OFFICIAL SIDE

2. Members of the Official Side shall consist of officers within the Office of the State Secretary of Melaka Administration as follows:-

EMPLOYEE SIDE

3. Members of the Employee Side shall consist of employees in the Melaka State Government Administration holding Grade 44 and below, who are not Division Heads / Unit Heads, are not involved in decision-making, and are elected by employees serving in the Melaka State Government Administration. The regulations for the election of Employee Side members shall follow rules initially prepared by a Committee established by the Employee Side within the Melaka State Government Administration and approved by the State Secretary of Melaka. The members of the Employee Side are as follows: 

1. a) two (2) representatives from the Management and Professional Group, Grade 41–44
2. b) four (4) representatives from the Support Group, Grade 29–40
3. c) two (2) representatives from the Support Group, Grade 19–28
4. d) two (2) representatives from the Support Group, Grade 1–18 

4. Any vacancy within the Employee Side shall be filled by candidates from the Office of the State Secretary of Melaka Administration, either appointed by the representative who vacated the position or by the employees themselves.

5. Members of the Employee Side shall hold office for two (2) years from the date of their appointment, and may continue to hold the position until the new members have been appointed/elected.

COUNCIL OFFICERS

6. The Council Officers shall consist of the Chairperson, Vice Chairperson, and Joint Secretaries. The Vice Chairperson shall be selected from and by the Employee Side. Each side of the Council shall appoint one of its members to serve as a Joint Secretary.

PURPOSE

7. The purpose of the Council is to foster the widest possible cooperation between the Official Side and the Employee Side within the Office of the State Secretary of Melaka Administration in matters related to work efficiency and employee welfare; to establish a mechanism for addressing issues concerning working conditions; and, in general, to gather various suggestions from employees in consultation with official representatives of the Office of the State Secretary of Melaka. In addition, matters to be discussed shall include administration, allowances and facilities, finance, services, service schemes and staffing, employee welfare, and other relevant issues.

SCOPE AND FUNCTIONS

8. The scope and functions of the Council shall be limited to matters falling within its jurisdiction, which are as follows:- 

1. To discuss and decide on matters relating to working conditions connected with the administration concerned, except matters involving Government policy or individual issues;
2. To enable staff to participate and take greater responsibility in matters concerning their work and to comply with the conditions under which their duties are carried out;
3. To encourage staff, through participation in discussions, to gain a deeper understanding of the administration of various departments; and
4. To provide facilities to improve the operations and organisation of the office, as well as provisions for receiving suggestions and recommendations from staff on these matters.

CONDUCT OF MEETINGS

9. Regular Council meetings shall be held once every three (3) months, that is, four (4) times a year.

10. The quorum for Council meetings shall be no less than 50% (4) of the members from the Official Side and 50% (5) of the members from the Employee Side.

11. The notice of meeting shall be prepared and distributed by the Joint Secretary seven (7) days before the date of the meeting.

12. The agenda for Council meetings shall be prepared by the Joint Secretary and circulated by the respective Secretaries to their respective sides no less than fourteen (14) days before the meeting date. Matters not included in the agenda may only be discussed with the permission of both the Chairperson and Vice Chairperson.

13. A Special Council Meeting may be held at the request of the Chairperson or the Vice Chairperson when necessary. The meeting date shall be agreed upon by the Council Officers. The matters discussed at such meetings shall be limited to those stated in the meeting notice.

14. If the Chairperson is unable to preside over any Council meeting, the most senior member of the Official Side may chair the meeting with the Chairperson’s consent. Under no circumstances shall the Vice Chairperson, who is the Chairperson of the Employee Side, chair any Council meeting.

15. The minutes of the Departmental Joint Council (MBJ) meetings shall be signed by the Chairperson and the Secretaries of both the Official and Employee Sides.

DECISIONS

16. All decisions of the Council shall be made through mutual agreement between both parties.

17. Decisions made that do not involve other departments and are not in conflict with Government policy may be administered or implemented directly by the Office of the State Secretary of Melaka. Decisions that relate to Government policy or involve other departments must be referred to the Public Service Department or the relevant departments.

18. The Constitution of the Council may be amended at any Council meeting with the agreement of not less than 50% of the Employee Side members. Notice of the proposed amendment must be given and distributed to Council members at least one month before the date. All constitutional amendments approved by the Council shall be submitted to the Remuneration Division, Public Service Department for approval.

19. The Public Service Department, as the policy-making body, may determine the best method for resolving any disagreements or conflicts between the Official Side and the Employee Side regarding the drafting and amendment of the Council Constitution. All decisions made by the Public Service Department shall be final, in accordance with the authority provided in paragraph 13 of Service Circular Number 2 of 1992.

SECRETARIAT

ABDUL HANIFUDDIN BIN ABDUL FIROS 

Assistant State Secretary

06-2307259 

hanifuddin@melaka.gov.my