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IRSE(HK) Document No.: 01

By-Laws for IRSE Hong Kong Section

1. Terms of Reference

1.1 The name of the Section is the “Institution of Railway Signal Engineers Hong Kong (or “IRSE Hong Kong Section” or “IRSE(HK)” in short)”.

1.2 The Registered Office of the IRSE Hong Kong Section is 10/F MTR Headquarters Building, Telford Plaza, Kowloon Bay, Hong Kong.

1.3 The Objectives of forming the IRSE Hong Kong Section are:

1.3.1 To promote and advance the practices of railway signalling, control and telecommunications engineering in the territories and neighbouring cities.

1.3.2 To facilitate railway signalling knowledge and experience sharing, training and development, and to advance the interests of the profession for members and those engaged therein.

1.3.3 To support exploration of new technology applications in innovative railway signalling, control and telecommunications engineering and asset management.

1.3.4 To provide local support and service to members of the IRSE, and to maintain connections with professional institutions, academics, railway industrial practitioners and manufacturers.

2. Constitution

2.1 The IRSE Hong Kong Section shall have and shall be governed by a local committee named the IRSE Hong Kong Section Committee (hereinafter the Committee) which shall be responsible to and under the direction of the Institution of Railway Signal Engineers in United Kingdom.

2.2 The Committee consists of members of the Institution elected by the members registered under IRSE Hong Kong Section.

2.3 The Committee shall consist of a Chairman, one to three Vice Chairmen, a General Secretary, an Honorable Treasurer and from twelve to twenty-four Committee Members.

3. Members

3.1 The members of the IRSE Hong Kong Section should be current members of IRSE(UK) residing in Hong Kong or neighbouring cities.

3.2 All members of IRSE Hong Kong Section shall observe and shall be bound by the Section’s By-laws and regulations made by the Committee pursuant to these By-Laws.

4. Conduct of Members of Hong Kong Section

All members of the IRSE Hong Kong Section shall observe and shall be bound by the Code of Conduct issued by IRSE(UK) from time to time.

5. Register of Members of Hong Kong Section

5.1 A Register of members of IRSE Hong Kong Section shall be kept which contains the names, contact information, occupation, IRSE Member No. and Membership Grade of every member of the Section. The control and security of this Register shall comply with the Personal Data (Privacy) Ordinance (PDPO) Cap. 486 and the European General Data Protection Regulation (GDPR) 2016/679.

5.2 All members shall promptly notify the General Secretary of any change of contact information or occupation and the General Secretary or authorized officers shall acknowledge such change and record it in the Register.

6. Annual Subscription

6.1 Current IRSE members residing in Hong Kong or neighbouring cities can join the IRSE Hong Kong Section by submitting an application form.

6.2 Members of IRSE Hong Kong Section are not required to pay annual subscription until further notice. The IRSE Hong Kong Section Committee reserves the right to review the needs of raising annual subscriptions and the amounts. Members shall be notified 3 months in advance.

6.3 Members shall be required to pay an activity fee when participating in a self-sponsored activity.

7. Application of Enrollment to IRSE Hong Kong Section

7.1 Current members of IRSE residing in Hong Kong or neighbouring cities can join the IRSE Hong Kong Section by submitting a completed ‘Local Membership Application Form’.

7.2 All applications for local membership of IRSE Hong Kong Section shall be supported by one current member of IRSE(HK) as nominator.

8. Annual General Meeting and Special General Meeting

8.1 An Annual General Meeting shall be held once in two calendar years at such time and place as may be determined by the Committee.

8.2 All new Committee members may hold office from the date of Annual General Meeting at which they take office to the next Annual General Meeting.

8.3 The Committee reserves the right to call for a Special General Meeting to resolve major disputes arisen from constitutional, legislation, financial or political issues. The Special General Meeting has exactly the same powers as an Annual General Meeting.

8.4 The Chairman reserves the right to appoint a registered Accountant to conduct a management review on all books of account and vouchers and expenditure records of the IRSE Hong Kong Section.

9. Notice of Annual or Special General Meeting

9.1 At least twenty-one days’ notice in advance of Annual or Special General Meeting shall be given to all members specifying the place, the day and the time of meeting.

9.2 The accidental omission to have notice to, or the non-receipt of notice by, any member of the IRSE Hong Kong Section, shall not invalidate the proceeding at any Annual or Special General Meeting or any resolution passed thereat.

10. Election of Committee Members

10.1 Not later than three months before the date of the Annual General Meeting, the Committee shall circulate to all members the names of members nominated for election as Committee Members of Committee. Nomination shall be returned to and received by the General Secretary of the IRSE Hong Kong Section within the time specified on the Nomination Form. Or members can submit their nomination to the Committee. Nomination shall be supported by ten valid members and shall be returned to and received by the General Secretary of the Section within the time specified on the Nomination Form.

10.2 The Committee shall determine from time to time the numbers of Elected Committee Members of the Committee. No member shall be eligible for election to the Committee without having been registered a member of the IRSE Hong Kong Section for at least one year.

10.3 In the event the number of nominations exceeds the number of vacancies available on the Committee, a secret ballot shall be performed not later than six weeks before the date of the Annual General Meeting.

10.4 The ballot must be received by the General Secretary not less than 10 working days before the date of the Annual General Meeting.

10.5 The Chairman shall appoint one External Facilitator in advance as ballot scrutineer to oversee the balloting process and perform the official counting of the ballots.

10.6 The scrutineer has the absolute authority over the entire balloting procedure.

10.7 No proxy will be allowed for the ballot.

10.8 In the case of an equality of votes the External Facilitator shall be entitled to a second or casting vote after counting all valid votes.

10.9 The scrutineer shall present to the Committee the results of the ballot at least 3 working days before the Annual General Meeting.

10.10 The election results and all Committee Members shall be confirmed at the Annual General Meeting. The Chairman, Vice Chairmen and General Secretary shall be elected by Committee Members.

10.11 The Incoming Chairman shall appoint two Committee Members as Honourable Treasurer and Treasurer respectively.

10.12 The Chairman reserves the right to appoint current members of IRSE(HK) recommended by the Committee as Executive Members. The Executive Members shall serve the Committee for operational matters and the term of service of each Executive Member is subject to Chairman’s decision.

11. Committee Meeting

11.1 The Committee shall meet as often as the activities of the IRSE Hong Kong Section required and no longer than three months interval at such times and place as shall be determined from time to time by the General Secretary.

11.2 A quorum of 8 is required in a Committee Meeting to ensure sufficient representation present at meeting.

11.3 Issues arising at a Committee meeting shall be determined by a simple majority voting of the Committee members present. In the case of an equality of votes the Chairman of the meeting shall have a casting vote.

11.4 The Chairman, or in his absence the Vice Chairman shall take the chair at all meetings.

11.5 The Treasurer shall report the account status in every Committee meeting.

11.6 Meetings may be held either in face to face or by virtual attendance on line or with both concurrently.

12. Power of the Committee

12.1 The Committee shall have full power to institute, form, set up, close down and generally regulate and govern the IRSE Hong Kong Section and settle the constitution, rules and By-laws governing the same.

12.2 The Committee may from time to time make such By-laws as they consider desirable or necessary and withdraw, alter, amend, cancel or vary such By-laws as they think proper.

12.3 The Committee shall have the sole right to deal with and decide all questions of expulsion, to hold all enquiries into the conduct of members of the IRSE Hong Kong Section and make decisions in regard thereto and the sole power to call for and accept the resignation of any member of the IRSE Hong Kong Section on any ground.


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March, 2024
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