聯天簡介

香港聯校天文協會是一個非牟利的中學生組織,宗旨為聯合各會員中學,向大眾、尤其中學生推廣天文。本會成立於1976年,至今三十多年間, 培育了不少天文界的人才。每年均會舉辦不少活動,如:冬季天文營、參觀可觀自然教育中心、中學學界天文比賽、暑期天文計劃等。
本會來源 憲章 架構 會員學校 本年幹事

Constitution of

Hong Kong Joint School Astronomical Society

Table of Content

 

SECTION I
INTERPRETATIONS

SECTION II
GENERAL

Article 1: Name
Article 2: Nature
Article 3: Address
Article 4: Objectives
Article 5: Society Session
Article 6: Management
Article 7: Funds

SECTION III
MEMBERSHIP

Article 1: Definition
Article 2: Admittance or Withdrawal of Membership
Article 3: Duties of Member Schools
Article 4: Representatives
Article 5: Fee

SECTON IV
THE EXECUTIVE COMMITTEE

Article 1: functions
Article 2: Composition
Article 3: Executive Committee Meetings
Article 4: Duties of Individual Executive Committee Members
Article 5: Minutes
Article 6: Terminations of Office

SECTION V
MEETING

Article 1: Authority
Article 2: Central Committee Meeting
Article 3: Annual General Meeting
Article 4: Extraordinary General Meeting
Article 5: Notice
Article 6: Quorum

SECTION VI
ELECTIONS

Article 1: Time
Article 2: Chairmen of the A.G.M.
Article 3: Nomination
Article 4: Method of voting a Chairman
Article 5: Method of voting for Executive committee Members
Article 6: By-election

SECTION VII
NATURE AND EXTENT OF LIABILITIES

Article 1
Article 2

SECTION VIII
CONSTITUTION

Article 1: Alternations of Amendments
Article 2: Motions

SECTION IX
DISSOLUTION OF SOCIETY

 

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SECTION I
INTERPRETATIONS

 

1) "The Society" means the Hong Kong Joint School Astronomical Society.
2) The term "CENCO" means the Central Committee of the Society.
3) The term "EXCO" means the Executive Committee of the Society.
4) The term "General Me
eting" includes the CENCO meeting, any Extraordinary General Meeting, and the Annual General Meeting (hereinafter referred to as the A.G.M.) or the Society.
5) Where voting is called for in any meetings of the Society, absence cannot be counted as votes.
6) The EXCO has the sole right for the interpretation of this Constitution during its term of office.
7) The principal of the chairman School is the Supervisor of the Society. Upon non-acceptance of the request by the Chairman School, the Principal of one of the member schools (which is in the EXCO) may take up this responsibility.

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SECTION II
GENERAL


Article 1: Name
The name of the Society is "Hong Kong Joint School Astronomical Society" or in Chinese characters as "香港聯校天文協會".

Article 2: Nature
The Society is a non-profit making organisation.

Article 3: Address
The address of the Society is "T.S.T P.O. BOX 97268"

Article 4: Objectives
a) to promote students and public interest in astronomy through activities such as lectures, visits, observations, exhibitions and astronomical courses;
b) to encourage member schools in participating in the Society's activities and researches in astronomy in Hong Kong;
c) to promote friendships and co-operations among schools and
d) to put science into practice.

Article 5: Society Session
The Society Session begins with the conclusion of the A.G.M. and terminates with the conclusion of the A.G.M. of the following year.

Article 6: Management
The management of the Society during the Society Session is vested in the EXCO as elected in accordance with the provisions of this Constitution.

Article 7: Funds
a) The funds could only be used on the activities of the Society as stipulated in the Article 4: the Objective.
b) All expenses should be met by donations, fund-raising projects and annual subscription fees from member schools.
c) An annual financial report must be presented to the advisors and all CENCO members with the conclusion of each Session.
d) A Senior Treasurer will be invited to be the financial advisor of the Society.

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SECTION III
MEMBERSHIP


Article 1: Definition
Members hip of the Society is operated to all registered and Government Secondary Schools in Hong Kong.

Article 2: Admittance or Withdrawal of Membership
a) Membership is valid until the day of withdrawal;
b) Any member school who wishes to withdraw from the Society in the following year should give an official notification of withdrawal from the school authority, prior to the A.G.M. of the following year.
c) Application for new membership for the following year should be made prior to the A.G.M. of the appropriate year.
d) The decision of the EXCO on the application for new membership is final.

Article 3: Duties of Member Schools
a) Each school should send two representatives to sit in the CENCO.
b) All participating schools should help to carry out the functions of the Society.
c) Member schools are entitled to participate in all functions organised by the Society.

Article 4: Representatives
a) Each representative is expected to take an active role in bringing the functions of the Society to success.
b) Each representative has the right to attend all CENCO meetings. In case of his/her non-availability to attend the meeting, he/she should notify the Chairman beforehand.
c) All representatives have to vote, to give suggestions, to raise or second motions, to forward amendments or objections, to nominate candidates and be nominated in candidature to the EXCO.
d) A representative, who is not a member of the EXCO and who wishes to resign, should submit a written notice of resignation to the CENCO two weeks in advance.
e) A new representative should be sent by the member school to replace him/her as a representative of the member school.

Article 5: Fee
All member schools of the Society should pay an annual subscription fee of 130 dollars only prior to the A.G.M.

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SECTON IV
THE EXECUTIVE COMMITTEE


Article 1: functions
The functions of the Committee are:
a) to manage the Society;
b) to formulate and implement the policies of the Society in accordance with the provisions of this Constitution and
c) to carry out the resolutions of the CENCO meetings.

Article 2: Composition
a) The Committee should consist of the following honorary offices :
Chairman,
Vice-chairman,
General Secretary,
Financial Secretary,
Director for information services,
Director for coordination services,
Program Director,
Publication Director.

Article 3: Executive Committee Meetings
a) An EXCO Meeting can be held at any time, and is convened by the General Secretary acting under instruction form the Chairman.
b) At an EXCO Meeting, not less than half the number of members in office should form the quorum, among whom must be the Chairman and the General Secretary or some other persons or person duly delegated by them.

Article 4: Duties of Individual Executive Committee Members

a) Chairman
The Chairman should:
1) be the chief executive;
2) chair all Committee Meetings;
3) present an annual report of the activities of the Society during the relevant Society Session at the A.G.M.;
4) convene any Extraordinary Generally meeting at the request of the Executive Committee or upon an application by not less than half the representatives;
5) convene a By-election General Meeting in the event of more than two of the Executive posts falling vacant;
6) sign the minutes of all ESCO Meetings after they have been adopted by the EXCO;
7) appoint any members of the EXCO to be the Acting General Secretary in the event of the General Secretary's absence;
8) jointly sign with the Financial Secretary all cheques pertaining all financial transactions of the Society; and
9) have a casting vote if there is a tie during voting.

b) Vice-chairman
The Vice-Chairman should:
1) be the Acting Chairman of the Committee in the absence of the Chairman;
2) instruct the EXCO to convene an Extraordinary General Meeting in the event of a vacancy occurring to the post of the Chairman; and
3) assist the Chairman in the discharge of his duties: and
4) be the head of the Promotion Department, which should at least consist of a Secretary and a Treasurer co-opted by the Vice-chairman; and
5) be responsible for the making of a series of annual mobile boards for the Society and also an/the annual souvenir of the society.

c) General Secretary
The General Secretary should:
1) be the head of the Sub-committee of Secretarial Board, which should consist of three members co0opted by the General Secretary;
2) convene the A.G.M. and CENCO Meetings on the instructions of the EXCO;
3) be responsible for the official correspondence of the Society;
4) record the proceedings of all meetings of the Society, or in his/her absence by any members of the EXCO subject to the approval of the Chairman;
5) prepare the minutes of all meetings of the Society; and
6) maintain an up-to-date membership roll of the Society.

d) Financial Secretary
The Financial Secretary should:
1) keep a full and accurate record of all financial transactions of the Society in the Society's Account book, and be responsible for the arrangement of fund-raising projects;
2) present a full financial report, statement of accounts, and reports of fund0raising projects at the end of the Society Session; and
3) jointly sing with the Chairman all cheques pertaining to financial transactions of the Society.

e) Director for Information Services
The Director for Information Services should:
1) be the head of the Sub-committee for Information Services, which should at least contain a Secretary and a Treasurer co0opted by the Secretary for Information Services;
2) collect up-to-date news and information on the development of astronomy for the Society;
3) be responsible for the organisation and co-ordination of all academic projects run by the Society; and
4) supply information to all member schools and to non-member schools upon request.

f) Director for Co-ordination Services
The Director for Co-ordination Services should
1) be the head of the Sub-committee for Co-ordination services, which should at least contain a Secretary and A Treasurer co-opted by the Secretary for the Co0ordination Services;
2) be responsible for all co-ordination of the Society with external News Media, member schools and non0member schools; and
3) organise the Roundabout Lecture Team.

g) Program Director
The Program Director should:
1) be the head of the Program Sub-committee, which should at least contain a Secretary and an Treasurer co0opted by the Program Secretary; and
2) be responsible for the organisation of all recreational activities and observation camps of the Society.

h) Publication Director
The Publication Director should:
1) be the head of the Sub-committee for Publication, it should at least contain a Secretary and a Treasurer co0opted by the Publication Secretary; and
2) be responsible for all publications of the Society.

 

Article 5: Minutes
The minutes of all EXCO and CENCO Meetings should be prepared by the General Secretary and should be available for inspection at the request of any schools' authorities.

 

Article 6: Terminations of Office
a) Any EXCO Members who wish to resign should serve a notice of resignation in writing to the EXCO stating the reasons therein, and his/her resignation should take effect on the approval of the Committee and on such terms as the Committee may deem fit to impose.
b) The EXCO may reserve to suspend or dismiss an EXCO Member for his/her negligence of duty, dishonesty, incompetence, refusal to carry out the decisions of the EXCO or for any reason which the EXCO deem fit and sufficient in the interests of the Society.
c) Provided always that such an EXCO Member has the right of appeal against any such terms as imposed by the EXCO under paragraph (a) above and also against any such resolution by the EXCO under paragraph (b) above to a General Meeting whose decision is final.
d) When an EXCO Member ceases to be a student of a member school, his/her office automatically falls vacant.

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SECTION V
MEETING


Article 1: Authority
The resolution of the General Meeting should possess the highest authority in all matters affecting the Society.

Article 2: Central Committee Meeting
a) Every meeting should be convened by the General Secretary on the instruction of the Chairman.
b) The meeting should be held at least once a year.
c) In all CENCO Meetings not less than half the number of the CENCO Members should form the quorum. If the quorum is not ascertained half an hour before the meeting, the Chairman has the right to postpone the meeting.
d) If the quorum is not ascertained in three consecutive CENCO Meetings, the Chairman should consult the Principals of the member schools and call for a meeting for all representative of the Society.
e) Any CENCO Members who have been absent from three meetings with no reasonable explanations given, his/her school will receive a letter of warning. If he/she fails to attend the meeting without explanations, his/her school will be disqualified. No fund will be returned.
f) In all CENCO Meetings, motions should be carried on shows of hands of all the CENCO Members present except on matters concerning the dissolutions of the Society and alternations or amendments of the Constitution as provided in SECTION VIII.

Article 3: Annual General Meeting
a) The A.G.M. is held within the month of October each year.
b) The A.G.M. should be convened by the General Secretary on the instruction of the EXCO and presided over by a person appointed by the EXCO and whose appointment is duly ratified by a simple majority of those representatives present at the A.G.M.
c) The business of the A.G.M. are:

1) to receive the treasurer's report and the Statements of Accounts prepared at the end of the Society Session
2) to receive and adopt the reports of activities and the minutes of all General Meetings which have been held since the previous A.G.M.;
3) to receive and adopt the Annual Report of the Chairman of the outgoing committee;
4) any other business; and
5) to elect EXCO Members for the following Society Session.

Article 4: Extraordinary General Meeting
a) The Chairman should convene an Extraordinary General Meeting at the request of the EXCO or upon a requisition signed by not less than half of the total number of school representatives. Any such requests or requisitions should specify the objects of the proposed meeting and no other matter should be discussed there without the consent of at least two-third or the representatives present at the Extraordinary General Meeting.
b) An Extraordinary General Meeting duly convened should be presided over by a person appointed by the EXCO and whose appointment is duly ratified by those representatives present at that Extraordinary General Meeting.

Article 5: Notice
Notice of the General Meeting together with the agenda thereof should be sent to all representatives at least four days in advance; notice of an Extraordinary General Meeting together with the agenda should be sent to all representatives two clear days in advance

Article 6: Quorum
In all General Meetings more than half of the total number of representatives should form the quorum

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SECTION VI
ELECTIONS


Article 1: Time
The annual election of the EXCO Members of the Society is half at the A.G.M. as stated in SECTION V Article 3.

Article 2: Chairmen of the A.G.M.
The person appointed as the Chairman of the A.G.M. as stated in SECTION V Article 3(b) should preside over the election.

Article 3: Nomination
Nominations of the Chairmanship and other members of the EXCO should only be made during the A.G.M. Each nomination is effective if there is a seconder.

Article 4: Method of voting a Chairman
a) When there is only one candidate for the post, the candidate should be elected upon obtaining a simple majority of the representatives present and voting at the meeting.
b) If there are nine or more nominees, all representatives (including the candidates) present should vote to select five candidates. Each vote bears three different names. All representatives present (including the candidates) should then vote to select three candidates. Each vote bears three different names.
c) If there are less than nine nominees, all committee members present (including the candidates) should then vote to select three candidates. Each vote bears three different names. The candidates at the bottom of the roll is declared to be lost.
d) All representatives present (including the candidates) should then vote to select the two candidates. Each vote bears one name only.
e) All representatives present (excluding the two selected candidates) should vote to select the Chairman. Each vote bears one name only.
f) The candidate with majority votes is the chairman. In case both the candidates get equal votes, they are requested to leave the meeting room temporarily and the remaining representatives should select the Chairman through discussion. If there is still a tie, the Chairman of the meeting has a casting vote.

Article 5: Method of voting for Executive committee Members
a) When there are only eight candidates, the candidates should be elected upon obtaining a simple majority of the representatives present and voting at the meeting.
b) If there are nine or more nominees, all representatives (including the candidates) present should vote to select eight candidates. Each vote bears five different names.
c) The top eight candidates are then the EXCO Members.
d) In the event of a tie occurring at any state of the proceedings, the meeting should adjourn for five minutes, at the end of which it should resume and a revote is held. If a tie occurs again, the Chairman of the meeting shall has a casting vote.
e) The elected officials together with the new Chairman should meet and decide the specific post for each person within one week after the election.

Article 6: By-election
a) In the event of two or less vacancies occurring in any EXCO post of posts other than that of Chairman, the EXCO should co-opt a representative or representatives to fill the vacancy or vacancies.
b) In the event of three or more ESCO posts falling vacant at a time, the Chairman should convene a By-election General Meeting.
c) In the event of a vacancy occurring in the post of the Chairman, an Extraordinary General Meeting should be held and convened by the EXCO on the instructions of the Vice-chairman.
d) In the event of vacancies occurring in all the EXCO posts, the Supervisor or the Society should call for an Extraordinary Election General Meeting and appoint a Chairman for the meeting amongst the representatives present at the meeting

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SECTION VII
NATURE AND EXTENT OF LIABILITIES


Article 1
The liabilities of the Society is limited.

Article 2
In case the Society is involved in any debts of liabilities, it will be the responsibilities of all the EXCO Members of the Society of the Session during which the debts of liabilities are incurred.

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SECTION VIII
CONSTITUTION


Article 1: Alternations of Amendments
Not withstanding any provisions to the contrary, no part of this Constitution can be altered or amended except at the A.G.M. or at an Extraordinary General Meeting, notice of which shall have been made to all member schools at least ten clear days in advance, indicating specifically the change or changes proposed; such amendments must be approved by the Registrar Of Societies before they come into effect.

Article 2: Motions
A motion to alter or amend any part of this Constitution should be carried out only when so agreed by not less than two-third of the representatives of the Society

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SECTION IX
DISSOLUTION OF SOCIETY


On the withdrawal of all the member schools, the Society is dissolved and the Treasurer should prepare a Statement of accounts which should be sent to all member schools. The funds is divided equally amongst member schools.

 

Last updated on 22/11/06

 

 

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