CHING CHUNG HAU PO WOON PRIMARY SCHOOL ALUMNI ASSOCIATION
CONSTITUTION
SECTION 1: GENERAL
1.1 Name
The full name of this organization shall be “Ching Chung Hau Po Woon Primary School Alumni Association” (or in short “CCHPWPSAA”) in English and “青松侯寶垣小學校友會” in Chinese, hereinafter referred to as “the Association”. “Ching Chung Hau Po Woon Primary School” hereafter referred to as “CCHPWPS”.
1.2 Goals
The goals of the Association shall be:
(A) To gather the alumni with the purpose of contributing to the betterment of society.
(B) To promote friendship among its members and their connection with CCHPWPS.
(C) To support CCHPWPS by facilitating its development for improving the welfare of the current students.
1.3 Address
The registered address of the Association shall be:
Fu Tung Estate, Tung Chung, Lantau Island, N.T.
SECTION 2: MEMBERSHIP
2.1 Ex officio members
(A) Eligibility
The principal, the vice-principal(s), senior teachers and teachers of CCHPWPS shall be the ex officio members of the Association.
(B) Privileges
(1) Ex officio members who are 18 years old or above shall be entitled to stand for any elections of the Association.
(2) Ex officio members shall have the rights to propose, to second, and to vote on any motion.
(3) Ex officio members shall be entitled to take part in all activities and functions organized by the Association and to enjoy the welfare provide by the Association.
(4) Ex officio members shall have the rights to suggest on or to enquire about affairs and financial issues of the Association.
(5) Ex officio members shall not be required to pay any membership fees but may donate to the Association.
(C) Obligation
(1) To abide by the Constitution and the resolutions of the Members’ General Meetings and of the Executive Committee of the Association.
(2) To assist in and to actively take part in all activities and functions organized by the Association.
(3) To attend the Members’ General Meetings and Extraordinary General Meetings.
2.2 Lifetime members
(A) Eligibility
All registered CCHPWPS graduates or school leavers shall be eligible to apply for Lifetime Membership of the Association.
(B) Privileges
(1) Lifetime members who are 18 years old or above shall be entitled to stand for any elections of the Association.
(2) Lifetime members shall have the rights to propose, to second, and to vote on any motion.
(3) Lifetime members shall be entitled to take part in all activities and functions organized by the Association and to enjoy the welfare provide by the Association.
(4) Lifetime members shall have the rights to suggest on or to enquire about affairs and financial issues of the Association.
(5) The lifetime membership shall become effective immediately upon the receipt of the membership fee. Lifetime members are not required to file an annual return for membership renewal purposes.
(C) Obligation
(1) To abide by the Constitution and the resolutions of the Members’ General Meetings and of the Executive Committee of the Association.
(2) To assist in and to actively take part in all activities and functions organized by the Association.
(3) To attend the Members’ General Meetings and Extraordinary General Meetings.
2.3 Honorary members
(A) Eligibility
(1) Current or former teachers of CCHPWPS, or individuals who have done anything beneficial to CCHPWPS or to society shall be the Honorary Members after receiving the invitation from the Executive Committee of the Association.
(B) Privileges
(1) Honorary members shall have the rights to attend and to speak in the Members’ General Meetings but not the rights to vote in or to stand for any elections, or to propose, to second or to vote on any motion.
(2) Honorary members shall be entitled to take part in all activities and functions organized by the Association and to enjoy the welfare provide by the Association.
(3) Honorary members shall not be required to pay any membership fees but may donate to the Association.
2.4 Membership Fee
(A) Lifetime member shall pay a one-off membership subscription of HK$50 on first joining the Association. There are no refunds of membership fees.
(B) Any amendment of the membership fees shall be endorsed by the annual Members’ General Meetings.
SECTION 3: ORGANIZATION
3.1 The supreme authority of the Association shall be vested in the Members’ General Meetings.
3.2 Executive Committee (All members of which must be either ex officio or lifetime members aged 18 or above)
All Executive Committee members shall be elected by the Members’ General Meetings. The Executive Committee shall represent the members of the Association and shall be authorised to conduct all the affairs of the Association. During the recess of the Members’ General Meetings, the Executive Committee shall possess the highest authority in the Association.
Authorities and Responsibilities:
(A) To implement the resolutions of the Members’ General Meetings and Extraordinary General Meetings.
(B) To conduct the affairs of the Association.
(C) To audit the accounts of the Association and to inspect any violation of the Constitution of the Association or malfeasance among the members.
3.3 The office-bearers shall be elected by and from among members of the Executive Committee of the Association.
3.4 Members’ General Meetings
A Members’ General Meetings shall be held annually. The date of a Members’ General Meeting shall be decided and announced by the Executive Committee of the Association at least 14 days beforehand. The number of members present shall form a quorum of a Members’ General Meeting. Members shall receive and adopt the Annual Report and the financial report of the Executive Committee for the current session of the Association.
3.5 Extraordinary General Meeting
The Executive Committee of the Association shall have the right to convene an Extraordinary General Meeting upon the consent of half of the Executive Committee members. An Extraordinary General Meeting shall also be convened by the Executive Committee of the Association upon a written requisition signed by not less than five percent of the number of members of the Association within 14 days after the receipt of the written requisition. All issues to be discussed and resolved in the Extraordinary General Meeting shall be restricted to those listed in the written requisition. The method of informing members the Extraordinary General Meeting and the quorum of the Extraordinary General Meeting are the same as those of the Members’ General Meetings.
3.6 The chairperson shall have the right to convene a Members’ General Meetings for any purpose whenever necessary. Not less than half of the committee members shall form a quorum of a Members’ General Meetings.
3.7 In the absence of both the chairperson and the vice-chairperson in any meeting, the members present shall elect one of themselves to preside the meeting.
3.8 A motion of a Members’ General Meeting shall be resolved if supported by more than half of the members present.
3.9 Voting
Any motion in the Members’ General Meetings and Executive Committee Meetings, other than those specified in the Constitution of the Association, shall be recognised only if there is a simple majority voting in favour of it. All members shall have the right to vote. If there are an equal number of votes, the Chairperson shall have a casting vote. Any members shall attend and vote in the General Meetings. If a motion is related to CCHPWPS, the resolution shall be submitted to the administration of CCHPWPS for discussion.
SECTION 4: EXECUTIVE COMMITTEE
4.1 Members of the Executive Committee of the Association must be either ex officio or lifetime members aged 18 or above.
4.2 Authorities and responsibilities:
The office-bearers, whom shall be elected by and from among elected members of the Executive Committee of the Association, shall include:
(A) Chairperson (1 person) shall be responsible for convening and presiding Members’ General Meetings and Executive Committee Meetings and shall lead the Executive Committee to implement and development the business of the Association.
(B) Vice-chairperson (1 person) shall assist the chairperson to implement and development the business of the Association and shall take the place of Chairperson during the absence, leave or resignation of the Chairperson.
(C) Treasurer (1 person) shall manage the cash flow of the Association and shall prepare financial report to be submitted and approved in the Member’s General Meetings after being audited by the Executive Committee of the Association. All membership fees shall be deposited into the bank account designated by the Executive Committee.
Any cheques for the withdrawal of Association money shall be valid if they are signed by (a) either the chairperson or the treasurer and (b) a teacher of CCHPWPA who serves as a consultant of the Association.
(D) Secretary (1 person) shall manage all correspondences and documents, write minutes, and keep track of all documents and files.
(E) Liaison and Membership Manager (1 to 2 persons) shall manage all general businesses and liaison between members, publish and print newsletters, and reserve and update of the records of members.
(F) Recreation and General Manager (1 to 2 persons): shall manage all recreation issues and tasks such as communicating with external parties, providing better welfare to the members, being responsible for promotion activities, gaining support, fundraising, etc.
4.3 Session of Executive Committee
All officer-bearers in the Executive Committee of the Association shall be honorary. The term of office of an Executive Committee member shall be two years. All office-bearers in the Executive Committee shall hold office consecutively if being re-elected, except that of chairperson who shall be allowed to renew the term of office once only.
4.4 Election
(A) Members of the Executive Committee of the Association shall be elected every two years in the Members’ General Meeting. The candidates with the greatest number of votes shall be Executive Committee members of the next session (the number of members shall be determined by the Executive Committee of current session).
The Election Board of the Association shall suggest to the Executive Committee of current session adjusting the number of Executive Committee members of the next session as needed.
(B) The Association shall elect Executive Committee members in Members’ General Meeting in accordance with the following procedure.
1) Election Board
It shall consist of two Executive Committee members of current session appointed by the Executive Committee, who shall be responsible for the election of the Executive Committee members of the next session following the procedure.
2) Nomination
Each nomination for candidature must be seconded by at least one member of the Association
3) Nomination Form
The nomination form shall be obtained from CCHPWPS distributed on behalf the Association or shall be downloaded online. A completed nomination form shall be returned to the Association via CCHPWPS before the closure of the nomination period.
4) Candidates’ Information and Ballots
The Election Board shall prepare candidates’ information and the ballot before the Members’ General Meeting. Candidates’ information shall be publicized among members of the Associate two weeks before the election through email or on the website of CCHPWPS.
5) Voting
The Election Board shall be responsible for presiding over election in a duly held Members’ General Meeting.
Contested election shall adopt a simple majority vote, which means a candidate who obtain a majority of vote shall be elected. Where two or more candidates obtain the same number of votes, the result shall be determined by drawing of lots.
Single-candidate election shall adopt a confidence vote. Candidate elected must obtain at least 20 confidence ballots.
4.5 Resignation
Resignation of Executive Committee members must be
Any Executive Committee member who wished to resign shall write the chairperson a signed letter at least a month before the effective date of resignation. The resignation shall be effective only after obtaining the consent of the Executive Committee and the hand-over of jobs and documents being completed.
SECTION 5: ADVISORS
5.1 Eligibilities
(A) The current principal, the vice-principal(s) and the teacher(s) responsible for alumni affairs of CCHPWPS shall be the advisor(s) of the Association.
(B) The Executive Committee of the Association may invite former principal(s) of CCHPWPS or any enthusiasts of the Association as honorary advisor(s) of the Association.
(C) The chairpersons of the prior sessions of the Executive Committee may be invited as advisors of the Association.
5.2 Privileges and Duties
(A) An advisor may attend and give advice in the meetings of the Executive Committee and Members’ General Meetings.
(B) An advisor shall monitor the finance and the affairs of the Association.
SECTION 6: REWARDS AND PUNISHMENTS
6.1 Rewards
The Executive Committee of the Association shall have the right to award a certificate to individuals or groups who have done anything beneficial to the Association approved by the resolution of a Members’ General Meeting.
6.2 Punishments
The Executive Committee of the Association shall penalise any member of Association by issuing a warning letter to or even expelling the member who is found guilty of or pleads guilty to any one the following charges of:
(A) violating the Constitution or the resolutions of the Members’ General Meetings;
(B) conducting illegal activities, claiming representation of or acting on behalf of the Association;
(C) taking any actions which are detrimental to the best interest or reputation of the Association; or
(D) allegedly committing a criminal offence.
6.3 In case a member applies for withdrawal of membership or is expelled from the Association, the membership fee submitted or any donations to the Association shall not be returned; the member in question shall no longer be a member of the Executive Committee of the Association, if applicable.
SECTION 7: ELECTION OF ALUMNI MANAGER(S) OF THE INCORPORATED MANAGEMENT COMMITTEE
7.1 After being recognised by the Incorporated Management Committee (IMC) of CCHPWPS, the Association shall nominate to the IMC the required number of persons for registration as alumni manager(s) of CCHPWPS.
7.2 The Education (Amendment) Ordinance 2004 and the constitution of the IMC shall define issues related to alumni manager(s), such as the rules of nomination, the required number of persons for registration, the duties, the term of office, the appointment and the dismissal, etc. Nomination of alumni manager(s) shall not violate the Education (Amendment) Ordinance 2004.
SECTION 8: AMENDMENT OF THE CONSTITUTION AND DISSOLUTION
8.1 Any amendment to the Constitution, if necessary, shall be approved by the resolution of Members’ General Meetings.
8.2 The interpretation of this Constitution shall rest with the Executive Committee of the Association.
8.3 Dissolution of the Association shall be approved by two thirds or above of the members present at a Members’ General Meeting or Extraordinary General Meeting. After dissolution, all the remaining assets shall be donated to CCHPWPS for charity purposes or other charity groups upon the approval by the resolution of Members’ General Meetings.
8.4 The Societies Office shall be notified the dissolution of the Association.
Frequently Asked Questions on Ching Chung Hau Po Woon Primary School Alumni Association:
1. I am a graduate of CCHPWPS but not yet 18 years old. Am I eligible to be a lifetime member of the Association?
Answer: Yes, you are. You just need to return the completed application form for joining the Association with the membership fee of HK$50.
2. I left Ching Chung Hau Po Woon Primary School at primary three. Am I eligible to be a lifetime member of the Association?
Answer: Yes, you are. You just need to return the completed application form for joining the Association with the membership fee of HK$50.
3. How may I become an Executive Committee member of the Association?
Answer: An Executive Committee member must be aged 18 or above and is an ex officio or lifetime member of the Association. For details, please refer to the constitution of Ching Chung Hau Po Woon Primary School Alumni Association.
4. How may I join the Association and get information of the Association?
Answer: To join the Association, you may download the application form, return the completed application form with the membership fee of HK$50 to Ching Chung Hau Po Woon Primary School. Information of the Association is available on the website of Ching Chung Hau Po Woon Primary School.
5. Do I need to pay for activities or events after I have become a lifetime member?
Answer: It depends on the nature of the activity. Please refer to the details of individual activities.