Chine Philatelice Association

1.	Name: China Philatelic Association
2.	Objective: Promote stamp-collecting; enhance philatelic knowledge, exchange philatelic items and establish communication and friendship amongst philatelists.
3.	Mailing address: The China Philatelic Association, G.P.O. Box 1452, Hong Kong.
4.	Members: Anyone who is interested in philately and is trustworthy can join as a member with the approval of the Committee. Life and ordinary members have the right to vote and be elected. Members of less than 12 months’ membership have no right to be elected.
5.	Application for Membership and Personal Data: An applicant for membership shall fill in the application form and be willing to furnish his/her personal particulars. Under the Memorandum of Association, the personal information submitted by the prospective member will be used by the Committee for processing his/her application, in activities of the Association and for membership record. Under the Personal Data (Privacy) Ordinance, the applicant has the right to request in writing the review and amendment of his/her personal data, and to request in writing for a copy of the personal data he previously submitted.
6.	Meetings:

	˙	Annual General Meeting (AGM): Shall be held annually. Date and venue of the meeting will be announced in the Association’s Newsletter not less than 14 days prior to the meeting. Attendance by 5% of qualified members in that year will form the quorum. In the event that the quorum cannot be reached at the date of the meeting, the meeting shall be postphoned and all members informed of the new meeting arrangement. If a quorum cannot be reached in the rescheduled meeting, the number of members attending that meeting will be deemed to have formed the quorum.
	˙	Management Committee Meeting: Shall be held monthly.
	˙	Members Normal Meeting: Held at 2:30 pm on every Saturday, unless it falls on a public holiday.
	˙	Extraordinary General Meeting (EGM): Shall be convened either at the joint request of not less than one fifth of qualified members of the year or the resolution of the Management Committee. The meeting arrangement for the EGM shall follow that of the AGM.

7.	A. Subscription:	˙	The annual (January to December ) subscription for local ordinary member shall be HK$100, which will be $60 for Youth Members between the age of 12 and 17.
		˙	Ordinary members of three full years standing and remaining a qualified member may apply to covert to Life Member. An one-time fee of HK$2000 will be charged.
		˙	Non-local members shall subscribe annually HK$160 or the equivalent US Dollars (inclusive of air-mail postage of Newsletters).
		˙	Non-local Life Members shall subscribe annually HK$60 or the equivalent US Dollars to subsidize the air-mail postage of the Newsletters.

	B. Joining Fee:	Upon approval by the committee, new members and members resuming their memberships shall pay the joining Fee and the Annual Subscription. The Joining fee is HK$40 for ordinary members and $20 for Youth Members.
	C. Donation:	The Association accepts unconditional donations from members and the general public for funding the Association’s activities.
	D.Use of Income:	The income from A, B and C above shall be used to fund the Association’s activities. No

Management Committee Members: The Association is managed by the Management Committee. Candidates for the Management Committee shall be nominated at least one month before the date of the AGM and be elected at the AGM. There shall be 13 posts of Management Committee members, who shall be qualified members of at least one year standing and with the right to vote. All Management Committee members shall remain in the office until the new Management Committee members are duly elected. Re-election is permitted.

	a.	The first Management Committee meeting shall be convened immediately following the AGM where election has taken place. The following officer-bearers are to be elected amongst the Management Committee members: One President, Two Vice-Presidents, responsible officers and assistants for the posts of Association Secretary, General Administrator, Treasurer, Membership Officer, Archives Officer, Publishing Officer, Academic Officer and Exchange Officer. As the Association is a non-profit making body, all Management Committee members are voluntary posts without remuneration. Those who have served the Association for a long period and have special contributions may, by resolution of the Management Committee, be appointed honorary Chairman or honorary Advisor. They can attend the monthly Management Committee meetings and participate in discussions but have no voting right in the Management Committee.
	b.	The normal term for a Management Committee member is three years.. About one third of the Management Committee members shall resign in the AGM. The exact number of Management Committee resigning shall be a round number nearest to one third of the total number of Management Committee members.
	c.	In any one year, the Management Committee members resigning shall be those who have served longest in the Management Committee (counting from the date of the last election). If outgoing Management Committee members were previously elected on the same day, those resigning shall be determined by a draw, unless they can reach compromise amongst themselves.
	d.	If a vacancy arises at any time of the year, the post can be filled by voting amongst the remaining Management Committee members within fourteen days from the day on which the vacancy arises. The Management Committee member thus elected shall remain in the office only until the date of the nearest election.
	e.	According to the working requirement of the Association, Working Committee members are to be selected amongst qualified members and directly appointed by the Management Committee. Working committee Members shall assist in the running of the Association under the direction of the Management Committee. The term for the Working Committee Members shall be one year.

Auditor: Candidate for the Auditor shall be nominated at least one month before the date of the AGM and be elected at the AGM. There is one post of Auditor, who shall be qualified members of at least one year standing and with the right to vote. Current Management Committee members shall not be elected as Auditor. The Auditor shall remain in the office until the new Auditor is duly elected. Re-election is permitted.

	a.	Nomination: Thirty days prior to the date of the AGM as notified by the Management Committee, nominations for Management Committee members and Auditor are to be accepted. The nominatin shall be closed fourteen days afterwards and any nomination received after such day shall be invalid.
	b.	With the written support of two other members as seconders, a members with the right to vote may nominate in writing one other member to stand for the post of Management Committee member or the Auditor. The member nominated shall be a qualified member of at least one year standing and with the right to vote.
	c.	The member nominated shall undertake in writing his/her agreement to take up the post of Management Committee member or Auditor if elected.
	d.	The candidate with the highest number of votes shall be elected. The election shall be conducted by way of anonymous votes.

11.	Newsletter: The CPA Newsletter published by China Philatelic Association shall be distributed to members at no cost.
12.	Liability: Members enjoy equal benefits and liabilities. Liabilities and debts resulting from the Association’s activities shall be borne equally by all members.
13.	Resignation: If a member’s conduct and acts affect the goodwill of the Association, he/she can be dismissed from membership with a notice from the Committee. No reason will be given for such decision by the Management Committee and all fees paid by the dismissed member shall not be refunded. Members failing to pay within the prescribed period the annual subscription despite notice by the Association will be deemed to have voluntarily resigned from the Association.
14.	Dissolution: The Association will only dissolve itself with the agreement by voting from five sixth of qualifying members in the year. Upon dissolution, all remaining asset of the Association (if any), after settling all legal debts, shall not be given or apportioned to the members. Such remaining assets shall only be donated to other organizations of similar objectives or to charities, as decided in an AGM held prior to the dissolution.
15.	Sub-clauses: If case of imperfection in the Memorandum of Association, amendment can be made not only by the AGM or EGM, but also by the Management Committee at any time and reconfirmed by the AGM or EGM.
16.	Coming into Force: The amended Memorandum of Association will come into force upon submission to and approval by the Registrar of Societies.


Chine Philatelice Association Memorandum of Association


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	a.	The main role of the Auditor is to check regularly the Association’s books of account and cash. He/she is required to audit all accounts of the Association within fifteen days from the closed of the financial year and shall present the audit report to the AGM for approval.
	b.	The Auditor can attend the monthly Management Committee meetings and participate in discussions but has no voting right in the Management Committee.