Constitution

 

 

HONG KONG CHEFS ASSOCIATION CONSTITUTION

Table of Contents

 1

Name, Purpose, and Address of the Association …………………………..

P.1

Membership and Voting Rights ………………………………………………..

P.2

Executive Committee ……………………………………………………………

P.4

Constitution Supervisory Board …………………………………………………

P.6

General Meeting ………………………………………………………………….

P.6

Finance and Auditors ………………………………………………………........

P.8

  

  1. NAME, PURPOSE, AND ADDRESS OF ASSOCIATION

1.1

The Hong Kong Chefs Association (hereinafter referred to as “the Association”) is an apolitical and non-profit seeking association, governed under Hong Kong law, for the promotion and development of the culinary profession and the catering trade in Hong Kong.

1.2

The Purpose of the Association is to:

 

1.2.1

Foster friendships and contacts among chefs of the culinary field in Hong Kong through the regular organization of professional and social events;

 

1.2.2

Develop and further promote the interests of the profession both in Hong Kong and from an International perspective;

 

1.2.3

Promote training and educational programs for all members of the association as well as for trainees of culinary schools and related organizations;

 

1.2.4

Advocate the development of a Culinary Teams to represent Hong Kong in regional and international forums;

 

1.2.5

Develop mutually beneficial contacts with all branches of the local hotel and catering industry for the endorsement and support of the Association´s activities

 

1.2.6

Maintain close cooperation with other chefs associations, in particular with the World Association of Chef Societies (Worldchefs).

1.3

The address of the Association shall be at the office of the President of the Association, or a location designated and approved by the Executive Committee subject to the approval by the Registrar of Societies.

 

  1. MEMBERSHIP AND VOTING RIGHTS

2.1

Membership Categories: Membership of the Association is classified into Voting & Non-Voting Members under the following categories:

 

2.1.1

  • Voting Members
  • Voting Members are members of the Association with the right to vote on matters of the Association, the Association in an official capacity on various committees and sub-committees
  • Honorary Membersare individuals nominated by the Annual General Meeting in recognition of their special services rendered to the Association.
  • Professional Membersare practicing chefs, chef/patron, pastry chefs and butchers, including individuals who are employed by industry-related suppliers and companies; or are self-employed as suppliers and/or industry-related companies with minimum 3 years’ experience in the culinary profession.

Young Professional Members are young chefs aged 18 to below 26, with less than three years full-time employment. A Young Professional member will progress to Professional Membership upon completion of three years full-time employment or when they reached 26 year of age, which ever come first. They are entitled to join the YCC events and activities or join HKCA events at special rates.

 

2.1.2

  • Non-Voting Members
  • Non-voting Members are members of the Association without the right to vote on all matters of the Association
  • Young Chefs Club (YCC) Members are Apprentices or Trainee Chefs who are currently undergoing training to become chefs and must be below the age of 26. They are entitled to join the YCC events and activities or join HKCA events at special rates.
  • Associate Membersare individuals who share and support the aims of the Association.

Corporate Members are representatives of organizations or companies that are related to the trade. Each organization or company is eligible to nominate 2 staff as represented members.

2.2

Voting Rights

 

2.2.1

All Voting Members, with current membership status shall have one vote each. There shall be no vote by proxy.

 

2.2.2

All Voting Members have equal rights and shall contribute and support as actively as possible the goals of the Association.

 

2.2.3

All Non-Voting Members are encouraged to contribute and support the goals of the Association

 

2.2.4

Membership in the Association is not transferable.

2.3

Membership

 

2.3.1

Membership in the Association is not transferable.

 

2.3.2

Membership terms, conditions, and fee may be adjusted by proposals of the Executive Committee with the consent of the General Meeting.

 

2.3.3

No member of the Association shall incur debts in the name of the Association.

 

2.3.4

No member of the Association shall seek or accept any pecuniary advantage as a member of the Association.

 

2.3.5

All members shall observe the terms and conditions of the Membership and its renewal and give notice to the Association for any change of personal information, including but not limited to change of residence, change of job, job advancement and change of contact details.

 

2.3.6

Members with overseas residence will be entitled to electronic communications including emails and e-newsletter only. An additional fee for the mailing of Newsletters and the like, may be imposed at the discretion of the Committee.

 

2.3.7

All members shall observe local ordinance relating to data privacy.

 

2.3.8

The Association Membership database is the property of the Association, under no circumstance should that be shared with outside party. No member of the Association shall disclose members’ details to third party without the consent of the concerned individual.

 

2.3.9

Any member whose conduct damages the reputation or good standing of the Association shall be subject to suspension or dismissal at the proposal of the Executive Committee with the consent of the General Meeting.

 

  1. EXECUTIVE COMMITTEE

3.1

The Association is represented by the Executive Committee.

3.2

The Executive Committee consists of a President, up to two Vice Presidents, a Treasurer, a General Secretary, a Membership Secretary and at least 2 additional Committee members who are Voting Members of the Association at the time of proposition.

3.3

They shall be elected from the Voting Members of the Association during the Annual General Meeting and shall hold office until the Annual General Meeting of the ensuing year.

3.4

All members serving on the Executive Committee act in an honorary capacity.

3.5

Vacancies that occur during a term of office may be filled by the Executive Committee co-opting a Voting Member in good standing for the remainder of the term. A quorum of 5 Professional Chef Committee member is required for all meetings of the Executive Committee.

3.6

The Executive Committee is presided over by a Chairman, normally the President, or in his absence, by one of the Vice Presidents or another Professional Chef Committee member designated by the President.

3.7

The Treasurer handles the financial matters of the Association, collect contributions, keeps accounts, issues invoices, provide regular report to the Executive Committee, and compile annual accounts to auditor.

3.8

The General Secretary compiles and issues the agenda and keeps minutes of the Executive Committee´s proceedings.

3.9

The Membership Secretary works closely with the Membership administrator, if any, to maintain record of and updates the membership database (both online and off-line), issues invoices for the yearly membership fee, records the payment, and coordinate with Treasurer to ensure correct and consistent account reporting.

3.10

Other Executive Committee members will be assigned duties by the President.

3.11

The Executive Committee decides by simple majority. In case of even votes, the President shall cast the deciding vote.

3.12

All correspondence in the name of the Association shall be signed by one Executive Committee member, as a rule, by the President or by an Executive Committee member designated by the President.

3.13

Cheques and other bank documents shall be signed by the President, and the Treasurer.

3.14

Meetings of the Executive Committee will be convened by the President, or by an Executive Committee member designated by the President as often as deemed necessary but at least 6 times annually.

3.15

The Executive Committee deals with all matters which are not in the competence of the Annual General Meeting.

3.16

The Executive Committee may appoint Sub-Committees or delegate certain tasks to its members or to any members not serving on the Committee.

3.17

The Executive Committee will especially:

 

3.17.1

Organize professional and social events to enhance exchanges and strengthen the liaison among chefs of the culinary sector in Hong Kong;

 

3.17.2

Promote and arrange training and educational programs for all members of the association as well as for trainees of culinary schools and related organizations;

 

3.17.3

Nurture and develop mutually beneficial contacts with all branches of the local hotel and catering industry for the endorsement and support of the Association’s activities;

 

3.17.4

Foster close cooperation with other international chefs associations to maintain an international perspective for the local trade.

 

  1. CONSTITUTION SUPERVISORY BOARD

4.1

The Constitution Supervisory Board convenes once a year to review and propose amendments, if any, to the Constitution of the Association for endorsement at the Annual General Meeting.

4.2

The Constitution Supervisory Board must consist of a minimum of 3 Former Presidents, and 2 Executive Committee Voting Members.

 

  1. GENERAL MEETING

5.1

The General Meeting is vested with the highest authority of the Association.

5.2

An Annual General Meeting (AGM) shall be held no later than the second quarter of every calendar year.

5.3

The presence of twenty-five percent of the actual Voting Membership is necessary for the Annual General Meeting. If a quorum is not achieved at the Annual General Meeting, the members presiding the meeting will convene an Extraordinary General Meeting (EGM) which is to take place not less than 21 days later. 

5.4

Extraordinary General Meetings may be called as deemed necessary by the Executive Committee, or at the request of not less than 25% of the Voting Members.

5.5

The Voting Members present at the EGM shall form the quorum.

5.6

All resolutions passed during the EGM shall be deemed valid until the next AGM

5.7

All Annual and Extraordinary General Meetings are presided over by the President, or in his absence, by one of the Vice Presidents or other Voting Member elected for the purpose.

5.8

The General Secretary or a Committee Member designated by the Executive Committee keeps the minutes of the proceedings of the General Meeting.

5.9

All decisions and votes in the General Meetings are taken by simple majority of Voting Members. In case of even votes, the President shall have the casting vote.

5.10

Notice for the Annual General Meeting shall be given in writing by the President or Acting President not less than 21 days in advance.

5.11

The notice of meeting shall be accompanied by an agenda listing the matters to be discussed as well as the audited accounts.

5.12

Agenda of the Annual General Meeting

 

5.12.1

Approve amendments and alterations of the Constitution of the Association (previously authorized by the Constitution Supervisory Board);

 

5.12.2

Confirm the minutes of the previous AGM;

 

5.12.3

Receive the President´s report on the activities of the Association during the year under review;

 

5.12.4

Examine and approve the audited accounts conducted by 3rd party external auditors;

 

5.12.5

Determine the annual membership fees, if there is any proposed change;

 

5.12.6

Elect the Executive Committee for the ensuing year;

 

5.12.7

Elect the auditors, if new appointment is required;

 

5.12.8

Discuss and decide on any proposition submitted to the meeting;

 

5.12.9

Elects Honorary Members should any have been approved prior by the Executive Committee.

5.13

Agenda of the Extraordinary General Meeting

 

5.13.1

Decide on all matters of the Annual General Meeting (AGM) in the event when the AGM fails to attain the quorum;

 

5.13.2

Decide on the dissolution of the Association. At least half of the members with voting rights must be present at such a meeting. The dissolution has to be decided if the Membership falls to five members;

 

5.13.3

Receive the President´s report on the activities of the Association during the year under review;

 

5.13.4

If it comes to the dissolution of the Association, winds up the business of the Association and disposes of the assets. If there is any surplus left after paying all debts, such surplus is to be donated to the Hong Kong Community Chest or any similar or equivalent organizations operated in Hong Kong;

 

5.13.5

Discuss and decide on all matters submitted to the meeting by Voting Members.

 

 

 

 

  1. FINANCE AND AUDITORS

6.1

For best practices, an external professional auditor shall be appointed to audit the annual cash inflows and outflows of the Association’s account. Two professional members, other than the Executive Committee, shall be invited to serve as Association Auditors to sign off the audited financial report approved by the eternal auditor together with the President;

6.2

The 3RD party external auditors will examine the books of the Association and ascertain the correctness of the accounts and the existence of the assets;

6.3

The audited account shall be shared with all Voting Members at least 10 days before the Annual General Meeting, and to be approved at the Annual General Meeting.