Diocesan Boys’ School Parent-Teacher Association

CONSTITUTION
(amended 3 July 2005)

1. Interpretation

1.1 In this Constitution, the following expressions shall have the following meanings unless the context otherwise requires:-

“Annual General Meetings” annual general meetings of Members

“Associate Member” associate member of the Association as referred to in Clause 6.2.4

“Association” Diocesan Boys’ School Parent-Teacher Association

“Chairperson” chairperson of the Executive Committee of the Primary or Secondary Division, as the case may be, elected in accordance with Clause 11.6(i)

“Committees” the Standing Committee or Executive Committee of either Division

“Constitution” this Constitution as amended, varied or modified from time to time

“Division” the Primary or Secondary Division, as the case may be

“Executive Committee” the Executive Committee of the Primary or Secondary Division, as the case may be

“Ex-Officio Members” the ex-officio members of the Association as referred to in Clause 6.2.2, comprising the Headmaster, the Headteacher and all Teachers

“Extraordinary General general meetings of Members other than

Meetings” Annual General Meetings

“Headteacher” the Headteacher for the time being of the Primary Division

“Headmaster” the headmaster for the time being of the School

“Honorary Adviser(s)” the honorary adviser(s) to the Standing Committee appointed in accordance with Clause 19

“Honorary Auditor the honorary auditor of the Association appointed in accordance with Clause 17

“Honorary Legal Adviser” the honorary legal adviser of the Association appointed in accordance with Clause 18

“Honorary Members” the honorary members of the Association appointed in accordance with Clause 6.2.3

“Honorary Secretary” the honorary secretary of the Standing Committee elected in accordance with Clauses 13.5(i) and (ii)

“Honorary Treasurer” the honorary treasurer of the Standing Committee elected in accordance with Clause 13.5(iii)

“Immediate Past Chairperson” the person who has occupied the position as Chairperson during the term immediately preceding the term of the current Chairperson

“Immediate Past President” the person who has occupied the position as President during the term immediately preceding the term of the current President. For the avoidance of doubt, the Chairperson of the Standing Committee for the years 2000-2005 shall be deemed to be the Immediate Past President for the year commencing 2005

“Members” the members of the Association comprising the Ordinary Members, Ex-Officio Members, Honorary Members and Associate Members

“Ordinary Members” the ordinary members of the Association as referred to in Clause 6.2.1

“Parents” the parent/guardians of the Students

“President” the president of the Standing Committee appointed in accordance with Clause 13.4(i)

“Primary Division” the primary Division of the School

“School” Diocesan Boys’ School

“Secondary Division” the secondary Division of the School

“Secretary” the secretary of the Executive Committee of the Primary or Secondary Division, as the case may be, elected in accordance with Clause 11.6(iii) and (iv)

“Standing Committee” the standing committee of the Association

“Students” the students for the time being enrolled in and studying at the School

“Teachers” the teachers for the time being of the School

“Treasurer” the treasurer of the Executive Committee of the Primary or the Secondary Division, as the case may be, elected in accordance with Clause 11.6(v)

1.2 Unless the context otherwise requires, words importing the masculine gender only shall include the feminine gender and the neuter gender and vice versa.

2. Name

The name of the Association shall be “Diocesan Boys’ School Parent-Teacher Association 拔萃男書院家長教師會”.

3. Address

The address of the Association shall be Diocesan Boys’ School, 131 Argyle Street, Kowloon, Hong Kong.

4. Objects

4.1 The objects for which the Association is established are:-

(i) to promote home-school co-operation and better home-school relations; and

(ii) to facilitate communication and exchange of views among Parents, Teachers, Students, management and administration in matters of mutual concern and to foster a concerted effort in improving the welfare of students and the School.

5. Divisions

The Association shall have two (2) Divisions – a Primary and a Secondary Division.

6. Eligibility of Members

6.1 The number of Members is unlimited.

6.2 There shall be four (4) categories of membership and their eligibility criteria are:-

6.2.1 Ordinary Members

(i) Ordinary membership shall comprise of Ordinary Members of both the Primary and Secondary Divisions. All Parents of Students in the Primary Division are eligible to become Ordinary Members of the Primary Division. All Parents of Students in the Secondary Division are eligible to become Ordinary Members of the Secondary Division. Provided that regardless of the number of sons a family have and who are Students at the Primary Division and/or the Secondary Division, each family shall be entitled to not more than one (1) Ordinary Membership for each Division.

(ii) Each eligible Parent shall apply to become an Ordinary Member of either the Primary and/or Secondary Division, as the case may be, by completing the application form of the relevant Division.

6.2.2 Ex-Officio Members

The Headmaster, Headteacher and all the Teachers shall automatically be Ex-Officio Members.

6.2.3 Honorary Members

Any member of the Association, former supervisor, former Headmaster, former Headteacher, former deputy Headmaster, former Teacher, and former members of the Committees, and other persons who have contributed significantly to the well being of the School or the Association may be appointed as an Honorary Member with the approval of a majority of the members of the Standing Committee.

6.2.4 Associate Members

Any previous Ordinary Member or Ex-Officio Member can apply to become an Associate Member of his specified Division when he / she ceases to be eligible for Ordinary membership or Ex-Officio membership. Associate Members shall not be entitled to vote but shall be notified of, and have a right to respectively participate and attend, activities and meetings with respect to his specified Division and Annual General Meetings.

6.3 Application for membership shall be made in such form provided by the Honorary Secretary as the Standing Committee may from time to time prescribe.

7. Membership Fees

7.1 Unless otherwise provided, all Parents joining as Ordinary Members on or after September 2005 shall pay a one-off membership fee per family for each Division.

7.2 The one-off membership fee for Parents of the Primary Division who shall be joining as Ordinary Member on or after September 2005 shall be as follows:-

Primary Amount (HK$)

One/Two $500

Three $400

Four $300

Five $200

Six $100

7.3 The one-off membership fee for Parents of the Secondary Division who shall be joining as Ordinary Member on or after September 2005 shall be as follows:-

Secondary Amount (HK$)

One $500

Two $400

Three $300

Four $200

Five and above $100

7.4 Those Ordinary Members whose sons are admitted to the Secondary Division prior to September 2005 shall elect either to pay a one-off membership fee in accordance with the schedule in Clause 7.3 or continue to pay an annual membership fee of $100.

7.5 Membership fee shall be permanently exempted for the following categories of members:-

(i) Ex-Officio Member

(ii) Honorary Member

(iii) Associate Member

7.6 The annual membership fee shall cover a period of twelve (12) months beginning from the first day of each academic year and is payable in advance within two (2) weeks after joining the Association and thereafter on the first day of each academic year of the School.

7.7 The one-off membership fee for the Primary Division shall cover a period ending on the day the Student leaves the Primary Division. The one-off membership fee for the Secondary Division shall cover a period ending on the day the Student leaves the School. Provided that for a family with Students simultaneously studying in the same Division, the family will only be required to pay the membership fee once to cover the period until the younger Student from a family leaves the Primary Division or the School, as the case may be. For the avoidance of doubt, a family will have to pay the membership fee for each Student if the Students in such family are not studying in the same Division simultaneously.

8. Rights and Obligations of Members

8.1 All Ordinary Members and Ex-Officio Members of the Secondary and Primary Divisions are eligible to elect and to be elected as members of the Executive Committee of the Secondary or Primary Divisions, as the case may be and to propose, second or vote, in addition to other general rights and privileges. For the avoidance of doubt, and subject to Clause 12.2, an Ordinary Member having membership in both Divisions may only choose to stand for candidacy in one (1) Division and be elected as members of the Executive Committee of such Division.

8.2 Honorary Members and Associate Members are not entitled to elect or to be elected as members of any Committee or to have any voting rights in respect of any decision of the Association.

8.3 All Members are entitled to participate in the general meetings of the Association, and to be invited to participate in other meetings called by any Committee.

8.4 The rights and privileges of every Ex-Officio Member, Honorary Member and Associate Member shall be personal and shall not be transferable or transmissible by his own action or by operation of law, and shall cease upon his ceasing to be a Member through whatever cause. The rights and privileges of every Ordinary Member shall be attached to a Parent and shall be transferable to another Parent of the same Student upon giving prior written notice to the Association.

8.5 All Members shall fulfill the following obligations:-

(i) To abide by the Constitution;

(ii) To abide by the resolutions of the Committees and the Association in general meetings; and

(iii) To pay membership fees.

8.6 Members are not obliged to make any donations or provide any financial assistance to the Association. Members are free to donate money or other property to the Association and/or either Division for the furtherance of the objects of the Association and/or the relevant Division or to subsidize activities that will benefit the School and the Students. All donations and financial assistance of any kind to the Association and/or any Division shall be subject to the approval of the relevant Committee, and in case of non-acceptance, the relevant Committee is not bound to tender any reason therefor.

8.7 The Association shall not refund any fees or funds previously paid by any Member to the Association.

9. Resignation and Disqualification of Members

9.1 A Member shall cease to be a Member if he resigns by giving one (1) month’s notice in writing to the relevant Executive Committee, such resignation to take effect as at the expiration of such notice or on such earlier date as the relevant Executive Committee may determine.

9.2 The membership of a Member shall be cancelled if the Standing Committee is satisfied that sufficient evidence has been adduced to prove one of the following circumstances:-

(i) when the Member is in breach of the Constitution; or

(ii) when the Member has acted in such a way that the property of the Association is endangered or is jeopardized; or

(iii) if he is found to be lunatic or becomes of unsound mind; or

(iv) acts in a way that is or is likely to be detrimental or prejudicial to or jeopardizes the name, reputation, rights and interest of the Association; or

(v) makes default in the payment of any fee or money due to the Association when duly notified.

9.3 The decision of the Standing Committee as to the cancellation of membership of a particular Member shall be final and conclusive. However, the particular Member shall have an opportunity of putting forward his defence to the Standing Committee.

9.4 Any Member who shall, through whatever cause, cease to be a Member shall nevertheless remain liable for and shall pay to the Association all moneys which at the time of his ceasing to be a Member may be due by him to the Association and shall return or cause to be returned to the Association all property and effects of or belonging to the Association which may be in his possession. No refund of the membership fees or any part thereof shall be made by the Association to a Member on termination of his membership for whatever reason.

10. General Meetings

10.1 The Association shall in each year hold a general meeting as its Annual General Meeting in addition to any other meetings in that year, and shall specify the meeting as such in the notices calling it. All general meetings other than Annual General Meetings shall be called Extraordinary General Meetings. The Annual General Meeting shall be held at such time and place as the Standing Committee shall appoint.

10.2 The business of the Annual General Meeting shall be :

(i) to approve the minutes of the last meeting;

(ii) to receive the President’s report and reports of the Chairpersons of both Divisions;

(iii) to examine and approve the Financial Reports of the Association and those of the Divisions respectively; and

(iv) to elect members of the Executive Committee of each of the Primary and Secondary Division (except for the first Executive Committee) in the place of those retiring.

10.3 The Honorary Secretary shall give at least fourteen (14) days’ notice specifying the place, the date and the hour of meeting, and in the case of special business the general nature of such business, to Members. Provided that with the passing of an ordinary resolution by a majority of the Members entitled to receive notice thereof, a meeting may be convened by such notice and in such manner as those Members may think fit. The accidental omission to give notice of a meeting to, or the non-receipt of such notice by, any such Member shall not invalidate any resolution passed, or proceeding conducted, at any meeting.

10.4 No business shall be transacted at any general meetings unless a quorum is present when the meeting proceeds to business. The quorum for all general meetings shall be not less than sixty (60) Members, or one-tenth (1/10) of the total number of Ordinary Members and Ex-Officio Members for the time being (whichever is lesser), having a right to vote at general meetings present in person. At all general meetings a resolution put to the vote of the meeting shall be decided either by:-

(i) a show of hands by Members present in person and entitled to vote; or

(ii) at the discretion of the President, secret ballot.

10.5 All resolutions passed at the general meetings shall not be inconsistent with the objects of the Association.

10.6 If within half an hour from the time appointed for the holding of a general meeting a quorum is not present, the meeting, if convened on the requisition of Members, shall be dissolved. In any other case it shall stand adjourned. The adjourned general meeting shall be convened with at least fourteen (14) days’ notice given by the Honorary Secretary within one (1) month after the first meeting, at the same time and place, or at such other place as the President shall appoint, and if at such adjourned meeting a quorum is not present within half an hour from the time appointed for holding the meeting the Members present in person shall be a quorum.

10.7 The President shall, on the written requisition of the number of Members not less than the number as required to form a quorum as mentioned in Clause 10.4 above, proceed duly to convene an Extraordinary General Meeting within thirty (30) days from the day of receipt of the written requisition. The requisition must state the objects of the meeting and must be signed by the requisitionists. Only matters pertaining to such objects will be discussed at the said meeting. Alternatively, at the request of two-third (2/3) of the members of the Standing Committee, the Association can also proceed to convene an Extraordinary General Meeting.

11. The Executive Committees

11.1 The Association shall have two (2) Executive Committees representing the Primary and Secondary Division respectively.

11.2 Each Executive Committee shall manage the business of its own Division and shall pay all such expenses for, and preliminary and incidental to, the activities of such Division as it thinks fit, and may exercise all such powers of the Division and do on behalf of such Division such acts as may be exercised and done by the Division, and as are not by the Constitution required to be exercised or done by the Association in general meeting.

11.3 The Executive Committee of the Primary Division shall have twenty (20) members consisting of twelve (12) Ordinary Members, seven (7) Ex-Officio Members and the Immediate Past Chairperson. One (1) Ex-Officio Member shall be the Headmaster. One (1) Ex-Officio Member shall be the Headteacher. Two (2) Ex-Officio Members shall be elected by the Ex-Officio Members of such Division. Three (3) Ex-Officio Members shall be appointed by the Headteacher.

11.4 The Executive Committee of the Secondary Division shall have sixteen (16) members consisting of ten (10) Ordinary Members, five (5) Ex-Officio Members and the Immediate Past Chairperson. One (1) Ex-Officio Member shall be the Headmaster. Two (2) Ex-Officio Members shall be elected by the Ex-Officio Members of such Division. Two (2) Ex-Officio Members shall be appointed by the Headmaster.

11.5 The Ordinary Members and Ex-Officio Members of the Executive Committee are representatives of the respective Ordinary or Ex-Officio Members of the relevant Division.

11.6 The members (excluding the Immediate Past Chairperson) of the Executive Committee shall elect, amongst themselves, the following office bearers of the respective Executive Committee:

(i) One Chairperson who shall be an Ordinary Member himself

(ii) One Vice –Chairperson who shall be an Ordinary Member himself

(iii) One Secretary (Chinese Language)

(iv) One Secretary (English Language)

(v) One Treasurer

11.7 The following members of the Executive Committee shall be appointed as office bearers:-

(i) the Headmaster shall be a Vice-Chairperson for both Divisions

(ii) the Headteacher shall be a Vice-Chairperson for the Primary Division

(iii) the Immediate Past Chairperson of each Division who shall serve until the expiry of the term of the relevant Chairperson. Provided that the Immediate Past Chairperson shall not have any voting right in respect of any decision of the Executive Committee.

11.8 Each Executive Committee shall hold at least three (3) meetings every year. No business shall be transacted at any meeting of the Executive Committee unless a quorum is present at the time when the meeting proceeds to business and continues to be present until the conclusion of the meeting. Not less than one-half (1/2) of the members of the relevant Executive Committee present shall constitute a quorum.

11.9 The term of office of a member of the Executive Committee shall be one (1) year and a retiring member of the Executive Committee shall be eligible for re-election.

11.10 The Chairpersons of both Executive Committees shall not hold office as Chairperson of the relevant Division for more than three (3) years, whether consecutively or intermittently. Provided that if approved by a majority of the members of the Standing Committee, the term of the Chairperson of the Secondary Division may be renewed for another term of three (3) years or less.

12. Election of the Ordinary Members of the Executive Committees

12.1 Immediately after the Annual General Meeting, the Ordinary Members of each Division shall separately assemble in venues designated by the President to elect their respective Ordinary Members of the Executive Committee.

12.2 Subject to Clause 12.5, each grade in the Primary Division shall have at least two (2) candidates to stand for election for Ordinary Member of the Executive Committee of the Primary Division. Ordinary Members of the Primary Division shall be seated in accordance with their grade. Ordinary Members shall only be entitled to vote for candidates from their own grade and shall vote for not more than two (2) candidates. Those Ordinary Members having sons in different grades shall choose from among such grades one grade in which they would like to cast their votes. Two (2) candidates having the highest votes from each of the six (6) grades shall be elected as Ordinary Members of the Executive Committee.

12.3 Each Ordinary Member of the Secondary Division shall vote for the Ordinary Members standing for election. The ten (10) candidates having the highest votes shall be elected as Ordinary Members of the Executive Committee of the Secondary Division.

12.4 Candidates standing for election for Ordinary Member of the Executive Committee shall declare any pecuniary or other personal interest, direct or indirect, which will conflict with the proper performance of his duties as a member of the Executive Committee, if elected.

12.5 If there is only one (1) or two (2) candidates standing for election in a particular grade, then it is unnecessary to conduct election for that particular grade and all candidates from that grade will be automatically elected. Any vacancy resulting from none or insufficient candidate from a grade shall not be filled.

13. Standing Committee

13.1 The business of the Association shall be supervised by the Standing Committee who may pay such expenses of, and preliminary and incidental to, the promotion, establishment and registration of the Association as they think fit, and may exercise all such powers of the Association, and do on behalf of the Association such acts as may be exercised and done by the Association, and as are not by the Constitution required to be exercised or done by the Association in general meeting.

13.2 The Standing Committee shall have seventeen (17) members consisting of the Immediate Past President, ten (10) Ordinary Members and six (6) Ex-Officio Members. Save and except for the Immediate Past President, who may or may not be a Member, all members of the Standing Committee must be Ordinary or Ex-Officio Members.

13.3 The seventeen (17) members of the Standing Committee shall comprise of the six (6) office bearers (excluding the Headmaster and the Immediate Past Chairman) of the Primary Division and the six (6) office bearers (excluding the Immediate Past