Constitution of the Alumni Association

The name of the Association shall be "Alliance Primary School, Whampoa Alumni Association" ("the Association").

The Association shall be a recognised as an umbrella organisation of the Incorporated Management Committee of Alliance Primary School, Whampoa ("the School"). The Association shall strive to uphold the school aims, to encourage the alumni's care and support for the School, and to organise various activities and charity events to forge close contacts between alumni and pass on the spirit of its Alma Mater.

The office of the Association shall be at Alliance Primary School, Whampoa, 21 Tak Fung Street, Whampoa Garden, Hunghom, Kowloon.

The Association shall be composed of the alumni of the School. The organisation of the Association shall consist of:

1. Honorary Chairperson: The post shall be filled in by the serving school supervisor; its role will be purely advisory.
2. Consultant: The role shall be filled by a teacher assigned by the serving principal or vice-principal. He or she shall be responsible for directing all affairs of the Association, and shall be entitled to attend meetings of the Executive Committee. All internal and external declarations made by the Executive Committee shall be approved by the consultant to be deemed valid.
3. Executive Committee: The committee shall conduct all affairs of the Association.

1. Full Members: All alumni of the school can register as full members.
2. Honorary Members: Current and former teachers and staff of the school can register as honorary members.

6.1 Full Members:

● Full members shall have the right to elect, recall, propose and vote in meetings.

● A full member aged 18 or above shall have the right to be elected as a member of the Executive Committee or an alumni manager.

● A full member aged under 18 shall only have the right to be elected as a member of the Executive Committee, but not as an alumni manager. 

● Full members shall have the right to participate in the activities held by the Association.

● Full members shall have the right to enjoy the welfare facilities provided by the Association. 

6.2 Honorary Members:

● Honorary members shall have the right to participate in the activities held by the Association.

● Honorary members shall have the right to enjoy the welfare facilities provided by the Association. 

1. Members shall abide by the Constitution of the Association;
2. Members shall observe the resolutions of the General Meeting, the Extraordinary General Meeting and the Executive Committee;
3. A fresh graduate shall pay a one-off membership fee of HK$100 on first joining the Association to become a lifetime member. An alumnus who has graduated from the School for more than one year shall pay a one-off membership fee of HK$200 to become a lifetime member. There shall be no refunds of membership fees.

8.1 The General Meeting shall be composed of all the members. The tasks of the General Meeting shall include:

● reviewing and approving the amended constitution;

● electing members of the Executive Committee;

● reviewing and approving the financial budget and financial report; and

● discussing, developing and improving the affairs of the Association.

8.2 Convention of the General Meeting 

● The General Meeting shall be convened at least once a year, and shall be convened by the chairperson of the current Executive Committee;

● The meeting agenda shall be delivered to each member of the Association 14 days prior to the meeting;

● The quorum for all General Meetings shall not be less than 30 members;

● If a quorum is not present within half an hour from the time appointed for the holding of a General Meeting, the chairperson shall declare an adjournment of the General Meeting. The adjourned General Meeting shall be convened within fourteen days. Members shall be notified of the adjourned General Meeting 7 days prior to the meeting. All resolutions passed at the adjourned General Meeting shall be binding regardless of the number of members present.

9.1 Organisation of the Executive Committee: When the General Meeting is in recess, all affairs of the Association shall be conducted by the Executive Committee.

9.2 Rights of the Executive Committee:

● To implement resolutions passed at the General Meeting and Extraordinary General Meeting;

● To set the administrative policy, and devise the year plan and financial budget of the Association; and

● To undertake the tasks of the Association. 

9.3 Organisation of the Executive Committee: 

● When the General Meeting is in recess, all matters of the Association shall be conducted by the Executive Committee. The number of committee members and positions of the Executive Committee shall be determined by the current Executive Committee.

● All members of the Executive Committee shall be voluntary workers of the Association. The term of office for committee members shall be 2 years. They may be re-elected, subject to the restriction that members shall not serve more than three consecutive terms (i.e. a total of 6 years), unless under special circumstances.

● Election of committee members: When the term of office of the Executive Committee is expiring soon, the committee shall notify all full members by mail or other means 1 month prior to the General Meeting. Full members shall be eligible to nominate other full members or self-nominate themselves as candidates. The candidate list shall be announced 14 days prior to the General Meeting. 

● Committee members shall be selected by “one person one vote”. All full members must be present at the General Meeting in order to cast votes. The new Executive Committee shall hold the first meeting soonest after the Annual General Meeting, and decide the duties of the elected committee members in the new Executive Committee. The previous committee members shall hand over the duties within 14 days from the completion of the election of officers. 

● The positions and duties of the Executive Committee shall be as follows:

Chairperson (1 person)

To call and preside in General Meetings, Extraordinary General Meetings and Executive Committee Meetings, to lead the Executive Committee to perform its duties, and to report the affairs and financial status of the Association at General Meetings.

Vice-Chairperson (1 person)

To assist the chairperson to perform the committee's duties and to act on behalf of the chairperson in carrying out his/her duties in his/her absence.

Secretary (1 person)

To prepare meeting agendas, compile meeting minutes, handle all internal and external correspondence, and maintain the correspondence, documents and files of the Association. 

Treasurer (1 person)

To prepare income and expenditure accounts of the Association.

Deputy Treasurer (1 person)

To prepare monthly financial statements to be approved by the Executive Committee, and to devise the financial budget and financial statement to be approved in the General Meeting after passing a review by the Executive Committee.

Liaison Officer (2 persons)

To take charge of all matters relating to liaison, and to promote all activities of the Association.  

Recreation Officer (2 persons)

To organise all recreational activities of the Association.

General Manager (2 persons)

To take charge of general affairs.

9.4. Standing Order of the Executive Committee

● At least 4 meetings shall be convened each year. The chairperson shall have the right to convene a meeting at any time if needed. The meeting agenda shall be delivered to all Executive Committee members 1 week prior to the meeting.  

● The quorum for all meetings shall be 50% of the total number of committee members. If a quorum is not present, the meeting shall be adjourned. 

1. All expenditure shall be used for achieving the mission of the Association, or for administration purposes. 
2. Amendment to the membership fee shall only be valid when the matter is proposed by the Executive Committee, then approved in the General Meeting. 
3. If needed, funds can be raised from external parties upon approval by the Executive Committee and Supervisory Committee.
4. The budget of the Association shall be compiled in accordance with the principles of keeping expenditures within the limits of revenues. The Association shall not incur debts. If debts are incurred, an explanation shall be demanded at the General Meeting and a solution shall be sought.

11.1 The Incorporated Management Committee shall include an alumni manager as provided for in the Education Ordinance and section 10.2.5 of the Constitution of the IMC. Alumni managers can raise the education quality of the school, bridge communication between alumni and school managers, and participate in the school's decision-making. 

11.2 After receiving a written request from the Incorporated Management Committee, the Executive Committee shall conduct the election of full members of the Association and nominate for registration as the alumni managers of the Incorporated Management Committee according to the following procedures. 

11.3 Returning Officer

●The post of the returning officer shall be taken up by a member of the Executive Committee. He/she shall conduct, arrange and implement the election. However, he/she shall not run for or vote in the election to ensure fairness of the election.  

11.4 The Candidature

● All full members aged 18 or above shall be eligible to become candidates. Candidates shall meet the registration requirements of managers set out in section 30 of the Education Ordinance.

● Alumni who are also serving teachers of the School shall not be eligible for the election. 

● All candidates shall collect signatures in support of the nomination from not less than 10 full members during the nomination period to become eligible candidates.  

11.5 Period of Nomination

● The period of nomination shall not be less than 14 days.

● Each full member shall nominate up to 2 candidates for the election.

11.6 The Election

● All full members aged 18 years or above, except the returning officer, shall have equal voting right.

● The voting shall be conducted by secret ballot.

● The election system and procedures shall be fair and transparent.

● Each full member aged 18 years or above, except the returning officer, shall be given a ballot paper. Ballot papers shall be sealed in envelopes and returned to the school on the election day or during the specified period. 

● Counting of votes shall take place publicly immediately after voting closes. All members of the Association (including full members and honorary members) shall be eligible to witness the counting of votes. 

● The candidates who obtain the greatest number of votes shall be nominated for registration as the alumni managers. 

● When 2 or more candidates obtain the same number of votes, the election results shall be determined by drawing lots by those candidates.

11.7 The Executive Committee shall report the election result to the Incorporated Management Committee within the specified period after the conclusion of the election, and shall nominate the elected alumni for registration as alumni managers. 

11.8 Term of Office

●The term of office of an alumni manager shall be 2 years or not more than 2 years and shall terminate on 31 August.

11.9 Procedures of Proposing Matters for Discussion

● Proposals made by alumni managers in Incorporated Management Committee meetings must follow the regulations stipulated in the Constitution of the Incorporated Management Committee. 

According to the Constitution of the IMC, any school manager shall work for the benefit of the students of the School as an individual. 

11.10 Filling of vacancies

● If an alumni manager vacancy arises out of resignation tendered by the manager during the term of office, the Association shall conduct an election and make a nomination of an alumni manager to fill the vacancy within three months. If the Association has conducted an alumni manager election but still cannot make such nomination accordingly, the IMC may apply on good grounds to the Permanent Secretary of the Education Bureau for extension of the period for filling the vacancy.

11.11 Recall

● If the Executive Committee deems the alumni manager unsuitable for his/her role, a voting session shall be conducted. The method of voting shall be the same as that in the election of alumni managers. If the resolution is passed, the Executive Committee shall raise a written request to the Incorporated Management Committee to cancel the registration of the manager. 

12.1 Withdrawal from Association

● If a member withdraws from the Association, the membership fee previously paid shall not be refunded. 

12.2 Recall

If any committee member or member of the Association is involved in any of the

following circumstances, the Executive Committee shall, with no passing of a resolution at the General Meeting or Extraordinary General Meeting needed, give warning to the related person or cancel the post and membership thereof:

● Violating the Constitution or disobeying the resolutions of the Committee;

● Using the name of the Alumni Association without permission, thereby damaging the reputation of the Alumni Association; or

● Being convicted of a crime due to violation of any criminal law.

Any amendment of the Constitution shall be proposed by the Executive Committee, approved by the resolution of General Meetings under the agreement of the IMC, then approved by the Council of the Kowloon Tong Church of The Chinese Christian and Missionary Alliance.

1. If the Alumni Association violates the school aims of the sponsoring body, members can request the convention of an Extraordinary General Meeting to propose the dissolution of the Association.
2. If the Alumni Association violates the school aims of the sponsoring body, the Incorporated Management Committee shall have the ultimate power to pass the resolution of dissolution of the Association and to convene an Extraordinary General Meeting to discuss matters relating to the dissolution.
3. In the event of dissolution of the Association, the relevant decision of dissolution shall be agreed upon by at least two-thirds of the members present at the General Meeting or Extraordinary General Meeting. If there are any surplus assets, they shall be dealt with according to the resolution of the members at the meeting.