Chapter One: General Chapter
1. Naming:
This association is named "Sun Fong Chung College Alumni Association" in English, and will be referred to as "this association" for short. "Sun Fong Chung College" is abbreviated as "alma mater".
2. Meeting venue:
The association’s address is Sun Fong Chung College, No. 4643, Tai Po Kau Section, Tai Po Road, Tai Po.
3. Purpose:
3.1. Enhance alumni's sense of belonging to their alma mater;
3.2. Strengthen the connections between alumni and the faculty, students, and alumni of their alma mater;
3.3. Provide suggestions to assist the development of the alma mater.
Chapter Two: The Consultant
1. Qualifications:
1.1. The current principal of the alma mater and one teacher representative appointed by the school are both ex-officio advisors of this association;
1.2. All former principals of our alma mater have served as honorary advisors to this association.
2. Authority:
2.1. Of course, the advisors are responsible for attending the members' meetings and offering their opinions.
2.2. To monitor the organization's finances and daily operations.
Chapter Three: Membership
1. Basic Membership
1.1. Qualifications:
All graduates of this school are eligible to apply for membership, and students who leave the school midway can also apply for membership in writing.
1.2. Rights:
1.2.1. You may participate in various activities organized or co-organized by this association and enjoy the benefits provided by this association;
1.2.2. Members shall have the right to speak, make motions, negotiate, vote, elect, and be elected at the general meeting of members;
1.2.3. They may attend and speak at meetings of the Executive Committee of this Association.
1.3. Obligations:
1.3.1. Abide by the association’s constitution;
1.3.2. Attend the Annual General Meeting and Special General Meeting;
1.3.3. Actively participate in and support the activities organized by the association, and promote the development of the association;
1.3.4. Pay the association's membership dues;
1.3.5. Uphold the reputation of our association and our alma mater.
2. Honorary Member
2.1. Qualifications:
2.1.1. Any member of the public who makes a donation or significant contribution to this association, upon recommendation by the executive committee, may apply.
Those accepted by the General Meeting of Members can become "Honorary Members".
2.1.2. All current or former faculty and staff members of the alma mater who have served for more than one academic year.
2.1.3. Former members of the school's board of directors.
2.2. Rights:
2.2.1. You may participate in various activities organized or co-organized by this association and enjoy the benefits provided by this association;
2.2.2. Eligible to attend the Annual General Meeting and Special General Meeting;
2.2.3. No membership fee is required, but donations are welcome.
2.3. Obligations:
2.3.1. Abide by the association’s constitution;
2.3.2. To safeguard the reputation of this association.
3. Membership Year:
3.1. Permanent Membership: Lifetime Membership
3.2. Membership shall take effect immediately upon completion of the membership application process by the Executive Committee.
4. Privacy Regulations:
4.1. When alumni join the alumni association, their personal information will be automatically collected for contact and event purposes.
4.2. Alumni may disagree with the Association's use of their mobile phone numbers for purposes such as organizing events or communication.
5. Revoke membership:
5.1. Members must abide by the constitution of this association. If a member seriously violates the constitution or damages the reputation of this association, his or her membership may be revoked upon approval by the executive committee, and all fees already paid will not be refunded.
5.2. Members who wish to withdraw from the membership must notify the board in writing. All fees already paid will not be refunded.
Chapter Four: Membership Fees
1. Permanent Membership:
You only need to pay a one-time membership fee of 200 yuan and enjoy lifetime membership.
2. After members pay their membership fees, the association will issue an official receipt.
Chapter 5: Finance
1. The association's funds include the following items:
1.1. Membership fees;
1.2. Donation income;
1.3. Interest
1.4. Surplus from organizing or co-organizing activities
2. All expenditures of this association must conform to its objectives and be applied for according to the following procedures:
2.1. All expenditures of this association must be listed in the financial budget and submitted to the executive committee for approval;
2.2. If a single expenditure exceeds HK$8,000, a quotation must be provided at the same time as the budget submission for reference.
3. The Treasurer shall be responsible for all financial matters of this Association and shall report on income and expenditure at each meeting of the Executive Committee.
4. All income of this association must be deposited into the designated bank account.
5. The treasurer may keep no more than HK$500 in pocket cash for general recurring expenses.
6. Except for pocket cash, withdrawals of funds and/or cheques must be signed by the Chairman or Treasurer and one of their advisors to be valid.
Chapter Six: General Meeting
1. The General Meeting of Members is the highest authority of the association, including the Annual General Meeting and the Extraordinary General Meeting, and is composed of all members. During the recess, the Executive Committee handles the association's affairs.
2. The General Meeting shall be chaired by the Chairman of the Executive Committee. If the Chairman is absent, the Vice Chairman of Internal Affairs shall chair the meeting. If both the Chairman and the Vice Chairman of Internal Affairs are absent, the Vice Chairman of External Affairs shall chair the meeting. If the Chairman and both Vice Chairmen are absent, the attending members shall elect a substitute Chairman of the General Meeting.
3. The meeting secretary shall be appointed by the current secretary of the executive committee. If the secretary is absent, the attending members shall elect the acting secretary of the meeting.
4. Authorization to exercise membership rights:
4.1. Members who are unable to attend may authorize another member or the chairman of the association to exercise their right to attend and vote on their behalf in writing (excluding the right to vote in the election of the executive committee).
4.2. The authorization letter must clearly specify the scope of authorization, be signed by the authorizing person, and be properly received by the committee of the association before the meeting can be considered valid.
5. Quota:
5.1. The quorum for the general meeting of members is thirty, including any authorized members;
5.2. If a quorum is not reached within thirty minutes of the scheduled start time, the chairperson may adjourn the meeting; a new meeting may be convened within one month, with the number of attendees and authorized members at that time serving as the quorum.
6. Agenda:
It must be uploaded to the association's website one week before the meeting.
7. Resolution
7.1. A motion must be initiated by one member and agreed upon by another member before a vote can be taken;
7.2. Unless otherwise provided in the Articles of Association, all motions shall be passed only if approved by more than half of the valid votes held by the members present.
7.3. In the event of a tie, the chairman shall have the final say.
8. Meeting minutes: Meeting minutes must be uploaded to the association's website within one month after the meeting.
9. Anniversary Celebration:
The Executive Committee is responsible for holding meetings every June and will handle the following matters:
9.1. Revise and adopt the minutes of last year's Annual General Meeting and Extraordinary General Meeting;
9.2. To consider and accept the Association’s annual report and financial report;
9.3. Election of the next Executive Committee;
9.4. Discuss and decide on the proposed amendments to the constitution submitted by the Executive Committee;
9.5. Other matters: If not listed in the original agenda, an addition may be made only if approved by more than half of the valid votes held by the attending members.
10. Extraordinary General Meeting
10.1. In case of any special circumstances, the Chairman may convene an extraordinary general meeting of members at any time.
10.2. If two-thirds of the executive committee members or fifty or more members jointly request an extraordinary general meeting, the chairman must convene the meeting within three weeks.
10.3. An extraordinary general meeting shall only discuss the established agenda and shall not propose any ad hoc motions.
Chapter Seven: The Executive Committee
1. Organization and Authority:
During the recess of the General Meeting, the Executive Committee is the highest administrative body of the Association. The Executive Committee consists of a minimum of five members (including the Chairperson, Vice-Chairperson, Secretary, Treasurer, and Public Relations Officer) and a maximum of eleven members (positions are assigned as follows). Positions are elected by the elected members, and their specific powers are allocated as follows:
1.1. Chairperson (one): The highest representative of the Executive Committee, presiding over all administrative affairs, representing the Association externally, and also serving as the ex officio chairperson of the General Meeting of Members.
1.2. Vice President of Internal Affairs (one person): Assists the President in handling the internal affairs of the Association. If the position of President is vacant, the Vice President may temporarily serve as the President until the Executive Committee is re-elected.
1.3. Vice President for External Affairs (one): Assists the President in handling the Association’s external affairs. If the positions of President and Vice President for Internal Affairs are vacant, the Vice President may temporarily serve as President until the Executive Committee is re-elected.
1.4. Secretaries (two): Handle the association's administrative documents, communications, archives, membership records, and meeting minutes.
1.5. Treasurer (one person): Handles all financial matters and bank accounts of the association. Prepares the annual budget and must submit a financial report to the General Meeting of Members.
1.6. Event Coordinators (two people): Responsible for planning and organizing the association's events.
1.7. Public Relations (Two people): Responsible for contacting members, external groups and partners, and updating the website.
1.8. General Affairs Officer (one person): Responsible for handling all general affairs of the association and assisting various departments in promoting association affairs.
2. Term of office:
The term of office for each board of directors is two years. If a new board of directors is not elected, a temporary board of directors (composed of three members of the board of directors and one advisor) will handle the election or any emergency affairs until a new board of directors is elected.
3. Election
3.1. The election of the executive committee is held every two years and takes place at the annual general meeting.
3.2. The election of the next executive committee shall be coordinated and presided over by the incumbent executive committee. Before May of the election year, the incumbent executive committee shall set a timetable for the election of the next executive committee and publish relevant information on the association's website to invite members to register for election.
3.3. The nomination period for the election shall be at least two weeks. Members who intend to run for election must submit a written nomination form during the nomination period. All nominations must use the nomination form provided by the Executive Committee, which can be downloaded from the Association's website.
3.4. Registration Method:
3.4.1. Self-nomination: Members who wish to participate in the election may nominate themselves.
3.4.2. Nomination: A member may nominate another member to run for election, and the nominated person must also voluntarily run for election.
3.5. The nomination process for all candidates must be completed one month prior to the general meeting.
3.6. The list of candidates and their information must be published on the association's website at least three weeks before the election; and the list of candidates must be sent to members by email.
3.7. Voting
3.7.1. If the number of candidates exceeds the number of positions on the executive committee, the attending members shall vote on the spot by name, and the eleven candidates with the most votes shall be elected.
3.7.2. If the number of candidates is less than or equal to the number of positions on the Executive Committee, each candidate will be automatically elected.
3.8. Vote Counting
3.8.1. The vote counting shall begin after the voting is completed, and shall be supervised by at least two advisors who shall announce the results.
3.8.2. Any complaints must be submitted within 24 hours after the vote count is completed; otherwise, they will not be accepted. The election results will be announced and verified by the current council.
4. Meeting
4.1. Executive Meeting
4.1.1. Meet at least twice a year to handle daily operational matters;
4.1.2. The agenda must be published seven days prior to the meeting and uploaded to the association's website;
4.2. Temporary Meeting
4.2.1. The Executive Committee may convene ad hoc meetings to address unforeseen circumstances, with no limit on the number of meetings;
4.2.2. The agenda must be published seven days prior to the meeting and uploaded to the association's website;
4.2.3. Meeting minutes must be published within fourteen days after the meeting and uploaded to the association's website.
4.3. Quorum
4.3.1. No less than half of all staff members are required to attend or vote; no authorization is required.
4.3.2. If a meeting is adjourned due to failure to reach a quorum, the chairperson shall reconvene the meeting within one month.
4.4. Resolution
4.4.1. A motion must be initiated by one officer and agreed upon by another officer before a vote can be taken;
4.4.2. Unless otherwise provided in the Articles of Association, all motions shall be passed only if approved by more than half of those present.
4.4.3. In the event of a tie between the votes for and against, the chairperson shall have the final say.
5. Resignation: An officer must notify the board of directors in writing one month in advance of resigning.
6. Position vacant
6.1. The position of Chairman is vacant and must be filled by the Vice Chairman of Internal Affairs;
6.2. If the positions of Chairman and Vice Chairman of Internal Affairs are both vacant, the position of Chairman shall be filled by the Vice Chairman of External Affairs;
6.3. If other officer positions are vacant, the Executive Committee must decide to appoint suitable candidates to fill the vacancies.
Chapter 8: Rules for the Election of Alumni Board Members (Please refer to Annexes 1 and 2)
Chapter Nine: Others
1. Amend the constitution
1.1. Amendments to these Articles of Association shall be proposed by the Executive Committee at a General Meeting or Special General Meeting of Members and shall be valid only if passed by a two-thirds or more of the members present.
1.2. After each revision of the constitution, the secretary must send it to the Societies Office by registered mail within fourteen days for record-keeping; if the office does not recommend any changes within twenty-eight days, the revised constitution shall automatically take effect.
2. Dissolution
2.1. An application for dissolution must be processed at a general meeting of members and must be approved by more than three-quarters of all members in order to be valid;
2.2. Upon the dissolution of this association, all assets, after deducting debts and any surplus, shall be donated in full to charitable organizations or handed over to the Board of Directors of the Sun Fong Chung College Incorporated of the Hong Kong and Kowloon Neighborhood Women's Association, provided that their use is in accordance with the purpose of this association.
3. All documents, income and expenditure records and cheque books of this association must be kept at the Sun Fong Chung College of the Hong Kong and Kowloon Neighborhood Women's Association.
4. Liabilities: The Association will not assume any liabilities.
Appendix 1
Rules for the Election of Alumni Board Members
Candidate Qualification
1. All alumni of the school are eligible to be candidates.
2. Alumni will not be eligible for nomination as alumni school member if any of the following conditions apply.
Dong—
(i) He/she is a current faculty member at the school (because faculty members are available to be employed by the school).
(Joining the Incorporated School Board as a school board member); or
(ii) He/she does not meet the requirements set forth in Section 30 of the Education Ordinance.
Registration Regulations for School Board Members
3. According to the regulations, a school board member may not serve as a board member in more than one sector simultaneously within the Incorporated School Board. Therefore, no one may serve as both an alumni board member and a parent board member at the same time. If elections are held at the school for two sectors at the same time, a candidate may not run for board member in both sectors simultaneously.
Number of people and term of office
4. One alumni board member will serve a two-year term and may be re-elected for only one term.
Nomination process
election director
5. The Alumni Association may appoint its president or a staff member as the election officer to oversee the nomination, ballot distribution, and vote counting processes. However, the election officer cannot be a candidate for the alumni board of directors election.
Nomination period
6. The nomination period for the alumni board election is two weeks.
Nomination
7. The Returning Officer shall notify all alumni association members of matters concerning the alumni board election through newspaper publications and the alumni association website, including the number of vacancies, the nomination period, the nomination method, the voting and counting dates, the results announcement date, and other relevant information. Simultaneously, the Returning Officer must inform all alumni association members of the qualifications (paragraphs 1 to 3 above) and responsibilities of the alumni board candidates. Each alumni association member may nominate themselves or another qualified candidate. Each alumni association member may nominate a maximum of one candidate.
8. If no one is nominated to run for election, the alumni association may consider extending the nomination deadline by one week and holding a new election.
Candidate Information
9. Each nominated candidate must provide the Returning Officer with a brief description of their personal information, approximately one hundred words.
10. The Returning Officer must list the names and brief profiles of the nominated candidates, including any information they have submitted, on the Alumni Association's website no less than seven days prior to Election Day. The Alumni Association shall guarantee that it will not be subject to any legal liability arising from the publication of these profiles. The website must also explain the election arrangements and timetable.
Voter eligibility
11. All alumni of the school are eligible to vote, and all eligible voters have equal voting rights.
election process
Voting date
12. The voting date for the alumni board election should be at least two weeks before the nomination deadline.
Voting methods
13. To ensure a fair election, voting shall be conducted by secret ballot, meaning that voters shall not write their name or any identifiable symbol on the ballot, nor allow other voters to see which candidate they voted for.
Vote counting
14. The election officer may arrange for voting and vote counting to be conducted on the same day, and may invite all alumni members, candidates and the principal to witness the vote counting.
15. The candidate receiving the most votes will be elected as an alumni trustee. If two or more candidates receive the same number of votes, a second round of voting will be held. If two or more candidates still receive the same number of votes after the second round, the alumni trustee will be selected by drawing lots. If there is only one candidate, that candidate will be automatically elected without a vote.
Announcement of results
16. The election officer shall notify all alumni members of the election results through the alumni association website.
17. Unsuccessful candidates may file a written appeal with the Returning Officer within one week of the announcement of the election results, stating the grounds for the appeal. The Returning Officer shall then refer the appeal to the Alumni Association Executive Committee for consideration.
Post-election follow-up matters
18. The Alumni Association shall nominate elected alumni to the Incorporated Board of Governors to serve as Alumni Governors of the school. Subsequently, the Incorporated Board of Governors shall apply to the Permanent Secretary to register the elected alumni as Alumni Governors of the school.
Fill temporary vacancies
19. If an alumni councilor leaves office during their term, creating a vacancy, the alumni association must hold a by-election within three months in the same manner to fill the vacancy. If the alumni association is unable to hold a by-election within that period, the incorporated council may, for sufficient grounds, apply to the permanent secretary-general for an extension of the time limit for filling the vacancy.
Precautions
20. As candidates and voters in the alumni board election, alumni must adhere to the code of conduct set out in the appendix to ensure the fairness of the election.
21. Upon receiving an application for registration as a school's director, the Permanent Secretary shall conduct as he deems necessary investigation and may refuse the applicant's registration as a director of a school on the grounds provided in section 30 of the Education Ordinance.
Appendix 2
Ethical Conduct to Be Aware of During Alumni Board of Trustees Elections
Candidate nomination
1. No one may offer any benefit that would allow them to run for or not run for election.
2. No incentive may be offered to cause any nominated candidate to withdraw from the race.
3. No incentive shall be offered to any candidate that would prevent them from making every effort to secure their election.
4. No one may solicit or accept any benefit from running for office or not running for office.
5. No one may solicit or accept any benefit from anyone, and may withdraw from the race after being nominated as a candidate.
6. No one may solicit or accept any benefit from anyone without making every effort to ensure their election.
7. No force or threat of force or coercion may be used to force anyone to run for or not run for or withdraw from the election.
8. No one may use deception to induce anyone to run for or not run for or withdraw from the election.
campaign
1. No false or misleading statements, including but not limited to, about the candidate’s character, qualifications, or past conduct, shall be made.
2. Must not participate in any activities that may draw criticism or allegations of inappropriateness, and must adhere to the principles of fair election.
3. You shall not claim or imply the support of any person or organization in any campaign activity, especially in campaign publications, unless you have obtained the written consent of that person or organization.
vote
1. No one may offer benefits to others in order to prevent them from voting in an election.
2. No one may offer any benefit to another person in an election, such as influencing them to vote for or not vote for a particular candidate.
3. No food, beverage or entertainment shall be provided or the cost of providing such food, beverage or entertainment shall be paid in order to influence others not to vote in an election.
4. No one may provide food, beverages or entertainment, or pay for the expenses of providing such food, beverages or entertainment, in order to influence others to vote or not vote for a candidate in an election.
5. No force or coercion shall be used or threatened against any person in order to influence the voting decision of another person.
6. It is forbidden to use deception to induce others not to vote in an election.
7. It is forbidden to use deception to induce others to vote or not vote for a candidate in an election.
<2024 Edition>
