CHOI HUNG ESTATE CATHOLIC SECONDARY SCHOOL
OLD BOYS’ ASSOCIATION
CONSTITUTION (Revised May 2013)
The name of the Association shall be “Choi Hung Estate Catholic Secondary School Old Boys’ Association” (hereinafter referred to as “the Association”). The abbreviation form shall be CHECSSOBA. The registered office address of the Association (hereinafter referred to as “the Registered Office”) will be 1st, Tse Wai Avenue, Choi Hung Estate, Kowloon.
The aims of the Association shall be:
a. promoting friendship and cooperation among the graduates and former students who have attended the School for at least one academic year (hereinafter referred to as “Alumni”) and students of the Choi Hung Estate Catholic Secondary School (hereinafter referred to as “the School”);
b. serving as a bridge between the Alumni and the School;
c. promoting activities for the interests and development of the students of the
d. supporting the interests and development of the School wherever possible; and e. serving the community.
The Association shall obtain prior consent of the School in carrying out any activities related to the development of the students and School.
1.3 Official Language
Chinese and / or English shall be the official language(s) of the Association.
a. Full Membership
Any Alumnus shall be eligible to apply for full membership. He shall be a full member upon payment of membership fee and approval by the Executive Committee.
b. Honorary Membership
All past or present members of the teaching staff of the School who have taught for one academic year shall be the honorary members.
Any prominent person may be invited by the Executive Committee to become patron of the Association.
d. Honorary Advisor
The Supervisor and the Principal of the School shall be the honorary advisers of the Association.
2.2 Membership Fee
a. All full members shall have to pay a life membership fee payable upon acceptance of application.
i. the life membership fee is HK$ 200.
ii. the life membership fee for student who has left or graduated from the School within 12 months before the application shall be at a concessionary rate of HK$ 100.
b. All membership fees paid to the Association are not refundable except when an application to be a full member is rejected by the Executive Committee.
c. Honorary members, advisors and patrons shall not pay any membership fee. d. Life membership fee shall be subject to revision as when the Executive
Committee deems necessary and approved in the Annual General Meeting
(hereinafter referred to as “AGM”).
2.3 Rights and Privileges
a. Every full member shall have the following rights and privileges:
i. to nominate and be nominated as office bearers and/or committee member of the Executive Committee ;
ii. to nominate and be nominated as candidate of Alumni Manager to the
IMC of the School (hereinafter referred to as “Alumni Manager”);
iii. to propose a motion and to vote in the AGM and the Extraordinary
General Meeting (hereinafter referred to as “EGM”);
iv. to be entitled to participate in all functions and activities held by the Association, including as observer in the Executive Committee Meetings; and
v. to use all facilities provided by the Association. (The use of the facilities provided by the School shall be subject to the consent of the School.)
b. All patrons, honorary members and advisors shall have the rights and privileges of the full members except the right to vote, to elect, to be elected or be counted in the quorum present at any AGM or any EGM; or to nominate or be nominated as a candidate of Alumni Manager.
All full members shall fulfill the following obligations:
a. to abide by the Constitution and resolutions passed by the AGM or EGM;
b. to support the decisions and resolutions of the Executive Committee in addition to those adopted in the AGM and EGM.
A member who is found to have committed any of the following may be disqualified from being a member or be given a written warning by the Executive Committee or expelled at the General Meetings (either AGM or EGM) :
a. infringement of the Constitution or resolutions of the Association ;
b. impairing the reputation of the Association ;
c. dealing with any business in the name of the Association without the prior consent/approval of the Executive Committee ; and/or
d. violation of any of the criminal laws of Hong Kong.
3.1 The Executive Committee
The Executive Committee shall be the executive arm of the Association. Its authority is only second to that of the General Meetings. Its resolutions shall be carried out and observed as final decision unless they are overruled in the General Meeting. Any objection to the resolutions passed by the Executive Committee shall be dealt with
only on the demand of at least one-tenth (1/10) of the total membership or twenty (20) members (whichever is greater). In such case, the EGM shall be convened by the Executive Committee.
i. to initiate and convene the Annual General Meeting, Extraordinary General Meeting (General Meetings) and Executive Committee Meetings ;
ii. to execute and enforce resolutions passed in all General Meetings and
Executive Committee Meetings ;
iii. to review and propose amendment to the Constitution of the
Association for approval by members at the General Meetings ;
iv. to elect and confer the office bearers and Executive Committee members in the General Meetings ;
v. to raise fund and approve the budget of the Association ;
vi. to decide on affairs related to the Association ;
vii. to decide on the admission of membership ;
viii. to propose and enforce any disciplinary actions, if endorsed, on members at the General Meetings ;
ix. to appoint sub-committee for any specific purposes;
x. to conduct election of an alumnus for the nomination as Alumni Manager to the Incorporated Management Committee of the School (hereinafter referred to as “the IMC”) in compliance with the Education Ordinance of Hong Kong; and
xi. to assure the system of election held for the purpose of making nomination of the candidate of Alumni Manager be fair and transparent;
i. One (1) Chairman;
ii. One (1) Vice-chairman;
iii. Two (2) General Secretaries (the Internal and External Secretaries);
iv. One (1) Financial Secretary and one (1) Deputy Financial Secretary; (the above are collectively hereinafter referred to as “the Officer Bearers”); and
v. at least four (4) other Executive Committee members
The above Office Bearers shall be elected biennially in the AGM whereas any vacancies and other Executive Committee members shall be elected annually in the AGM, both by simple majority of the quorum present at the AGM. Only the full members of the Association may elect or be elected as the Executive Committee members. All the Executive Committee members shall serve gratis.
c. Duties and Powers of the Executive Committee
i. The Chairman shall be the chief executive and shall represent the Association in all matters. He shall convene and chair the AGM or EGM in which every member shall have the right to vote. He shall also convene and preside at all Executive Committee Meetings of
the Association in which he shall have a casting vote in case there is even voting.
ii. The Vice-chairman shall assist the Chairman of the Executive Committee and in case the Chairman is absent, on leave or has vacated his post, the Vice-chairman shall act for him.
iii. The Internal and External Secretaries shall assist the Chairman of the Executive Committee in all internal and external secretarial matters respectively. They shall attend to the general correspondence and all the secretarial works of the Association.
iv. The Financial Secretary shall be responsible for all financial matters of the Association. He shall compile the annual statements of accounts. The annual statements of accounts shall be submitted to the AGM
for adoption. The Deputy Financial Secretary shall attend to all accounting matters including preparation of a quarterly account statement to the Executive Committee.
v. All members of the Executive Committee shall participate in the promotion of general welfare of the Association and advise the Executive Committee in all meetings.
The Executive Committee shall have the authority to appoint sub-committees to work on specific matters related to the well being and functions of the Association.
3.2 Term of Office
The term of office for all Executive Committee Members shall be two (2) years, except for those elected for the remaining term. All members are not allowed to take up more than one office within the same term.
Resignation from any office must be made in writing to the Executive Committee for approval.
4.1 Annual General Meeting (AGM)
a. The AGM shall be the highest authority on all matters concerning the
b. The AGM shall be convened in August/ September each year by the
Chairman or, in case of his absence, by the Vice-chairman.
c. Notice of the AGM and the Agenda thereof shall be sent to all members of the Association not less than fourteen (14) days prior to the meeting.
d. One-tenth (1/10) of the total membership or twenty (20) members
(whichever is smaller) present in person shall be a quorum.
e. In default of a quorum within half an hour of the time appointed for the meeting, the meeting shall be adjourned for at most fourteen (14) days, and the members shall again be notified at least seven (7) days prior to the second convocation at which the members present shall be a quorum.
f. The AGM shall have a right to make amendment to the constitution.
g. The AGM shall have a right to overrule the resolution of the Executive Committee and demand an explanation from the Executive Committee whenever necessary.
4.2 Extraordinary General Meeting (EGM)
a. Any Extraordinary General Meetings would either be initiated by the
Executive Committee of the Association or upon a request signed in writing
by one-tenth (1/10) of the total membership or twenty (20) members (whichever is greater) for a specific issue at least ten (10) days prior to the proposed date of the meeting to the Executive Committee.
b. No less than seven (7) days’ notice shall be given to all members for convening an EGM. And the notice concerning the meeting shall disclose the business to be resolved in a form of motion.
c. No business other than that stated on the agenda shall be discussed at the EGM without the consent of at least two-thirds (2/3) of the members present.
d. No less than one-tenth (1/10) of the total membership or twenty (20) members (whichever is smaller) shall constitute the quorum at the first convocation.
e. In default of a quorum, a second convocation with the same quorum requirement on the same matter will not be convened within two (2) months. No convocation on the same subject shall be summoned in default of the second attempt for the EGM.
f. A vote of non-confidence for the infringement of the Constitution, neglect of duties or unbecoming conduct can be moved against any Executive Committee members at an EGM held specifically for the purpose. And such a motion shall be passed with the consent of two-thirds (2/3) of the
members present. A vote so passed shall call for the resignation of the person(s) against whom the vote is moved.
g. The EGM shall have a right to make amendment to the constitution.
4.3 Executive Committee Meeting
a. The Executive Committee Meeting shall be convened and chaired by the
Chairman or, in case of his absence, by the Vice- chairman.
b. The Executive Committee Meeting shall be held at any times as may be deemed necessary. Resolutions passed shall be by simple majority of the
c. All the Executive Committee members shall again be notified within seven (7) days prior to the meeting. Change of meeting can be accepted provided not less than forty-eight (48) hours prior notice has been given.
d. The presence of the one-half (1/2) or more of the Executive Committee members shall be a quorum.
e. In reasonable cases, Executive Committee meeting can be convened in the form of video conferencing, email forum etc. with due confirmation by
one-half (1/2) or more of the Executive Committee members in hard copies of agreement reached.
V. ELECTION OF EXECUTIVE COMMITTEE OFFICES
a. Nominations for election of the offices shall be made in writing to the Executive Committee which shall inform all members fourteen (14) days before the AGM.
b. The External Secretary of the Executive Committee shall mail a list of all the nominations together with the Agenda no less than fourteen (14) days before the AGM in which the election is to be taken place.
c. In case the number of nominations is less than that of the offices, the Executive Committee then shall have the full power to deal with the matter at its full and absolute discretion until such time as the AGM is held.
a. Each full member has one vote in the General Meeting on the discussion of any matter concerning the decision of the Association.
b. The method of voting (by ballot or otherwise) shall be decided for the occasion by a show of hands at the General Meeting or any Executive Committee Meeting.
c. After voting, those receive the highest number of votes shall be elected as office bearers or committee members. In case of two or more candidates receiving an equal number of votes, decision shall be made by a second voting. In case of equality of votes in the second round, the outcome shall be determined by drawing lots.
VI. ELECTION OF ALUMNI MANAGER
6.1 The Candidature
a. All Alumni of the School are eligible to become candidates of Alumni
Manager of the School.
b. An Alumnus should not be nominated in the event of the following situations —
(i) He is a serving teacher of the School; or
(ii) He does not meet the registration requirements of managers set out in Section 30 of the Education Ordinance of Hong Kong.
c. If an Alumnus is participating or going to participate in an election to the IMC in another category such as parent manager or teacher manager, he shall not be allowed to participate in the election of Alumni Manager.
a. The term of office of an Alumni Manager is two (2) years and normally comes into effect on 1 September and terminates on 31 August.
b. The term of an Alumni Manager elected from a by-election to fill a casual vacancy shall be subject to retirement at the same time as if he had become
an Alumni Manager on the day on which the Alumni Manager in whose place he is appointed was last elected.
6.3 Nomination Procedures
a. The Executive Committee shall assign the Chairman or an office-bearer as Returning Officer to monitor the nominations and supervise the issue of ballot papers and counting of votes, but the Returning Officer must not be a candidate for the Alumni Manager election.
Period of Nomination
a. The election for Alumni Manager shall be held at a General Meeting of the election year or on such date and venue as may be specified by the Executive Committee from time to time.
b. The election for Alumni Manager shall be called by at least thirty (30) days’
c. The notice shall be deemed to be brought to the notice of all Alumni by posting it on the Association website and on the notice board of the School and sending the notice through emails to members’ email address kept in the Association’s record.
d. The notice shall stipulate the date, time and venue of the election of Alumni Manager and the time limit within which a candidate has to file its nomination form and the date of announcement of result.
e. The period between the date of voting for Alumni Manager election and the deadline of nomination should at least be two weeks.
a. In order to be eligible to stand for election, the nomination form duly signed by the candidate and a seconder who must be an Alumnus of the School, have to be returned to the Registered Office by hand or by post on or before
the stipulated date.
b. Each candidate should append to the nomination form a brief statement of his personal information to the Returning Officer.
c. An Alumnus shall nominate only one candidate for the Alumni Manager.
d. An Alumnus may nominate himself or another eligible candidate to stand for the election.
e. Not less than one week before the date of voting for Alumni Manager election, the Returning Officer shall cause list of candidates and their respective seconders and their respective brief statements and declaration to be circulated to the members by way of posting on the Association website. The Association shall have the absolute discretion to publish the brief statements and declaration or not.
f. If no one is nominated, the Association may consider extending the deadline of nomination or conducting the election again after a lapse of some time.
6.4 Electo r’s Elig ibili ty
a. All Alumni are eligible to vote either in person or by proxy at the Alumni
b. All eligible electors shall have equal voting right.
6.5 Election Procedures and Voting Method
a. Election shall be by way of secret ballot. b. Each elector shall receive a ballot form.
c. Electors are not allowed to put down their names or any other marks of identification on the ballot paper and should not let the other electors see whom they have voted for.
d. The election shall be by way of simple majority. In case of equality of votes, a second round of voting will be conducted. In case of equality of votes in
the second round, the outcome shall be determined by drawing lots.
e. All members of the Association, all candidates, and the Principal may be invited to witness the counting of votes.
f. Provisions relating to Election of Alumni Managers under the Education Ordinance is at Annex I. A sample of the ballot paper is at Annex II. Ethical Conduct Required in the Election is at Annex III.
6.6 Announcing Results
a. The Returning Officer should inform all members of the results of the election by way of posting it on the Association website within one week after the election.
6.7 Appeal Procedure
a. Unsuccessful candidate or Concerned Party who must have taken part in the election which he wants to take issue may, within one (1) week of the announcement, submit an appeal in writing to the Chairman. The appeal shall contain the name, address and contact of the Concerned Party, the grounds of appeal with evidence in support.
b. Within three (3) working days upon the receipt of the appeal, the Chairman shall acknowledge receipt of the appeal to the Concerned Party in writing with copy thereof to the Executive Committee.
c. Within five (5) working days upon receipt of the appeal, the Chairman shall establish a Board of Appeal to be composed of five members including the Chairman or the Vice Chairman, the Returning Officer and two (2) Executive Committee Members and an Honorary Member to consider the appeal.
d. Within twenty-one (21) working days upon the receipt of the appeal, the Chairman shall notify the Concerned Party in writing of the judgement and/or decision
e. The decision by the Board of Appeal is considered final for the purpose of
Alumni Manager election.
6.8 Follow-up Actions after Election
a. Within three (3) weeks after the election or after the appeal is heard and decided or that the time for appeal has lapsed, the Association shall nominate to the IMC the Alumnus elected as an Alumni Manager of the School.
6.9 Filling of casual vacancies
a. If an Alumni Manager vacancy arises for whatever reasons during his term of office, the Association shall conduct a by-election in the same manner to elect another Alumni Manager to fill the vacancy within three months. If the Association cannot conduct the by-election accordingly, the IMC should be notified that an extension of the period for filling the vacancy is required.
Funds of the Association shall be used to promote the aims of the Association and deposited in a bank in the name of the Association.
All cheques and/or withdrawal statements shall be signed by one of the Financial Secretaries together with either the Chairman or the Vice-chairman of the Executive Committee.
VIII. DEBTS AND LIABILITIES
In case the Association is involved in any debts, all Executive Committee members of that term shall be responsible. The School has no obligation to be responsible for any debts or liabilities.
The dissolution of the Association shall be decided by the AGM or EGM with the consent of at least two-thirds (2/3) of the members present.
Any funds left behind after the dissolution shall then be contributed to the “Choi
Hung Estate Catholic Secondary School” or any charitable organization.
The interpretation of the Constitution of the Association shall be rested with the
General Meeting of the Association.
Any amendments to the Constitution will require the approval at the AGM or EGM
to be effective and be subsequently filed to the Registrar of Societies.
Provisions relating to Election of Alumni Managers
The Permanent Secretary may refuse to register an applicant as a
manager of a school if it appears to the Permanent Secretary that
• the applicant is not resident in Hong Kong for at least 9 months in each year;
• the applicant is not a fit and proper person to be a manager;
• the applicant is a person in respect of whom a permit to teach has previously been cancelled;
• the applicant is under the age of 18 years;
• the applicant has attained the age of 70 years and he fails to produce a valid medical certificate certifying that he is physically fit to perform the functions of a manager;
• the applicant is under the age of 70 years and he fails to produce, upon a request by the Permanent Secretary, a valid medical
certificate certifying that he is physically fit to perform the functions of a manager;
• in making or in connection with any application －
(i) for registration of a school;
(ii) for registration as a manager or a teacher; or
(iii) to employ a person as a permitted teacher in a school, the applicant has made any statement or furnished any information which is false in any material particular or by reason of the omission of any material particular;
• the applicant is a bankrupt within the meaning of the Bankruptcy Ordinance (Cap. 6) or has entered into a voluntary arrangement under that Ordinance;
• the applicant has previously been convicted in Hong Kong or elsewhere of a criminal offence punishable with imprisonment; or
• the applicant has been registered as a manager of 5 or more schools.
• For an IMC school, at least one alumni manager shall be provided.
• If the school is a bi-sessional school, the IMC or sponsoring body
(as may be provided for in the constitution of the IMC) may recognise an alumni association for each session separately.
• The IMC or sponsoring body may recognise one body of persons as recognised alumni association. The body of persons shall be
recognised only when its constitution specifies the following items
(i) its membership is open to all alumni of the school;
(ii) only the alumni of the school may elect or become
office-bearers of the body; and
(iii) the system of election is fair and transparent.
• A recognised alumni association may nominate such number of persons for registration as alumni manager of the school as may
be provided for in the constitution of the IMC of the school.
• If no person is nominated, the IMC may nominate such number of persons for registration as alumni manager as may be provided for
in its constitution.
• A candidate must be an alumnus of the school.
• A candidate must not be a teacher of the school.
• The person who fills the vacancy of alumni manager shall be nominated for registration as a manager in the same manner as
the manager who ceased to hold the office concerned.
• On the ground that a manager is not suitable to continue to hold office, the recognised alumni association of a school may pass a
resolution, in a manner which is similar to the manner in which the manager concerned is elected, and make a written request to the IMC to cancel the registration of the manager. The IMC shall, upon receiving the request, issue a notice in writing to the Permanent Secretary as regards the cancellation of the registration of the alumni manager.
XXX School Alumni Association
Election of Alumni Manager 校友校董選舉
Ballot Paper 選 票
投 票 日 期 ：
Please read carefully the “Directions for Voting” overleaf before casting vote.
填 寫 選 票 前 請 細 閱 背 頁 的 「 投 票 人 須 知 」
Please use a blue or black ball-point pen to mark a “” in the box against the number of the candidates you vote for. The number of “” you marked on the ballot paper
should not be more than the number of vacancies. Otherwise, your ballot paper will be considered null and void.
請 用 藍 色 或 黑 色 原 子 筆 在 選 票 上 候 選 人 編 號 旁 邊 的 空 格 內 加 上
「 」 號 。 你 在 選 票 上 所 填 的 「 」 號 ， 不 能 超 過 空 缺 的 數 目 ，
否 則 ， 選 票 便 會 作 廢 。
Candidates 候 選 人
XXX(Name in English)
XXX School Alumni Association
Directions for Voting
1. Put no other marks on the ballot paper other than the mark “” or it will be considered null and void.
2. Fold the ballot paper into two and do not let anyone see whom you vote for. The ballot is secret.
3. Put the ballot paper into the ballot box.
投 票 人 須 知
1. 除「 」號 外 ， 請 勿 在 選 票 上 劃 上 其 他 記 號 ， 否 則 選 票 便 會 作 廢 。
2. 將 選 票 對 摺 ， 切 勿 讓 他 人 看 見 你 的 選 擇 。 投 票 是 保 密 的 。
3. 將 選 票 放 入 投 票 箱 。
Ethical Conduct Required in the Alumni Manager Election
Nomination of Candidates
1. Do not offer any advantage to get any person to stand or not to stand as a candidate.
2. Do not offer any advantage to get any person having been nominated as a candidate to withdraw his candidature.
3. Do not offer any advantage to get any candidate’s not using his best endeavours to promote his candidature.
4. Do not solicit or accept any advantage for any person’s standing or
not standing as a candidate.
5. Do not solicit or accept any advantage for any person’s withdrawal
of his candidature.
6. Do not solicit or accept any advantage for any candidate’s not using
his best endeavours to promote his candidature.
7. Do not use or threaten to use force or duress to induce any person to stand or not to stand as a candidate, or to withdraw his candidature.
8. Do not induce by deception, any person to stand or not to stand as a candidate, or to withdraw his candidature.
1. Do not make any materially false or misleading statement of fact including but not limited to the character, qualifications or previous conduct of a candidate or candidates.
2. Do not take part in any activity that is likely to give rise to criticism and allegation of malpractices and should abide by the principle of
fairness in election.
3. Do not state overtly or covertly the support of any person or organisation in any campaign activities, especially in the campaign literature before written consent has been obtained.
1. Do not offer any advantage to induce any person not to vote at an election.
2. Do not offer any advantage to induce any person to vote or not to vote for a particular candidate at an election.
3. Do not provide or pay for the provision of any food, drink or entertainment as an inducement to or a reward for any person’s not voting at an election.
4. Do not provide or pay for the provision of any food, drink or entertainment as an inducement to or a reward for any person’s voting or not voting for a particular candidate at an election.
5. Do not use or threaten to use force or duress against any person for
the purpose of influencing his or any other person’s voting decision.
6. Do not induce by deception any person not to vote at an election.
7. Do not induce by deception any person to vote or not to vote for a particular candidate at an election