Rule 5 - Annual General Meeting and Extraordinary

Date of Annual General Meeting 5.1 The Annual General Meeting shall be held in the months of August to September every year.
Calling of Extraordinary General Meeting 5.2 An Extraordinary General Meeting may be called by the Executive Committee or at the request of not less than half of the total number of representatives.  On receipt of a request , the Executive Committee shall arrange to call an Extraordinary General Meeting within three weeks.

Appointment of Representatives

5.3

a) Each component trade union shall elect members as representatives at its General Meeting. The number of representatives a component trade union entitled is based on its membership size as scheduled follows:  
 

Attendance and voting at Annual General Meeting

 Size of voting membership      Max. no. of representatives
 1-300 voting members                              1
 301-600 voting members                          2
 More than 600 voting members               3
  The size of voting membership is the total number of voting members of the component trade union at its last annual general meeting.
  
  (b) The term of office of the representatives is the same as the Executive Committee of the Federation.
  
  (c) All representatives are entitled to attend the General Meeting of the Federation and to vote.
However, if :
  
  (i) the component trade union to which a representative belongs has ceased to be a member of the Federation; or
  
  (ii) the component trade union to which a representative belongs has ceased to be a registered trade union; or
  
  (iii) a representative is no longer a voting member of the relevant component trade union;
  
  her/his qualification as representative or member of the Executive Committee of the Federation (if she/he concurrently holds the post) shall cease.
  
 

Vacancies of representatives 5.4 In the event of a vacancy of representative arises between two Annual General Meetings or when, during such period, any representative is unavoidably absent from Hong Kong and such absence is likely to be permanent or unduly prolonged, the vacancy shall be filled by the candidate who secured the next highest number of votes at the last election of representatives of the component trade union.  In the absence of such candidate, the Executive Committee of the component trade union shall within one month after the vacancy has arisen convene a General Meeting to elect a replacement. Any replacement representative will serve the rest of the term of the vacating representative.
Business of Annual General Meeting 5.5

The business of the Annual General Meeting shall be :

(a) to confirm the minutes of the previous Annual General Meeting and of any intervening Extraordinary General Meeting ;
  
(b) to consider reports from the Executive Committee and to plan policy and work for the future;
  
(c) to consider and approve the statement of accounts for the previous financial year together with the report on the audit of accounts of the Federation;
  
(d) to elect by secret ballot members of the Executive Committee;
  
(e) to appoint or elect an auditor or auditors;
  
(f) to consider any other business of the Federation.
  

Alteration of rules 5.6 The General Meeting shall be the sole authority to make alterations, amendments and additions to any of these rules, to rescind any of these rules and to make new rules provided that matters specified in the Schedule 2 to the Trade Unions Ordinance are adequately provided for.
Notice and agenda of General Meeting 5.7 The Secretary, on the instructions of the Executive Committee, shall prepare the notice of the General Meeting and shall send it to members and their representatives in such a manner as the Executive Committee may decide.  No less than 14 days’ notice shall be sent to every member and their representatives.  The Secretary, upon receiving the agenda items from members and their representatives, shall prepare the agenda and send it to members and their representatives before 14 days of the meeting.  The number of days are exclusive of the day of service of the notice/agenda and of the day of meeting.
Business of Extraordinary General Meeting 5.8 The business of the Extraordinary General Meeting shall be confined to those matters specified in the agenda.  Decisions reached at the Extraordinary General Meeting shall have the same validity and authority as decisions reached at the Annual General Meeting provided that, where any alteration of the rules of the Federation is contemplated, such proposed alteration shall be specifically stated in the agenda of the meeting.
Quorum for and decision of General Meeting 5.9 The quorum for any General Meeting shall be formed by not less than half of the total number of representatives.  Except matters for which requisite votes are prescribed by the Trade Unions Ordinance or by the rules of the Federation, all decisions of the General Meeting shall be valid if they are made by a majority of votes of all representatives  present constituting a quorum.
Adjourned General Meeting 5.10 If within one hour from the time appointed for a General Meeting, the number of representatives present at the meeting is insufficient to constitute a quorum, the Executive Committee shall adjourn the meeting within thirty days. In case the meeting is convened at the request of members under Rule 5.2 and the number of representatives present within one hour from the time appointed for the General Meeting is insufficient to constitute a quorum, the meeting shall be called off and no adjournment shall be made.
Notice and agenda of Adjourned General Meeting 5.11 The Secretary shall send the notice for calling the adjourned meeting and agenda to each member at least fourteen days prior to the meeting.  At that meeting, a quorum shall be formed by whatever number of  representatives present.  With the exception of those matters regarding amalgamation with other trade unions and any other matters for which requisite votes are prescribed by the Trade Unions Ordinance or by the rules of the Union, all decisions of the adjourned meeting shall be valid if they are made by the majority of votes of all representatives present at the meeting.  These decisions shall be binding on all members.  However, the notice for the adjourned meeting shall specify in detail the provision of this rule for the reference of all members.

 

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