THE CONSTITUTION OF THE HKIDO (2015)

THE CONSTITUTION OF
THE HONG KONG INTER-SCHOOL DEBATING ORGANISATION
(2015 Draft)
ARTICLE 1 ESTABLISHMENT
The Hong Kong Inter-school Debating Organisation is hereby established.
ARTICLE 2 - NAME
The English name of the Organisation shall be HONG KONG INTER-SCHOOL
DEBATING ORGANISATION, abbreviated as HKIDO. The Chinese name of the
Organisation shall be . There is no abbreviation for the Chinese
name of the Organisation. The Organisation shall also be known under the alias
HONG KONG INTERSCHOOL DEBATING ORGANIZATION.
ARTICLE 3 INTERPRETATION
In this Constitution, unless the context otherwise requires:Advisory Panel means the Advisory Panel of the Hong Kong Inter-school Debating
Organisation;
the Council, means the Council of the Hong Kong Inter-school Debating
Organisation;
day of office means a day within a Session, with the first day of office being 1 st
October each year;
Director means the Director of the Hong Kong Inter-school Debating Organisation,
who also acts as the Head Advisor of the Advisory Panel;
events means any activity, competition, tournament, lecture, or any other event
organised by the Organisation;
Executive Committee, or ExCo in short, means the Executive Committee of the
Hong Kong Inter-school Debating Organisation;
Honorary Treasurer means the Honorary Treasurer of the Hong Kong Inter-school
Debating Organisation;
officials means collectively the personnel as appointed to contribute to the organs of
Hong Kong Inter-school Debating Organisation as set out in Article 8.
the Organisation means the entirety of Hong Kong Inter-school Debating
Organisation;
President means the President of the Executive Committee of the Hong Kong Interschool Debating Organisation;
Treasurer means the Treasurer of the Executive Committee of the Hong Kong Interschool Debating Organisation;
registered member, member, or member school means a school which has
registered as a member under Article 6;
Session means the time period as set out in Article 5;
school means any school registered under Section 13 of the Education Ordinance
(Cap. 279);
Societies Office means the Societies Office of the Hong Kong Police Force;
Sub-Committee, or SubCom in short, means the Sub-Committee to the Executive
Committee of the Hong Kong Inter-school Debating Organisation;

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ARTICLE 4 REGISTRATION OF THE ORGANISATION

(1) Registered Society
The HKIDO shall be a Registered Society in Hong Kong under the Societies
Ordinance.
(2) Postal address
The postal address of the Organisation shall be
(3) Office-bearers
The three office-bearers reported to the Societies Office shall be the Director, the
Honorary Treasurer and the President.
(4) Amendment of particulars of office-bearers
Amendments of the particulars of the registered office bearers must be reported to the
Societies Office
(a) on or before the 30th day of office of a Session; and
(b) within 10 calendar days after a change in particulars of a registered office-bearer
has occurred during a Session.
ARTICLE 5 - OBJECTIVES
The Organisation shall be a non-profit, academic-oriented organisation aiming at
(a) Promoting the English Debating culture among Hong Kong students;
(b) Increasing Hong Kong students exposure to global events; and
(c) Providing students with both administrative and debating experiences.
ARTICLE 6 - SESSION
The session of the Organisation shall commence on the first day after the Council
meeting of the year and terminate on the day of the Council meeting of the next year.
ARTICLE 7 MEMBERSHIP
(1) Eligibility
The membership system of the Organisation shall be school-based. All schools in
Hong Kong registered under Section 13 of the Education Ordinance (Cap. 279) shall
be eligible to register as a member within the Organisation. All registered members
shall form the Organisation.
(2) Representation to the Organisation
Each member school shall be represented by
(a) A teacher who is performing his duties at the school for the entirety of the
Session; and
(b) A student who is studying at the school for the entirety of the Session. Such
student shall also act as the contact person of the member school.
(3) Rights of registered members
Registered members shall enjoy exclusive benefits, including but not limited to
(a) exclusive or priority enrolment in events;
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(b)
(c)
(d)
(e)
(f)

discount rates when joining income-generating events;

nominate its students to be selected as a member of the Executive Committee;
vote on any substantive motion at the Council meeting;
move substantive motions at the Council meeting; and
second substantive motions at the Council meeting.

(4) Duties of registered members

Registered members shall
(a) comply with this Constitution;
(b) comply with the decisions made by the Council and the Executive Committee;
(c) contribute an annual subscription fee to the Organisation;
(d) actively support events throughout a Session, and promote such events in the
school;
(e) send one or more student representatives to attend the entirety of the Council
meeting;
(f) provide venues for tournaments and events of the Organisation.
ARTICLE 8 MEMBERSHIP REGISTRATION
(1) Application
Applications for membership shall be
(a) made to the President in the specified form; and
(b) accompanied by the supporting documents as specified in such form.
(2) Registration
Upon receiving an application in accordance to (1), the President shall make such
inquiry as he deems necessary and shall determine the application
(a) by registering the applicant as a member in respect of which the application is
made; or
(b) by refusing, with a written explanation addressed to both the applicant and the
Director, to register the applicant as a member.
(3) Opening of application
(a) Application for membership of a Session shall be open to all schools no later than
60 days before the commencement of the Session. Such application shall remain
open for at least 30 calendar days.
(b) The opening of application shall be publicised through the website of the
Organisation, stating clearly the eligibility for membership, method of application,
deadline for application, expected subscription fee for the upcoming Session and a
sample of the application form.
(4) Proof of registration
New registered members shall receive a written proof of registration, signed by both
the President and the Director and chopped, no later than 7 days before the
commencement of a new Session.
(5) Extension
Memberships of a Session shall be automatically extended to the next Session.
(6) Termination
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A membership shall be terminated

(a) by the member in writing, signed by the respective School Principal, and with the
subsequent approval of the Executive Committee; or
(b) by the Executive Committee, with written explanation addressed to the respective
School Principal; such correspondence shall be chopped and countersigned by the
Director.
Once the membership is terminated, no fees shall be refunded to the member, and the
member shall immediately cease to enjoy the rights it owns as a member.
(7) Appeal
Should a school be dissatisfied with the decision made by the President, the respective
School Principal shall make a written appeal to the Director within 14 calendar days
after the decision is made. The Director shall make such enquiry as he deem necessary
and determine the decision
(a) upheld, with written explanation to the respective School Principal and the
Executive Committee; and
(b) overruled, and shall request the Executive Committee to revise the decision;
(c) overruled, and shall revise the decision himself. Such decision is subjected to an
endorsement by the President.
ARTICLE 9 STRUCTURE
(1) The Council
The direction of the Council shall possess the highest authority in all matters
concerning the Organisation. The Council shall consist of all members of the
Organisation, the Director, the Honorary Treasurer and the President. The Director
shall be the Chairman in Council.
(2) Organs
Under the Council, the Organisation shall consist of the Advisory Panel and the
Executive Committee. A sub-committee answerable to the Executive Committee shall
be set up at the discretion of the Executive Committee.
(3) No remuneration to all personnel
All personnel in all organs of this Organisation shall receive no remuneration in any
form, including but not limited to monetary remuneration and/or remuneration by
gifts.
ARTICLE 10 COUNCIL MEETINGS
(1) Annual General Meeting
The Council meeting shall act as the Annual General Meeting of the Organisation.
The Council meeting shall be held annually, and at least 7 calendar days before the
commencement of a new Session. All members shall be informed of the date, time,
venue and agenda of the Council meeting at least 7 calendar days before its
commencement.
(2) Business
The Council shall, at the Council meeting,
(a) Receive the work report of the outgoing Executive Committee;
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(b)
(c)
(d)
(e)
(f)
(g)

Receive the Annual Financial Report of the outgoing Executive Committee;

Receive and adopt the Annual Budget of the incoming Executive Committee;
Receive and adopt the Year Plan of the incoming Executive Committee;
Review the list of members of the Advisory Panel;
Make inquiries, if any, towards officials of the Organisation;
Debate and vote on any affairs of substantial importance to the Organisation.

(3) Quorum
Fifty percent of the members shall form the quorum at the Council meeting.
(4) Chairmanship
The Council meeting shall be presided over by the Director. He shall hold the Council
meeting in such way as to ensure the meeting proceeds in a fair and just manner.
(5) Substantive motions
All affairs to be discussed in the Council meeting shall be presented as substantive
motions. Such motions may be moved and seconded by any member, Executive
Committee member, advisor or the Director.
(6) Voting rights
Every member shall be entitled to one vote on all motions presented before the
Council. Executive Committee members, sub-committee members, the Honorary
Treasurer and Advisors shall not have voting rights. The Director shall cast the
deciding vote only when voting comes to a draw.
(7) Speaking rights
Representatives from member schools, Executive Committee members, subcommittee members, the Honorary Treasurer, Advisors and the Director shall be
entitled to speaking rights on all motions presented before the Council.
(8) Proceedings
Voting on motions shall take place in the form of
(a) show of hands;
(b) rising vote;
(c) anonymous ballots; or
(d) registered ballots.
Substantive motions shall be carried with a simple majority of all members present.
Motions regarding
(i) amendments of this Constitution;
(ii) the removal from office of any of the officials; and
(iii) the dissolution of the Organisation,
shall be carried only by a two-thirds majority of all members present.
(9) Decisions final
All decisions arising from voting in Council shall be final.
(10) Extraordinary Council meetings

THE CONSTITUTION OF THE HKIDO (2015)

Should affairs of substantial urgency and importance to the Organisation arise, an

Extraordinary Council meeting shall be convened. Such meeting shall be convened by

(a) the decision of the Executive Committee;

(b) the request of a member school with the approval of the Executive Committee;
(c) the request of at least three member schools.
All members shall be informed the date, time, venue and agenda of the Extraordinary
Council meeting at least 3 days prior to its commencement.
ARTICLE 11 EXECUTIVE COMMITTEE
(1) Composition
The Executive Committee shall consist of the President, the Vice President, the
Treasurer, the Internal Secretary, the External Secretary, the Webmaster, the Public
Relations Director and the Tournament Director. There shall only be one person
holding the position of President in a Session, while there shall be no limit on the
number of persons holding each of the remaining positions.
(2) Term limit
The Executive Committee shall hold office for one sessional year only. Members of
the Executive Committee of a Session may seek re-election in the succeeding Session,
but shall only take office in the Executive Committee in not more than two Sessions
in their lifetime.
(3) Eligibility
Only students from member schools shall be eligible to take office in the Executive
Committee. Such persons must be studying in his school for the entirety of the
Session he is about to take office in.
(4) Appointment
An interview panel comprising of the Director, at least one Advisor and an unlimited
number of the outgoing Executive Committee members shall select from a pool of
candidates openly recruited from member schools. The interview panel shall nominate
to the Council a list of persons whom it deems suitable to take the respective positions
on the Executive Committee. Such list shall be adopted with a motion carried by a
simple majority in the Council.
(5) Duties
The duties of each official in the Executive Committee are as follows:(a) PRESIDENT:
(i) To preside over all Executive Committee Meetings;
(ii) To represent the Organisation in all its affairs;
(iii) To prepare the agenda for all Executive Committee Meetings;
(iv)To present the Year Plan of the Executive Committee at the Council meeting
preceding his Session
(v) To present the working report of the Executive Committee at the Council
meeting immediately before the end of his Session;
(vi)To move motions regarding the operations of the Organisation at Council
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meetings
(vii) To act as a signatory for all bank accounts of the Organisation; and
(viii) To perform duties as stipulated in this Constitution.
(b) VICE PRESIDENT:
To assist the Chairperson in all his duties and shall be the acting President of the
Executive Committee in the absence of the President.
(c) TREASURER:
(i) To be responsible for and keeping account of all financial affairs;
(ii) To prepare the Annual Budget for adoption at Council meetings;
(iii) To prepare the Financial Report at the end of his Session for adoption at the
Council meeting; and
(iv) To act as a signatory for all bank accounts of the Organisation.
(d) INTERNAL SECRETARY:
To take minutes for all Executive Committee and Council meetings;
(i) To prepare and keep records of all internal correspondences of the Organisation.
(e) EXTERNAL SECRETARY:
(i) To be responsible for all external correspondences;
(ii) To prepare and keep records of all external correspondences of the Organisation.
(f) WEBMASTER:
(i) To maintain the official website and social media pages of the Organisation, in
such manner that all information published are up-to-date and accurate;
(ii) To advise the Executive Committee on any technical and computer-related
matters;
(iii) To be responsible for designs on the official websites or other media.
(g) PUBLIC RELATIONS DIRECTOR:
(i) To be responsible for all the publicity work of the Organisation.
(ii) To seek sponsorships.
(iii) To promote the image of the Organisation.
(h) TOURNAMENT DIRECTOR:
(i) To be responsible for organizing the tournaments of the Organisation;
(ii) To oversee the logistic management, event operations and scheduling of
tournaments;
(iii) To assist the Adjudication Core (if any) in tournaments in their work, including
but not limited to tabulation of results; and
(iv) To make available the written Tournament Rules and relevant policies on the
Organisations website and social media pages, and notify members of the
publication of such materials.
(6) Order of succession
Should circumstances arise such that the President is unable to perform his duties, the
officials of the Executive Committee shall take the position of acting President in the
order of
(i) Vice President,
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(ii) Internal Secretary,

(iii) External Secretary,
(iv) Treasurer,
(v) Public Relations Director,
(vi) Tournament Director,
(vii) Webmaster.
(7) Removal from office
A member of the Executive Committee may be removed from office if
(a) his resignation is received with a motion carried by a two-thirds majority in the
Executive Committee;
(b) a vote of no confidence is cast by a two-thirds majority in the Executive
Committee; or
(c) a vote of no confidence is cast by a two-thirds majority in the Council.
(8) Committees
The Executive Committee shall set up Committees headed by its members to handle
specific affairs. The members of such Committees shall be students from member
schools.
ARTICLE 12 - EXECUTIVE COMMITTEE MEETING
(1) The Executive Committee of the Organisation shall hold meeting at least
bimonthly.
(2) The Executive Committee Meeting shall be called upon by the President or upon
the request of at least three Executive Committee members.
(3) Each member of the Executive Committee shall have one vote at the Executive
Committee meeting, the decision of which is based on simple majority opinion. The
President shall cast a final decision vote of the voting coming to a draw.
(4) Fifty percent of the Executive Committee members shall form the quorum at the
Executive Committee Meeting.
(5) Advisors may be present at Executive Committee meetings and shall enjoy
speaking rights but not voting rights. Advisors shall also enjoy the right to present a
motion before the Executive Committee.
ARTICLE 13 ADVISORY PANEL
(1) Composition
The Advisory Panel shall consist of the Head Advisor and a maximum of five
Advisors. Such persons shall be HKIDO alumni, prominent debaters in either the
secondary school or university debating circuit, or other persons as the Executive
Committee deems appropriate.
(2) Appointment
The Executive Committee shall nominate a list of Advisors to the Council meeting as
a substantive motion. The persons named on such list shall take office as Advisors
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immediately once the Council endorses such list.

(3) Term limit
There shall be no term limit for Advisors.
(4) Selection of office bearers
A Head Advisor and an Honorary Treasurer shall be elected by the Advisors among
themselves.
(5) Duties
The Advisors shall provide advice on all internal and external affairs of the
Organisation to the Executive Committee.
The Head Advisor shall act as the Director and shall
(a) Hold the bank chop of all bank accounts of the Organisation;
(b) Hold the Certificate of Registration of a Society of the Organisation;
(c) Act as a signatory for all bank accounts of the Organisation;
(d) Preside over Council meetings;
(e) Head the annual review of this Constitution; and
(f) Perform other duties as stipulated in this Constitution.
The Honorary Treasurer shall act as a signatory of all bank accounts of the
Organisation, and shall countersign all receipts and invoices issued by the
Organisation.
(6) Removal from office
An Advisor may be removed from office if
(a) his resignation is received with a motion carried by a two-thirds majority in the
Advisory Panel;
(b) a vote of no confidence is cast by a two-thirds majority in the Advisory Panel;
(c) a vote of no confidence is cast by a two-thirds majority in the Executive
Committee; or
(d) a vote of no confidence is cast by a two-thirds majority in the Council.
(7) Exercise of restraint
All advisors shall exercise restraint in providing advice to the Executive Committee in
an effort to maintain minimal trespassing on the autonomy of the Executive
Committee.
(8) Non-binding advice
The Executive Committee shall be under no obligation to comply with any advice
provided by the Advisors.
ARTICLE 14 SUB-COMMITTEE TO THE EXECUTIVE COMMITTEE
(1) Composition
There shall be no division of positions within the Sub-committee to the Executive
Committee (SubCom).
(2) Eligibility
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Only students from member schools shall be eligible to take office in the Executive
Committee. Such persons must be studying in his school for the entirety of the
Session he is about to take office in.
(3) Appointment
The Executive Committee shall select and appoint SubCom members from a pool of
candidates openly recruited from member schools.
(4) Term limit
The term period for SubCom shall last for one Session only. There shall be no term
limit for all SubCom members.
(5) Priority selection as succeeding ExCo member
SubCom members of a Session shall enjoy priority over other candidates in the
selection of Executive Committee members for the succeeding Session.
(6) Duties
SubCom members shall provide operational support to the Executive Committee in
affairs including but not limited to logistical arrangements, on-site operations, and coordination during events.
(7) Removal from office
A SubCom member may be removed from office if
(a) his resignation is received with a motion carried by a simple majority in the
Executive Committee;
(c) a vote of no confidence is cast by a simple majority in the Executive Committee;
or
(d) a vote of no confidence is cast by a two-thirds majority in the Council.
ARTICLE 15 - FINANCE
(1) The source of the Organisation's finance shall come from Annual Subscription
Fees, the credit balance of the previous years and donations and sponsorships
from outside bodies.
(2) The finance of the Organisation shall be used on the activities of the Organisation
only.
(3) The finance balance of the Organisation shall be dealt with session by session.
Any debts or liabilities of the Organisation shall be the sole responsibility of the
Executive Committee of the session during which the debts and liabilities were
incurred. Any surplus shall be transferred to the Executive Committee of the next
session.
(4) The Treasurer shall convey an oral financial report, including the balance in bank
and the cash in hand in each Executive Committee meeting, and present a written
financial report at the year-end Council meeting.
(5) All bank accounts of the Organisation shall be opened under the name HONG
KONG INTER-SCHOOL DEBATING ORGANISATION. The signatories of
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the bank accounts shall be the office-bearers of the Organisation.

(6) The particulars of all bank accounts of the Organisation shall be updated within
14 days after the commencement of a new Session.
ARTICLE 16 - DISSOLUTION:
(1) The Organisation shall be dissolved when a decision to dissolve the Organisation
is made with a motion carried by a two-third majority of the Council;
(2) After dissolution, the assets left by the Organisation will be donated to charities.
ARTICLE 17 - CONSTITUTION:
(1) Review
A panel headed by the Director shall review this Constitution annually. Such panel
shall consist of the Director, the Honorary Treasurer, the President, two Executive
Committee members and three members appointed by the Council, and shall be
collectively known as the Constitution Review Committee (CRC).
(2) Amendment
The CRC shall review and decide the amendments to be made to this Constitution.
Such amendments shall then be adopted with a motion carried by a two-thirds
majority in the Council. Such amendment shall be reported to the Societies Office
within seven days after the end of the Council meeting and shall come to effect seven
days after being approved by the Societies Office.
(3) Interpretation
Interpretation of the constitution of the Organisation shall rest solely on the Council
with a motion carried by a two-thirds majority.
(4) No contravention
All actions by the Director, Executive Committee members, SubCom members,
Advisors and members shall not contravene this Constitution. All subsequent
regulations and policies as enacted by any of the officials shall not contravene this
Constitution.

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