Constitution of The Marketing Students' Society, HKUSTSU
CHAPTER I GENERAL
CHAPTER II MEMBERSHIP
CHAPTER III ADVISORS
CHAPTER IV GENERAL MEETINGS
CHAPTER V REFERENDA
CHAPTER VI ORGANIZATION
CHAPTER VII ELECTION
CHAPTER VIII RESIGNATION AND VACANCIES
CHAPTER IX FINANCE
CHAPTER X CONSTITUTION
CHAPTER I GENERAL
Article 1 The Name of the Society
The full name of the Society shall be The Marketing Students' Society, the Hong
Kong University of Science and Technology, Student Union; hereinafter referred to as
"the Society" and in short, MKSS, HKUSTSU.
The full name of the Society in Chinese shall be “香港科技大學學生會-巿場學系
學生會”.
The Society shall affiliate to the Hong Kong University of Science and Technology
Students'Union and shall not apply for any other affiliations within HKUST.
Article 2 Official Language
The official languages of the Society shall be English and Chinese, enjoying equal
status. Either of the two languages may be used in any formal meetings and functions.
In case of discrepancies, unless otherwise specified, the English version shall be
referred to.
Article 3 Objectives
To promote the interests of its members in the field of marketing.
To cultivate a sense of belonging within the Department.
To develop good relationships with other clubs, societies and organizations inside and
outside the University in academic, social and cultural aspects.
To promote the general welfare and privileges of its members.
To develop good relationships among members.
Chapter II MEMBERSHIP
ARTICLE 1 FULL MEMBERSHIP
1. Eligibility
All full-time undergraduates and postgraduates currently registered as a Full Member
of Student Union, HKUST shall be eligible to apply Membership of the Society.
All full-time undergraduates and postgraduates currently registered in the Department
of Marketing of the Hong Kong University of Science and Technology shall be
eligible to apply Full Membership of the Society on payment of the prescribed fee;
All full-time year one undergraduate currently registered in the School of Business
and Management of the Hong Kong University of Science and Technology shall be
eligible to apply Full Membership of the Society on payment of the prescribed fee.
2. Privilege
To use all facilities provided by the Society;
To attend activities and functions arranged by the Society;
To be eligible for membership of Sub-organizations of the Society;
To have the right to vote;
To have the right to nominate, to second and to be nominated for Election;
To have the speaking right in any General Meeting.
3. Obligation
To follow the resolution(s) of General Meeting;
To follow the constitution of the Society
4. Any person being ineligible for the Full membership of the Society under this
article may be admitted as an Associate member under the prior approval of the
Executive Committee of the Society and on payment of the prescribed fee.
Article 2 Associate Membership
1. Eligibility
All part-time students currently registered in the Department of Marketing of the
Hong Kong University of Science and Technology shall be eligible for applying
associate memberships of the Society on payment of the prescribed fee;
All graduates of the Department of Marketing of the Hong Kong University of
Science and Technology shall be eligible for applying associate membership of the
Society on payment of the prescribed fee;
All students of other Departments of the Hong Kong University of Science and
Technology shall be eligible for applying associate membership of the Society; except
year one undergraduates on payment of the prescribed fee;
All staff of the Hong Kong University of Science and Technology shall be eligible for
applying associate membership of the Society on payment of the prescribed fee.
2. Privilege
To make use of all activities and facilities provided by the Society;
To attend activities and functions arranged by the Society;
To have the speaking right in any General Meeting;
To be eligible for membership of Sub-organizations of the Society.
3. Obligation
To follow the resolution(s) of the General Meeting;
To follow the constitution of the Society.
Article 3 Honorary Membership
1. Eligibility
Any person recommended by the Executive Committee shall be eligible for honorary
membership on payment of the prescribed fee.
2. Privilege
To use all facilities provided by the Society;
To attend all activities and functions arranged by the Society;
To have the speaking right in any General Meeting.
3. Obligation
To follow the constitution of the Society.
CHAPTER III ADVISORS
Any person who may contribute to the Society and is recommended by the Executive
Committee of the Society may be invited to be an advisor of the Society.
CHAPTER IV GENERAL MEETINGS
General Meetings here shall comprise the Annual General Meeting and the
Extraordinary General Meeting.
Article 1 Authority
The resolution(s) of a General Meeting shall possess the highest authority in the
Society. The resolution(s) of a General Meeting can be revoked only by a subsequent
General Meeting or Referendum.
The resolution(s) of a General Meeting shall be followed by all members of the
Society.
Article 2 President
1. The chair of all General Meetings shall be taken by the President of the Society.
2. In the absence of the President, the internal vice-president shall then conduct the
General Meetings.
3. The president shall prepare the agenda of all General Meetings under the
instruction of the Executive Committee.
4. The president shall have the right to second but no right to raise a motion or to vote.
5. The president shall have the casing vote
Article 3 General Secretary
The General Secretary of the Society shall be responsible for taking notes and minutes
of all General Meetings.
Article 4 Quorum
Twenty percent or twenty-five of the Full Members of the Society (whichever is
greater) shall form a quorum of a General Meeting.
Article 5
Notice of all General Meetings, together with the agenda shall be posted at least 7
clear days beforehand.
Article 6 Postponement
1. A General Meeting shall be postponed if the quorum is not reached provided that
there is thirty minutes of waiting period.
2. Another General Meeting shall be convened within 10 days after the failure of the
first one. Notice and agenda concerned shall be posted at least 3 clear days
beforehand. If at that meeting, a quorum is still not reached, all Full Members present
there shall form a quorum.
Article 7 Voting
Any motion to be voted in any General Meeting would be recognized only if there is a
simple majority, i.e. receiving at least 50% of the valid votes, voting in favour with
the motion.
Any other business i.e. AOB in short not specified in the agenda of the meeting would
be proposed only if there is a simple majority, i.e. receiving at least 50% of the valid
votes, voting in favour with the motion.
Any motion on the amendments to the Constitution of the Society shall be recognized
only if there is at least 75% of the valid votes, voting in favour of it.
Article 8 Annual General Meeting
1. Occurrence
An Annual General Meeting shall be held within 2 weeks after the election of the new
Executive Committee.
2. Business
To receive and adopt the minutes of the previous Annual General Meeting together
with the minutes of all Extraordinary General Meetings, which may have held since
the previous Annual General Meeting;
To receive and adopt the annual report of the General Secretary for the current session
of the Society;
To receive and adopt the financial report including an audited financial statement and
a balance sheet of the Financial Secretary of the current session of the Society;
To introduce and inaugurate the Executive Committee of the next session;
To pass and approve or amend the year plan and financial budget of the Executive
Committee of the next session;
To pass amendments to the Constitution, if any;
To discuss any other business (AOB) specified in the agenda of the meeting by the
executive committee. If there is any other business (AOB) proposed during the
meeting, it should not be discussed in the current meeting and an Extraordinary
General Meeting should be convened.
Article 9 Extraordinary General Meeting
The Executive Committee shall have the right to convene an Extraordinary General
Meeting for any purpose whenever necessary.
If there is a requisition signed by not less than ten percent or twenty-five(whichever is
greater) of the Full Members of the Society, an Extraordinary General Meeting shall
be convened by the President within two weeks after the requisition.
Any other business (AOB) not specified on the agenda shall not be discussed in any
Extraordinary General Meeting.
Any other business (AOB) not specified on the agenda should be proposed unless
consent of at least two-third of the Full Members present there prevails.
An Extraordinary General Meeting should be convened to discuss any other business
(AOB) proposed from the previous Annual General Meeting or Extraordinary General
Meeting.
CHAPTER V REFERENDA
Article 1 Authority
1. The resolution(s) of a Referendum shall have equal authority as that of a General
Meeting.
2. The resolution(s ) of Referendum can only be revoked by subsequent general
meeting.
Article 2 Referendum
A Referendum shall be held and conducted by the President of the Society at the
request of the Executive Committee or not less than twenty percent of fifty(whichever
is greater) of the Full Members of the Society.
Article 3 Notice
Notice of a Referendum and the motion(s) to be voted shall be posted at least seven
clear days beforehand by the President under the instruction of the Executive
Committee.
Article 4 Voting
Only Full Members shall possess the right to vote
Voting shall take place at polling station(s) which shall open for eight consecutive
hours, form 10:00a.m. to 6:00p.m., on the day of polling.
Counting of votes shall be finished within twenty-four hours after the closure of
voting and a provisional result shall be announced within this period. If no complaint
is received within the following forty-eight hours, the provisional result shall then be
declared to be an official result.
The Executive committee shall call for a meeting within three days after the closure of
polling to decide whether the complaint(s) received is/are to be acceptable.
Any decisions 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
vote cast is not less than one-half of the Full Members of the Society except in cases
of dissolution of the Society or dissolution of the existing Executive Committee.
CHAPTER VI ORGANIZATION
Article 1 Executive Committee
1. Composition
The Executive Committee shall comprise the followings:
- a President
- an Internal vice-president
- an External vice-president
- a General Secretary
- a Financial Secretary
- a Welfare Secretary
- an Academic Secretary
- a Recreational Secretary
- a Publication Secretary
- a Promotion Secretary
- a Marketing Secretary
2. No members of the Committee shall take more than one post.
Article 2 Authorities and Responsibilities
1. The Executive Committee shall:
Represent the Society in all matters;
Have the right to appoint Sub-Committees of the Executive Committee whenever
deemed necessary;
Have the right to interpret the Constitution of the Society;
Achieve the objectives of the Society;
Handle the daily affairs of the Society:
Implement the resolutions of General Meeting and Referenda.
Article 3 Duties of Individual Members of the Executive Committee
1. The President shall
Be the Chief Executive of the Society;
Represent the Executive Committee in all affairs;
Preside at all meetings of the Society;
Prepare the agenda of all General Meetings under the instruction of the Executive
Committee.
2. The Internal vice-president shall
Assist the Presidents in all internal affairs of the Society;
Act as Ex-officio President in the absence of the President.
3. The External vice-president shall
Assist the President in all external affairs of the Society.
4. The General Secretary shall
Keep all records, apart from the financial reports, of the Society;
Take minutes of all meetings of the Society;
Prepare the agenda of all Executive Committee meetings.
5. The Financial Secretary shall
Be responsible for all financial matters of the Society.
6. The Welfare Secretary shall
Be responsible for all affairs concerning the general welfare of members of the
Society;
Handle complaints and suggestions of the members of the Society.
7. The Academic Secretary shall
Be responsible for all the academic activities.
8. The Recreational Secretary shall
Be responsible for all sports and recreational activities.
9. The Publication Secretary shall
Be responsible for all publications of the Society.
10. The Promotion Secretary shall
Be responsible for promoting all functions of the Society.
11. The Marketing Secretary shall
Be responsible for the marking the sponsors for all functions of the Society.
Article 4 Sub-committee
1. The Executive Committee shall have the authority to appoint or approve members
of any Sub-committee.
2. The Executive Committee shall have the authority to delegate power to a
Sub-committee for any purpose.
Article 5 Executive Committee Meetings
1. The President shall have the right to convene a committee meeting for any purpose
whenever deemed necessary.
2. Each committee member, other than the President, shall have one vote. Whenever
an equal number of votes is cast, the President shall have a casting vote.
3. The Presidents shall convene a committee meeting shall upon the requisition signed
by at least three Executive Committee members.
4. Two-third of the Executive Committee members shall form a quorum of committee
meeting.
Article 6 Session of Executive Committee
The session of an Executive Committee shall commence at an Annual General
Meeting and cease at the coming Annual General Meeting.
Article 7 Dissolution of Executive Committee
1. The whole committee shall be dissolved if there are more than four vacancies
simultaneously existing in the committee including the President, the vice-presidents
for more than 14 clear days.
2. An Extraordinary General Meeting shall be convened by any remaining Executive
Committee Members of the Society to discuss the following arrangement.
3. Should re-election be hold it shall follow the same rules and regulations in Section
VII.
CHAPTER VII ELECTION
Article1 Election Board
1. The Executive Committee shall be responsible for the formation of the Election
Board.
2. The Election Board shall be formed at least 4 weeks before the end of the Fall
Semester
3. Full Members of the Society shall not be the members of the Election Board.
4. The Election Board shall comprise at least five members, including a President of
the Board, recognized by the Executive Committee
5. Duties of the Election Board
To set up a schedule for at least one month before the election with the approval of the
Executive Committee consisting of the following items:
(a) Duration of the nomination of full cabinet(s)
(b) Date for the announcement of the final list of cabinet(s)
(c) Period for the cabinet promotion
(d) Period for voting
To conduct and monitor all the activities concerning the Election;
To invite a returning officer from University staff to supervise the Election Board;
To explain the election regulations and rules in accordance with the Constitution.
Article 2 Eligibility of Cabinet
1. The nominated cabinet(s) shall be composed of the following 11 posts:
- a President
- an Internal vice-president
- an External vice-president
- a General Secretary
- a Financial Secretary
- a Welfare Secretary
- an Academic Secretary
- a Recreational Secretary
- a Publication Secretary
- a Promotion Secretary
- a Marketing Secretary
2. All candidates of the nominate cabinet(s) shall be full members of the society.
3. One-third of the Executive Committees in their second year of study should be
registered tin the Department of Marketing of the Hong Kong University of Science
and Technology.
4. No candidate shall be nominated in the election for more than one post in any
cabinet.
Article 3 Nomination
1. The nomination period shall be held before the end of the Fall Semester.
2. Each cabinet shall submit its nomination in the prescribed form before the closure
of the nomination period.
3. Nominations shall be seconded by at least five Full Members of the Society
excluding the candidates themselves.
4. In case there is no nomination of full cabinet after the deadline of the nomination
period, nomination of incomplete cabinet(s) shall be Full Members of the Society.
5. Incomplete cabinet shall be composed of at least five committee members
including a President, an internal vice-president, an External vice-president, a General
Secretary and a Financial Secretary.
Article 4 Voting
1. Voting shall be held in or before March.
2. Only Full Members of the Society shall have the right to vote.
3. Fifty percent of the Full Members of the Society shall form a quorum.
4. The method of voting shall follow the regulations of the Referendum.
5. Voting shall be conducted by secret ballot.
6. The Cabinet is successful upon:
If there is only one cabinet running for the election, the Cabinet is successful upon
receiving a simple majority of confidence over non-confidence votes;
If there are two or more cabinets running for the election the successful cabinet will
be the one receiving the greatest number of votes.
7. The provisional and official results of the election shall be announced by the
Election Board within 24 and 72 hours after the closure of the voting respectively.
Article 5 Re-election
1. Conditions under which a re-election shall be held:
The election fails to generate a new Executive Committee;
The Executive Committee dissolve.
2. Re-election, if any, shall be held before the notice of the following Annual General
Meeting.
3. Re-election shall follow the same rules and regulations of election.
4. The Executive Committee shall be responsible for the arrangement of a re-election.
Article 6 Complaints and Appeals
1. All complaints and appeals shall be supported by evidence and duly signed.
2. No complaint or appeal shall be entertained unless it is directed to the Election
Board in writing within 48 hours after the closure of the voting.
3. All adjudication concerning complaints and appeals shall rest on the Election
Board.
4. Any complaint or appeal should be seconded by at least five Full Members of the
Society and each case will be charged for $100. The charges will be refunded if the
appeal is valid. And the charges will be transferred to the account of the Society if it is
invalid.
CHAPTER VIII RESIGNATION AND VACANCIES
Article 1
Should the President is resigned, and Extraordinary General Meeting shall be
convened by the Internal vice-president concerning the re-election of a President. In
the absence of both the Internal and External vice-president, an Extraordinary General
Meeting shall be held and chaired by any Full Member of the Society appointed by
the Executive Committee.
Article 2
Any Executive Committee member who wish to resign shall inform the committee
and all other members of the Society at least 14 days beforehand by writing a signed
letter and a notice concerning this matter shall also be posted.
Article 3
Any committee member, having committed any infringement of the constitution of
the Society, used the name of the Society in illegal or corruptive acts, been found for
negligence of duties, may be demanded by the Executive Committee to resign at an
Extraordinary General Meeting.
Article 4
A vacancy in the Executive Committee, other than that of the President, can be filled
by any Full Member of the Society appointed by the committee.
CHAPTER IX FINANCE
Article 1
Financial Year The financial year shall follow the session of the current Executive
Committee.
Article 2 Expenditure
1. The balance and proceeds of the last financial year, the membership fee and the
donation of the current financial year shall be spent on the activities and functions of
the Society.
2. All expenditure of the Society shall be approved and signed by both the President
and the Financial Secretary.
Article 3 Budget
1. At the beginning of each financial year, a financial budget shall be prepared and
presented by the Financial Secretary in the Annual General Meeting for adoption.
2. The budget proposed shall include the revision of membership fee, if any.
Article 4 Financial Report
At the end of each financial year, a financial report shall be prepared and presented by
the Financial Secretary in the following Annual General Meeting for adoption.
Article 5 Membership Fee
1. All Full Members and Associate Members shall subscribe a lump-sum membership
fee at their first registrations before being entitled membership for the whole course.
2. Any revision of the membership fee shall be proposed in the Annual General
Meetings.
3. No membership fee is refundable.
Article 6 Loans
If the Society has financial difficulties, the President and the Financial Secretary,
under the instruction of the Executive Committee, may borrow money from any entity
on behalf of the Society after approved in a General Meeting concerning such a
matter.
Article 7 Bank Accounts
The Society may open a current account and/or a saving in any government approved
financial institutions with the name of the Society, provided that money can be
withdrawn only with two signatures out of three authorized signatures including those
of the President, the Financial Secretary or an appointed Executive Committee
member.
CHAPTER X CONSTITUTION
Article 1
Amendment, if any, to the Constitution of the Society shall be made only in a General
Meeting.
Article 2
The Executive Committee shall have the sole right to interpret the Constitution.
CHAPTER XI DISSOLUTION OF THE SOCIETY
Article 1
A General Meeting shall be convened by the Executive Committee to discuss the
matter concerning the dissolution of the Society, if necessary.
Article 2
The Society will dissolute only if the matter is agreed by more than eighty percent of
the Full Members.
Article 3
Upon dissolution, the Executive Committee is required to submit and distribute to all
members a full report stating clearly the current financial position of the Society and
the effect of the dissolution on the Society within one calendar month. Any remaining
net assets and liability of the Society shall be discussed in General Meeting.