The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
Constitution of The Civil and Environmental Engineering Students’
Society, HKUSTSU (24-9-2012 amended version)
Section I: General
1.1 Name
The name of the Society shall be The Civil and Environmental Engineering Students’ Society, Hong
Kong University of Science and Technology Students' Union in English, CEESS, HKUSTSU in short and
and 香港科技大學學生會, 土木及環境工程系學生會 in Chinese.
1.2 Affiliation
The society shall be an affiliated body to the Hong Kong University of Science and Technology
Students’ Union.
1.3 Objective
The objective of the Society shall be:
(a) To represent the students body of the Department of Civil and Environmental Engineering of the
University.
(b) To channel messages between the members and Department of the Civil and Environmental
Engineering, HKUST.
(c) To promote the general welfare of the members of the Society.
(d) To establish and maintain contacts with the other societies and individuals of similar
interests.
(e) To establish and maintain contacts with the external agents.
(f) To promote the professional manner amongst members of the Society.
(g) To arouse public interest in civil engineering.
1.4 Official Language
English and Chinese shall be the official languages of the Society. In case of any discrepancy
produced, the interpretation shall rest on the English version.
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
1.5 Society Session
The Society Session shall commence immediately with the conclusion of the Annual General
Meeting and shall terminate immediately with the conclusion of the Annual General Meeting of the
following year.
1.6 Honorary Advisor
The Executive Committee of the current session shall be authorized to appoint any department
full-time staff or any past executive committee member of the Society or both as the Honorary
Advisor(s) of the Society.
Section II: Membership
2.1 Membership
1. The Society shall consist the following types of members:
(a) Full Members
(b) Associate Members
(c) Honorary Members
(d) Life Members
2. All 3-year based full-time undergraduates of the Department, who must be a full
member of the Hong Kong University of Science and Technology Students' Union shall be
eligible for Full Membership.
All 4-year based full-time undergraduates of Dual Degree Program in Technology and
Management of the Department, who must be a full member of the Hong Kong University of
Science and Technology Students' Union shall be eligible for Full Membership.
For the first year of all full-time undergraduates in the School of Engineering, who must be a full
member of the Hong Kong University of Science and Technology Students' Union shall be
eligible for Full Membership. After the first year, they must also be full-time undergraduates of the
Department in order to continue to possess the Full Membership.
All postgraduates of the Department, who must be a full member of the Hong Kong University of
Science and Technology Students' Union shall be eligible for Full Membership.
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
3. All members of the University, other than the eligible Full Membership applicants, shall have
the right to be Associate Members.
4. Honorary Membership may be conferred at the Annual General Meeting or Extraordinary
General Meeting on such persons as the Executive Committee may determine by resolution.
5. All past Executive Committee members will automatically become Life Members if they have
finished their session.
2.2 Privileges
1. Full Members of the Society shall have the right to participate and cast votes in all General
Meetings and General Pollings of the Society.
2. Honorary Members and Life Members shall be entitled to attend the
General Meetings of the Society, but they shall not have the right to vote.
3. All members of the Society shall have the privileges to use all the properties and facilities
rendered by the Society.
2.3 Responsibility
All full members of the Society shall be obliged –
1. To attend the Annual General Meeting and vote in the General Polling
2. To pay the prescribed membership fee and
3. To abide by the constitution and regulations of the Society.
All associate members of the Society shall be obliged –
1. To pay the prescribed membership fee and
2. To abide by the constitution and regulations of the Society.
All life members and honorary members of the Society shall be obliged –
1. To attend the Annual General Meeting and
2. To abide by the constitution and regulations of the Society.
Section III: General Meeting
3.1 Authority
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
The vote of Annual General Meeting or Extraordinary General Meeting of the Society shall
reserve the same authority as the vote of General Polling. The resolution of an Annual General
Meeting or Extraordinary General Meeting or General Polling can only be revoked by a subsequent
Annual General Meeting, Extraordinary General Meeting or General Polling.
3.2 Annual General Meeting
1. The Annual General Meeting of the Society shall be convened by the President of the
Executive Committee and be held within the seventh week of the Spring Semester.
2. The President and Internal Secretary shall be the Chairperson and secretary of the Annual
General Meeting respectively. In case the President cannot attend the Meeting, Internal Vice
President shall take the responsibility to be the Chairperson of the Annual General Meeting.
3. The business of the Annual General Meeting shall be:
(a) To receive and adopt the minutes of the previous Annual General Meeting and the
minutes of all Extraordinary General Meetings held within the session;
(b) To consider, and if thought fit, receive and adopt the Executive Committee’s Annual
Report;
(c) To consider, and if thought fit, receive and adopt the Annual Financial Report of the
previous session;
(d) To receive and adopt the year plan and the financial budget for the coming session;
(e) To recommend the election of any Honorary Members; and
(f) Other agenda items determined by the resolutions of Executive Committee.
4. No A.O.B shall be discussed during Annual General Meeting.
5. Other agenda items must be added if a written requisition signed by not less than 10% of Full
Members is received before commence of the meeting.
6. No resolution shall be passed at Annual General Meeting other than the resolution specified
in the notice of meeting. A resolution may be amended with the consent of a majority of the
Full Members present but no amendment shall be permitted which has the effect of
substantially altering the meaning or intent of the original resolution. The Chairperson shall
not put to the meeting any amendment which he/she considers to have such effect.
3.3 Extraordinary General Meeting
1. An Extraordinary General Meeting shall be held by:
(a) the resolution of the executive committee; or
(b) the executive committee in not more than 30 days on receiving a written requisition
signed by not less than 50% of Full Members.
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
2. Any resolution or requisition for an Extraordinary General Meeting shall be in writing and
shall specify the resolution to be proposed at such meeting. No other resolution shall be
proposed at an Extraordinary General Meeting
3. No A.O.B shall be discussed during Extraordinary General Meeting
4. No resolution shall be passed at Annual General Meeting other than the resolution specified
in the notice of meeting. A resolution may be amended with the consent of a majority of the
Full Members present but no amendment shall be permitted which has the effect of
substantially altering the meaning or intent of the original resolution. The Chairperson shall
not put to the meeting any amendment which he/she considers to have such effect.
3.4 Vote of Non-confidence to the Executive Committee members
A vote of Non-confidence for infringement of the constitution, negligence of duties or
unbecoming attitude may be moved against any member of the Executive Committee at an
Extraordinary General Meeting held especially for the purpose. A vote so passed shall call for the
resignation of the person against whom the voted is moved.
3.5 Voting
1. Motions will not be valid if they are not seconded.
2. If there is no opposition against the seconded motion, the motion shall be adopted.
3. If there is an opposition against the seconded motion, a poll shall take place under the
fulfillment of the quorum (refer to Constitutions Section III, 3.7 Quorum) Simple majority
shall be applied as the method of voting. If the quorum is not fulfilled according to the
Constitutions Section III, 3.7 Quorum, the Annual General Meeting shall be suspended. The
duration of the suspension shall be decided by the Chairperson of the Annual General
Meeting.
3.6 Notice
The official notice and agenda of the Annual General Meeting and Extraordinary General
Meeting shall be posted at least seven clear days in advance. Postponement of any General Meeting
shall be announced at least three days beforehand.
The public notices should be issued to inform members the following events:
1. The Annual General Meeting
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
2.
3.
4.
5.
Extraordinary General Meeting
Annual Election
Any changes of the Executive Committee; or
Any amendment of the constitution
3.7 Quorum
In all General Meeting of the Society, 15% of Full Members of the Society shall form a quorum.
In the case of this requirement not being fulfilled 15 minutes after the commencement of the meeting,
the meeting shall be called for postponement and another meeting shall be held within 7 clear days
after. In such postponed meeting, the number of attending members shall form a quorum.
3.8 Conditions satisfied for amendment of constitution
The constitution can only be amended in the Annual General Meeting or Extraordinary General
Meeting without any of votes that disagrees the amendment.
Section IV: General Pollings
4.1 Authority
The vote of General Polling of the Society shall reserve the same authority as the vote of a
General Meeting. The resolution of a General Meeting or General Polling can only be revoked by a
subsequent General Meeting or General Polling.
4.2 General
General Polling shall be held by the resolution of the executive committee; or the executive
committee in not more than 30 days on receiving a written requisition signed by not less than 50% of
Full Members.
4.3 Returning Officer
The Returning Officer for the General Polling shall be invited by the Executive Committee and
shall a member of the Department staff or a current Executive Committee of other affiliated
departmental society of the HKUSTSU.
4.4 Voting
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
1. Voting shall take place at polling stations.
2. The results of the General Polling shall be valid, on the condition that the number of valid
vote cast is not less than 20% of Full Members of the Society.
3. Simple majority shall be counted as the method of voting.
4.5 Notice & Declaration
1. Notice of all General Polling with motion(s) to be voted on shall be posted seven days
beforehand.
2. Declaration of results shall be made within 1 day after the polling is closed.
4.6 Complaint
Any complaints must be raised within 3 days after the result of a General Polling is declared.
The election board has to suspend the polling result and open the complaint to members by public
notices. The election board has the total authority to judge the complaint and must make the
judgment within three days after receiving the complaint.
Section V: Annual Election
5.1 General
The Society shall form an election board to handle all matters concerning the annual election,
including decision of voiding the election and/or candidate(s) and/or cabinet(s), administration and
handling complaints. The election board shall be set up at least 7 days before the nomination
period starts. The composition of the election board shall consist of both executive committee
members and other full members. All nominators or nominees cannot be any members of election
committee.
The Annual Election shall be held for the posts of the Executive Committee as referred in
Articles 6.3(a) to (j).
5.2 Voting Policy
1. The Executive Committee shall be elected in the form of a cabinet.
2. Nominated cabinet shall be accredited, provided that no more than three vacant posts are
found and the posts of the President, the Internal Vice- President. External Vice- President,
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
the Internal Secretary and the Financial Secretary are occupied.
3. The number of nominated cabinet members shall not be less than 10 or more than 15.
4. Notices of Election Day shall be posted seven clear days beforehand.
5. Voting shall be in straight secret ballots.
6. The Returning Officer of the Annual Election shall be a member of the Department staff or a
current Executive Committee of other affiliated departmental society of the HKUSTSU, who
shall supervise and manage the progress of the Election.
7. The result of the Annual Election shall be valid, provided that the number of votes cast is not
less than 40% of the Full Member of the Society, and the number of valid votes cast is not
less than 75% of the total votes.
8. Simple majority of votes shall be the criterion for successful cabinet.
9. The cabinet receiving more confidence votes over non-confidence votes shall be successful,
on the condition that only one cabinet runs or the election.
10. In case there is only one nominated cabinet and it receives more non-confidence votes over
confidence votes, the matter shall be resolved in the Annual General Meeting or an
Extraordinary General Meeting under the provision of this constitution.
11. Re-election shall be ordered within four days in the case of a tie in the voting procedure.
12. Complaints over breaching of election procedures shall not be entertained twenty-four hours
after the announcement of the election result.
13. An abstained vote is a vote that does not indicate confidence or non-confidence to the cabinet.
14. An abstained vote shall not be counted as "for" or "against" the cabinet.
15. The result of the Annual Election shall be declared three days after Election.
16. The maximum amount of promotional expenses for each nominated cabinet is $10,000.
17. In case the Society receives no nomination within the nomination period, the matter shall be
resolved in the Annual General Meeting.
18. In case there is more than one nominated cabinet, the nominated cabinet with higher number
of votes shall be declared elected, provided that the total number of votes cast is not less than
40% of the Full Member of the Society, and the number of valid votes cast is not less than
75% of the total votes.
Section VI: Executive Committee
6.1 Obligation
The executive Committee shall function as the executive company of the Society which shall be
responsible:
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
1. To better the operation of the Society.
2. To accomplish all the resolutions of the General Meetings and General Polling.
3. To implement the Society’s objective-oriented functions for its members.
6.2 Privilege
The Executive Committee has the sole right to interpret the Constitution.
6.3 Identity
The Executive Committee must be the Full Member of The Civil and Environmental Engineering
Students’ Society, HKUSTSU
6.4 Composition
1. The Executive Committee shall comprise the following members:
(a) The President
(b) The Internal Vice-President
(c) The External Vice-President
(d) The Internal Secretary
(e) The External Secretary
(f) The Financial Secretary
(g) The Publication Secretary
(h) The Academic & Cultural Secretary
(i) The Sports Secretary
(j) The Welfare Secretary
2. The President, Vice-President(s) and the Financial Secretary shall not hold any other
positions in the society.
3. The minimum number of Executive Committee is seven all times.
6.5 Executive Meeting
1. The Executive Meeting shall be convened by the President of the Executive Committee.
2. Two-third of the Executive Committee members shall form a quorum for the referred
meeting.
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
6.6 Duties of Individual Committee
1. The President shall be the Chief executive of the Society and shall preside at all General
Meetings. He/She shall be the representative of the student body in any internal and
external affairs
2. The Internal Vice- President shall assist the President in internal affairs of the Society. In
the absence of the President, the Internal Vice- President Shall act in his/her capacity to
represent the student body
3. The External Vice- President shall assist the President in all external affairs and shall be the
officer in contact with external agents.
4. The Internal Secretary shall assist the Internal Vice- President in all his/her duties and shall
be responsible for all administrative matter of the Society.
5. The External Secretary shall assist the External Vice- President in all his/her duties.
6. The Financial Secretary shall be responsible for all finances of the Society.
7. The Publication Secretary shall be responsible for all matters relating to the publications of
the Society.
8. The Academic &Cultural Secretary shall be obliged to schedule and implement academic &
cultural activities of the Society.
9. The Sports Secretary shall be responsible for all sports activities of the Society.
10. The Welfare Secretary shall be responsible for promoting the student welfare of the Society.
11. The Class Representatives shall maintain liaison between the classes and the Executive
Committee.
6.7 Session
The session of the Executive Committee except the class representatives shall be commenced at
the conclusion of the previous Annual General Meeting and terminated at the conclusion of the
Annual General Meeting of the current societal session. A class representative from each year of the
degree course and from the postgraduate programme shall join the Executive Committee in each
semester.
6.8 Resignation/Dismissal
1. Request for resignation/dismissal from any member of the Executive Committee may be
made and authorized in the General Meeting. His/Her duties shall be taken up by another
Executive Committee member.
2. In the case of the President’s resignation/dismissal, the Internal Vice- President shall take up
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
his post.
3. Five or more vacant posts in the Executive Committee shall order a dismissal of the Committee.
4. The society shall issue public notices to inform all members if there is/are any change(s) of
the Executive Committee member(s).
Section VII: Finance
7.1 Financial Year
The Financial Year of the Society shall be in coincidence with the Society Session.
7.2 Annual Budget
The Annual Budget of the Society shall be completed by the Financial Secretary of the Society
and presented in the Executive Committee Meeting within the first month after inauguration.
7.3 Financial Reports
1. Financial status of the Society shall be stipulated in a quarterly-posted financial report.
2. The financial statements of the current session shall be concluded in the Annual Financial
Report which shall be audited by the Honorary Treasurer and then submitted in the Annual
General Meeting for approval.
7.4 Honorary Treasurer
A member of the Department teaching staff shall be appointed as the Honorary Treasurer who
shall manage the financial affairs of the Society in a year.
7.5 Loans
The Society shall not apply or accept any loans outside HKUSTSU.
Section VIII: Dissolution
8.1 Procedure of Dissolution
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
1. Public Notice
An official notice shall be posted for converting a General Meeting. The notice should be
published as referred in Articles 3.6.
2. General Meeting
The dissolution of the society shall only be passed by a resolution made in a General Meeting
with a three-quarters majority.
3. Financial Report
(a) The financial report shall be issued within one week after the announcement of dissolution.
(b) The capital shall be kept by the honorary treasurer. Other assets shall be stored in the
society locker until the next session of students’ society.
4. Public Notice
Notice of dissolution shall be posted within 1 day for not less than 7 consecutive days.
8.2 Responsibility
After dissolution, members of the Executive Committee shall be responsible for all matters of
the dissolved body.
Section IX: Amendment and Interpretation
9.1 Amendment
The executive committee shall receive and discuss any written requisition of proposed
amendments of the Constitution, and conduct review and make recommendations on the
amendments of the Constitution, and put forward the proposed amendments to an Annual
General Meeting or Extraordinary General Meeting.
9.2 Interpretation
1. Unless otherwise stated, the following terms shall carry the following meanings throughout
the Constitution:
"Society" shall mean the "The Civil and Environmental Engineering Students' Society, Hong
Kong University of Science and Technology Students' Union".
"University" shall mean the "The Hong Kong University of Science and
Technology".
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)
The Civil and Environmental Engineering Students’ Society
Hong Kong University of Science and Technology Students’ Union
Mail Box #54, Student Center, HKUST, Clear Water Bay, Kowloon, Hong Kong.
Email: [email protected]
Homepage: http://ihome.ust.hk/~su_civil
"Department" shall mean the "Department of Civil and Environmental Engineering of The Hong
Kong University of Science and Technology".
"HKUSTSU" shall mean the "Hong Kong University of Science and Technology
Students’ Union".
"CEESS, HKUSTSU" shall mean the "The Civil and Environmental Engineering Students’
Society, Hong Kong University of Science and Technology Students’ Union".
2. The Spring Semester, the Winter session and the Fall Semester shall refer to school calendar.
Constitution of CEESS, HKUSTSU
(24th September, 2012 Amended version)