[9th November 2010]
Section 1 – General
Article 1.1: Name
The name of the organization shall be the "Hong Kong Joint School Electronics and Computer Society", or in short “HKJSECS” and hereafter referred to as "the Society" or in Chinese "香港聯校電子及電腦學會"1
Article 1.2: Legal Issues
(a) The Society is registered under the Societies Ordinance (REF.CP/SR/19/5121). The Address of the Principal Place of Business shall be an address provided by the President or Alumnus Advisors. (Refer to Article 4.4)
(b) The Correspondence Address of the Society shall be
P. O. Box 73945,
Kowloon Central Post Office,
(c) The Office-Bearers of the Society (specified by the Societies Ordinance) shall consist of the President and Alumnus Advisors. The particulars of the Society Registration shall be updated once a new President or a new Alumnus Advisor has been elected.
Article 1.3: Objectives
The Society shall be a non-profit making organization aiming at:
(a) Stimulating interest in the aspect of electronics and computer amongst students.
(b) Fostering the exchange of knowledge in these fields and promoting friendship and cooperation amongst schools.
(c) Providing services related to electronics and computers.
Article 1.4: Official Languages
(a) The official language is English.
(b) English, Cantonese and Mandarin are accepted as working languages.
Article 1.5: Session
The Session of the Committee shall be one year, and shall begin with announcement of the newly elected Executive Committee members and terminates at the same occasion in the consecutive year.
Section 2 – School Membership
Article 2.1: Qualification and Application
(a) All registered secondary schools in Hong Kong shall be eligible to participate in.
(b) Application for new membership can be made by submitting a complete application form endorsed by the Principal of the relevant school to the Society.
(c) Each Member School should appoint School Representatives (not more than three) and nominate representatives for the election for the Executive Committee (hereafter shall be called the ExCo) and/or the Sub-Committee. (hereafter shall be called the Sub-Com.)
(d) The decision of the Executive Committee on account of accepting or rejecting school membership applications shall be final.
Article 2.2: Termination of School Membership
(a) A Member School of the Society may at any time resign its membership by giving notice in writing to the Society endorsed by the Principal of the school. The resignation shall take effect upon the date specified in the notice, or the date of the receipt of the notice by the Society, whichever is the later.
(b) A Member School shall cease to hold its membership in case of circumstances that its membership may be injurious to the reputation or interests of the Society. The incumbent Executive Committee has the power to revoke school memberships.
Article 2.3: Privileges
(a) All Member Schools may participate in the activities organized by the Society with higher priorities.
(b) All Member Schools have the right to voice their opinion on various matters concerning their welfare.
(c) All Member Schools shall be informed of functions and activities of the Society through School Representatives.
Article 2.4: Obligations
(a) All Member Schools shall help to organize activities of the Society.
(c) Member Schools and School Representative shall:
i. Abide by the Constitution of the Society.
ii. Abide by the resolution of the Official Meetings.
(d) School Representatives shall take an active role in bringing the function of the Society to success.
Section 3 – Individual Membership
Article 3.1: General Terms
(a) All local secondary school students are eligible to join as an Individual Member of the Society, or "Member" in short.
(b) Membership fee may be set reasonably by the incumbent Executive Committee.
(c) Membership comes into effect after completion of Membership fee payment.
(d) Each Membership holds for one Session and may be renewed.
(e) The Executive Committee has the right to reject Membership applications.
Article 3.2: Privileges
(a) Members will be notified of events of the Society at top priority.
(b) Members enjoy privileged access to events of the Society.
Article 3.3: Obligations
(a) Members shall:
i. Abide by the Constitution of the Society.
Section 4 – Structure of the Society
Article 4.1: Executive Body
ii. Abide by the resolution of the Official Meetings.
iii. Take part in events and functions held by the Society.
The supreme authority of the Society shall rest with the Executive Committee which shall be the highest executive body.
Article 4.2: Executive Committee
The Executive Committee shall consist of:
- 1 President
- 2 Vice-Presidents
- 1 Internal Secretary
- 2 External Secretaries
- 1 Treasurer
- 1 Human Resources Director
- 2 Public Relations Department Directors
- 2 Project Department Directors
- 1 Publications Department Director
- 1 Network Service Director
The above Committee members form the Executive Committee is the highest administrative body of the Society. The Executive Committee members shall be elected by the Election Committee. (Refer to Section 5) There should not be more than two officials from the same school. Any exceptional case must be passed by a majority vote of the Election Committee.
i. The President shall:
- Chair and convene all Official Meetings.
- Represent the Society and be responsible for all affairs concerning the Society.
- Coordinate Executive Committee members.
- Approve the withdrawal of the Society fund with the Treasurer.
ii. The Vice-President shall:
- Assist the President in all his/her duties.
- Assist the duties, powers and responsibilities of the President in his/her absence.
iii. The Internal Secretary shall:
- Prepare agendas for meetings.
- Take minutes for meetings.
- Prepare and keep records of all internal correspondence of the Society.
- Assist the External Secretaries in his/her duties.
iv. The External Secretary shall:
- Be responsible for all external correspondence.
- Assist the Internal Secretary in his/her duties.
v. The Treasurer shall:
- Keep the account of the Society.
- Settle and check all the cash claim requests of the Society.
- Run and maintain a petty cash system in the Society.
- Approve the withdrawal of the Society fund with the President.
- Produce and update financial reports.
vi. The Human Resources Director shall:
- Be responsible for the materials and human resources allocation.
- Coordinate among departments.
- Act as a bridge of communication between Executive Committee members and Sub-committee members.
vii. The Network Service Director shall:
- Maintain the official website/server of the Society.
- Advise any technical and computer-related matters.
viii. The Department Directors shall:
- Be responsible for duties of their corresponding department.
- Chair and convene all sub-committee meetings.
- Notify all the Executive Committees on the progress of the department.
ix. Executive Committee members have the obligation keep the Society functional in pursuing the Society Objectives (Refer to Article 1.3).
(c) Eligibility and Qualifications
All local secondary school students between Forms 4 and 6 are eligible to be members of the Executive Committee.
(d) Dismissal of Executive Committee Members
i. Dismissal of an Executive Committee member shall be made upon members of the Executive Committee, by a resolution of three-fourths of the members present at a meeting having a quorum of two-thirds of the Executive Committee.
ii. Dismissal of the President is not permitted.
(e) Resignation of Executive Committee Members
i. A formal resignation notice shall be submitted 30 days in advance to the Executive Committee.
ii. In case the office of the President becomes vacant, the Vice-President shall succeed in the Session until an official presidential replacement resolution is made.
(f) Replacement of Executive Committee Members
Replacement of Executive Committee members shall be made upon members of the Executive Committee, by a resolution of three-fourths of the members present at a meeting having a quorum of two-thirds of the Executive Committee.
(g) Addition of Executive Committee Members
Addition of Executive Committee members shall be made upon members of the Executive Committee, by a resolution of three-fourths of the members present at a meeting having a quorum of two-thirds of the Executive Committee. Addition is only permitted when the number of Executive Committee members is less than the amount mentioned in Part (a), Article 4.2, Section 4 of the Constitution. Addition is also subject to Part (c) of Article 4.2, Section 4.
Article 4.3: Departments
(a) The Departments of the Society are as follows:
- Public Relations Department
- Project Department
- Publications Department
i. In each Department, there should not be more than half from the same school, including the Director of the Sub-committee. Any exceptional case must be passed by a majority vote of the Executive Committee.
ii. Special Organizing Committee may be set up by the Executive Committee for different projects of the Society.
iii. The Director of the Special Organizing Committee shall be appointed by the Executive Committee.
iv. Members of the Special Organizing Committee shall either be appointed by the Executive Committee or appointed by the Director of the Special Organizing Committee with the consent of the Executive Committee.
v. The Special Organizing Committee shall be automatically dissolved after it has completed its task.
i. The Public Relations Department shall:
- Seek sponsorship for all events.
- Maintain the relationship between the community and the Society.
- Be responsible for any public affairs concerning the Society.
ii. The Project Department shall:
- Seek for and prepare necessary materials and equipments for events.
- Prepare and decorate for events.
- Arrange venue for events.
iii. The Publications Department shall:
- Be responsible for any publications concerning the Society.
- Assist the Network Service Director in creating a consistent website layout.
(c) Eligibility and Qualifications
All local secondary school students (Between Forms 2 and 7) are eligible to be members of the Departments (known as Sub-Committee members).
Article 4.4: Alumnus Advisors
(a) Any Former Executive Committee member who is at or above 18 years of age is eligible to become an Alumnus Advisor.
(b) 3 Alumnus Advisors shall be elected.
(c) Alumnus Advisors may raise their opinions but have no voting rights during Executive Committee meetings.
(d) Alumnus Advisors are to supervise the running of the Society, handling the Society Registration issues, and handling matters related to the Society's bank account.
(e) Alumnus Advisors shall hold office for one Session. Extension of the period of office is allowed.
(f) In case of a vacancy, the incumbent Executive Committee shall hold an Election for the vacant position. (Refer to Article 5.3)
Article 4.5: Patrons, Honorary Auditors, Honorary Legal Advisors and Honorary Advisors
(a) Prominent persons in technology and science fields shall be invited to be Patrons and Honorary Advisors.
(b) Organizations that contribute to the Society may be invited to be Honorary Advisors.
(c) Certified Public Accountants, regardless of individuals or firms, shall be invited to be Honorary Auditors.
(d) Solicitors, regardless of individuals or firms, shall be invited to be Honorary Legal Advisors.
(e) Patrons, Honorary Auditors, Honorary Legal Advisors and Honorary Advisors have full speaking rights but have no voting rights during meetings.
(f) Honorary Advisors shall hold office for one Session.
Section 5 – Election and Recruitment
Article 5.1: Executive Committee Election
(a) An Election Committee shall be set up for the election, consisting of Executive Committee members of the current Session and former Executive Committee members.
(b) The election process shall be completed before October each year.
(c) Member Schools shall be invited to nominate two students for the ExCo election each year.
(d) Individuals who are eligible can apply through specific channels provided.
(e) Applicants shall be invited to attend an interview conducted by the Election Committee, which shall also determine each his/her post. Election shall be based on applicant’s academic and extra-curricular performance at school, with his/her ability to undertake the post assigned.
(f) If any elected applicant shall wish to withdraw his/her nomination, the Election Committee shall find a suitable candidate to fill the vacancy.
(g) If the number of applicants is less than 10, the Election Committee shall not hold the Election. Further promotions should be made.
(h) Members of the Election Committee are not eligible to apply for the Election.
Article 5.2: Sub-Committee Recruitment
(a) The recruitment process shall be completed before November each year.
(b) Member Schools shall be invited to nominate students for the Sub-Com recruitment each year.
(c) Individuals who are eligible can apply through specific channels provided.
(d) Applicants shall be invited to attend an interview conducted by the incumbent ExCo, which shall also determine each his/her post. Election shall be based on applicant’s academic and extra-curricular performance at school, with his/her ability to undertake the post assigned.
(e) If any elected applicant shall wish to withdraw his/her nomination, the ExCo shall find a suitable candidate to fill the vacancy.
Article 5.3: Alumnus Advisor Election
(a) The Election shall be held during the Annual General Meeting or an Extraordinary General Meeting. (Refer to Articles 6.1 and 6.3)
(b) At least 5 votes have to be casted by Former Executive Committee members, excluding the candidates.
(c) In case of an event with only one candidate, he shall be elected with the consent of at least half of the electors.
Section 6 – Meetings
Article 6.1: Annual General Meeting (AGM)
(a) The Annual General Meeting shall be held after the Sub-Committee Recruitment by the incumbent Executive Committee.
(b) Notice should be given to all member schools not less than 14 days prior to the AGM.
(c) Attendance of member schools shall be recorded.
(d) The Annual Report shall be received in the AGM.
(e) Evaluation of the previous Session shall be made in the AGM.
Article 6.2: Executive Committee Meetings
(a) Executive Committee Meetings shall be called by the President or upon the request of at least one-third of the ExCo members.
(b) Each ExCo member shall have one vote. Decisions are to be based on a majority vote.
(c) At least half of the ExCo members shall form the quorum. If the quorum is not fulfilled, the meeting shall be adjourned and the meeting should be recalled within 14 days.
(d) Executive Committee Meetings shall be held at least once per month.
(e) Executive Committee Members have the obligation to attend the meetings.
Article 6.3: Department Meetings, Extraordinary General Meetings and Special Organizing Committee Meetings
(a) For each meeting, notifications shall be made to all participants and the President at least 2 days in advance.
(b) Each ExCo member and Sub-Committee member shall have one vote at Department Meetings and Special Organizing Committee Meetings. Decisions are to be based on a majority vote.
(c) Any meeting without the presence of an Executive Committee member is not recognized by the Society.
(d) Executive Committee members and Former Executive Committee members may form the quorum for Extraordinary General Meetings. Each attendee shall have one vote. Extraordinary General Meetings are subject to Part (c) of Article 6.2, Section 6.
Section 7 – Discipline
Article 7.1: Definition
The term "Member" in this Section includes Sub-Committee members and Executive Committee members, excluding the President (in accordance with Article 4.2(d)(ii)).
Article 7.2: Dismissal of Members
(a) The Executive Committee may issue warnings or to dismiss a member, subject to confirmation by a three-fourths quorum of the Executive Committee, who is found to be guilty of any one of the following:
i. Violation of the Constitution.
ii. Committing corruptive acts by using the name of the Society and thereby impairing the reputation.
(b) A Member is automatically dismissed after receiving two warnings issued by the Executive Committee.
Section 8 – Finance
Article 8.1: Sources
The sources of the Society's Finance shall come from the donations and raising projects, as well as school members, HKJSECS Alumni and annual subscriptions.
Article 8.2: Budget
The Executive Committee members shall be responsible for estimating the budget before each function commences.
Article 8.3: Expenditure
(a) The funds shall be utilized solely to achieve the aim of the Society.
(b) Member who wishes to draw money from the Society must have receipts or invoices. When these are not available, the recipient must sign a voucher.
Article 8.4: Financial Report
(a) An Annual Financial Report shall be presented to the Patrons, Honorary Advisors, Advisors and all the Executive Committee members at the end of the Society session and to the new members of the consecutive Society Session.
(b) The Treasurer shall keep an updated financial report at all times.
Article 8.5: Account
(a) The Society's saving account shall be in the name of the Society.
(b) The President, Vice-Presidents, Treasurer and Alumnus Advisors are eligible to be the account holders of the Society.
Article 8.6: Nature and Extent of Liabilities
In case the Society should be involved in any debts or liabilities, it shall be the responsibility of all the Executive Committee members and Sub-committee members of the term in which the debts or liabilities are incurred to meet such debts or liabilities. Alumnus Advisors should be informed immediately after the above circumstance has been confirmed.
Section 9 – Assets
Article 9.1: Domain Name
(a) The Society's network domain name (jsecs.org) shall be under mutual control of the incumbent Network Service Director and a Former Executive Committee member.
(b) No personnel are permitted to transfer the domain name out of the Society's control.
(c) The incumbent Network Service Director is responsible for renewing the domain name under his term of office.
Section 10 – Constitution and Additional Acts
Article 10.1: Enforcement
The President shall, in accordance with the provisions of this Constitution, issue orders with major agreement of the Executive Committee. Orders are only effective in the current Session. Orders that are in conflict with the Constitution shall be null and void.
Article 10.2: Interpretation
When doubt arises, interpretation of the Constitution shall be made by Former Executive Committee members, in case any discrepancies or differences in opinion arise.
Article 10.3: Amendments
The Constitution may be added to, repealed, or amended by the incumbent Executive Committee and Former Executive Committees. Amendments shall be made when it is passed by a resolution of three-fourths of the participants present at an Extraordinary General Meeting having a quorum of two-thirds of the incumbent Executive Committee.
1. CC Code: 7449 3263 5114 2699 7193 1311 0644 7193 5207 1331 2585
Unicode Hex: 9999 6E2F 806F 6821 96FB 5B50 53CA 96FB 8166 5B78 6703