Constitution of the Society

Section 1: Introduction

 

This document contains the rules and regulations of Hong Kong Prime Golf Society

under which the Society shall operate.

 

Section 2: Objective

 

The Society's chief objective is to become a leader in advancing, promoting, and

popularizing the game of golf in the Asia-Pacific region. The Society shall adhere to

this objective.

 

Section 3: Membership

 

a) There are two types of members: Fellows and Benefactors. Membership admission is

determined by the Board of Stewards. (See Appendix for an explanation of these two

types of memberships.)

 

b) There are two ways to gain membership:

 

1. through invitation by the Board of Stewards; and

 

2. through nomination by a Benefactor, and such a nomination is subject to the

approval by the Board of Stewards.

 

c) Members are required to purchase a Society jacket and pay an annual subscription.

 

Section 4: Subscriptions

 

The annual membership subscription shall be established by the Board of Stewards in

such amounts as they deem to be adequate.

 

Section 5: Board of Stewards

 

a. The Board of Stewards is the governing body of the Society. The Board formulates

policies for the Society and executes those policies as it sees appropriate. The Board

oversees all activities of the Society.

 

b. The Board shall have the power to: 1) Control all arrangements for the Society; 2)

Suspend or expel a member, as per Section 9 of this Constitution; 3) Form committees

who shall remain under the control of the Board who regulates the powers and the duties

of the committees (and their sub-committees); and 4) To interpret the Constitution of

the Society and to give rulings.

 

c. All decisions of the Board will be decided by at least 55% votes among the Stewards.

 

d. See Appendix for a further explanation of the role of the Board of Stewards.

 

Section 6: Formation and Renewal of the Board of Stewards

 

Part I

 

a) The Board shall be made up of no less than 3 and no more than 7 Stewards.

 

b) The term of office of the Board is 1 year, commencing on 1st January and ending on

31st December.

 

Part II

 

a) (i) At the end of each term, the current Stewards can either:

1. Step down;

 

2. Step down and nominate a candidate (from among the Benefactors) of

his/her choice;

 

3. Nominate him/herself for the new term.

 

    (ii) Options 2 & 3 above must get at least 55% votes of the current Board.

 

    (iii) Stewards should notify the current Board of their intention as to which of the three                  options they choose on or before 30th November of each year.

 

b) Benefactors can nominate themselves to the Board. Benefactors should notify the

current Board of their intention on or before 30th November of each year. To be voted

in, the candidate must get at least 55% votes of the current Board.

 

c) The Founders can appoint themselves to the Board, subject to Part III below. The

Founders should notify the current Board of their intention on or before 30th November

of each year.

 

d) The current Board, with at least 55% votes, can co-opt a member (must be a Benefactor)

to the Board at any time if it sees necessary, provided the number of Stewards on the

Board does not exceed 7.

 

e) The voting process in relation to electing a nominee to the Board must be done by secret

ballot.

 

Part III

 

A Steward must have at least 80% attendance rate at Board meetings throughout the

term, and actively and meaningfully participate in Board discussions both during formal

meetings and in Board chat room, failing which any member of the Board can raise an

objection against that Steward in violation so as to bar him/her from joining the Board

the following term. Such objection can come into effect with at least 55% votes of the

current Board.

 

Section 7: The Senate

 

a) The Senate consists of the three founders of the Society, namely: Mr. Gilbert Joa, Mr.

Ray Tsang, and Mr. Robin Lam.

 

b) The Senate does not concern itself with the executive and administrative aspects of the

Society. The Senate does not concern itself with policy-making, day-to-day decision-
making and operations of the Society, all of which are the duties of the Board.

 

c) The primary function of the Senate is to act as the final gatekeeper in safeguarding the

welfare of the Society.

 

d) In exceptional cases, the Senate (with at least two Founders in support) can intervene

and overrule any decision made by the Board/ any committee/ any sub-committee/ any

individual member. Such reserve power, however, is to be exercised sparingly,

carefully and with caution and only in exceptional circumstances.

 

Section 8: Finance / Accounts

 

The Board shall appoint one of its members as Treasurer for the Society for the duration

of the term of office of the Board. The Treasurer's duty is to ensure all monies raised

by the Society shall be applied to further the advancement of the Society and for no

other purposes and maintain proper accounts of the finances of the Society and to report

the balance of Society accounts at Board meetings.

 

Section 9: Conduct

 

Members shall always be courteous to each other, and protect the welfare and interests

of the Society. In the event that a member has been found, following investigation by

the Board, to have committed an act detrimental to the Society in any way, the Board

reserves the right to suspend, terminate membership or take any other disciplinary

measure deemed suitable.

 

Section 10: Complaints

 

Any complaints should be made in writing to the Board for consideration.

 

Section 11: Disclaimer

 

It shall be the responsibility of the Board of the Society to secure a Public Liability

Insurance Policy for the Society. This policy will indemnify the Society against any

claims for damage or personal injury.

 

Section 12: Amendments to the Constitution

 

The Board shall have the power to repeal or amend any of the rules and regulations

contained in this Constitution.

 

Section 13: Notwithstanding Clause

 

Notwithstanding the rules and regulations contained in all the sections, except Section

7, in this Constitution, the Senate has reserve power (as per Section 7) to overrule any

decision or action by the Board or any committee or sub-committee or individual

member of the Society. Such reserve power is to be exercised sparingly, carefully and

with caution and only in exceptional circumstances.

 

 

Appendix:

Note on the Key Components of the Society

Senate

The Senate acts as the final gatekeeper in safeguarding the welfare of the Society. It

plays no part in the policy-making and day-to-day operations of the Society. It assumes

a passive role in that it will only exercise its reserve power to intervene in exceptional

circumstances.

 

Board of Stewards

The Board of Stewards is the governing body of the Society. The Board, through its

active participation in dedicated committees, develops and oversees future strategy and

direction of the Society. The Stewards must have integrity and a spirit to serve and act

in the best interest of the Society.

 

Benefactors

 

Benefactors are prominent members who have rendered outstanding services to the

Society. As senior members of the Society, Benefactors are in a position to make major

contribution to the affairs of the Society. Benefactors enjoy two important privileges:

(1) they are eligible to be elected to the Board of Stewards; and (2) they may propose

candidates to join the Society as Fellows.

 

Fellows

 

Fellows are valuable members of the Society. The Society is careful in admitting only

quality individuals (preferably those who have an interest in golf) as Fellows.

 

General Subscribers of Hong Kong Prime Golf Society

 

General Subscribers (eg. Meetup.com and Facebook) have no formal affiliation with

the Society. General Subscribers are welcome to join "open-to-public" events organized

by the Society. Numerous events and activities throughout the year, however, are

exclusively reserved for Benefactors and Fellows.