::: HKMA David Li Kwok Po College Parent-Teacher Association :::



	Address:
	8 Hoi Wang Road, Mongkok (West), Kowloon, H.K.
	Tel:
	2626 9100
	Fax:
	8343 2221
	Email:
	[email protected]

Constitution

Executive Committee

Procedure for Election of Parent Manager of the Incorporated Management Committee

Constitution (Revised on 26th April 2014)

1. General Principles

Name

The name of the Association shall be “HKMA David Li Kwok Po College Parent –Teacher Association”

Registered Address

The registered address of the Association shall be ‘No.8, Hoi Wang Road, Mongkok West, Kowloon, Hong Kong’.

Aim

The aims of the Association shall be:
To promote closer contact between the school and families; parents and teachers, as well as to facilitate communication and exchange of views in matters of mutual concern in order to foster a concerted effort in improving the personal development of students.

2. Organization

The “HKMA David Li Kwok Po College Parent-Teacher Association” (“the Association”) shall be composed of all members and is a legal, registered independent association.

“The General Assembly” is the highest authority of the Association. When the General Assembly is in recess, the Executive Committee (“the Committee”) shall be responsible for the management of the Association.

3. Members, Subscription, Membership, Rights and Obligations

Members

There are four kinds of members:

Teacher-Member

The present School Head and teachers of the School shall be Teacher-Members automatically.

Parent-Member

Parents or guardians of enrolled students are eligible to apply for membership as Parent-Members. If any parent or guardian has more than one student studying in the School, he shall only be entitled to apply for one membership.

Emeritus Members

Former Parent-Members or former Teacher-Members are eligible to apply for membership as Emeritus Members.

Honorary-Members

The former Chairperson and School Heads, and other persons who have contributed to the well-being of the Association may be invited by the General Assembly or the Committee to be Honorary-Members.

Subscription

Teacher-Members, Emeritus-Members and Honorary-Members shall not be required to pay the annual subscription. (revised on 26th April 2014)

Parent-Members shall pay a subscription when first joining the PTA as a membership fee. The amount of subscription shall be determined by the Committee. (revised on 26th April
2014)

Membership

The membership period shall begin on his/ her child’s admission to school and will expire upon their graduation/ departure. (applicable to 2014-2015 admissions and thereafter) (revised on 26th April 2014)

The membership period shall begin on his/ her child’s admission to a new academic year and will expire upon their graduation/ departure. (applicable to 2013-2014 admissions and before) (revised on 26th April 2014)

Teacher-Members, Emeritus-Members and Honorary-Members shall not be required to renew their membership. (revised on 26th April 2014)

Rights of the members

Parent-Members

1.	Shall have the right to elect and to be elected in the Genera! Assembly.
2.	Shall have the right to propose, second and vote on motions in the General Assembly.
3.	May participate in all activities launched by the Association.
4.	May bring up suggestions about teaching and activities of the School through the Association for reference or discussion purposes.

Teacher-Members, Emeritus Members and Honorary-Members:

1.	May participate in all activities launched by the Association.
2.	May bring up suggestions about the activities of the Association for reference or discussion purposes.
3.	Shall not have the right to elect, to be elected, to propose, second and vote on motions in the General Assembly. (revised on 26th April 2014)

Obligations of the members

All members shall abide by the Constitution of the Association and observe its resolutions.

Termination of membership

The Committee, after examining the evidence, may terminate the current membership of a member who has contravened the Constitution of the Association or has breached the regulations of the Association.

The Committee shall investigate and decide whether or not to terminate the current membership of a member who has employed the name of the Association for any improper purpose without the consent of the Committee.

Any member whose current membership is terminated shall not be entitled to refund of the subscription or money paid by him.

Any member whose current membership is terminated may apply for membership again in the following year in accordance with the Constitution of the Association.
Any member is ceased the current membership, there is not refund the subscription.

Withdrawal of membership

If any member wishes to withdraw his/ her membership, for whatever reason, the Committee must be notified in writing. (subscription once submitted cannot be retrieved) (revised on 26th April 2014)

4. General Assembly

The General Assembly consists of two authorities, “Annual General Meeting” and “Extraordinary General Meeting”.

Annual General Meeting (the “AGM”)

The AGM shall be convened once a year not later than the end of October.

The powers and duties of the AGM shall be:

1.	To approve the minutes of the last AGM
2.	To approve the Annual Report of the Association.
3.	To approve the audited Financial Report of the Association.
4.	To amend the Constitution of the Association.
5.	To criticize, impeach or dismiss the Committee-Members. (e.g. those who have contravened the Constitution.)
6.	To elect members to form the Committee.
7.	To discuss other agenda proposals.

Notice of the AGM

1.	The Committee shall notify all members by notice in writing served on them twenty-one days prior to the meeting stating the date, time, place and the agenda of the AGM.
2.	Any member who proposes a motion (e.g. amendments to the Constitution) shall together with not less than three members notify the Committee by notice in writing served on the Committee fourteen days prior to the AGM.
3.	The proposed motion shall be included in the agenda after deliberation by the Committee and the Committee shall notify all members by notice in writing served on them seven days prior to the AGM.

The Quorum of the AGM

1.	The quorum of an AGM shall be five percent of the Parent-Members of the Association. (revised on 26th April 2014)
2.	Any member who cannot attend the AGM in person may authorize, in writing, an adult member of his/ her family to represent him/ her at the meeting.
3.	If within half an hour from the time appointed for the AGM a quorum is not present, the Chairperson shall declare that the AGM adjourned. The second meeting shall be convened within fourteen days after the date of the original AGM. The Committee shall notify all members in writing details of the second meeting.
4.	At the second meeting, the members present, irrespective of number, shall form the quorum and the business shall be transacted.

Resolutions

Any resolution can only be passed at an AGM by a majority (over 50%) vote of the
Parent-Members present. (revised on 26th April 2014)

Extra-ordinary General Meeting (the “EGM)

1.	The Committee shall call for an EGM if the Committee shall deem it necessary, e.g., to amend the PTA Constitution, to criticize, to impeach or to expel a Committee member, or under other similar situations.
2.	If the Committee receives a written request jointly signed by more than ten percent of Parent-Members and an agenda is submitted, the Committee shall convene an EGM. (revised on 26th April 2014)
3.	Any matter not listed on the agenda shall not be discussed at the EGM.
4.	The Committee shall notify all members in writing, served on them seven days prior to the meeting stating the date, time, place and the agenda of the EGM.
5.	The quorum of an EGM shall be five percent of the total number of Parent-Members of the Association. (revised on 26th April 2014)
6.	Any member who cannot attend the EGM in person may authorize, in writing, an adult member of his/ her family to represent him/ her at the meeting.
7.	Any resolution at an EGM shall be passed by a majority vote of two-thirds of the Parent-Members present. (revised on 26th April 2014)
8.	If within a half an hour from the time appointed for the EGM a quorum is not present, the Chairperson shall declare that the EGM be aborted. Any matters not discussed shall be transacted in another meeting to be convened in accordance with the procedures for the EGM.

5. The Executive Committee

When the General Assembly is in recess, the Committee shall be responsible for the management of the Association.

The Committee shall comprise not more than 16 members, four of whom shall be Teacher-Members and the others shall be Parent-Members. The formation of the Committee is as follows:

Staffing	No. of persons	Member
Chairperson	1	Parent-Member
Vice-Chairperson	2	Parent-Member (1) Teacher-Member (1)
Secretary	2	Parent-Member (1) Teacher-Member (1)
Treasurer	1	Parent-Member
General Affairs	1	Parent-Member
Recreation	4	Parent-Member (3) Teacher-Member (1)
Newsletters	2	Parent-Member (1) Teacher-Member (1)
Task Force	3	Parent-Member (3)

The present School Head shall be the Standing Advisor who may attend the meetings of the Committee but without voting right.

The Teacher-Members of the Committee shall be appointed by the incumbent School Head. The Parent-Members of the Committee shall be elected by Parent-Members at the AGM or the EGM on a one-member-one-vote basis. Committee-Members should then select among themselves the respective posts specified in Section 2.

The duties of the Committee-Members

The duties of the “Chairperson”:

1.	To convene and to take charge of the ACM and the EGM.
2.	To convene the meetings of the Committee and to be responsible for the management of the Committee.
3.	To submit the Annual Report of the Association at the AGM.
4.	To administer all the affairs of the Association and sign relevant documents.
5.	To represent the Association to attend activities relating to external affairs.

The duties of the “Vice-Chairperson”

1.	To assist the Chairperson in handling the affairs of the Association.
2.	In the absence of the Chairperson, the Vice-Chairperson who is the Parent-Member shall carry out the duties of the Chairperson and if the Vice-Chairperson who is the Parent-Member is also absent, the Vice-Chairperson who is the Teacher-Member shall take up the duties of the Chairperson.

The duties of the “Secretary”:

1.	To manage the correspondence and the register of members of the Association.
2.	To prepare the agenda and release notice of meetings.
3.	To keep the minutes at the meetings.
4.	To keep the chop, correspondences and file all documents for the Association.

The duties of the “Treasurer”:

1.	To administer all financial matters of the Association.
2.	To submit the Financial Report of the Association at the AGM.
3.	To compile the monthly accounting reports.
4.	To compile annual budget for the following year.
5.	To present the Financial Report at the Committee meeting.

The duties of the Committee-Member for “General Affairs”:

1.	To assist and support all kinds of activities conducted by the Association; to arrange and utilize appropriate resources and facilities.
2.	To assist the Association in handling the general routine work.

The duties of the Committee-Member for “Recreation”

1.	To plan for the cultural and recreational activities of the Association.
2.	To promote welfare activities in conformity with the aim of the Association.

The duties of the Committee-Member for ”Newsletters”

1.	To compile and publish the Newsletters of the Association.
2.	To arrange for the translation of articles in the Newsletter.

The duties of the “Task Force” Committee-Members

1.	To assist the work of the above-mentioned Committee-Members
2.	To assist and support the special working groups to serve the members.
3.	To plan for lectures and arrange for symposiums and workshops for Parent-Members.

The term of office of a Committee-Member shall be two years. It begins on November 1 of a year and expires on October 31 of the 3rd year. The Committee-Member who is a Parent-Member shall be eligible for re-election at the AGM and the present School Head shall be entitled to re-appoint Teacher-Members to be the Committee-Members.

The ex-Committee Members should complete all handover formalities within one month after the expiration of the term of office.

In case any Committee-Member wishes to resign from his/ her post, for whatever reason, the Committee must be notified in writing. He/she must handover his / her duties to the Chairperson and a person who replaces him / her within 14 days.

If any Committee Parent-Member resigns or there is a vacancy for whatever reason, the Committee shall appoint another Committee Parent-Member to fill the position. If the vacant position is that of the Chairperson, the Vice-Chairperson who is the Parent- Member shall fill the position automatically. If the vacant position is that taken up by a Teacher-Member, the present School Head shall appoint another Teacher-Member to fill the position.

10.

The number of meetings shall be determined and convened by the Committee depending upon the affairs of the Association, provided that there shall be at least four meetings a year.

11.

The notice and the agenda of the Committee meetings shall be served on each Committee-Member seven days prior to the meeting.

12.

The quorum of the Committee meetings shall be 50% of the number of Committee Members.

13.

The resolution of a motion at a Committee meeting shall be passed by majority vote (more than 50%) among members present.

14.

The Committee has the final authority on the interpretation of the Constitution of the Association.

15.

All the Committee-members are volunteers for the Association. They shall not receive any remuneration for the services or duties rendered for the Association.

6. Election for the Members of Executive Committee

The election shall be convened once a year at the AGM.

An Election Committee shall be formed to prepare the overall plan regarding the election of the Members of the Executive Committee. Members of the Election Committee cannot be candidates in the same Election.

The present Chairperson and the School Head shall appoint three or more persons who are members of the Association to form an Election Committee 40 days prior to the Election Day, one of them shall be a Parent-Member, the others shall be Teacher-Representatives.

Duties of the Election Committee are as follows:

1.	To register and verify the qualifications of the candidates
2.	To approve the nomination of the candidates.
3.	To record and scrutinize the ballot papers.
4.	To declare the names of newly elected Committee-Members.

The Election Committee shall serve the election forms on the Parent-Members 21 days prior to the Election Day.

In order to qualify as a candidate, the Parent-Member shall fill in the election form and return it to the Election Committee before the closing date that shall be prescribed by the Election Committee.

The Election Committee shall serve the list of candidates on the Parent-Members 7 days prior to the Election Day.

The election shall be held through a secret ballot system. A ballot paper will be given to each Parent-Member present at the meeting. Ballot papers not completed in accordance with the regulations stipulated by the Election Committee shall be void.

In the case of an equality of votes, the final outcome should be decided in accordance with the rules and regulations as stipulated by the Election Committee.

7. Finance

The Committee shall have the right to utilize the funds and the capital assets of the Association according to the aims of the Association.

The Treasurer shall deposit the income of the Association into a designated bank account. Any two of the four Committee-Members, namely, the Chairperson, the Vice-Chairperson, the Secretary and the Treasurer, shall jointly sign on all cheques to be issued or sign for money withdrawn with the chop of the Association affixed. One of the joint signatures shall be from the Parent-Members and the other from the Teacher-Members.

The Treasurer shall maintain a financial report and report to the members and the Committee twice a year.

The Association shall at the AGM appoint a person who is not a Committee-Member to be the voluntary auditor to audit the accounts at least once a year.

Any funds, income and capital assets of the Association should be used solely for discharging expenditures in line with the aims of the Association. The Committee will determine the details of the expenditures, including the decision of waiving Committee Members’ fees in any activities organized by the Association. Any member who takes up or assists the work of the Association is a volunteer, and shall not receive any remuneration.

The financial year of the Association shall begin from October 1 of a year to September 30 of the following year.

If the Association is dissolved, all remaining assets shall be donated to the School or any charities recognized by the government.

8. Official Language

The official languages of the Association shall be Chinese and English. In the case of discrepancy, the Chinese version shall prevail.

9. Dissolution

The Association shall be dissolved upon resolution by a three-quarter majority of the members present at the AGM or the EGM; or in accordance with the law in Hong Kong or by a court order.

10. Notice

The written notice to be given as provided in the Constitution of the Association shall be served by post, by hand or by fax to the current address or number in the register of the Association, or in such other manner as the Committee may reasonably direct. The notice is deemed served one day after the date of posting.

11. Effective Date

The Constitution shall be effected immediately after it is approved and adopted in the General Assembly.

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Executive Committee

2014-16 - The 13th Executive Committee (updated on February 9, 2015)

Position	Name
Chairperson	Ms Fung Kam Ping Regina
Vice-Chairperson	Ms Eva Pau
Vice-Chairperson	Ms Sit Tsang Jenny
Secretary	Mr Chan Wai Hung Peter
Secretary	Mr Mak Chun Chung Leslie
Treasurer	Ms Lau Sau Wan Monica
General Affairs	Ms Chiu Suk Mei May
Recreation	Mr Chan Shuk Wah
Recreation	Ms Jazz Chow
Recreation	Ms Li Wing Yee Sally
Newsletter	Ms Lillion Shek
Newsletter	Ms Wu Miu Hung Priscilla
Task Force	Ms Chung Yim Carol
Task Force	Ms Lee Sau Kam Corla
Task Force	Mr Yu Chi Kwong Kenny

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