- General Articles
1.1 Name: Buddhist Chong Hua Kong Shan School Alumni Association
1.2 Address: 2 Hong Yue Street, Quarry Bay, Hong Kong
1.3 Objectives and Functions:
a. To strengthen and enhance the bonds between members and the alma mater.
b. To serve as a bridge of communication between the alma mater and alumni, as well as among alumni.
c. To assist in promoting and developing school affairs for the alma mater.
d. To organize social activities for alumni.
e. To organize and assist in the election of alumni representatives to the Incorporated Management Committee (IMC) of the School in accordance with Article 40AP of the Education (Amendment) Ordinance of 2004 and the constitution of the school's IMC.
- Membership Qualifications, Rights, and Obligations
2.1 Membership Qualifications:
2.1.1 Ordinary Members:
Any graduate or former student of Buddhist Chung Wah Kornhill Primary School under 16 years old.
2.1.2 Basic Members:
Any graduate or former student of Buddhist Chung Wah Kornhill Primary School aged 16 years or above.
2.1.3 Honorary Members:
All current or former teaching staff, principals, or school directors of Buddhist Chung Wah Kornhill Primary School.
2.2 Membership Fees:
2.2.1 A one-time joining fee of HK$20 for all alumni applying for membership.
2.2.2 Donations from ordinary, basic, and honorary members are welcome.
2.3 Membership Rights:
2.3.1 Ordinary Members:
a. Participation in activities held by the association.
b. Voting rights, eligibility for election, and proposal rights.
c. Automatic transition to Basic Membership upon reaching the age of 16.
2.3.2 Basic Members:
a. Participation in activities held by the association.
b. Rights to nominate, vote, propose, and make decisions.
2.3.3 Honorary Members:
a. Participation in activities held by the association.
b. Nominate members to run for positions as executive committee members.
2.4 Membership Obligations:
a. Attend the association's general meetings.
b. Abide by the constitution of the association.
c. Comply with resolutions passed at general or special general meetings.
d. Adhere to the decisions of the executive committee.
2.5 Termination of Membership:
a. Members must comply with the association's constitution; violations may result in termination of membership by the executive committee.
b. Members wishing to resign must give written notice to the executive committee and have their resignation confirmed.
c. Members who resign or have their membership revoked will forfeit any prior fees or donations made to the association, and will also automatically lose any executive or additional positions they held.
Advisors
3.1 The current principal will serve as the advisor for association affairs.
3.2 The executive committee may invite honorary members or former presidents to serve as advisors for the corresponding term.
3.3 Advisors may attend executive committee meetings, review association records, and provide opinions or suggestions.
Finances
4.1 Sources of Income:
a. Profits and sponsors’ contributions from activities organized by the association.
b. Donations from ordinary, basic, and honorary members.
c. Membership application fees.
4.2 Use of Funds:
a. Funds may only be used for the association’s routine operations and activities stipulated in the objectives; they cannot be diverted for other purposes.
b. The treasurer must report financial usage during general meetings.
4.3 Fiscal Year:
a. The fiscal year spans from September 1 to August 31 of the following year.
Organization
5.1 The General Meeting is the highest authority of the association. During recess, the executive committee acts as the highest executive body.
5.2 Structure of the Alumni Association:
Executive Committee (Core) > Honorary Members & Basic Members > Ordinary Members
General Meetings
6.1 The Executive Committee may organize General Meetings as needed. (Should there be special circumstances such as rainstorms, typhoons, epidemics, or other extraordinary events, the committee has the authority to postpone the meeting.)
6.2:
6.2.1 General Meetings are convened by the Executive Committee, with a legal quorum of no less than 5% of all members or 30 members, whichever is fewer.
6.2.2The Executive Committee must hold General Meetings at appropriate times. Additionally, “Special General Meetings” may be convened upon joint written request by half of the committee members or 30 Basic Members aged 16 or above.
6.3 Authority of General Meetings:
a. To approve the work report and financial report of the Executive Committee.
b. To elect or remove Executive Committee members.
c. To amend the constitution of the association.
d. To discuss and resolve other association matters.
Executive Committee
7.1 The Executive Committee serves as the administrative body of the association and must hold at least one meeting annually. Meetings are usually convened by the Chairperson of the Executive Committee but may also be called upon request of at least half of the committee members jointly.
7.2 Five to eight Executive Committee members are elected during General Meetings. The committee members shall then elect among themselves a Chairperson, Vice Chairperson, Treasurer, Secretary, Activities Coordinator, General Affairs Coordinator, Auditor, and Liaison Officer.
7.3 All Executive Committee members and additional committee members serve on a voluntary basis. They shall not be salaried employees of the association or receive any form of compensation from it.
7.4 Responsibilities of the Executive Committee:
a. Handle the association's routine affairs.
b. Execute resolutions from General Meetings or Special General Meetings.
c. Confirm or remove membership statuses.
d. Formulate budgets.
e. Manage all financial transactions of the association.
f. Maintain all association documents and records, including the membership list and meeting minutes, at the registered address.
g. Invite members to take up roles as additional committee members.
7.5 Executive Committee members must be Basic Members of the association aged 16 or above and are elected during General Meetings. They hold speaking and voting rights at committee meetings. The primary duties of the Executive Committee members are as follows:
a. Chairperson: Represents the association, oversees operations, signs documents, leads the work of the Executive Committee, and chairs meetings.
b. Vice Chairperson: Assists the Chairperson in managing the association’s affairs and assumes the Chairperson’s duties in the event of absence, leave, or resignation.
c. Treasurer: Responsible for maintaining accounts of income and expenses, verifying payment receipts, and preparation of financial statements and reports.
d. Secretary: Handles documentation, maintains custody of the association’s seal, files, membership register, and meeting records.
e. Activities Coordinator: Plans and organizes alumni activities.
f. General Affairs Coordinator: Manages procurement of assets and handles matters not categorized under other roles.
g. Auditor: Examines all accounts and financial transactions of the association.
h. Liaison Officer: Manages the association’s communications.
i. School Representatives (five members): Represent the alma mater to oversee expenditure, coordinate association activities, and handle venue utilization requests for the school premises.
7.6 Additional Committee Members: Basic Members invited by the Executive Committee to serve as Assistants. Assistants have speaking rights but no voting rights during Executive Committee meetings. Their primary role is to assist the Executive Committee in member outreach, promotions, planning, and organizing activities.
7.7 Term of Office:
a. Each Executive Committee term lasts for two years and members may be re-elected.
b. The Chairperson may not serve more than two consecutive terms, but this restriction does not apply to other positions.
7.8 Elections: Elections for the Executive Committee are held every two years, following the procedures outlined in Section 9 of the constitution.
Meetings
8.1 General Meetings:
General Meetings are convened by the Executive Committee. Members must be notified via email at least 14 days in advance. A General Meeting requires a quorum of no less than 5% of the total membership or 30 members, whichever is smaller. If a quorum is not met within 30 minutes of the scheduled start time, the meeting must be rescheduled within 14 days. Members must again be notified at least 7 days in advance via email. At the rescheduled meeting, the number of Basic Members present will constitute a valid quorum, regardless of their number.
8.2 Special General Meetings:
A Special General Meeting can be convened upon the written request of at least half of the Executive Committee members or 30 Basic Members aged 18 or above. The Executive Committee must organize the meeting within 30 days after receiving the request. The discussion and resolutions at such meetings are confined to matters specifically listed in the written request. The notification method and quorum requirements are the same as for General Meetings. If a quorum is not met within 30 minutes of the scheduled start time, the Special General Meeting will be dissolved and canceled without being reconvened. Should another Special General Meeting be required, the procedure for calling and organizing it will start anew.
8.3 Executive Committee Meetings:
The Executive Committee shall meet at least once a year. The Chairperson may also convene additional meetings as needed. A quorum is achieved with the attendance of more than half of the committee members. Members must be notified via email at least 7 days before the meeting.
8.4 Resolutions:
All proposals during meetings are passed by a simple majority of votes cast by attendees. If both the Chairperson and Vice Chairperson are absent, attending committee members must appoint a temporary Chairperson from among themselves.
8.5 Meeting Records:
Minutes of all meetings must be stored at the association’s registered address.
- Elections
9.1 Qualifications and Procedures for Executive Committee Candidates (Except for the First Election):
a. All Basic Members, except Honorary Members, are eligible to be nominated as candidates for Executive Committee or additional member positions. Candidates for the Executive Committee must be Basic Members aged 16 or above.
b. At least one month before a General Meeting with an election agenda (referred to as the Election Meeting), the serving Executive Committee must send nomination forms to all members via email. Members must submit their nominations in writing within no fewer than 14 days.
c. All Basic Members have the right to self-nominate or nominate other eligible members as candidates.
d. The serving Executive Committee will post the list of candidates on the school notice board 7 days prior to the Election Meeting.
e. All Basic Members attending the Election Meeting have voting rights.
f. The members of the Executive Committee will be elected during the Election Meeting.
9.2 Primary Election:
At least 14 days before the General Meeting, the Executive Committee must distribute, via email, the suggested list of candidates recommended by the Nomination Committee, along with the meeting notice. Members will receive one ballot upon attending the Election Meeting and cast their votes by placing their ballot in a designated box. The box will be opened during the meeting, and votes will be counted on-site. The candidates with the most votes will be elected. If there is a tie, a random draw will determine the winner. Should the number of candidates equal or be fewer than the vacancies, those candidates will automatically be elected.
9.3 Secondary Election:
Within 14 days after the primary election, the new Executive Committee must convene a meeting to determine the positions of its members through internal elections. The outgoing committee members must hand over their duties on the day the secondary election concludes. If there are insufficient committee members (except for the Chairperson), the remaining members must assume more than one role as necessary.
9.4 Nomination Committee:
The first Nomination Committee will be organized by the Alumni Association Preparatory Committee, responsible for nominating and selecting the first batch of committee members. The responsibilities of the Nomination Committee in subsequent terms will be discussed after the formal establishment of the first Executive Committee.
- Interpretation and Amendment of the Constitution
10.1Constitution:
The Executive Committee is the sole legitimate body authorized to interpret the constitution of the association.
10.2 Amendment of the Constitution:
With the exception of Clause 2.1.1(a), amendments to the constitution must be proposed in writing by at least half of the Executive Committee members or 30 Basic Members. Such proposals must then be presented at a General Meeting or Special General Meeting, where they must receive approval by three-quarters (75%) or more of the votes cast to become valid.
10.3 Clause 2.1.1(a):
The membership qualification defined under Clause 2.1.1(a) is a permanent provision and cannot be amended.
- Dissolution
11.1Decision to Dissolve the Association:
The association can only be dissolved by mutual agreement between a General Meeting or a Special General Meeting and the Incorporated Management Committee (IMC) of Buddhist Chong Hua Kong Shan School. This decision requires approval from at least three-quarters (75%) of the Basic Members present at the meeting.
11.2 Debt Allocation Upon Dissolution:
Any remaining debts at the time of dissolution must be equally borne by the Executive Committee members in office at that time.
11.3 Disposal of Remaining Assets:
If the association has remaining assets after dissolution, their disposition will be decided jointly by the General Meeting (or Special General Meeting) and the Incorporated Management Committee of Buddhist Chong Hua Kong Shan School.
- Effective Date