中文版

Delia (Hip Wo) Alumni Association
Constitution

1.      Naming:

a)      The Association shall be named Delia (Hip Wo) Alumni Association (hereinafter referred to as “the Association”).

b)      The Association shall be affiliated to Delia Memorial School (Hip Wo).

 

2.      Registered Address:

The registered address of the Association shall be 221 Hip Wo Street, Kwun Tong, Kowloon.

 

3.      Aims of the Association:

a)      To promote rapport and co-operation between the Alumni Associations of the Delia Group of Schools.

b)      To foster camaraderie between the alumni and the teaching staff of this school.

c)      To serve as an effective link between the School and the community.

d)      To promote and organise, in the interests of the members and the society, meaningful activities which are of a social, cultural, educational, civic or charitable nature.

 

4.      Membership & Eligibility For Enrolment:

Members of the Association shall abide by the Constitution .All applications for membership are subject to the screening by and the approval of the Executive Committee of the Association, which shall also have full prerogative and discretion to reject such applications without having to make known the reasons.

 

Membership

Eligibility

Rights & Privileges

Ordinary

Members

Alumni who have studied in our school for not less than one academic year

1) To vote and stand for election

2) To nominate candidates to serve on the Executive Committee or to call for its members’ dismissal in the event of dereliction of duty

3) To attend or participate in any activities / functions held or arranged by the Association

4) To use the facilities and enjoy the privileges accorded by the Association to its members within the membership period on a regular basis

Honorary Members

The serving teaching staff members

1) To nominate candidates to serve on the Executive Committee of the Association(members who are a teaching staff have both the right to being nominated and vote)

2) To attend or participate in any activities / functions held or arranged by the Association

3) To use the facilities and enjoy the privileges accorded by the Association to its members within the membership period on a regular basis

Student Members

Students currently studying in S3 or above

1) To attend or participate in any activities / functions held or arranged by the Association

2) To use the facilities and enjoy the privileges accorded by the Association to its members within the membership period on a regular basis

5.      Patrons, Honorary Vice-President & Honorary Advisers:

Acting on the resolution passed by the Executive Committee, the Association can invite alumni (members or non-members) who have rendered distinguished contributions or services to the community to become Patrons, Honorary Vice-President or Honorary Advisers of the Association for the purpose of supporting or promoting the affairs of the Association. Patrons, Honorary Vice-Chairpersons and Honorary Advisers shall have no right to vote or stand for election if they themselves are not ordinary members of the Association.

 

6.      Organisation:

The Principal shall carry the office of President for the Association. As such, he shall command supremacy over matters concerning the Association while the management of the affairs of the Association shall remain the responsibility of the Executive Committee.

 

7.      The Executive Committee (hereinafter referred to as “Exco”):

a)      Make-up of the Committee

(i)        The Exco shall remain the administrative organ of Association with a make-up of no fewer than eight members and no more than eighteen. The Exco shall be formed through election at a General Meeting and the election process shall be carried out in accordance with the procedures stated in Clause 9 hereinafter. After passing throught the election at the General Assembly, the members with the highest votes will officially become the members of the Executive Committee.

(ii)      The Exco shall comprise no fewer than seven Ordinary Members who have studied in our school for at least two years, and one school-appointed Honorary Members.

(iii)    The Exco shall be formed through reciprocal voting among Association members in the First Exco meeting to be called after the General Meeting with the following office-bearers:

-         the Chairperson

-         two Vice-Chairperson

-         two Secretaries (one of whom shall be an Honorary Member)

-         the Treasurer (who shall be an Honorary Member)

-         two Recreational Secretaries

b)      Duties & Prerogatives of the Executive Committee

(i)        To enforce resolutions adopted at the General Meetings and the Extraordinary General Meetings.

(ii)      To conduct all general affairs of the Association.

(iii)     To make recommendations to the General Meeting.

(iv)    To co-opt any Ordinary Member to take up the post left vacant by the resignation / dismissal of any Exco member.

(v)      To review and approve admission of members.

(vi)    To organise sub-committees or working groups to handle extraordinary matters.

(vii)   Members shall render voluntary service to the Committee without any recompense.

(viii) Members have to attend the Delia Group of Schools’ Alumni Associations Joint-School Meetings on Hip Wo’s behalf..

c)     Term of Office

        Board members could be elected for a term of five years

d)  Dismissal

When passed as a resolution, the Executive Committee shall have to right to dismiss any member who has failed to fulfil his obligations successfully or has contravened the Constitution.

  e)  Resignation
Within the term of office of the Executive Committee, if there are reasonable grounds, the resignation of a member of a post, but must be written to the President, Mr. Tsui. New members will be elected for the vacant positions and changes shall be made to the published records of the Registry of Societies.

 

8.      Duties & Prerogatives of Sub-Committee or Working Groups:

a)      Each Sub-committee or working group formed in accordance with Clause 7(b)(vi) hereinabove shall be presided by an Exco member and be administered by at least one Exco member or one co-opted member.

b)      Each Sub-committee or working group shall submit reports and recommendations to the Exco for their deliberations and final approval.

 

9.      General Meetings:

a)      The President assumes ultimate authority over the General Meeting.

b)      The chairperson shall chair all General Meetings.

c)      The General Assembly shall be held annually. The theme, time and venue of the meeting are decided by the committee members of that year. All alumni members shall be notified 14 days in advance through the internet. The attendance rate must reach at least 80 within the first hour of the meeting (save and except for dissolution of the Association under Clause 18 hereinafter). If the attendance rate does not reach the target, another meeting should be held after 14 days. The number of memberspresent at the adjourned meeting, whatever it may be, shall form the quorum. If the meeting has to be delayed, all members should be notified 7 days prior to the event.

d)      The proceedings of the Annual General Meeting shall include (where appropriate):

(i)        To adopt the minutes of the previous session.

(ii)     To scrutinize and adopt the Annual Report and the Treasurer’s Report.

(iii)    To discuss and decide on any business relating to the Association.

 

10.  The Extraordinary General Meeting:

Upon requisition made in writing by half of the Exco members or ten Ordinary Members of the Association, the President shall convene an Extraordinary General Meeting within three weeks. Any such requisition shall specify the objects of the proposed meeting, and no other matters shall be discussed thereat. Notice through emails or online platforms shall be given to all the members at least 7 days prior to the meeting. The quorum in respect of the Extraordinary General Meeting shall be the same as that for the General Meeting.

 

11.  Joint- School Alumni Meetings:

a)      The Chairperson or Vice-Chairperson and one other honourary Exco member shall attend the Joint-School Meetings on behalf of Hip Wo.

b)      The Meetings shall be convened at least once a year.

c)      The proceedings of the Joint-School Meetings shall include (where appropriate)

(i)        Sharing of working experience

(ii)      Discussion on organizing Joint-School events.

 

12.  The Executive Committee Meetings:

The Exco Meeting shall be called at least twice a year or whenever the Chairperson sees fit. The presence of half of the Committee members is necessary to form a quorum. If a quorum cannot be constituted within half an hour from the time appointed for the meeting, the meeting shall stand adjourned 14 days from the day thereof. The number of members present at the adjourned meeting. Whatever it maybe, shall form the quorum. Notice of the adjourned meeting shall be issued at least 7 days prior to the meeting.

 

 

13.  Motions:

Motions at any meetings shall be carried by a majority vote.

 

14.  Chairperson of Meetings:

With the exception of the General Meetings and the Joint-School Alumni Meetings, the Chairperson of the Exco shall preside over all other meetings. In case of his / her absence, the Vice-Chairperson shall act on his / her behalf. In the event that both the Chairperson and the Vice-Chairperson are absent, the President shall appoint another member of the Exco to act.

 

15.  Finance:

Funds of the Association shall be solely used in compliance with the objects as stipulated in Clause No. 3 hereinabove.

 

16.  Amendments to Constitution:

Proposals for making amendments to Constitution shall be tabled only at the General Meetings. The proposals shall then be forwarded to the President of the Association for endorsement and the approved proposals shall in turn be tabled at the General Meeting for adoption. Any amendments to the Constitution passed at a General Meeting or Extraordinary General Meeting shall not be effective until upon notification to the Registrar of Societies.

 

17.  Discipline:

a)      The Exco shall issue warning to a member or call for his dismissal if he:-

(i)        has violated the Constitution or failure to comply with the adopted resolutions; or

(ii)      has, under the name of the Alumni Association, perpetrated acts which are deemed detrimental to its reputation or interest;

b)      The Exco shall notify the member to be disciplined in writing specifying the ground(s) of the intending debarment and grant the member representation opportunity in defense of his folly (in writing or in person) before it formally undertakes sanction against that member.

c)      The Association shall not refund donations or membership fees to a member who has voluntarily resigned or whose membership has been revoked by the association.

 

18.  Dissolution:

If it becomes impossible to carry out activities in compliance with the aims of the Association as stipulated in Clause 3 hereinabove, then the Association may, upon the consent of the President and the passing of a resolution through a majority vote at a General Assembly with a quorum of two-thirds of all members of the Association, be dissolved. Any remainder of the membership funds resulting from the dissolution shall be allotted to the school to which the Association is affiliated.