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Constitution of Glacier, HOUSE III Students Association, Hong Kong University of Science and Technology Students Union

Section I: General
1.1 Name
The full name of this organization shall be Glacier, HOUSE III Students' Association, Hong Kong University of Science and Technology Students Union (or in short Glacier, HOUSE III SA, HKUSTSU) in English and in Chinese, hereinafter referred to as the Association. 3rd amendment on 3rd December, 2002

1.2 Goals
The goals of the Association shall be: a. b. c. d. To promote friendship and cooperation among its members. To promote social, cultural and sports interest among its members. To promote the welfare and privileges of its members. To gather the hall and non-hall residents by providing them benefits and activities, building up HOUSE III spirit and cultivate the sense of belongings within HOUSE III. 1st amendment on 17th May, 1995 e. To unite the hall residents and promote hall lives. 1st amendment on 17th May, 1995

1.3 Official Language


Chinese and English shall be the official languages of the Association and enjoying equal status. Either or both may be used in official meetings, documents and functions. In case of discrepancy, unless otherwise specified, the English version shall be referred to.

1.4 Session
The session of the Association shall commence immediately after the Annual General Meeting and shall terminate immediately after the next Annual General Meeting.

1.5 Honorary Advisor


The current Residence Master of UG HALL III shall be the Honorary Advisor of the Association. 2nd amendment on 8th April, 2010

1.6 Responsibility
The Association is responsible for all matters and policies affecting the interests of HOUSE III members as a whole. 1st amendment on 1st April, 2001

1.7 Official Logo


The Official logo of the Association shall be:

1st amendment on 19th March, 2003

1.8 Affiliation
Glacier, HOUSE III SA, HKUSTSU is affiliated to Hong Kong University of Science and Technology Students Union and shall not apply for any other affiliation within HKUST. 1st amendment on 30th March, 2006

Section II: Membership


2.1 Full Membership a. Eligibility
1. All full time students currently registered in the Hong Kong University of Science and Technology and recognized as HOUSE III students by school-authorized body shall be eligible to apply for Full Membership of the Association. 1st amendment on 17th May, 1995 2. To be Full Members of the Association, HOUSE III students shall pay membership fees. 2nd amendment on 26th October, 1999 3. Being the Full Members of the Association, HOUSE III students shall be Full Members of Hong Kong University of Science and Technology Students Union throughout the whole session. 1st amendment on 20th November, 2001

b. Privileges
1. HOUSE III Full Members shall be entitled to be able to represent HOUSE III to join any Houses competition or activity. 2nd amendment on 20th November, 1997 2. HOUSE III Full Members shall be entitled to enjoy all the facilities of HOUSE III for

general use, to take part in all Houses activities and functions, to attend the vote at all elections and meetings conducted by the Association, and to stand for any election or hold office as an office bearer of the Association. 2nd amendment on 20th November, 1997

c. Obligation
1. 2. To follow the Constitutions of the Association. To follow the resolution(s) of the Referendum and General Meeting. 1st amendment on 13th March, 2002

2.2 Assigned Membership


2nd amendment on 1st April, 2001

a. Eligibility
All full time students currently registered in the Hong Kong University of Science and Technology and recognized as HOUSE III students by school-authorized body and do not pay the membership fee shall be the Assigned Members of the Association. 1st amendment on 31st March, 2007

b. Privileges
HOUSE III Assigned Members shall be entitled to be able to represent HOUSE III to join any Houses competition or activity. But HOUSE III Assigned Members have no right to vote at all elections and meetings conducted by the Association, or to stand for any election or hold office as an office bearer of the Association. 2nd amendment on 31st March, 2007

c. Obligation
1. 2. To follow the Constitutions of the Association. 1st amendment on 20th November, 1997 To follow the resolution(s) of the Referendum and General Meeting. 2nd amendment on 13th March, 2002 Order of b-c 1st amendment on 31st March, 2007

2.3 Associate Membership


1st amendment on 20th November, 2001

a. Eligibility
1. All full time students currently registered in the Hong Kong University of Science and Technology and recognized as HOUSE III students by school-authorized body shall be eligible to apply for Associate Membership of the Association. 2nd amendment on 31st March, 2007 2. To be the Associate Members of the Association, HOUSE III students shall pay membership fees. 2nd amendment on 3rd December, 2002

b. Privileges
1. HOUSE III Associate Members shall be entitled to be able to represent HOUSE III to join any Houses competition or activity. 2nd amendment on 3rd December, 2002 2. HOUSE III Associate Members shall be entitled to enjoy all facilities of the Association for general use and to take part in all Houses activities and functions. 1st amendment on 20th November, 2001 3. HOUSE III Associate Members shall have the rights to attend all General Meetings. But they shall have no right to vote at all elections and meetings conducted by the Association, and to stand for any election or hold office as an office bearer of the Association. 1st amendment on 20th November, 2001

c. Obligation
1. 2. To follow the Constitutions of the Association. 1st amendment on 20th November, 2001 To follow the resolution(s) of the Referendum and General Meeting. 2nd amendment on 14th March, 2002

2.4 Honorary Membership a. Eligibility


The current Residence Master, Residential Life Officer and all hall tutors of UG HALL III shall be the Honorary Members of the Association automatically. Any other person recommended by the Executive Committee shall also be eligible for Honorary Membership. 2nd amendment on 8th April, 2010

b. Privilege
HOUSE III Honorary Members shall be entitled to enjoy all the facilities of HOUSE III for general use and to take part in all Houses activities and functions. 2nd amendment on 31st March, 2007

c. Obligation
1. 2. To follow the Constitutions of the Association. To follow the resolution(s) of the Referendum and General Meeting. 1st amendment on 14th March, 2002

2.5 Life Membership a. Eligibility


All past members who have kept not less than one year as members of the Association shall be eligible to apply for Life Membership.

b. Privilege
HOUSE III Life Members shall be entitled to enjoy all facilities of the Association for general use. 1st amendment on 31st March, 2007

c. Obligation
1. 2. To follow the Constitutions of the Association. To follow the resolution(s) of the Referendum and General Meeting. 1st amendment on 14th March, 2002

2.6 Honorary Life Membership a. Eligibility


Any person recommended by the Executive Committee shall be eligible for Honorary Life Membership.

b. Privilege
HOUSE III Honorary Life Members shall be entitled to enjoy all facilities of the Association for general use. 1st amendment on 31st March, 2007

c. Obligation
1. 2. To follow the Constitutions of the Association. To follow the resolution(s) of the Referendum and General Meeting. 1st amendment on 14th March, 2002

Section III: General Meeting


3.1 Authority
a. The resolution(s) of the General Meeting shall possess the highest authority in the Association. The resolution(s) of the General Meeting can be revoked only by a subsequent General Meeting or Referendum. 1st amendment on 14th March, 2002 b. The resolution(s) of the General Meeting shall be followed by all members of the Association.

3.2 General Meeting Regulations a. Chairperson


1. 2. The Chairperson of the Association shall chair the General Meeting. In the absence of the Chairperson, the Vice-Chairperson (Internal) of the Association shall preside the General Meeting. If the Vice-Chairperson (Internal) shall be absent, the Executive Committee members present shall elect one of themselves to preside the

General Meeting. 1st amendment on 18th November, 1996 3. 4. 5. The Chairperson shall have no right to vote or second a motion. The Chairperson shall have the casting vote. The Chairperson shall have the right to permit any person who is not a Full Member of the Association to speak in the General Meeting.

b. Secretary
The Internal General Secretary of the Association shall be responsible for preparing the agenda and minutes of the General Meeting.

c. Full Members
Only Full Members shall have speaking right, the right to raise motion, to second and to vote in the General Meeting.

3.3 Voting
a. Any motion, other than the amendments to the Constitution of the Association and removal of any popularly elected office bearer of the Association, shall be recognized only if there is a simple majority (i.e. receiving more than fifty percent of the valid votes - votes collected minus void votes) voting in favor of it. 1st amendment on 14th March, 2002 b. Any motion on the amendments to the Constitution or removal of any popularly elected office bearer of the Association shall be recognized only if there is more than two-third majority voting in favor of it. 1st amendment on 14th March, 2002

3.4 Annual General Meeting a. Occurrence


An Annual General Meeting chaired by the Chairperson of the current session shall be held within the first two months in Spring Semester. The Executive Committee Members of the next session and the Chairperson and the Financial Secretary of the current session shall attend the Annual General Meeting. 1st amendment on 1st April, 2001

b. Notice
1. 2. The date of an Annual General Meeting shall be decided and announced by the Executive Committee at least five days beforehand.

Notice of an Annual General Meeting, together with the agenda of the Meeting,shall be posted at least five days beforehand.
1st amendment on 8th April, 2010

3.

Amendment(s) to the agenda shall be posted at least three days beforehand.

c. Quorum
1. 2. Not less than fifty Full Members of the Association shall form a quorum of an Annual General Meeting. If a quorum is not reached after half an hour of the time scheduled for the commencement of the Annual General Meeting, the meeting shall be adjourned to a day in the following week, and if at that meeting, a quorum is still not reached, all Full Members present there shall form a quorum.

d. Business
1. To receive and adopt the minutes of the previous Annual General Meeting together with the minutes of the Extraordinary General Meeting(s), which may have been held since the previous Annual General Meeting. 1st amendment on 14th March, 2002 2. To receive and adopt the Annual Report of the Executive Committee for the current session of the Association. 1st amendment on 1st April, 2001 3. To receive and adopt the audited Financial Report of the current session of the Association. 1st amendment on 14th March, 2002 4. 5. 6. 7. 8. To discuss and vote for any amendment to the Constitution of the Association, if any. To introduce the Executive Committee Members for the coming session. 1st amendment on 14th March, 2002 To receive and adopt the Annual Budget and the Year Plan of the Executive Committee for the coming session. To introduce the Honorary Advisor of the Association for the coming session. To discuss other business not stated on the agenda upon the consent of a simple majority voting in favor of the motion and an Extraordinary General Meeting or a Referendum shall be convened. 2nd amendment on 13th April, 2006

3.5 Extraordinary General Meeting a. Occurrence


1. 2. The Executive Committee shall have the right to convene an Extraordinary General Meeting for any purpose whenever necessary. An Extraordinary General Meeting shall also be convened by the Chairperson of the Association upon a requisition signed by not less than thirty Full Members of the Association; such a requisition shall also specify the object(s) of the proposed meeting. 1st amendment on 24th February, 1995 3. An Extraordinary General Meeting shall also be convened by the Chairperson of the

Association upon the consent of a simple majority voting in favor of the motion to discuss other business not stated on the agenda in the previous General Meeting.

b. Notice
1. Notice of an Extraordinary General Meeting, together with the agenda of the Meeting, shall be posted five days beforehand. 2.

Amendment(s) to the agenda shall be posted at least three days beforehand. 1st amendment on 8th April, 2010

c. Quorum
1. Not less than thirty Full Members of the Association shall form a quorum of an Extraordinary General Meeting. 1st amendment on 17th May, 1995 2. If a quorum is not reached after half an hour of the time scheduled for the commencement of the Extraordinary General Meeting, the meeting shall be adjourned to a day in the following week, and if at that meeting, a quorum is still not reached, all Full Members present there shall form a quorum.

d. Business
To discuss other business not stated on the agenda upon the consent of a simple majority voting in favor of the motion and an Extraordinary General Meeting or a Referendum shall be convened. 2nd amendment on 13th April, 2006

Section IV: Referendum


1st amendment on 14th March, 2002

4.1 Authority
a. The resolution(s) of a Referendum shall have the same authority as that of a General Meeting. 1st amendment on 14th March, 2002
b. The resolution(s) of a Referendum can only be revoked by a subsequent Referendum. 3rd amendment on 31st March, 2007

c.

The resolution(s) of a Referendum shall be followed by all members of the Association. 1st amendment on 14th March, 2002

4.2 Occurrence
a. A Referendum shall be held and conducted by the Chairperson of the Association upon the request of the Executive Committee. b. 1st amendment on 14th March, 2002 The Chairperson of the Association shall also conduct a Referendum if it is requested by not less than fifty Full Members of the Association. 1st amendment on 14th March, 2002

c.

A Referendum shall also be convened by the Chairperson of the Association upon the consent of a simple majority voting in favor of the motion to discuss other business not stated on the agenda in the previous General Meeting. 1st amendment on 13th April, 2006

4.3 Notice
Notice of a Referendum and the motion(s) to be voted shall be posted at least five days beforehand. 1st amendment on 14th March, 2002

4.4 Voting
a. b. c. d. A secret ballot shall be adopted. Only Full Members of the Association shall possess the rights to vote. Voting shall take place at polling station(s) which shall be open for at least twelve hours on the day of polling. Counting of votes shall be finished within forty-eight hours after the closure of voting and a provisional result shall be announced within this period. If no complaint is received, the provisional result shall then be declared to be an official result. e. f. Any complaint shall be made in writing within forty-eight hours after the announcement of the provisional result. The Executive Committee shall call for a meeting within seven days after the announcement of the provisional result to decide whether the complaint(s) received is/are to be acceptable. g. h. i. Any decision made shall be announced immediately by the Executive Committee after all the complaint(s) has/have been settled. Before the complaint(s) is/are settled, the provisional result shall not be regarded as the official result. The result of a Referendum shall be regarded as valid, provided that the number of votes cast is not less than 15% of the eligible votes from Full Members of the Association. 2nd amendment on 3rd December, 2002 j. Any resolution, other than the amendments to the Constitution of the Association and removal of any popularly elected office bearer of the Association, shall be recognized only if there is a simple majority (i.e. receiving more than fifty percent of the valid votes votes collected minus void votes) voting in favor of it. 1st amendment on 19th March, 2003 k. Any resolution on the amendments to the Constitution or removal of any popularly elected office bearer of the Association shall be recognized only if there is more than two-third majority voting in favor of it. 1st amendment on 19th March, 2003

4.5 Returning Officer


The Executive Committee shall invite a staff member from Student Affairs Office or any appropriate person who is not a Full Member of the Association to act as the Returning Officer.

Section V: Executive Committee


5.1 Composition of Executive Committee
a. 1. 2. 3. 4. 5. 6. 7. 8. 9. The Executive Committee shall comprise of the following: Chairperson Vice-Chairperson (Internal) 1st amendment on 18th November, 1996 Vice-Chairperson (External) 1st amendment on 18th November, 1996 Vice-Chairperson (Hall Affairs) 1st amendment on 18th November, 1996 Internal General Secretary External General Secretary Financial Secretary Welfare Secretary Sports Captain

10. Promotion Secretary 11. Publication Secretary 12. Hall Affairs Secretary 13. Marketing Officer 14. Information and Technology Secretary 1st amendment on 17th March, 2013 15. Public Relations Secretary 16. Internal Relations Secretary 17. Current Affairs Secretary 18. Social Secretary 19. Administration Secretary 20. Recreation Secretary Order of 1-20 1st amendment on 30th August, 2005

b. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
st

The Executive Committee shall compose of at least 11 members which includes: Chairperson Vice-Chairperson (Internal) Vice-Chairperson (External) Vice-Chairperson (Hall Affairs) Internal General Secretary External General Secretary Financial Secretary Welfare Secretary Sports Captain Promotion Secretary Publication Secretary

1 amendment on 21st November, 2007 c.

The Chairperson, the Vice-Chairpersons and the Financial Secretary shall not hold more than one position in the Association. 1st amendment on 8th April, 2010

5.2 Authorities and Responsibilities


The Executive Committee shall: 1st amendment on 14th March, 2002 a. b. c. d. e. f. Represent the Association in all matters. Have the right to appoint Sub-Committee(s) of the Executive Committee whenever deemed necessary. Have the right to interpret the Constitution of the Association. Achieve the objectives of the Association. Handle the daily affairs of the Association. Implement the resolution(s) of the Referendum and General Meeting. 1st amendment on 14th March, 2002

5.3 Duties of Individual members of Executive Committee


a. The Chairperson shall be responsible for: 1. 2. 3. b. 1. 2. c. Being a chief executive of the Association. Representing the Executive Committee in all affairs. Residing at all meetings of the Association. Assisting the Chairperson in all internal affairs of the Association. Acting as ex-office Chairperson in the absence of the Chairperson. 1st amendment on 18th November, 1996 The Vice-Chairperson (External) shall be responsible for assisting the Chairperson in all external affairs of the Association. 1st amendment on 18th November, 1996

The Vice-Chairperson (Internal) shall be responsible for:

d.

The Vice-Chairperson (Hall Affairs) shall be responsible for: 1. 2. Promoting the interest of the members who are hall residents of the Association. Assisting the formation, organization and coordination of the UG HALL III floor committees. He/ She should be a current UG HALL III resident. 3rd amendment on 14th April, 2004

e.

The Internal General Secretary shall be responsible for: 1. 2. 3. Keeping all records, except the financial reports, of the Association. Taking minutes of all General Meetings and Executive Committee Meetings of the Association. Preparing the agenda of all General Meetings and Executive Committee Meetings. Handling external duties including the preparation of the correspondence of the Association. 2. Assisting the Internal General Secretary and Vice-Chairperson (External). 1st amendment on 30th March, 2006

f.

The External General Secretary shall be responsible for: 1.

g. h. i. j.

The Financial Secretary shall be responsible for all financial matters of the Association. The Welfare Secretary shall be responsible for promoting the general welfare of the members of the Association. The Sports Captain shall be responsible for organizing sports activities of the Association. The Promotion Secretary shall be responsible for promoting the activities organized by the Association. The Hall Affairs Secretary shall be responsible for assisting the Vice-Chairperson (Hall Affairs) of the Association. He/ She should be a current UG Hall III resident. 4th amendment on 8th April, 2010

k. The Publication Secretary shall be responsible for preparing the publication of the Association. l.

m. The Marketing Officer shall be responsible for organizing the marketing activities of the Association. n. The Information and Technology Secretary shall be responsible for: 1. 2.
st

Promoting the Association in different channels on the Internet. Providing computing services to assist other Executive Committee Members.

1 amendment on 17th March, 2013 o. The Public Relations Secretary shall be responsible for: 1. 2. p. 1. 2. Handling complaints and suggestions raised by the member(s) of the Association. Improving the relations with the public. Promoting the internal cooperation of the Executive Committee. Informing other Executive Committee Members of the important information concerning the Association.

The Internal Relations Secretary shall be responsible for:

q. r. s. t.

The Current Affairs Secretary shall be responsible for promoting the interests of the members who are not hall residents of the Association. The Social Secretary shall be responsible for handling social affairs of the Association. The Administration Secretary shall be responsible for executing the administrative work of the Association. The Recreation Secretary shall be responsible for organizing recreational activities, except the sports activities, of the Association.

Order of i-t

1st amendment on 30th August, 2005

5.4 Sub-Committee
a. b. The Executive Committee shall have the authority to appoint or approve members of any Sub-Committee. The Executive Committee shall have the authority to delegate power to a Sub-Committee for any purpose.

5.5 Session of Executive Committee


The session of an Executive Committee shall commence at after an Annual General Meeting and cease after the coming Annual General Meeting.

1st amendment on 1st April, 2001

5.6 Executive Committee Meeting


a. b. The Executive Committee shall meet at least four times in each semester and at other times as it seems necessary. The Executive Committee Meeting shall be convened by the Chairperson or in his/her absence by the Vice-Chairperson (Internal). If the Vice-Chairperson (Internal) shall be absent, the Executive Committee Members present shall elect one of themselves to preside as the Chairperson. 1st amendment on 30th March, 2006 c. d. Each Executive Committee Member except the Chairperson shall be given one vote. If there is an equal number of a vote, the Chairperson shall have a casting vote. Two-third of the Executive Committee Members shall form the quorum of the meeting.

5.7 Vacation of the Executive Committee Member


1st amendment on 30th March, 2009 a. Any Executive Committee Member who wishes to resign shall inform all other Executive Committee Members and write a signed letter at least fourteen days before the effective
date of resignation. A notice concerning the resignation shall also be posted at least five days

before the effective date of resignation. 1st amendment on 8th April, 2010
b. Any Executive Committee Member, having committed any infringement of the Constitution of the Association, used the name of the Association in illegal or corrupt

acts, or been found negligent for his/her duties, may be requested by the Executive Committee to resign at an Extraordinary General Meeting. c. Any Executive Committee Member, being ineligible to apply for Full Membership of the Association, shall be removed from office.

1st amendment on 30th March, 2009


d. Should the Chairperson resign, an Extraordinary General Meeting shall be convened by the Vice-Chairperson (Internal) to elect a new Chairperson among the Executive Committee Members. 1st amendment on 18th November, 1996 e. A vacancy in the Executive Committee, other than that of the Chairperson, can be filled by any Full Member of the Association appointed by the Executive Committee. Order of c-e 1st amendment on 30th March, 2009 f. Notice concerning any change of office bearers shall be posted within five days after the effective date. 1st amendment on 8th April, 2010

5.8 Dissolution of Executive Committee


a. The Executive Committee shall have to be dissolved if:
1.

The Chairperson and the Vice-Chairperson (Internal) resign from office at the same time, or More than three Executive Committee Members resign from office at the same time. 1st amendment on 18th November, 1996

2.

b. c.

An Extraordinary General Meeting shall be convened by any remaining Executive Committee Member of the Association to discuss the follow-up arrangements. Should re-election be held it shall follow the same rules and regulations in Section VII. 1st amendment on 14th March, 2002

5.9 Provisional Executive Committee


1st amendment on 29th March, 2005 a. In the event of any vacancy of the Executive Committee, a maximum of six Full Members shall be elected by the Executive Committee of the previous session to take up the administrative work of the Association. b. The Provisional Executive Committee shall be dissolved: 1. 2. When a nominated cabinet for the Executive Committee is deemed elected during the session, or At the end of the session.

Section VI: House Representative


6.1 Duties
The House representative, who is Full Member of the Association, shall represent all Houses students in the HKUST Students Union Council. 1st amendment on 14th March, 2002

6.2 Nomination
a. The House representative shall be elected by the Executive Committee within the first month in Spring Semester. 2nd amendment on 1st April, 2001 b. The result of the election of the House representative shall be announced by the Executive Committee within 3 days. 1st amendment on 9th February, 1999 c. The position of House Representative should be eligible by one of the Executive Committee Members of the next session. 1st amendment on 1st April, 2001 d. If the Executive Committee of the next session fails to nominate the House representative before the date of Annual General Meeting, the matter shall be resolved in the Annual General Meeting. 1st amendment on 1st April, 2001

6.3 Position shift


The House Representative shall be kept vacant if that of Vertex, House II Students Association, Hong Kong University of Science and Technology Students Union in the previous session is vacant.

Section VII: Election


7.1 Purpose
The purpose of the Election is to elect the Executive Committee for the following session.

7.2 Election Board


a. The Executive Committee shall be responsible for the formation of the Election Board. 1. It should be formed at least two months before the beginning of spring semester and it will be dismissed after the coming Annual General Meeting is completed. 1st amendment on 19th March, 2003 2. It shall consist of the Chairperson, who shall act as the chairperson of the Election Board, the Financial Secretary and two Executive Committee Members of current session and two other Full Members of the Association, who shall not be the Executive Committee Members of the current session. 1st amendment on 19th March, 2003 b. Full Members who are nominated candidates of the Association shall not be the members of the Election Board.

c.

The Executive Committee shall invite a staff member from Student Affairs Office or any appropriate person who is not a Full Member of the Association to act as the Returning Officer.

d.

Duties of the Election Board 1. To conduct all the activities concerning the Election, which include counting the ballots, announcing the results of the Election and accepting or rejecting any complaint. 2. To determine the date and duration of the nomination period which shall commence at least seven days after the formation of the Election Board. 1st amendment on 31st March, 2007 3. 4. 5. To examine the eligibility of candidates and to approve or disapprove the application of candidates within three days after receiving their applications. To explain the Election Regulations and Rules in accordance with the Constitution. Election Board shall introduce a maximum amount of expenses allowed for each cabinet or candidate. 1st amendment on 19th March, 2003 Order of 3-5 1st amendment on 31st March, 2007

7.3 Nomination
a. b. Nominations shall be in form of cabinets. Each cabinet shall compose of at least eleven candidates. The permission vacancies do not include the following posts: 1st amendment on 9th February, 1999 1. 2. 3. 4. 5. 6. 7. 8. 9. Chairperson Vice-Chairperson (Internal) 1st amendment on 18th November, 1996 Vice-Chairperson (External) 1st amendment on 18th November, 1996 Vice-Chairperson (Hall Affairs) 1st amendment on 18th November, 1996 Internal General Secretary External General Secretary Financial Secretary Welfare Secretary Sports Captain

10. Promotion Secretary 11. Publication Secretary c. Order of 8-11 1st amendment on 30th August, 2005 Each cabinet shall have a name.

d. e.

No candidate can be nominated for more than one post. The cabinet shall submit their nomination in the prescribed form before the closure of the nomination period. Each candidate must be seconded by at least one Full Member who does not belong to the cabinet he/she nominates of the Association. Each form submitted shall contain the name of the cabinet, the student number of each candidate and his/her respective seconder and the respective signature of each seconder.

f.

Nomination of candidates for the posts open for Election may be made from the day of announcement of the election date to the day which is seven days before the date of the Election.

7.4 Voting
a. b. c. d. Only Full Members of the Association shall possess the rights to vote. 2nd amendment on 31st March, 2007 A secret ballot shall be adopted in the Election. Voting shall take place at polling station(s) which shall be open for at least twelve hours on the day of polling. Counting of votes shall be finished within forty-eight hours after the closure of voting and a provisional result shall be announced within this period. If no complaint is received, the provisional result shall then be declared to be an official result. e. f. g. h. Any complaint shall be made in writing within forty-eight hours after the announcement of the provisional result. The Election Board shall call for a meeting within seven days after the announcement of the provisional result to decide whether the complaint(s) received is/are to be acceptable. Before the complaint(s) is/are settled, the provisional result shall not be regarded as the official result. The result of an Election shall be regarded as valid, provided that the number of votes cast is not less than 15% of the eligible votes from Full Members of the Association. i. 2nd amendment on 31st March, 2008 In case of two or more cabinets, the cabinet shall be elected into office upon receiving the highest votes voting in favour of it. 1st amendment on 31st March, 2008 j. In case of one cabinet, the cabinet is successful upon receiving confidence votes more than non-confidence votes with valid votes (votes collected minus void votes) more than fifty percent of the eligible votes. 1st amendment on 31st March, 2008 k. An abstained vote is a vote that does not indicate confidence or non-confidence to the cabinet. An abstained vote will not be counted as "for" or "against" the cabinet. l.

Notice of the Annual Election, shall be posted at least five days beforehand. 2nd amendment on 8th April, 2010

7.5 Follow-up
a. Conditions under which Follow-up arrangements shall be made: 1. 2. 3. b. c. In case of misconduct of any proposed candidate of the cabinet, or In case of one cabinet, the cabinet is unsuccessful upon receiving the confidence votes not more than the non-confidence votes, or No nomination of the cabinet during the nomination period. An Extraordinary General Meeting shall then be convened by the Chairperson of the Association to discuss the follow-up arrangement. Should re-election be held, it shall follow the same rules and regulations in this section.

7.6 Re-election
A re-election shall be held in the event of a tie occurring in Election. If the event of tie occurring again in the re-election, then one cabinet shall be elected by a lot.

Section VIII: Finance


8.1 Financial Year
The financial period shall follow the session of the Association for the year ended 25th February. 1st amendment on 22nd August, 2004

8.2 Budget
a.
At the beginning of each financial period, a financial budget shall be prepared and presented by the Financial Secretary for the following session in the Annual General Meeting for adoption.

1st amendment on 18th March, 2004 b. The budget proposed shall include the revision of the membership, if any.

8.3 Financial Report


At the end of each financial period, a financial report including an audited balance sheet and other financial statements shall be prepared and presented by the Financial Secretary in the following Annual General Meeting for adoption.

8.4 Membership Fee


All membership fee once received shall not be refundable.

8.5 Honorary Auditor


An Honorary Auditor of the Association shall be invited by the Executive Committee. The Honorary Auditor shall audit the balance sheet and other financial statements of the Association and will be eligible for re-appointed.

8.6 Auditing
The Financial Secretary of the Association shall submit the Financial Report to the Honorary Auditor at least seven days before the Annual General Meeting for auditing purpose.

8.7 Bank Accounts


All bank accounts of the Association shall be operated by the Chairperson and the Financial Secretary for the current session. In case of the vacancy of the Executive Committee, all bank accounts of the Association shall be monitored by the current Residence Master of UG HALL III. 2nd amendment on 8th April, 2010

8.8 Loans
The Association shall not apply or accept any loans outsides Hong Kong University of Science and Technology Students Union.

1st amendment on 30th March, 2009

Section IX: Constitution


9.1 Amendment
a. The Constitution shall not be amended except by a motion carried at a General Meeting or Referendum. Notice of the proposed amendments shall be posted three days before the General Meeting or Referendum. 1st amendment on 14th March, 2002 b. Notice of amendments shall be posted within three days upon the resolution(s) of the General Meeting or Referendum.

2nd amendment on 8th April, 2010


Order of a-b 1st amendment on 30th March, 2009

9.2 Interpretation
The interpretation of this Constitution shall rest with the Executive Committee of the Association unless revoked by a motion carried in a General Meeting or Referendum.

Section X: Dissolution of the Association


10.1 Dissolution
The Association may only be dissolved by a resolution passed by more than seventy-five percent of the Full Members present at a General Meeting or more than seventy-five percent of valid votes supporting the dissolution at a Referendum. Upon dissolution, the Executive Committee is required to announce a full report stating clearly the current financial position of the Association within thirty days. An Extraordinary General Meeting shall be convened to discuss the arrangement of the remaining net assets, if any. 1st amendment on 14th March, 2002

10.2 Notice
Notice of dissolution shall be posted in the Official Notice Area within twenty-four hours for not less than seven consecutive days. 1st amendment on 29th March, 2005