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NAUTICAL INSTITUTE
HONG KONG BRANCH CONSTITUTION
1st April
2019
1. Objects
The activities of the
Nautical Institute Hong Kong Branch reflect and support the objects of the
International Nautical Institute, namely: to promote and coordinate in the
public interest the development of nautical science and to encourage and
promote high standards of qualification, competence and knowledge among those
in control of sea-going craft. The
Branch further seeks to develop interest throughout, and share expertise across
the wider maritime community in the region.
2.
Conduct of the Branch Activities
The Branch activities
shall be conducted within the Branch Bye-Laws of the Nautical Institute’s
Constitution.
3.
Membership
Membership of the
Branch shall be open to any member of the Nautical Institute of any grade,
resident in the region. Members may change or cancel their affiliation to a
Branch by notice in writing to the Branch Secretary who will transmit such information
to the Institute Headquarters (HQ).
Members informing HQ
of a change of address or a move from one branch area to another, will have
their details forwarded to the relevant branch Secretaries by HQ.
All sea-going members
are welcome to attend any Branch meeting anywhere.
4.
Officers and Committee
4.1
Composition of the Committee
The business of the
Branch shall be managed by a Branch Committee elected by the Branch members and
shall consist of the following Officers:
- Chairman
- Vice-chairman
- Secretary
- Treasurer
In addition to the
above Officers and members of Council, the Branch Committee shall consist of up
to sixteen elected members.
4.2
Election and retirement of Branch Officers and Committee
Election of Branch
Officers and Committee shall be done as per the Nautical Institute By laws.
4.3
Quorum
Four members of the Committee
shall constitute a quorum.
4.4
Representation on Council
Any properly
constituted Branch which does not have at least one member of the Committee on
Council may send a representative to observe Council meetings and give a report
from the Branch, but such representative shall not be entitled to vote.
5.
Branch Meetings
5.1 Branch Meetings
shall be held at such times and places as may be decided upon by the Committee
at the start of each season.
5.2 The Branch AGM
shall be held at intervals not exceeding 15 months as per the Nautical
Institute By Laws, At the AGM, the Chairman will present a report of the Branch
activities in the foregoing period, together with any other business of which
appropriate notice has been given. The Treasurer will present a financial
report.
The appointment of
Officers and members of the Committee to fill the vacancies shall, if more are
nominated than there are vacancies, be decided during the course of the Branch
AGM.
5.3 The newly elected
and non-retiring members of the Committee shall take office at the conclusion
of the AGM.
6.
Programme of Events
Prior to the start of
each season, the Branch Committee shall plan the programme of lectures, talks,
visits and social events. The programme will be promulgated to all Branch
members and updated as and when flet required.
A report of activities
shall be forwarded to HQ/SEAWAYS.
Joint meetings with
RINA, IMarEst, ICS, and other organizations with similar professional,
historical and social interest are encouraged and could form part of the
programme each season.
The Branch will
endeavour to run a professional seminar every two years, for which purpose a
sub-committee will be appointed in order to plan, execute, administer and
account the seminar as necessary.
7.
Members Contact Details
The Branch Secretary
should receive quarterly notification from HQ of the contact details of new
members in their region and also any additions or deletions from the Regional
Membership List.
8.
Finance
The Treasurer shall
ensure that suitable records and books are kept of the finances of the Branch
administration. He/She shall ensure that
an adequate balance is maintained at all times to provide for the planned
programme of Branch.
The financial
activities of the Branch shall be recorded to show that income and expenditure
are properly accounted for. One or more Bank accounts shall be opened in the
name of the Branch and three officers shall be authorised to sign cheques and
draw upon the account(s), provided that any cheque must contain at least two
signatures of such authorised signatories.
9.
Social Media
The Branch may, at
the discretion of the Branch Committee, provide and maintain a website or other
social media presence whose form and content are congruent with the aims and
objectives of the nautical institute as a whole, but which would provide local
information for Branch members.
To the greatest
extent practicable, communications with members will be by email for speed and
expediency. It is the individual
member’s responsibility to ensure that the Secretary is supplied with valid and
current contact details.
10.
Alteration of the Branch Constitution
Alterations to this
Constitution must receive the assent of not less than two thirds of the members
of the Branch Committee present and voting at an AGM. A Resolution for the
alteration of the Constitution must be received by the Secretary at least 28
days before the meeting at which the Resolution is brought forward.
ANNEX 1
THE NAUTICAL INSTITUTE HONG
KONG BRANCH
Branch Committee
Nominations
for branch officers and committee members
Election of Branch
Officers and Committee members will take place at the AGM on ………………………………., at …………………………………,
starting at 1830.
The committee is keen
to welcome new members, particularly sea-going members, to serve on the
committee as Officers or members, in order to bring fresh input and up-to-date information
to the Branch activities.
Would Members wishing
to nominate fellow Members to serve on the Branch Committee please complete the
details below and return the completed forms to the Secretary not later than [not less than two weeks prior to date of AGM].
Name of Member being
nominated ……………………………………………………….
In what capacity
(please specify) Chairman
Vice Chair
Treasurer
Secretary
Committee Member
Signature of nominee
agreeing to serve ……………………………………………..
Proposed by
……………………………………………..
Seconded by ……………………………………………...
Please return
nomination forms to the below address:
………………..
Hon. Secretary
Nautical Institute Hong
Kong
[Secretaries’
contact address details]