Constitution

CONSTITUTION

of the

HONG KONG BAND DIRECTORS ASSCOIATION

CHAPTER IGENERAL STIPULATION

  1. The name of the organization shall be the Hong Kong Band Directors Association, hereinafter referred to as “the Association”.
  1. The address of the Association shall be:

First Floor and Roof,

24 Ham Tin Tsuen, Tsuen Wan,

New Territories, Hong Kong

  1. The objects of the Association shall be:
  1. to advance the education of the public in the appreciation and knowledge of music with particular referenda to bands;
  2. to establish a closer link and fellowship among members;
  3. to attain a higher standard of artistic excellence for bands, their performers, their conductors, and their literature;
  4. to serve as a central advice and information bureau to assist in local band activities;
  5. to participate in the Southeast Asian Band Directors Association and to co-operate and associate with such other bodies or associations in other countries.

CHAPTER IIMEMBERSHIP

  1. Membership classification shall be: LIFE MEMBER, ORDINARY MEMBER, CORPORATE MEMBER, and SPONSOR MEMBER.
  1. The Life Membership shall be reserved for the founders of the Association, or, for any person who has contributed in a noteworthy manner to the band movement in Hong Kong. Life Membership shall be limited to those existing life members of the Association as at 28 March 2009 and no further application will be accepted and approved by the Association until this Article is amended in accordance with this constitution.
  2. The Ordinary Membership shall be opened to individuals who have either completed post-secondary education in music or equivalent, or had at least three years working experience as school band conductor or instructor.
  3. The Corporate Membership shall be opened to music organizations whether they are corporate, quasi-corporate and unincorporated bodies, partnerships, associations and groups. Each organization shall authorize and be represented by one and only one  representative in the Association at any one time (hereinafter referred as "Corporate Member Representative").
  4. The Sponsor Membership shall be opened to individuals who have sincere interest in band music and its developments in Hong Kong SAR.
  1. Application for membership :
  1. In applying for membership, an applicant shall submit to the Association a complete application form with his name being nominated by a Life Member, an Ordinary Member or a Corporate Member.
  2. For Ordinary Membership, an applicant shall also submit to the Association documentary proof of meeting the requirements set out in Article 4b above.  Nevertheless, in approving an application, the Executive Committee may exercise its discretion to dispense with the submission of such documentary proof from the applicant who has met the requirements set out in Article 4b above.
  3. For Corporate Membership, an applicant shall also submit to the Association the name of the Corporate Member Representative and submit authorization in writing by the organization.
  4. An applicant shall become a member when his application is approved by the Executive Committee and the prescribed fee is paid.
  1. Rights of the members:
  1. For Life Members and Ordinary Members – to elect, be elected, propose, vote, and recall.
  2. For Corporate Members, only the authorized Corporate Member Representative shall have the right as an individual Ordinary Member to elect, be elected, propose, vote, and recall.
  3. For all members – to participate in the objective as set forth in Article 3.
  1. Obligations of the members:
  1. To abide by the Constitution of the Association and the resolutions passed by the General and Extraordinary General Meetings.
  2. To pay the prescribed fee:

Ordinary Member $500.00 per annum

Corporate Member $800.00 per annum

Sponsor Member $100.00 per annum

CHAPTER IIIORGANITZATION and FUCTIONS & POWERS

  1. The supreme authority of the Association shall be vested in the General Meeting, during the recess of which the Executive Committee shall be the executive organ.
  1. The Executive Committee shall be formed by eleven (11) Committee Members, who shall be elected together with two (2) Reserve Committee Members by the General Meeting of every term.  The Executive Committee Members shall elect from among themselves a Chairman, two Vice-Chairmen, two Secretaries and a Treasurer.
  1. All the Executive Committee Members of the Association shall serve gratis.  Their term of office shall be two years and they may be re-elected save and except that no member shall hold the office of Chairman for more than two consecutive terms.
  1. If the Chairman vacates his office, he shall be replaced by the First Vice-Chairman. If an Executive Committee Member other than the Chairman and the Vice-Chairman vacates his office, the vacancy shall be filled by the Reserve Committee Members in the order of the number of votes they received during the last general election.
  1. Functions and powers of the General Meeting:
  1. To pass amendments to the Constitution of the Association.
  2. To elect Executive Committee Members.
  3. To consider and adopt the progress and financial reports of the Association.
  4. To decide on any innovation which the Association may require and on the recall of derelict office bearers.
  1. Functions and powers of the Executive Committee:
  1. To implement the resolutions passed by the General and Extraordinary General Meetings.
  2. To prepare the budget.
  3. To attend to the daily affairs of the Association.
  4. To decide on the acceptance or deferment of the nomination of new members.
  5. To make recommendations to the General Meeting.
  1. Functions and powers of the Executive Committee members:
  1. The Chairman shall represent the Association, direct the various officers of the Executive Committee in their work, take overall charge of the work of the Association and preside over all the meetings.
  2. The Vice-Chairmen shall assist the Chairman in his work. The First Vice-Chairman shall act for the Chairman when the latter is absent, on leave, or has vacated his office.  The Second Vice-Chairman shall act for the Chairman when both the Chairman and the First Vice-Chairman are absent, on leave, or have vacated their offices.
  3. The Secretaries shall attend to all the secretarial work.  The First Secretary shall keep the seals and documents under safe custody, compile the agenda and record the minutes of meetings. The Second Secretary shall maintain liaison with international bodies.
  4. The Treasurer shall take charge of the financial matters of the Association.  He shall compile the monthly statement of accounts which, after audited by the Auditor, shall be made available for general information. He shall also compile the annual statement of accounts which shall be submitted to the Auditor for audit 15 days before the General Meeting to which it shall be presented for adoption. Funds of the Association in excess of $500 shall be deposited with a bank designated by the Executive Committee.  Valid cheques of the Association shall be signed jointly by any two persons among the Chairman, the Vice-Chairmen, and the Treasurer. Expenses, apart from the recurrent expenditure, totaling less that $500 may be authorized by the Chairman, but if the sum exceeds $500, approval from the Committee shall be obtained before the money may be used.
  5. Other members are to assist the Chairman, the Vice-Chairmen, the Secretaries and the Treasurer in carrying out the functions and power of the Executive Committee including but not limited to the audit of all the accounts of the Association, all public relations and welfare of the Association, the making of purchase for the Association, the compile of the Music Reference Library of the Association and the initiation of all the music activities stipulated in Article 3.

CHAPTER IVMEETINGS

  1. The General Meeting shall be held annually in the month of the September and it shall be convened by the Chairman.
  2. Members (Life Members, Ordinary Members and Corporate Members) of the Association shall be notified of the meeting seven days in advance in writing by post
  3. The quorum of the Annual General Meeting shall consist of over half of the total number of Ordinary Members and Corporate Member Representatives in the Association
  4. In the absence of a quorum, the meeting shall be adjourned and be convened again within seven days. For this adjourned meeting, members of the Association shall again be notified of the meeting in writing. At this adjourned meeting, any number of members present shall be a quorum.
  1. If necessary, an Extraordinary General Meeting may be held upon the request of over half of all the Executive Committee Members or ten members of the Association who shall raise such a request in writing, bearing their signatures, to the Chairman.  Upon the receipt, the Chairman shall cause the meeting to be held within 15 days. However, discussions held and resolutions passed at the meeting shall be confined to only those points listed in the request. The quorum of the meeting and the way of notifying the members shall be the same as that of the Annual General Meeting.
  1. The Executive Committee shall hold regular meeting whenever the Chairman deems it necessary. For every meeting of the Executive Committee, members of the Executive Committee shall be notified of the meeting seven days in advance in writing. The quorum of an Executive Committee Meeting shall consist of over five (5) of all the Executive Committee Members.

18.

  1. Motions at all meetings shall be carried by the approval of over half of those Life Members, Ordinary Members and Corporate Member Representatives present. If a tie occurs in voting, the chairman of the meeting shall put in his casting vote for the decision.
  2. For avoidance of doubt, regardless of the size of the organization of Corporate Member, each Corporate Member Representative present at the meetings shall be counted as one vote as individual Life Member or Ordinary Member present.
  1. If the Chairman and the two Vice-Chairmen are absent from a meeting, these Executive Committee Members present shall elect among themselves a temporary chairman to preside over the meeting. 

CHAPTER VELECTION

  1. Primary Election – seven days before the General Meeting of every term, the First Secretary, on behalf of the Executive Committee, shall send to every member of the Association, together with the notice of the meeting, a list of candidates for the coming Executive Committee Members. Ballots shall be cast at the General Meeting for the eleven (11) Executive Committee Members. Those who receive the highest number of votes shall become the Executive Committee Members, and those with the second highest number of votes the Reserve Committee Members. In the event of a tie votes, the decision shall be made by drawing lots.
  2. Secondary Election – after the election of the Executive Committee Members, a meeting of the newly elected shall be held within seven days to elect one another to fill the various offices in the Executive Committee. When this Secondary Election is completed, the out-going office bearers shall hand over their duties within seven days.  A list of the new office bearers shall be submitted to the Registrar of Societies for information.

CHAPTER VI AWARDS and PENALTIES

  1. The Executive Committee may, subject to the approval of the General Meeting, present letters of commendation to those who have offered noteworthy services to the Association.
  1. Members who commit one of the following breaches may, subject to the approval of the General Meeting, be warned or expelled from the Association by the executive Committee:
  1. Infringement of the Constitution and the resolutions passed by the General or Extraordinary General Meeting.
  2. Violation of the local criminal law, having been convicted. 
  3. False use of the name of the Association in unlawful acts, thereby impairing its reputation.
  4. Arrears of payment of membership fee for two years.
  1. Fees already paid or donation made by members who withdraw voluntarily or are expelled from the Association shall not be recoverable.  If the members concerned are office bearers, they shall have their offices forfeited automatically.

CHAPTER VII USE of FUNDS

  1. Funds of the Association shall be applied solely to meet its recurrent expenditure and for the enterprises stipulated in Article 3 ‘objects’ of this Constitution and shall not be used for any other purpose.

CHAPTER VIIIDEBTS and LIABILITIES

  1. Any debts of the Association shall be borne by all the Executive Committee Members of the term in which the debts are incurred.

CHAPTER IX PRESIDENT, HONORARY PRESIDENTS, HONORARY ADVISORS, and  HONORARY LIFE MEMBERS

  1. The Executive Committee, with the approval of the General Meeting, may invite a President to head Association. 
  1. The executive Committee, with the approval of the General Meeting, may invite a few Honorary Presidents, Honorary Advisors, and Honorary Life Members to enlist their noteworthy contribution to the band movement and to the Association.

CHAPTER X APPENDIX

  1. In case the Association should dissolve, the decision shall be made by the General or Extraordinary General Meeting and assented to by over half of all the voting members of the Association. Any remaining assets of the Association upon its dissolution shall be donated to local charitable organization.
  1. Any amendment to this Constitution shall be passed by the General or Extraordinary General Meeting and approved the Registrar of Societies before it comes into effect.

HONG KONG BAND DIRECTORS ASSOCIATION