SECTION I GENERAL
Article 1 Name The full name of the society shall be “Warwick Hong Kong Society, The University of Warwick Students’ Union”, hereafter referred as ‘the Society’. The full name of the society in Chinese shall be “華威香港學生會”.
Article 2 Aims and Objectives The aims and objectives of the Society shall be strictly non-political and non-profit making. To promote and arouse interest and attention in the culture of Hong Kong. To allow students to experience a different taste of life and thinking from Hong Kong and to help them settle down in the United Kingdom. To be a source of mental support and advices for Members. To organise cultural, recreational or social gathering mainly for members in order to enhance the relationship and bonding among Members and to develop their common interest. To maintain a good relationship with student bodies and societies within and outside the university. To gain benefits and welfares for members both from the university and external bodies and organizations.
SECTION II CONSITUTION
Article 1 Interpretation The President, representing the Society, shall have the sole right of interpretation of the Constitution.
Article 2 Amendments Should any amendments to the Constitution for the public interest of the members finds necessary, an Extra-Ordinary General Meeting shall be convened to discuss the relevant amendments. No amendments shall be made valid without the consent of at least three-fourth of the Full Members present.
SECTION III MEMBERSHIPS
Article 1 Full Membership All students currently registered in the University of Warwick shall be entitled to Full Membership of the Society for the respective year on payment of an Annual Membership Fee.
Article 2 Associate Membership All members of the staff, past graduates of the University of Warwick or persons obtained approval by the Executive Committee shall be eligible for Associate Membership for the respective year on payment of an Annual Membership Fee.
Article 3 Regulations To pay annual subscription to the Society on time. To provide up-to-date and accurate personal information. Membership and Membership Card is not transferable. To inform the society if losing the membership card and to pay a ten-pounds processing fee for the replacement of the Membership Card. To show their Membership Card for most of the Society’s events. Members should not use the name of the Society to conduct crimes. Membership might be abolished and legal actions could be taken if members are found to violate these regulations.
Article 4 Privileges To receive a Membership Card issued by the Society for the respective year. To use all facilities provided by the Society for the general use of its Members. To attend functions and general meetings arranged by the Society. To receive discount on most of the events that the Society organises. To voice out their opinions and suggestions. To receive discounts at selected restaurants and stores if the Membership Card and Warwick Student Identity Card are presented.
Article 5 Rights Only Full Members of the Society shall have the right to vote in General Meeting, to propose and to second motions, nominate and to be nominated for election, and be eligible for office in the Executive Committee of the Society.
Article 6 Privacy Members’ personal information is strictly constrained under the Society’s use and will not be disclosed to third parties without prior approval.
SECTION IV EXECUTIVE COMMITTEE
Article 1 Organisation The Executive Committee shall be composed of nine posts including the followings: President Vice-President Treasurer General Secretary Welfare Secretary Cultural and Social Secretary Sports Secretary Publicity Secretary Information Technology Secretary
Article 2 Responsibilities
A. President - To be the chief executive and official representative of the Society. - Responsible for the overall coordination and management of the Society. - Responsible for chairing all General and Committee Meetings. - Responsible for presenting an Annual Report at the Annual General Meeting. - Responsible for public relations and liaison with external bodies or organisations. - Report to the Students’ Union and the International Office regarding the state of the Society at regular intervals. - Respond to Members and general public in all matters affecting the Society.
B. Vice-President - Official representative of the Society in the absence of the President. - Responsible for liaising with student bodies and societies within and outside the university in activities organisation. - Responsible for the internal coordination of the Society.
C. Treasurer - Responsible for the treasury affairs of the Society. - Responsible for presenting Financial Statements and Accounts at the Annual General Meeting. - Maintain all financial transactions and keep continuous record with official references on all receipts and payments of the Society. - Provide financial budget and recommendation of each event to the Executive Committee. - Provide detailed financial status to the Executive Committee on request and to the Members at the Annual General Meeting.
D. General Secretary - To be the Chief Coordinator of the Student Mentorship Programme. - Responsible for the general affairs of the Society. - Responsible for the venue bookings for the Society’s meetings and functions. - To keep all Members informed on all the related Society’s matters. - To take minutes during General and Committee Meetings.
E. Welfare Secretary - Responsible for gain shopping benefits from the university and external private companies and organisations. - Responsible for handling the welfare affairs of Members. - Responsible for obtaining sponsorship to raise the operation funding for the Society.
F. Cultural and Social Secretary - Responsible for the cultural affairs of the Society in promoting the culture of Hong Kong within the University. - Responsible for the organization of activities in increasing the awareness of current social issues of Hong Kong. - Responsible for the organisation of the routine social gatherings.
G. Sports Secretary - To be the Chief Coordinator of the Sports Subcommittee. - Responsible for the routine sports affairs of the Society. - Responsible for liaising with the sports coordinators of other societies and universities for routine sports affairs. - Coordination of venue bookings of routine sports affairs.
H. Publicity Secretary - To be the Chief Editor of the Society’s Newsletter. - Responsible for the coordination of all advertising campaign of the Society. - Responsible for the coordination of all the official publications of the Society. - Responsible for the graphic designs affairs of the Society.
I. Information Technology Secretary - To be the Webmaster of the Society’s Webpage in coordination of its content coverage and design. - Responsible for the information technology and computing affairs of the Society. - Responsible for the maintenance and security of the Membership Database of the Society. - Responsible for keeping a continuous record of photographs and videos of all events of the Society.
Article 3 Rights The Committee has the right to introduce new policies to the Society or carry out amendments when necessary. The Committee shall have the authority to delegate power to a subcommittee to deal with any business.
Article 4 Sessions The Session of the Society shall commence on the first day after the Annual General Meeting to the day of the next Annual General Meeting. The Committee members of the Society shall be elected at the Annual General Meeting and hold office until the next Annual General Meeting.
Article 5 Committee Meetings Committee Meetings shall be convened and conducted by the President or in his/her absence, by the Vice-President. Each Committee member shall be entitled the right to speak and vote in the Committee Meetings. Committee Members are obliged to attend all meetings. However, anyone who cannot attend must notify the Committee 24 hours before the actual meeting. Each motion has to have the agreement of more than one-half of the Committee Members present in order for it to take place. Not less than two-third of the Committee members shall form a quorum.
SECTION V GENERAL MEETINGS
Article 1 General Meeting The vote of a General Meeting possesses the highest authority in all matters affecting the Society. A notice of a General Meeting and its agenda shall be given seven clear days beforehand. At all General Meetings, not less than thirty Full Members of the Society shall form a quorum. If the quorum is not formed after an hour of the time scheduled for the commencement of the meeting, the meeting shall be adjourned to the same date in the following week with the same quorum, and if at that meeting a quorum is still not formed, all Full Members presented there shall form a quorum. No business other than those stated on the agenda shall be discussed at any general meeting without the consent of at least three-fourth of the members present. General Meetings shall be convened and conducted by the President or in his/her absence, the Vice-President or the Internal Secretary.
Article 2 Annual General Meeting The Annual General Meeting shall be held in the Spring Term. The date shall be decided and announced by the Committee three weeks beforehand. The President shall preside the Meeting. The business of the Annual General Meeting shall be: - To receive and adopt the Annual Report prepared by the President for the current session. - To receive and adopt the Financial Statements prepared by the Treasurer for the current session. - To elect Committee Members of the Society for to form the new Executive Committee of the succeeding session. - Any other business.
Article 3 Extra-Ordinary General Meeting The Committee may call an Extra-Ordinary General Meeting at any time. Upon a requisition made in writing to the President and signed by not less then fifty Full Members, the Committee shall convene an Extra-Ordinary General Meeting within two weeks. Any such requisition shall specify the objects of the proposed meeting, and other matters shall not be discussed at there without the consent of at least three-fourth of the full members present. At least seven clear days’ notice shall be given any amending motion. Vote of Non-confidence for infringement of the Constitution, negligence of duties or unbecoming conduct may be moved against any member of the Committee at any Extra-Ordinary General Meeting held specifically for the purpose. A vote so passed shall call for the resignation of the person against whom the vote is moved.
SECTION VI ELECTION
Article 1 Nomination Full Members of the Society shall have the right to nominate and to be nominated for elections, and be eligible for office in the Executive Committee of the Society.
Article 2 Voting When there is only one candidate for the post, the candidate shall be declared elected if he has secured a number of votes for him greater than the number of votes against him and he has secured a number of votes for him no less than half of the quorum of the Annual General Meeting. When there are two or more candidates for one post, a secret ballot shall be held. The elected candidate must gain no less than one-quarter of the votes of the full members present in the Annual General Meeting and must have the highest votes among the candidates.
Article 3 Vacancy and Resignation In case any Committee member wishes to resign, he must obtain the simple majority approval of the Committee in at least one month in advance to the resignation date. The Executive Committee may demand a Committee Member to resign at an Extra-Ordinary General Meeting if he has committed any serious infringements of the Constitution or used the name of the Society in illegal or corruptive acts. Should there arise a vacancy in the Committee, an Extra-Ordinary General Meeting shall be convened to elect a committee in replacement.
(c) 2004 WHKS All Rights Reserved
Drafted in February 2002 by 1st WHKS Committee Group 1st Reviewed in May 2002 by 1st WHKS Committee Group 2nd Reviewed in November 2002 by 1st WHKS Committee Group 3rd Reviewed in July 2003 by 2nd WHKS Committee Group 4th Reviewed in February 2004 by 2nd WHKS Committee Group 5th Reviewed in June 2004 by 3rd WHKS Committee Group 6th Reviewed in February 2005 by 3rd WHKS Committee Group