Constitution

The Hong Kong Paediatrics
Haematology and Oncology Study Group

Constitution
(Amended in May-2008)

  1. Name
    The name of the Study Group shall be THE HONG KONG PAEDIATRIC HAEMATOLOGY AND ONCOLOGY STUDY GROUP (HKPHOSG)

  2. Address
    The registered address of the Study Group shall be c/o Department of Paediatrics, Prince of Wales Hospital, Shatin, Hong Kong

  3. Objects
    1. To advance the interest in the knowledge of haematology and oncology in children
    2. To endeavor to improve the standard of care of children suffering from blood diseases and cancer
    3. To promote child health in relation to haematology and oncology problems

     

  4. The Study Group shall for the purpose of attending to the main objectives, have the powers:
    1. To organize scientific and social meetings in order to encourage interchange if ideas and to stimulate co-operation in management, control and the treatment of blood diseases and cancer in children.
    2. To establish, promote or assist in establishing, promoting, subscribe to, or become a member of any other association or societies whose objects are similar or in part similar to the object of the Study Group, or the establishment of promotion of which may be beneficial to the Study Group.
    3. To arrange for individuals of other organizations to sponsor the activities of the Study Group.
    4. To raise funds for the promotion, development and publications of the aims and functions of the Study Group which funds may also be used to set off any expenses incurred in the general running of the Study Group.
    5. To initiate, promote and manage courses and to award certificates and/or diplomas in respect there of.
    6. To promote and establish any activity or activities of special or particular interest to members of the Study Group and for such purpose to establish and maintain committees and/or special interest groups for the administration there of.
    7. To do other things that are incidental or conducive to the attainment of the object of the Study Group or all such other thing or things that the Council may in its sole discretion deem fit of beneficial to the Study Group.
    8. To provide a means of liaison with persons or organizations involved in the treatment of Paediatrics Haematology and oncology diseases in other parts of the world.

     

  5. The Study Group shall comprise Full, Associate, Life full, Life associate and Honorary Members :

    1. Full members
      Any medical practitioner normally residing in Hong Kong who has interest in haematology and oncology in children shall be eligible for application to be admitted as a full member of the Study Group. All applications for full membership are subject to approval by the Council. Full members have voting rights and are eligible for election to office.

    2. Associate members
      Any person who is involved in the care of children suffering form haematology and oncology diseases but is not qualified to be registered as a medical practitioner or not normally residing in Hong Kong, shall be eligible for application to be admitted as an associate member of the Study Group. All applications are subject to approval by the Council. Associate members shall have no voting rights and shall not be eligible for election to office.

    3. Life full members
      Any paid up full member of five consecutive years may apply for life full membership. Life full members have the same rights as those of the full members.

    4. Life associate members
      Any paid up associate member of five consecutive years may apply for life associate membership. Life associate members do not have voting rights and are not eligible for election to office.

    5. Honorary Members
      The Council may recommend at the Annual General Meeting distinguished persons in the field of Haematology and/or Oncology or persons who have in the opinion of the Council made great contributions to the Study Group to be honorary members. Honorary members shall have no voting rights and shall not be eligible for elections to the office.

     

  6. Applications for admission to be a full member or an associate member must be made in writing, addressed tot he Honorary Secretary and shall be in such form as the Council shall decide from time to time.

  7. The Council shall have absolute discretion in accepting or refusing any applicant for full associate membership. However, the Council shall not consider the race, color, gender or creed of any applicant. In the even of a refusal the Council shall not be required to give any reasons therefor.

  8. The council shall have the power to suspend or terminate the membership of anyone who fails to abide by the Articles of the Study Group or who has ceased to become eligible for membership as prescribed in Article 5(a) and 5(b) of the Articles of the Study Group or any members whose continued membership is determined by the Council to be detrimental to the Study Group.

General Meeting

  1. The first General meeting of the Study Group shall be held at such time not being less than one month nor more than 12 months after the incorporation of the Study Group, and at such places, as the Council shall decide.

  2. The above General Meeting shall be called " Ordinary General Meeting"; all other General meetings (other than the annual General Meeting) shall be called "Extraordinary General Meeting".

    1. The Annual General Meeting shall be held yearly within 3 months from the end of the previous financial year.
    2. The financial year shall be from the first day of January to the thirty-first day of December of the same year.

     

  3. The Council may whenever think fit, convened an Extraordinary General Meeting. An Extraordinary General Meeting shall also be convened on the written requisition of at lease 5 or more Full Members, or the number of Full Members together constituting 10% of the Full Members of the Study Group, which ever shall be the more.

Notice of General Meetings

  1. Full Members shall be given 14 days notice at the least (exclusive of the day at which the notice is served or deemed to be served, but inclusive of the day for which notice is given) specifying the place, the date and the time of meeting and in the case of special business, and nature of that business shall be given to such persons as are, under the regulations of the Study Group, entitled to receive such notices from the Study Group; But with the consent of all the members present at that particular meeting, that meeting may be convened by such shorter notice and in such manner as those members may think fit.

  2. The accidental omission to give notice of a meeting to, or the non-receipt of notice of a meeting by, any member shall not invalidate the proceedings at any meeting.

Proceedings at General Meetings

  1. All business shall be deemed special that is transacted at any Extraordinary Meeting, and all that is transacted at an Ordinary Meeting, with the exception of the consideration of the accounts, balance sheets and the ordinary report of the Council and the election of the Council in the place of those retiring and appointment of the Honorary Auditor.

  2. No business shall be transacted at any General Meeting unless a quorum of members is present at the time when the meeting proceeds to business; save as herein otherwise provided, six Full Member or 10% of the Full Members of the Study Group, which is the more, personally present shall be quorum.

  3. If within half an hour from the time appointed for the meeting a quorum is not present, the meeting if convened upon the requisition of members, shall be dissolved; And in any other case it shall adjourned to the same day in the next two weeks, at the time and place to be notified not less that 7 days before the meeting, and if at adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting and the member present shall be quorum.

  4. The Chairman of the Study Group shall preside as chairman at every General Meeting of the Study Group.

  5. If the Chairman is not present within 15 minutes after the time appointed for the holding of the meeting, the Vice-Chairman of the Study Group shall preside as Chairman of the meeting. If both the Chairman and the Vice-Chairman of the Study Group are not present within 15 minutes, the Council may elect a Council member present to be the Chairman of the meeting. The Chairman may, with the consent of any meeting at which a quorum is present (and shall if so directed by the meeting), adjourn the meeting from time to time and from place to place, no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

  6. At any General Meeting a resolution put to the vote of the members present shall be decided on a show of hands.

  7. In the case of an equality of votes, the Chairman of the meeting, at which the show of hands take place, shall be entitled to a second or casting vote.

  8. Save as hereinafter provided every full member shall have one vote.

  9. Only "Full Member" may vote at either the Ordinary General Meeting or Extraordinary General Meetings of the Study Group.

  10. The Council shall have the power to permit the use of voting by proxy at any General Meeting including the Annual General Meeting, in the accordance with such rules and regulations governing the use of voting by proxy as the Council may impose from time to time.

The Council

    1. The business of the Study Group shall be managed by the Council, who may pay all expenses incurred in setting up and registering the Study Group and may exercise all such powers of the Study Group as are authorized by these articles.
    2. The Council of the Study Group shall consist of the Officers and two to four full members elected at the Annual General Meeting. Vacancies occurring during the year may be filled by a majority vote of the Council.
    3. At all Council meetings of the Study Group four Council members personally present shall form a quorum. At any vote of the Council, in the event of a tie, the Chairman shall have the casting vote.
    4. The Council shall be responsible for organizing the scientific and social program and transacting all business of the Study Group in pursuance of its objects.
    5. The Council may from time to time appoint Members to form committees for specific functions. Such committees shall be dissolved by the Council on completion of this function.
    6. Each Council member's term of office shall be one year and retiring Council members shall be eligible for re-election. However, each Officer's term of office shall not be more than 2 consecutive years. Two members of the Council shall sever for the following year to ensure continuity. At their last Council Meeting, the retiring Council shall appoint these two members, one of whom shall normally be the outgoing Chairman.

     

    1. The Officers of the Study Group shall consist of a Chairman, a Vice-Chairman, and Honorary Secretary and an Honorary Treasurer, elected once a year at the Annual General Meeting. Vacancies arising at other times shall be filled by election by members of the Council from the Council.
    2. The Chairman shall preside at Council and all meetings of the Study Group and shall normally be spokesman of the Study Group.
    3. The Honorary Secretary shall be responsible for all correspondence of the Study Group and shall keep records or minutes of all meetings. He shall keep a register of all members and an inventory of the assets of the Study Group.
    4. The Honorary Treasurer shall be responsible for the funds of the Study Group and shall be present a financial report at the Annual General Meeting. This report shall be audited by the honorary auditor appointed annually at the Annual General Meeting.
    5. The Council shall from time to time determine the representative of the Study Group in dealing with outside bodies.
    6. Only Full Members are eligible to become officers of the Study Group.

     

  1. The Council shall have the power to invite any person of distinction as Patron or Advisor of the Study Group.

  2. The Council shall cause minutes to be made in books provided for the purpose:
    1. of all appointments of officers made by the Council.
    2. of the names of the Council members present at each meeting of the Council and of any committee of such Council.
    3. Of all resolutions and proceedings at all meetings of the Study Group and of the Council, and of committees.

     

  3. The Honorary Secretary or Treasurer shall receive all subscription, donations and all other money coming to the Study Group and the receipt of the Honorary Treasurer shall be the only sufficient discharge and shall pay into a bank account to be named by the Council all moneys to be received. All cheques shall be signed by two of the three Council Members selected for this purpose. One of these three Council Members shall be the Honorary Treasurer.

  4. All diplomas are to be signed by the Chairman and the Honorary Secretary.

Proceedings of the Council

  1. Member of the Council shall be elected in accordance with Article (26).

  2. Council meetings shall be held at least once every three months, a quorum shall consist of four member of the Council.

  3. Subject as aforesaid Council Meetings shall be convened either at the request of two members of the Council of at the discretion of the Chairman of the Study Group by giving prior notice in writing to all the members of the Council 24 hours before the meeting.

  4. The Chairman of Study Group shall preside as Chairman at every meeting of the Council but if at any meeting the Chairman of the Study Group is not present within 15 minutes after the time appointed for holding the same, the Vice-Chairman of the Study Group shall preside as Chairman. If both Chairman and Vice-Chairman of the Study Group are not present within 15 minutes, the members present may choose one of their members to be Chairman of the meeting.

  5. The Council may delegate any of their power to committees consisting of such member or members of the Study Group as they think fit; any committee so formed shall in the exercise of the powers so delegated, conformed to any regulations that may be imposed on them by the Council.

  6. A committee may elect a chairman of its meetings; if no such chairman is elected, or if at any meeting the chairman is not present within 15 minutes after the time appointed for holding the same, the members present may choose one of their members to be chairman of the meeting.

  7. A committee may meet and adjourn, as it thinks proper. Questions arising at any meeting shall be determined by majority of votes of the members present, and in case of an equality of votes, the chairman shall have a second or casting vote. The decision of the committee on any matter shall only be by way of recommendation and shall have no effect until it has been sanctioned by a resolution of the Council.

The Seal

  1. The Study Group shall have a seal in form as approved by the Council.

Accounts

  1. The Council shall cause proper books of accounts to be kept with respect to :
    All sums of money received and expended by the Study Group and the matter in respect of which the receipt and expenditure take place; and the assets and liabilities of the Study Group.

  2. The books of accounts shall be kept by the Honorary Treasurer and shall always be opened to the inspection of the members of the Council.

  3. The Council shall from time to time cause to prepared and to be laid before the Study Group in General Meeting such income and expenditure accounts, balance sheets and reports as are referred to in that section.

  4. A copy of every balance sheet (including every document required by law to be annexed thereto) which is to be laid before the Study Group in General Meeting together with a copy of the auditor's report shall not less that seven days before the date of the meeting be sent to all persons entitled to receive notices of general meetings of the Study Group.

  5. The income and property of the Study Group, where so ever derived, shall be applied solely towards the promotion of the objects of the Study Group as stated in Article 3 and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus, or otherwise how so ever by way of profit, to the Members of the Study Group.

Amendments to the Constitution

  1. Amendments to the Constitution must be proposed to the Council who shall submit them at the next Annual General Meeting or at an Extraordinary General Meeting called for this purpose. 14 days' notice in writing must be given of the proposed changes and amendments can only be passed by 2/3 majority of those present. All amendments to the Constitution are subject to approval by the Register of Societies.

Dissolution of the Study Group

  1. The Study Group may be dissolved at an Extraordinary General Meeting called for the purpose. Members must be notified by registered mail at least 14 days prior to the meeting. The decision at the meeting must be endorsed by at least 2/3 of the Members of the Study Group present at such meeting.

  2. If upon the winding up of the Study Group there remains, after all dept and liabilities have been paid, any assets or property for disposal, the same shall be distributed to recognized or registered charitable organizations for the benefit of the children of Hong Kong. Such organizations and the amounts they shall receive shall be as suggested by the Council.

Liability of Members

  1. The members of the Council of the Study Group for the time being when any financial or monetary deficit or loss shall have been incurred or arisen due to gross negligence and/or gross mismanagement of the affairs of the Study Group shall be jointly and severally liable to make good such loss or liability. Full and Associate member of the Study Group shall not be responsible or liable.

Bye-Laws

  1. Subscription can only be changed at the General Meeting :
    1. The entrance fee and annual subscription fee for a Full Member shall each for the time being be $100.00.
    2. The entrance fee and annual subscription for an Associate Member shall each for the time being be $50.00.
    3. Life full members pay a one-off fee of $1000.00.
    4. Life associate members pay a one-off fee of $500.00.
    5. Honorary members shall pay no subscription fee.

     

  2. Each year the Honorary Treasurer will send a maximum of two notices by ordinary mail to a Full or Associate Member who will then be required to fulfill payment within two weeks. Failure to fulfill payment for two consecutive years will results in the removal of the person's name from the membership list, and re-entry into the Study Group will be treated as a new application, subject to consideration and approval by the Council.

  3. A member may resign by notice in writing to the Honorary Secretary but he shall be liable for payment of his subscription of the current year in which he resigns.