application has been rejected by
the Board shall not be eligible for membership before the expiration of six
calendar months from the date of rejection. Such an application shall be
disqualified by the Secretary-General and the applicant informed in writing of
such disqualification.
4. Fees
4.1. Fee payable for admission as an Active Member shall be MRF. 1,000/-.
4.2. Fee payable for admission as an Associate Member shall be MRF. 1,000/-.
4.3. Annual subscription payable by an Active Member shall be MRF. 25,000/-.
4.4. Annual subscription payable by an Associate Member shall be MRF. 15,000/-.
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4.5. Admission fees shall be payable with the application for admission but shall
be refunded where an application is unsuccessful.
4.6. Annual subscription for the first year shall be payable upon notification of
admission and subsequently on or before the 1st of August each year.
4.7. Fees once paid shall not be refunded except in circumstances provided for by
Clause 4.5 herein.
4.8. MATI reserves the right to review the admission and annual subscription fees
from time to time and that the fees may be amended by resolution of a
majority of the Active Members present at a general meeting.
5. Register of Members
5.1. The Secretary-General shall keep a register of all the members of the
Association with the following information
a) Name
b) Address
c) Class of membership
d) Date of admission
e) Name & designation of the duly nominated representative
f) If and when a member ceases to be a member the date of
cessation.
5.2. Changes in the address/es shall be communicated in writing to the
Secretary-General. For the purposes of the Association the address of a
member shall be the last forwarded address to the Association.
6. Representations
6.1. Members of the Association who are corporate bodies or other entities shall
be represented at the Association by a duly nominated representative of their
Board of Directors or other management organ as applicable, and accepted
by the Executive Board of the Association.
6.2. Nomination of representative as stated in Clause 6.1 herein shall be
evidenced by a resolution or any other legally acceptable document of the
member’s management body.
7. Substitution of representative
7.1. Where the Board of Directors or any other governing body, where applicable,
of a member decides to change their duly nominated representative, such
decision shall be forwarded to the Secretary-General in writing.
 
7.2. Change of representation requested by a member pursuant to Clause 7.1
herein shall be effective upon the acceptance of the substitution by the
Executive Board.
7.3. Where a withdrawn representative is a member of the Executive Board he
shall vacate his post upon his withdrawal becoming effective.
7.4. Where a withdrawn representative is a member of the Executive Board his
successor shall not as of right become a member thereat, but shall only be
so if he is elected to the Board.
7.5. Requests for substitution of a representative pursuant to Clause 7.1 herein
shall be evidenced by a resolution or any other legally acceptable document
of the member’s management body
8. Suspension & Exclusion of a member
8.1. Upon the Executive Board resolving to expel a member pursuant to the
powers vested in the Board by virtue of the Charter, such member shall
cease to be a member of the Association.
8.2. In the event of the Executive Board resolving to expel a member as provided
for in Clause 8.1 herein, the Secretary-General shall within 14 days inform
the member in writing and record the exclusion in the registry of the
Association.
8.3. Such member who is giving an explanation to the Board pursuant to Article
16.2.2 of the Charter may do so by appearing in front of the Board himself or
by a representative chosen by himself for such purposes.
9. Appeals of Members
9.1. Member/s who have been or whose representative has been suspended or
expelled shall be entitled to appeal to the Association within 21 calendar
days.
9.2. Such appeals as stated Clause 9.1 herein shall be heard by the Executive
Board, as the Board deems fit and decision of the Executive Board shall be
final.
10. Applications for re-admission or re-nomination
10.1. Any member or representative of a member expelled and whose
appeal has been unsuccessful or where such member has not appealed under
Clause 9.1 herein shall not be eligible for re-admission or re-nomination
respectively, before the expiry of 6 months of the date of exclusion.
10.2. Applications for re-admission or re-nomination shall bear the
signatures of 3 members excluding the proposer and seconder of the
application.
 
10.3. Members for the purposes of Clause 10.2 herein shall be Active
Members.
10.4. Applications for re-admission or re-nominations shall be considered &
decided upon by the Executive Board.
11. Withdrawal of membership
11.1. In the event of any member of the Association desiring to terminate
membership such member shall inform the Secretary-General in writing.
Such withdrawal shall be effective upon acknowledgement of the
communication by the Executive Board who shall be informed of such
communication within 14 days.
12. Dues
12.1. In the event of cessation of membership of any member all dues of the
member to the Association shall remain a debt owing to the Association
irrelevant of the circumstances of termination of membership.
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GOVERNING THE EXECUTIVE BOARD
1. Powers
The rules herein, are enacted by the Executive Board of the Maldives Association
of Tourism Industry pursuant to powers conferred to the Executive Board by
Article 10.1 of the Charter of the Association.
2. Election & dismissal
2.1. The Executive Board shall be elected at the Annual General Meeting from
among the Active Members and their representatives.
2.2. Members of the Executive Board shall vacate their posts if the Association in
general meeting resolve so as provided for in the Charter.
2.3. A member of the Board who has been absent for 3 consecutive meetings or
for 3 consecutive months without leave or notification to the Chairman shall
vacate his post.
2.4. Where a member of the Executive Board is a representative of a member of
the Association he shall vacate his post if & when the member decides to
replace him & upon his withdrawal becoming effective.
2.5. Where a withdrawn representative is a member of the Executive Board his
successor shall not as of right become a member thereat, but shall only be
so if he is elected to the Board.
3. Composition
3.1. The Executive Board shall comprise of the Office bearers and 7 Executive
Members & shall be structured as follows.
Chairman
2 Vice Chairmen
Secretary-General
Assistant Secretary-General
Financial Controller
7 Executive Members
 
4. Duties of the Executive Board
4.1. The Executive Board shall have the duties & powers conferred to the Board
by virtue of the Charter & such other duties as stated by the provisions
herein.
5. Duties of the Chairman
5.1. The Chairman shall have the powers and duties vested in him by the Charter.
6. Duties of the Vice-Chairman
6.1. The Vice-Chairmen shall assist the Chairman in the carrying out of his duties
& shall further in the absence of the Chairman carry out the duties of the
Chairman.
7. Duties of the Secretary-General
The Secretary-General shall: -
7.1. be responsible for the administration of the Association in accordance with
the Charter & directions of the Executive Board and shall further keep record
of all correspondences and other such documents.
7.2. maintain accurate record of proceedings of all Executive Board meetings,
general meetings and other occasions where proceedings should be
recorded.
7.3. prepare the Annual Report of the Association and of the Executive Board
under the guidance of the Board.
7.4. notify members, of meetings in accordance with the provisions herein.
8. Duties of the Financial Controller
8.1. The Financial Controller shall be responsible for the proper management of
finances and accounts of the Association in accordance with the Charter.
9. Duties of Executive Members
9.1. The Executive Members shall assist the other members of the Executive
Board as and when required by the Executive Board.
10. Meetings
10.1. The Executive Board shall meet once every calendar month in the least
at such times and places as the Chairman may decide.
 
10.2. The Chairman shall further call for a meeting of the Executive Board
upon written request of at least 5 members of the Executive Board.
11. Notice of Meetings
11.1. Not less than 24 hours written notice shall be served on all members
for meetings of the Executive Board.
12. Quorum
12.1. The quorum for an Executive Board meeting shall be 5.
13. Chair
13.1. All meetings of the Executive Board shall be presided over by the
Chairman or in his absence a Vice-Chairman.
13.2. In the absence of the Chairman or both Vice-Chairmen the members
shall elect one amongst them to preside over the meeting.
14. Voting
14.1. Voting at meetings of the Executive Board shall be by a show of hands.
14.2. At a vote every member shall have one vote each except where the
Chairman exercises his right of the casting vote.
14.3. In the case of equality of votes the Chairman shall have a casting
vote.
15. Minutes
15.1. Minutes of all proceedings of the Association shall be recorded and
shall be approved and signed by the Chairman.
15.2. Minutes authenticated as provided for in Clause 15.1 herein shall be
official documents of the Association.
16. Vacancies at the Executive Board
16.1. Vacancies at the Executive Board shall be filled in at the next general
meeting of the Association.
16.2. The Chairman shall cause for a general meeting to fill vacant post/s of
the Executive Board within 2 calendar months of the date of the vacancy.
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16.3. Such person/s as are elected to fill vacancy/ies of the Executive Board
shall be elected for the remaining period of the current term.
17. Vacancy of the Chair
17.1. In the event the Chair is vacated, one Vice-Chairman to act thereby
shall be nominated by the Executive Board within 7 days of the vacancy
17.2. The Acting Chairman so nominated in accordance with Clause 17.1
herein shall cause for a general meeting of the association within 14 days of
his nomination and thereby elect a Chairman for the remaining period of the
current term.
18. Resignation
18.1. A member of the Executive Board may by written notice to the
Chairman resign from his post as a member of the Executive Board and such
resignation shall be effective upon the receipt of the notice by the Chairman.
18.2. Resignation from the Executive Board shall not effect the membership
or representation rights of the member whose interest the member of the
Executive Board represented.
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GOVERNING GENERAL MEEETINGS
1. Powers
The rules herein, are enacted by the Executive Board of the Maldives Association
of Tourism Industry pursuant to powers conferred to the Executive Board by
Article 10.1 of the Charter of the Association.
2. Extra-ordinary general meetings
General meetings other than the Annual General Meeting shall be called Extraordinary
General Meetings.
3. Requests for general meetings
3.1. Requests to call for general meetings shall give details of the business to be
transacted thereat and each distinct matter shall be presented in such a way
so as to reflect the distinctness of the matters.
3.2. The Chairman shall not be liable to consider such matters not presented in
accordance with Clause 3.1 herein.
4. Notice of Meetings
4.1. Notice of meetings shall specify the place, date and hour of the meeting and
shall contain a statement of business to be transacted thereat.
4.2. Where any item of business to be transacted at a meeting is special, the
notice of the meeting shall contain details of all material facts, related to the
business to be transacted thereat, inclusive of the nature and extent if any,
of any interest of the members of the Executive Board.
4.3. At an annual general meeting any business not stated in Article 31 of the
Charter shall be special.
4.4. In the case of an extra-ordinary general meeting all business shall be special.
5. Chairman of the Meeting
5.1. The Chairman of the Association shall preside over all general meetings.
 
5.2. In the event where the Chairman is indisposed a Vice-Chairman or in their
absence a member of the Executive Board or where un-available an Active
Member or representative of an Active Member elected by the members
present & eligible to vote shall preside.
5.3. In circumstances provided for by Clause 5.2 herein, an Active Member or a
representative of Active Member shall preside over the meeting till a
Chairman is elected.
5.4. The Chairman shall be elected by a show of hands unless otherwise a poll is
demanded as provided in Clause 7 herein. Where a poll is taken it shall be
conducted in accordance with the provisions herein.
6. Quorum at a General Meeting
6.1. Quorum for general meetings shall the quorum as stated in the Charter.
6.2. If within half an hour from the time appointed for holding the meeting a
quorum is not present, the meeting if called by the request of members shall
stand dissolved. In any other case the meeting shall stand adjourned to a
date and time as the Chairman may decide.
6.3. If at any adjourned meeting a quorum is not present within half an hour of
the appointed time the Active Members present shall be a quorum.
7. Voting
7.1. Voting shall be by a show of hands unless a poll is demanded by 10% of the
Active Members present in which case voting shall be by poll.
7.2. A demand for a poll maybe withdrawn any time before voting.
7.3. Voting shall be by person or by proxy.
7.4. An instrument appointing proxy shall be in writing, executed by or on behalf
of the appointer or by the legally acceptable management body of the
member where applicable, and shall be in a form acceptable to the Executive
Board.
7.5. The instrument appointing a proxy shall be deposited at the Association’s
office or at such other place as is specified in the notice convening the
meeting or in any instrument of proxy sent out by the Association, in relation
to the meeting not less than 48 hours before the time for holding the
meeting or adjourned meeting at which the vote is scheduled to be taken.
7.6. An instrument of proxy not deposited as aforesaid shall be not be valid.
7.7. A vote given or a poll demanded by proxy shall be valid unless the authority
to vote has been terminated as provided for in Clause 7.8 herein.
 
7.8. Authority given by the instrument appointing proxy can only be terminated
where an instrument terminating the authority is received by the office of the
Association or such other place where the instrument of proxy was received
before the commencement of the meeting or the adjourned meeting at which
the vote is scheduled to be taken.
8. Scrutineers
8.1. In circumstances where a poll is taken the Chairman shall appoint two
scrutineers one of who shall be from among the Active Members or their
representatives present. Such scrutineers shall not be an officer/s or
employee/s of the Association.
8.2. The Chairman shall at his discretion remove a scrutineer from office and
appoint other scutineers at any time before the declaration of the result of
the poll.
9. Minutes
9.1. Minutes of all proceedings shall be accurately recorded and maintained. Such
records shall be authenticated by the signature of the Chairman of the
meeting & endorsement of the members at the next general meeting.
9.2. Such records as are authenticated as provided for in Clause 9.1 herein shall
be official documents of the Association & shall be open for inspection by
members &/or their representatives at the Association’s registered office
during the office hours.
9.3. Where any member desires to acquire a copy of such records he shall be
entitled to a copy not exceeding 20 full cap size papers at a rate of Maldivian
Rufiyaa 100/-.
10. Adjournment
10.1. The Chairman of the meeting with the consent of the majority of the
members present & eligible to vote may adjourn the meeting from time to
time and place to place, but no business shall be transacted at any
adjourned meeting other than the business left unfinished.
10.2. If a meeting is adjourned for more than 30 days, notice of the
adjourned meeting shall be given but notice of business to be transacted
may not be necessarily given.
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GOVERNING THE ADMINISTRATION OF THE ASSOCIATION
1. Powers
The rules herein are enacted by the Executive Board of the Maldives
Association of Tourism Industry pursuant to the powers conferred to the
Executive Board by Article 10.1 of the Charter of the Association.
2. Office
The Office of the Association shall bear the name of the Association in Dhivehi
and in English in a manner appropriate for the identification of the Office/s.
3. Operation of Bank Accounts
3.1. The bank accounts of the Association shall be operated by the joint
signatures of the Financial Controller and either the Chairman, one Vice-
Chairman or the Secretary-General.
3.2. In the absence of the Financial Controller the joint signatures of the
Chairman and either one Vice-Chairman or the Secretary-General will suffice
for the operation of the account.
4. Execution of deeds, bonds and other contracts
4.1. Deeds, bonds and other contracts made on behalf of the Association shall be
executed upon the signature of the Chairman or Vice-Chairman and the
Secretary-General.
5. Copies documentation
1.1. Certified copies of the Charter with amendments where applicable & copies of
all applicable rules and regulations shall be sent to all signatories.
5.1. Copies of account statements and Annual Report of the Association as are
approved by the Annual General Meeting shall be available to each member
upon requisition.
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6. Communications
6.1. All communications addressed to the Association relating to the
implementation of the Charter shall be addressed to the Secretary-General at
the Association’s Office.
6.2. Notices or any such communications shall be deemed to be effectively given
if hand delivered, sent by registered post, or faxed to the latest address
supplied to the Association by the member.
6.3. Where such communications are posted notices would be deemed to have
been effectively given at the time in the ordinary course of business the
letter would have been delivered.
6.4. Where the communication is posted certificate of posting would be conclusive
evidence of the dispatch of the communication, if hand delivered signature of
a responsible person and where sent through fax transmission receipt would
suffice evidence of communication.
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