Rule 8 - Office Holders of the Federation

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Duties of the Chairperson 8.1 (a) The Chairperson shall preside at all General Meetings and Executive Committee Meetings and shall be responsible for the proper conduct of business of such meetings. In case the Executive Committee meetings have same votes of agreements and disagreements, the chairperson can have one more vote to make the decision;
  
(b) With the assistance of the Secretary and the Treasurer, she/he shall superintend the general administration of the Federation and shall ensure the observance of the Federation rules by all members;
  
(c) She/He is empowered to countersign every document of the Federation to which the common seal of the Federation is affixed as provided under Rule 18.2 in conjunction with a member of the Executive Committee appointed by the Executive Committee;
  
(d) She/He may, in conjunction with the Treasurer, sign cheques or cash withdrawal forms on behalf of the Federation;
  
(e) She/He may, in conjunction with the Secretary, furnish to the Registrar of Trade Unions before 31 March in each year a return showing the names of the members of the Executive Committee and membership of the Federation on 31 December in the preceding year.
Duties of the Vice-Chairperson 8.2 The Vice-Chairperson shall carry out her/his duties as defined by the Executive Committee.  In the absence of the Chairperson, she/he shall deputise until the Chairperson returns or until the vacancy is filled in accordance with the provision of Rule 7.4.
Duties of the Secretary 8.3 (a) The Secretary shall conduct the business of the Federation in accordance with the rules and shall carry out the instructions of the General Meetings and of the Executive Committee;
  
(b) She/He shall keep the common seal of the Federation in safe custody;
  
(c) She/He shall keep a register of all members;
  
(d) She/He shall attend all meetings of the Federation and shall record the proceedings of the meetings;
  
(e) She/He shall prepare the Annual Report of the Federation for submission to the Annual General Meeting and any other reports necessary for Extraordinary General Meetings;
  
(f) She/He is empowered to countersign every document of the Federation to which the common seal of the Federation is affixed as provided under Rule 18.2 in conjunction with a member of the Executive Committee appointed by the Executive Committee;
  
(g) She/He may, in conjunction with the Treasurer, sign cheques or cash withdrawal forms on behalf of the Federation;
  
(h) She/He may, in conjunction with the Chairperson, furnish to the Registrar of Trade Unions before 31 March in each year a return showing the names of the members of the Executive Committee and membership of the Federation on 31 December in the preceding year.
Duties of the Treasurer  8.4 (a) The Treasurer shall be responsible for the safety of all moneys and the safeguarding of all investments belonging to the Federation and shall keep full and accurate books and accounts with respect to all transactions conducted in the name of the Federation and maintain proper records of the Federation’s assets and liabilities.  She/He shall establish and maintain a satisfactory system of control of accounting and transactions records.  She/He shall prepare a financial statement for each meeting of the Executive Committee and shall, as soon after the close of each financial year as possible, prepare an annual statement of accounts to be audited by the auditor for presentation to the Annual General Meeting.  She/He, if is also a representative of one of the component trade union, shall have right to speak and to vote on all matters except financial matters. She/He shall forward the auditor’s report together with the audited annual statement of accounts to the Registrar of Trade Unions within three months after the closing of the financial year;
  
(b) She/He is empowered to countersign every document of the Federation to which the common seal of the Federation is affixed as provided under Rule 18.2 in conjunction with a member of the Executive Committee appointed by the Executive Committee;
  
(c) She/He shall give free of charge to every member or its representatives upon request an audited annual statement of accounts of all the receipts and expenditures and of the assets and liabilities of the Federation;
 
(d) She/He may in conjunction with the Chairperson or the Secretary, sign cheques or cash withdrawal forms on behalf of the Federation;
  
(e) She/He shall not keep cash in excess of HK$500, and shall deposit all other sums of money in a bank account opened in the name of the Federation and appointed by the Executive Committee.
Compensation to members of the Executive Committee 8.5 Any member of the Executive Committee whose duties call for full-time services for the Federation may be compensated for loss of hours of work or wages as may be decided by the Executive Committee.
Financial Security 8.6 Any member of the Executive Committee whose duties involve financial responsibility shall provide such security as the Executive Committee may require.

 

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