> Students' Association

Pope Paul VI College

Constitution of the Students’ Association

Section I General

Article 1: Name

The name of the association shall be “The Students’ Association, PopePaulVICollege”, hereinafter referred to as “The Association”.

 

Article 2: Address

The address of the Association shall be “8, Lei Pui Street, Kwai Chung, N.T., H.K..”

 

Article 3: Objectives

  The objectives of the Association shall be as follows:
3.1 to cultivate in fellow students the spirit of autonomy and service as well as a civic sense;
3.2 to collaborate with the school in the attainment of the school goals;
3.3 to facilitate communication between the School Authorities, teachers and students as well as with students of different schools;
3.4 to promote friendship and co-operation among the students of PopePaulVICollege and enhance their sense of belongings towards the school;
3.5 to help promote the general welfare of the students.

 

Article 4: Responsibilities

4.1 The Association shall be responsible to the students and the School Authorities, which are represented by the Principal of the school. Decisions taken by the Association shall be subject to the approval of the Principal.
4.2 All activities organized by the Association shall be in accordance with the objectives of the Association and school regulations.

 

Section II        Structure

The Association is made up of all students of the school, with the General Meeting as its highest authority.

The Executive Council runs the Association in accordance with this Constitution, supervised by the Students’ Council.

 

Section III      Membership

Article 1: Membership

All present students of PopePaulVICollege shall be members of the Association.

 

Article 2: Annual Subscription

2.1 All members of the Association shall pay an annual subscription within the second week of November.
2.2 The amount of the subscription shall be subject to the proposal of the Executive Council and approved by the Students’ Council.
2.3 The subscription shall not be refundable.

 

Article 3: Rights of Members

 

Every member shall be entitled to the following:

3.1

to elect and be elected;

3.2

to participate in activities organized by the Association;

3.3

to forward suggestions concerning their interests and welfare;

3.4

to enjoy the privileges and rights as a member of the Association.

 

Article 4: Obligations of Members

  All members shall fulfill the following obligations:
4.1

to abide by this Constitution and any resolution of the Association;

4.2

to pay the annual subscription;

4.3

to render any necessary help to the Association on request;

4.4

to participate in and vote at the General Meeting of the Association;

4.5

to vote for the Executive Council of the Association.

 

Section IV      General Meeting

Article 1: Quorum of General Meeting

The quorum of all General Meetings shall be 600. If the quorum is not fulfilled within the first thirty minutes after the specified time, the meeting shall be adjourned. Any resolution is determined by at least two-thirds of the members present.

 

Article 2: Date of Annual General Meeting

The Annual General Meeting shall be held within the last week of October and convened by the President of the Executive Council in the previous academic year.

 

Article 3: Business of Annual General Meeting

 

The business of the Annual General Meeting shall be:

3.1

to receive the annual report from the Executive Council and the Students’ Council;

3.2

to receive the financial report from the Treasurer;

3.3

to receive the new Executive Council;

3.4

to handle any other business of the Association.

 

Section V        Students’ Council

Article 1: Name

The name of the organization formed under this section shall be “Students’ Council, The Students’ Association, PopePaulVICollege”.

 

Article 2: Responsibilities

 

The responsibilities of the Students’ Council shall be:

2.1

to reflect students’ opinions and suggestions;

2.2

to consider and adopt the resolutions of the Executive Council;

2.3

to consider and receive plans of activities and reports of the activities submitted by the Executive Council;

2.4

to consider and adopt the estimated annual budget and the financial accounts submitted by the Executive Council;

2.5

to supervise the work of the Executive Council;

2.6

to request the Executive Council to call a General Meeting to query, impeach and reject any resolution of the Executive Council;

2.7

to appoint the Election Committee, which is made up of six members from the Students’ Council, verify the eligibility to candidates and supervise the election of the Executive Council in early July.

 

Article 3: Authority

The Students’ Council shall be the group of representatives of members of the Association. The legislative and supervisory authority of the Association shall be vested in the Students’ Council.

 

Article 4: Session

The session of the Students’ Council shall commence on the first day of November and terminate on the last day of the next academic year.

 

Article 5: Membership

 

Members of the Students’ Council (hereinafter referred to as “Councillors” ) shall include

5.1

two (2) representatives from the chairpersons of S.1 Class Associations

5.2

two (2) representatives from the chairpersons of S.2 Class Associations

5.3

two (2) representatives from the chairpersons of S.3 Class Associations

5.4

two (2) representatives from the chairpersons of S.4 Class Associations

5.5

two (2) representatives from the chairpersons of S.5 Class Associations

5.6

two (2) representatives from the chairpersons of S.6 Class Associations

5.7

four (4) representatives from House Captains or Vice-house Captains of each House

5.8

four (4) representatives from Prefects

5.9

five (5) representatives from all club chairpersons in school

5.10

No Councillors shall represent more than one student body or be a member of the Executive Council.

 

Article 6: Officials

The Students’ Council is headed by the Executive Committee, which comprises five members chosen by vote among Councillors. The three members with the most votes will be Chairperson, Vice-chairperson and Secretary of the Committee respectively.

 

Article 7: Students’ Council Meeting

7.1  

Meeting of the Students’ Council shall be of three types:

  7.1.1

Ordinary Meetings, Extra-ordinary Meetings, Annual Council Meeting.

  7.1.2

Ordinary Meetings shall be convened by the Chairperson once every month.

  7.1.3

Extra-ordinary Meetings shall be convened by the Chairperson whenever necessary or by the President of the Executive Council in writing to the Chairperson of the Students’ Council.

  7.1.4

An Annual Council Meeting shall be convened by the Chairperson in mid-October for the purpose of:

-  receiving income and expenditure account, balance sheets from the Executive Council for the past year;

-  receiving a report from the Election Committee. 

  7.1.5 The minutes of every Students’ Council Meeting shall be recorded by the Secretary and signed by the Chairperson.
7.2    Quorum of Students’ Council Meetings
    The quorum of all Students’ Council Meeting shall be two-thirds of the number of Councillors. If the quorum is not fulfilled within the first fifteen minutes after the specified time, the meeting shall be adjourned to a date, time and place decided by the Chairperson. A Councillor should inform the Chairperson in writing when absent from any Students’ Council Meeting.
7.3  

Voting Rights

  7.3.1 All Councillors are voting members, on the basis of one person, one vote.
  7.3.2

Any resolution is determined by at least two-thirds of the Councillors present in favour.

 

Article 8: Resignation of the Students’ Council Members

8.1

The Students’ Council officials may at any time resign by giving notice in writing to the Chairperson of the Students’ Council. The Students’ Council shall have the right to accept or to reject such a resignation.

8.2

If a member of the Executive Committee vacates her office, another member of the Committee shall take up the vacated post and the Students’ Council will elect one of the members of the Council to join the Committee.

8.3

Any vacancy in the Students’ Council shall be filled up by a representative belonging to the student body of the Councillor who has vacated her office, with the exception of S. 6 Class Association Chairperson, who have to vacate their office in February.

 

Section VI      The Executive Council

Article 1: Name

The name of the organization formed under this section shall be “Executive Council, The Students’ Association, PopePaulVICollege”.

 

Article 2: Responsibilities

 

The responsibilities of the Executive Council shall be:

2.1

to implement the resolutions of the Students’ Council;

2.2

to direct the policy and management of the Association in accordance with this Constitution and any resolution at a Students’ Council Meeting;

2.3

to organize and co-ordinate the activities of the Association;

2.4

to prepare an estimated annual budget and plans of activities to be submitted to the Students’ Council and teacher advisers;

2.5

to prepare financial accounts and reports of activities to be submitted to the Students’ Council, in the first subsequent regular Students’ Council Meeting after the activities have been finished, for adoption.

 

Article 3: Authority

The Executive Council may propose a vote of no confidence against any member of the Council for neglect of duty, dishonesty, incompetence or refusal to carry out the decisions of the Students’ Council and of the Executive Council. Such a motion shall be resolved by the Students’ Council.

 

Article 4: Session

The session of the Executive Council shall commence on the first day of November and terminate on the last day of October of the next academic year.

 

Article 5: Membership

5.1   Membership
   

The Executive Council shall comprise 12 members:

  5.1.1

1 President

  5.1.2

2 Vice-presidents (Internal and External)

  5.1.3

2 Secretaries

  5.1.4

1 Treasurer

  5.1.5

2 Promotion Coordinators-in-chief

  5.1.6

2 Students’ Welfare Coordinators-in-chief

  5.1.7

2 Recreation Coordinators-in-chief

   

Sub-committees should be formed responsible for the respective activities of the Association.

5.2  

Termination

   

Any member of the Executive Council shall vacate her office

  5.2.1 when her membership of the Association ceases;
  5.2.2 under the resolution of the Students’ Council, in accordance with Section VI, Article 10;
  5.2.3 when she resigns, in accordance with Section VI, Article 11, and such resignation is accepted.

  

Article 6: Election of Executive Council Members

6.1   Qualification
  6.1.1 Any candidate for the office of the President and Vice-presidents shall be students of S. 5
  6.1.2 Any candidate for the office of other members in the Executive Council shall be students of S.3, S.4 or S.5. The number of the S.3 students in the Council shall not be more than two.
  6.1.3 Executive Council members cannot be Students’ Council members at the same time.
6.2   Election
  6.2.1 Members of the Association can form their own cabinets to run in the election. A candidate cabinet shall comprise at least five members including the President and two Vice-presidents.
  6.2.2 Once formed, the candidate cabinets shall register with the Election Committee within the first three school days in September.
  6.2.3 After registration, the candidate cabinets can begin election campaign activities. Voting shall be carried out in September and the cabinet with the most votes shall be elected Executive Council.
  6.2.4 A member of the Association can join only one cabinet.
  6.2.5 The President and Vice-presidents of the Executive Council cannot serve as Chairperson or Vice-chairperson of any other student bodies.
  6.2.6 When there is only one candidate cabinet, a vote of confidence comprising one-half of the total votes (that is, the sum of the ballots that show votes of confidence, those that show no-confidence and those that have been left unmarked) is required for the cabinet to be elected Executive Council.
  6.2.7 When there is no candidate cabinet, each member of the Executive Council shall be elected after being nominated by a member of the Association and the nomination seconded by at least three other members of the Association.

 

Article 7: Executive Council Meeting

7.1 Meeting of the Executive Council shall be called at least once a month;
7.2 Meeting of the Executive Council shall be convened by the President of the Executive Council whenever necessary.
7.3 The minutes of every Executive Council meeting shall be recorded by the Secretary and signed by the President.
7.4 The quorum of the Executive Council meetings shall be eight out of twelve of the Executive Council members.
7.5 All Executive Council members are voting members, on the basis of one person, one vote.
7.6 Any resolution is determined by at least two-thirds of the Executive Council members present in favour.

 

Article 8: Punctuality at Executive Council Meetings

Every Executive Council member should be punctual at any meeting. No Executive council member shall be admitted to an Executive Council meeting fifteen minutes after the specified time. An Executive Council member who is refused admittance for this reason shall be considered absent.

 

Article 9: Absent from Executive Council Meetings

An Executive Council member should inform the Secretary or the Vice-President (Internal) in writing when absent from any Executive Council Meeting.

Article 10: Disciplinary Actions against Executive Council Members

10.1   If an Executive Council member is absent from three consecutive Executive Council Meetings or is absent from any five meetings, irrespective of any excuse, the Executive Council may propose a vote of no confidence against the Executive Council member concerned during the Executive Council Meeting. Upon such a motion duly resolved, the Students’ Council shall declare her office vacated and she shall cease to be an Executive Council member.
10.2   In the event of any Executive Council member who is found by the Executive Council and the Students’ Council to have been guilty of any one of the following:
  10.2.1 infringement of this Constitution or any resolution of the Association;
  10.2.2 neglect of duty;
  10.2.3 dishonesty;
  10.2.4 committing corrupt acts by using the name of the Association and thereby impairing its fair reputation; the Chairperson of the Students’ Council shall convene an Extra-ordinary Council meeting during which with the consent of two-thirds or more of the members of the Students’ Council present, dismiss the Executive Council member concerned.

 

Article 11: Resignation of the Executive Council Members

11.1 The President and the Vice-presidents of the Association may at any time resign by giving notice in writing to the Students’ Council. The Students’ Council shall have the right to accept or to reject such resignation. When the resignation of the President is accepted, her vacated office shall be taken up by the Vice-president (Internal). Anyone joining the Executive Council to fill up the vacated post(s) shall be elected by all members of the Association.
11.2 Executive Council members other than the President and the Vice-presidents may at any time resign by giving notice in writing to the President. The resignation may be passed by two-thirds of the Executive Council members.

 

Section VII     Finance

Article 1: Income of the Association

1.1 All members of the Association shall pay an annual subscription within the second week of November.
1.2 With the approval of the School Management Committee, the Association may receive donations and carry out activities to raise funds.

 

Article 2: Management of Income

2.1 The membership subscriptions and donations received shall be paid into the assigned bank account.
2.2 The funds of the Association shall be applied to recurrent expenditure of the Association.
2.3 All bank passbooks shall be jointly signed by one of the advisers and the President or the Treasurer of the Executive Council. They should also bear the chop of the Association.
2.4 The Executive Council shall make sure that the account is not in deficit by the end of its term of office.

 

Article 3: Financial Budget and Reports

  The following shall be prepared by the Treasurer and submitted to the Students’ Council and the teacher advisers for adoption:
3.1 The estimated annual budget
3.2 Monthly financial report
3.3 Annual financial report
3.4 Financial account of each activity (to be submitted in the first subsequent regular Council Meeting after the activity is finished.)

 

Article 4: Surplus

The surplus of each financial year shall be transferred to the following year.

 

Section VIII   Amendment of the Constitution

Any amendment to the Constitution shall be proposed by the Students’ Council and be approved by the Principal.