YEG MEMBER GUIDELINE / RULES / BYLAWS.
Bylaws of the Young Executives Group (Effective 23/11/2023)
1. Name
The name of this group shall be “Young Executives Group Hong Kong” – (“Y.E.G.”)
2. Object Y.E.G. is a social group. The objective of Y.E.G. is to foster “Community Unity” by bringing together harmony among individuals engaged in business and professional activities in Hong Kong and foster among them a spirit of unity and friendship through the arrangement of social events, gatherings, charity and community events.
3.1 Y.E.G. shall meet regularly for business, social or charity purposes.
3.1.1 The regular meeting may be held at any venue and date chosen by the committee including online.
3.1.2 During some months, the regular meeting may be a casual luncheon, brunch, breakfast, tea time, drinks or dinner meeting, which may also be held on any day chosen by the committee. These will usually be held at a restaurant or other suitable venue.
3.1.3 The committee may call the meetings during any month at its discretion.
3.1.4 Apart from the meetings, YEG will also organise through the course of the year ‘social events’ and at least one ‘charity event’ which will be open to members and their spouses at a suitable venue. These may include brunches, luncheons, tea time events, drinks or dinner events, ballroom events or overseas trips.
3.1.5 The committee may at its discretion adjust, change or cancel any meetings, social events or charity events at its sole discretion, whether for weather related, health related reasons, religious day, civil disruption, mourning for deceased members or their family or any other reason deemed suitable.
3.1.6 The membership year is a period of a minimum of 1 year and period, is set by the committee, and is marked in the annex.
4. Membership Categories
4.1 There are 6 membership types; namely Active, Corporate, Absent, Overseas, Lady Member and Honorary Member.
4.1.1 An Active Member is entitled to attend all regular luncheon meetings, including on-the-road luncheons, all social events and charity events.
4.1.1.1 The spouse, of the active member is entitled to attend all the spouse social events and may be invited to charity events.
4.1.1.2 In the case where the member is either unmarried, widowed or separated in marriage, the member invite a companion to accommodate them without payment of a guest fee. The member may not collect payment from their companion for the invitation.
4.1.1.3 In the case where the member’s spouse is unable to attend, that member may invite an immediate family member at 60% of the prevailing guest fee, or in the case where no guests are allowed, shall be permitted to bring their family member as a guest for a prescribed fee set to the group costs.
4.2 A corporate member is assigned to a registered company registered in Hong Kong or worldwide.
4.2.1 A corporate may name up to multiple persons per rule 12.2.1 on the corporate nominee panel list whom are employees of the same company.
4.2.2 The corporate panel list may only be updated once per calendar year.
4.2.3 At all events, any one person from the corporate nominee list may attend a YEG event.
4.2.4 For couples social events, any member may attend with their spouse, or in case they are not married, separated or widowed then with their invited companion.
4.2.5 For couples social events a members spouse may attend without the member.
4.2.6 For couples social events in the case of a member being not married, separated or widowed an invited companion may not attend without the member.
4.3 Corporate membership is not transferrable.
4.3.1 Application of corporate membership is subject to review and approval by the committee.
4.3.2 Corporate membership may be joined at any point in the year subject to prorated payment for the year with a minimum amount of half a year subscription plus the full subscription for the following year.
4.3.3 When a new corporate members starts their term of a new year, then only that year’s subscription needs to be paid.
4.3.4 Corporate members may not apply for absent membership.
4.4 Absent membership allow members to pay a fixed fee as set out in the annex.
4.4.1 Such status may be granted by the Committee for 1 period of 1 year.
4.4.2 Absent membership may be made in any two out the previous 5 year period.
4.4.3 Absent period once approved will start from the 1st calendar day of the new membership year for the full membership year.
4.4.4 An absent member may attend all events with payment of the guest fee except the Diwali Ball.
4.4.5 Overseas Member; Each Overseas Member shall be a male or female aged 21 of good character whose primary residence is outside Hong Kong and who resides in Hong Kong for less than 180 days a year.
4.4.5.1 A member may request for membership to be converted to Active Overseas members at the start of the membership year.
4.4.5.2 At the point of converting membership to an overseas membership from a different membership category, no verification is required.
4.4.5.3 If an active overseas member wishes to renew his status as an active overseas member, he or she may be asked to certify and produce required proof as determined by the committee that they resided less that 180 days in the immediate prior term.
4.4.5.4 If the member certifies that they were, then they shall be entitled to renew the active overseas membership. This includes furnishing evidence if requested by the committee.
4.4.5.5 If the member is unable to certify that they were absent, then they shall not be entitled to renew overseas membership.
4.4.5.6 After payment of the prescribed guest fee for such event, an active Overseas Member may attend with his or her spouse all meetings or social events organised by the Committee for its Active Local members and their spouses and partners.
4.5 Active Social Local Lady Member.
4.5.1 Active Social Local Lady Member: – Each Active Social Local Lady Member shall be an adult female person of good character.
4.5.2 She shall be entitled to attend all social events organised by the Committee for its Active Local members and their spouses and partners.
4.6.3 She shall not be entitled to attend or to vote at regular luncheon meetings or any social event organised by the Committee solely for the active members.
4.6 Honorary Members are members recognised with a lifetime of outstanding service to the group.
4.6.1 Honorary members shall be exempted from payment of admission fees and annual dues.
4.6.2 Honorary members may be appointed or removed by the President in consultation with the committee.
4.6.3 lifetime Honorary members may be named to be individuals or any person whom hold specified official dignitary titles or job title.
4.6.4 The lifetime honorary member and their spouse or suitable companion(s) may invited for all YEG at the discretion of the President.
4.6.5 The current Indian Consulate general of Hong Kong and Mrs. Purviz R. Shroff are lifetime honorary members.
4.6.6 The group must maintain a list of lifetime honorary members or honorary titles and invite the lifetime honorary member to any event at the discretion of the President.
4.6.7 Honorary Guests are invited guests permitted to attend a YEG event at the invitation of the group.
4.6.8 The committee may invite any person it deems appropriate as an honorary guest with cost of the honorary guest paid by the group.
4.6.9 The President must consult with the
5 Admission Fees and Dues are listed in the annex section.
5.1 A newly admitted Active Member shall pay the current admission fee as prescribed in the annex section.
5.1.1 The prescribed fee may be adjusted at the discretion of the Committee at any time.
5.2 Active Members may, when a direct debit facility is available, pay the annual subscription fee either up front in a single payment, or by monthly payment equal to 1/12 portion of the annual subscription fee by direct debit.
5.2.1 All Active members are required to sign a direct debit form for payments when the facility available to our members.
5.2.2 All Active member subscription dues, guest fees and other payments and fees will be settled by direct debit once set up.
5.2.3 Honorary Lady Members, Overseas Members, corporate members and Honorary Members may settle subscription dues and guest fee and other payments upon demand when due.
6 Member Spending Credit is a credit that accumulates in the members account.
6.1 The S.O in consultation with the President shall issue the rules that pertain to the Member spending credit by gazetting the rules in a separate document titled “Members Spending Credit Guidelines”
6.2 Should no guideline be issued, then this section shall be omitted.
7 Resignation of the group is subject to the following rules;
7.1 Any member whom resigns from Y.E.G is not entitled to any refund of subscriptions or to a share of the reserves of Y.E.G is not entitled to any refund of subscriptions or to a share of the reserves of Y.E.G.
7.1.1 There is no refund of membership subscription.
7.2 Should a member continuously demand a refund, they shall be referred to section 9.
7.3 Termination:- Any member failing to pay his dues within the established due date shall have their membership terminated.
7.3.1 YEG subscription dues for the year shall be sent to members in the last month of the prior membership year, or the first month of the new membership year.
7.3.2 Subscription dues must be accompanied with a tentative event line-up plan for the new year.
7.3.3 YEG subscription dues shall be formulated by the and proposed by the incoming President in consultation with the incoming committee, and pass to the S.O for approval. Should the subscription dues not be accepted by the S.O committee, the S.O may at its discretion pass the subscription formulation for reformulation to the President with feedback, and the President should resubmit the proposal after amendment.
7.3.4 Until it is confirmed and approved by the S.O, the incoming President shall keep their proposed event line-up confidential and not circulate to the members, and can only take advice from committee, senior advisors or S.O.
7.4 . Resignation: – The resignation of any member from Y.E.G. shall be in writing (addressed to the President or Honorary Secretary).
7.5 Upon such termination the Committee shall take all such steps as it may be advised to take to recover all outstanding amounts due from the person in question.
7.6 On request, such person may be reinstated at the discretion of the Committee upon payment of all outstanding dues, interest, and other fees or expenses as the Committee may determine in its absolute discretion.
7.7 Should a person fail to pay dues, the committee may at its discretion and in approval of the S.O publish the name of persons whom owe money to the society on YEG website members section or public section, and commence legal action.
8. Termination for grave and serious misconduct unconnected to the group: – Any member who is guilty of committing or attempting to commit immoral, criminal conversation or grave and serious misconduct is liable, after due consideration by the Committee, to have her membership terminated.
8.1 A criminal conviction resulting in a sentence of imprisonment that is not suspended constitutes grave and serious misconduct.
8.2 Upon such termination the Committee shall take all such steps as it may be advised to take to recover all outstanding amounts, if any, due from the person in question.
8.3 The group shall maintain a list of blacklisted persons and state conditions if any to be removed from the blacklist.
8.4 Any person listed in the group blacklist shall be prohibited from being a member of the group, and prohibited from attending any group events, including as a guest.
9. Dishonourable Discharge.
9.1 Any member or former member whom breaks laws or suspected to have broken laws, acts with malice to the group, deliberately and grossly deceives the group, misleads the group, slanders or commits libel towards the group, interferes with the relationship with the group’s sponsor, cause the group a loss, or grossly disrupts a group event, whom fail to pay dues owed to the group, harms a fellow member, or commits any other offence or anti-social behaviour to the group may be considered to be dishonourably discharged from the group.
9.1.1 All members are required to consume food and drink provided at the venue, and may not remove food, drinks or alcohol for future consumption. Any member who does may be referred for sanction.
9.1.2 All members are expected to conduct themselves at a class level in line with YEG values. Any member who degrades the group with poor behaviour may be referred for sanction.
91.3 Any member who fails to follow the clear direction of the President or committee member at an event may be referred for sanction.
9.2 If such a need arises, the President shall propose to the senior advisors for consideration to be dishonourably discharged or sanctioned.
9.2.1 The President may only raise matters that occur in his membership year or on the immediate 30 days prior to the start of the President’s term.
9.3 Should at least 2 senior advisors agree, the person shall be summoned to personally attend a meeting titled “Member Disciplinary Meeting” with the committee or a sub committee appointed by the senior advisors. The meeting may be held in person or on zoom and must be recorded.
9.4 As long as the member is in Hong Kong, should the member fail to attend or fail to agree to such a meeting within 3 fair attempts, they shall have their membership suspended until such time they appear at a meeting with the committee.
9.5 At the Member Disciplinary Meeting, the member being considered for will be provided with a fair opportunity of at least, but no more than thirty minutes to represent their views and supporting evidence.
9.5.1 The member must attend the meeting in person and may not send a representative.
9.5.2 The member may request the committee to bring a companion to attend, as long as the companion is material to the matter.
9.5.3 The member may present evidence and be provided a fair opportunity as determined by the committee.
9.6 The President along with the committee or appointed sub committee shall conduct a civilised discussion with the member, and report their findings to the senior advisors.
9.7 The President has the final say in the dishonourable discharge in consultation with the appointed committee or sub committee and the senior advisors.
9.7.1 The President must after consulting with the Senior Advisors and appointed committee or sub committee write the groups decision to the member.
9.8 The President may alternatively decide on alternative punitive action if the President sees fit, including suspension and or applying a fine, or any other punitive action in consultation with the sub committee and the senior advisors.
9.9 Any member whom is Dishonourable Discharged from the group shall not be eligible for any refund of entry fees or annual dues paid.
9.10 The member shall be treated with decency and dignity through the process.
9.11. Any person discharged from the group shall be banned from reapplying membership for a period of 5 years from the date of discharge.
9.12 The President or members of the S.O may not be referred for Dishonourable Discharge.
9.13 If the person discharged served on the committee of the year of discharge offence, the committee list must be updated to remove the person from the list.
9.14 Should a person clear their name, the committee at its discretion may offer to restore the person’s membership to the group with or without added conditions decided by the committee.
9.15 No persons name be cleared until all outstanding’s including interest are paid to the group under any circumstances.
9.16 The S.O may with reasonable cause may halt, vary or pause the Discharge process should they see fit.
9.17 The Rules (sic 7.5, 7.9, 8 to 8.4, 9.1 to 9.11, 9.13 to 9.15) do not apply to members of the S.O.
10 Society Officer (S.O.) Committee
10.1 Appointment to the S.O (Society Officer committee) are persons who are also appointed to the Societies Registration of Hong Kong as officers. The purpose of the S.O is for support of the group, persons whom are highly regarded guardians of the society whom have gone above and beyond to serve YEG. The S.O is not meant to exercise day to day decisions and whose role is to ensure long term stability of YEG and steer the direction of the group over the long term. The S.O should be involved with only a very small number of decision in YEG.
10.1.1 The appointed S.O stand as the guardians of the group and must have demonstrated extraordinary effort for the benefit of the group and name listed as part the committee for at least two published committee years.
10.1.2 Regardless of registered role in the society office, all society officers that meet the requirements of being a member of the S.O are given equal voting powers in the S.O.
10.1.3 The President position in the Society office shall be appointed to a nominated person in the S.O, and does not carry greater decision making power internally than the other members of the S.O.
10.2 A committee member can be a registered officer in the societies registry as a nominee, they are not automatically entitled to join the S.O committee until they are invited by the S.O. The nominee must follow all instructions made by the S.O including resigning from the societies registry.
10.2.1 Appointments may be done one at a time or concurrently more than 1 can be added.
10.2.1.2 S.O actions are actions taken when a majority of S.O members agree to it. Should only a minority of S.O members agree, the action cannot be taken by the S.O. Internal S.O decisions are made by internal vote by voice, WhatsApp or email, and the group only be informed of the decided vote outcome. The individual voting choices remain confidential. When referred to the S.O for decisions, it is only the final vote outcome that is reported back.
10.2.1.3 S.O decision are made by all members of the S.O committee, and all must be asked for S.O decisions. When decisions are needed, the S.O must reply within a reasonable timeframe. Should an S.O fail to reply to make a decision within 3 days without a valid reason, then that S.O is deemed to have omitted a reply, and the vote shall be counted from the remaining S.O members.
10.2.2 There must be an odd number of persons appointed in the S.O in order to a clear ensure majority when making decisions.
10.2.2.1 The S.O shall remain in the post until they resign from it.
10.2.2.2 Should a S.O resign, pass away, become medically incapacitated, commit a felony crime, or not be contactable for 90 days, the remaining S.O members must majority vote on a single appointment of an additional member to replace the S.O member. Should there be no agreement among the S.O remaining members, then the senior advisors shall be given the proposed names from the S.O and asked to vote on the matter, should there be no majority after the senior advisors vote, then the President casts the final deciding vote on the same short list passed from the S.O to the Senior advisors.
10.2.3 One of the S.O must be offered to the direct decedent of the group founder in order to ensure the group practice remains in line with the founder’s vision. This person is not required to be a signatory at the government societies office, but is still part of the committee and holds full powers of an S.O, and in addition be offered a senior advisor position under all Presidents of YEG.
10.2.4 The S.O. shall be offered a position in the committee or senior advisor committee but it is optional and not required to remain on the committee.
10.2.5 the S.O title shall simply be added to committee member name with the additional title “S.O” added after their name on published committee lists with a reference marked on key as “Society Officer”
10.3 When the S.O decides, at any time they may choose to remove or sanction the President or a committee member in consultation of the senior advisors and appoint a replacement to carry out the Presidential duties for the remainder of the year. In the absence of a named replacement the Vice President, or in the absence of a Vice President, the Hon. Secretary must carry on the duties of the President.
10.3.1 The S.O may remove a President or committee member only in extremely exceptional circumstances, and must provide a written explanation to the group, and do so in consultation with the senior advisors.
10.4 Should the S.O appoint an additional Presiding officer, they must do so with the consent and approval of the majority of all existing S.O members and the appointee must meet the requirements.
10.5 At the initial formation of the S.O, the President of YEG shall appoint S.O members and may include themselves.
10.5.1 The requirement is for the appointed S.O to have served the committee no less than 2 committee years on a YEG committee, and must be registered with the society registry as a presiding officer. They are not required to have served 2 complete years of service, but instead may have served 1 past and 1 present year.
10.5.2 The roles and titles registered in the societies office remain as is until a member of the S.O chooses to resign, and the societies President registered shall remain the same and act as a nominee President of the group, while the annual rotating club President shall not be registered in the societies office unless they are asked to do so by the S.O or are already a member of the S.O.
10.5.2.1 The S.O committee require an annual vote on which member of the S.O should be listed as President on the societies registry annually, and should a vote be made to change the registered person, that S.O member must resign from the post as President and be appointed simultaneously to another post in the societies registry.
10.5.2.2 Control of YEG bank accounts shall be solely by persons in the S.O or persons nominated by the S.O for banking duties. The S.O may ask non S.O members to remove their signature from the society banking at any time.
10.5.3 Any member whom is a signatory in the societies office, but not meet the requirements of the S.O (namely minimum two committee years and extraordinary commitment to YEG) are part of the S.O but have no voting rights in the S.O, and must follow the directions of the S.O regarding society registration, which may include resignation from the societies registry or removal from bank accounts. Once they complete all requirements, they shall be eligible to be appointed as a full member of the S.O.
10.5.4 Beyond the initial appointment at the initial and first time new formation of the S.O and not on any annual basis, dated solely on the day these club rules are published the first time, the President may never again add or remove members to the S.O.
10.5.5 The group President and committee must support the group by way of adequate discretion in dealings with the S.O, and internal discussions involving the S.O shall not be announced or discussed in any forum without approval of the S.O. Decisions made by the S.O are to be announced as decisions by the group.
10.5.5.1 The President and committee is required to furnish information to the S.O in a timely manner required for the function of the S.O.
10.5.5.2 The S.O can contact the President and committee at any time to enquire about any YEG business including audits, and the President is required to respond with a complete and substantial reply. The President cannot deny any information or withhold details to the S.O.
10.5.5.3 The President and committee is required to keep themselves reasonably available to the S.O unless there is good reason.
10.5.6 Should S.O feel a breach of 10.5.5 to 1.5.5.3, after consideration may consider to apply section 9.
10.5.7 A President is not automatically given the right to join a S.O. However an existing S.O may be on the committee in any role including President.
10.5.8 The S.O are authorised to sanction in any member of the group including the working committee and President within reason.
10.5.8.1 Sanctions it is at the sole discretion of the S.O to determine appropriate sanctions. The sanction and reason for sanction must be provided in writing to the President.
10.5.8.2 S.O may also write additional supplemental guidelines and amend them as they see fit.
10.5.8.3 S.O role is not to write to the members directly, and shall direct the secretary to send out communication if needed. The President may not refuse communication from the S.O to the members.
10.5.8.4 The role of committee is to operate the group day to day. The role of the senior advisors is to oversee the day to day operation, and for committee and President to consult on day to day decisions. The role of the S.O is to stand as guardians, ensure smooth stability of YEG and our leadership, and ensure long term prosperity and direction of our society, and be involved in strategic decisions for YEG.
10.5.8.5 For YEG’s annual charity event, the S.O in consultation with the President shall determine which appropriate charitable cause YEG will support and host.
10.5.8.6 The Club rules can only be updated by the S.O in consultation with the senior advisors. The President can make requests for club rules updates, but it is at the sole discretion of the S.O to approve. In addition the S.O may choose to amend the club rules anytime.
10.5.8.7 Should there be any extenuating circumstances to justify it, the President may request the approval of the S.O permission to make exceptions to certain club rules. The President should first consult with senior advisors prior, and make a request in writing with the justification. The S.O shall respond in writing.
10.5.9 The S.O are required to instruct the treasurer the budget per event hosted by the President. The amount should be in line with the President’s approved financial plan provided under section 19.1.
10.5.9.1 The treasurer cannot issue payments for events until the S.O has established the budget, and must inform the S.O once the event budget has been reached.
10.5.9.2 The S.O may instruct the treasurer to stop making payments for a particular event should the need arise.
10.5.9.3 Should the President fail to generate revenue in line with their projections under financial plan section 19.1, the S.O may reduce budgets accordingly but must provide justification.
10.5.9.4 Should an event be projected to exceed the budget by 20%, the President must take approval from the S.O for additional spending and provide a written explanation on reason for cost overrun and projected new expense.
10.5.9.5 Should the President be above the budget, the S.O may reduce the budget for future events or even cancel planned events in order to ensure the secure financial reserves of the group.
10.5.9.6 Adequate provision must be made at all events to provide reserved seating for the S.O, and in addition for couples event must provide reserved seating for the S.O along with their spouses, with placement in close proximity adjacent to the President for all events.
10.5.9.7 Should the S.O find the arrangements inadequate, they may amend the seating plan for the event and have the final say.
10.6 Should there be any conflict or mismatch in the club rules, then the S.O should be consulted for clarification.
10.7 The S.O May announce a meeting, which can be held in person or on zoom.
10.7.1 All persons required to attend shall be informed with reasonable notice. Should any committee member choose not to attend on 3 S.O announced meetings in a row without reasonable excuse, that person shall be referred to section 9..
10.7.2 The S.O can choose any reasonable meeting venue and time and amend meetings and venue and time if needed.
10.7.3 The S.O may also assign tasks to the committee in order to carry out the S.O duties, and a reasonable delivery time frame must be provided. Should the committee member fail to deliver their task on time 3 times without reasonable excuse, the committee member may be removed from the committee. This rule does not apply to members of the S.O who are on the committee.
11. Method of Admitting New Active Members.
11.1 A prospective member, having been proposed by a member in good standing, may apply, via his proposer, to the President or Honorary Secretary to become a member. The prospective member must specify the category of membership he or she wants to join and provide full details of himself or herself.
11.2 A membership transfer scheme remains in force. Please refer to the supplemental YEG Membership Transfer Mechanism for the additional rules that apply to all members. Should no Membership transfer scheme guidelines be published then this scheme is considered as not in force.
11.2.1 Should the President wish to amend the membership transfer scheme, the President must submit a draft to the S.O for approval. The S.O can amend the membership transfer scheme anytime and has the sole power to do so.
11.2.2 The Committee, after making due consideration of the prospective member or prospective member’s spouse character, moral standing, business or profession, social standing, attitude towards the group and general eligibility of the candidate and, on being satisfied that he is a fit and proper person to be admitted as a member in the category specified by the candidate, shall then proceed to forward the name of the candidate to the members for their consideration.
11.2.3 If no reasoned objection to the admission of the candidate is received by the Committee from any member, then the candidate shall be accepted and admitted as a member in the specified category.
11.2.4 If a reasoned objection or objections to the admission of the candidate is received by the Committee, the Committee shall re-consider the application for admission in the light of the objection(s) received and may reject the application for membership or request the objector(s) to withdraw his or her objection.
11.2.5 In the latter case, if objection is still not withdrawn, the S.O has the final decision on the application in consultation with the President.
11.2.6. Any prospective new member or their spouse with a history of poor reputation, known criminal affiliate, alienation of affections, low moral rectitude, criminal record or criminal complaints against them or any other reason determined by the S.O shall not be admitted to the group.
11.2.7 Any proposed member who has failed to be admitted as a member cannot re-apply for the next 5 years from the date of his or her last rejection.
12. Method of Admitting New Corporate Members.
12.1 A prospective corporate member, having been proposed by a member in good standing, may apply, via his proposer, to the President or Honorary Secretary to have the corporate be named as a member. The prospective corporate must provide full details of itself.
12.2 The corporate member must pay a prescribed entry fee to the group as determined by the President and approved by the S.O.
12.2.1 The President may determine the entry fee, annual subscriptions and number of nominees allowed by the corporate member and seek approval by the S.O.
12.2.2 The President may use market rates to charge each corporate member their entry fee and subscription, but must seek approval of the S.O.
12.2.3 Corporate membership is non-transferable. Any corporate whom fails to renew their subscription shall not be returned any of the entry fee, and must reapply and pay the entry fee should they wish to re-join the group.
12.2.4 Corporate membership may allow or more persons to be nominated by the corporation, the cap of persons which is determined by the President with approval by the S.O at the time of entry, and the nominated cap remains fixed and cannot be varied.
12.2.5 Corporate membership must maintain a nominee list with the names and details of all nominated persons of that company capped at the maximum nominee limit.
12.2.6 Upon entry to the group initially, the President must issue a certificate (electronically or on paper) with the particulars of the corporation listed, including the corporate member name, maximum number of nominees allowed and other particulars of their membership benefits as determined by the President and approved by the S.O.
12.2.7 The list of persons nominated by the corporate member must provided to YEG, and subject to approval by the committee as per section 11 of the club rules. Unless they are an existing YEG member.
12.2.8 The nominee must be approved by the committee, should a nominated person not be approved by the committee, then the S.O shall make a final determination of approval of the nominee.
12.2.9 The list of nominees may only be updated once per calendar year a single time for all nominees. Should a corporate member wish to make a second update, it is subject to approval by the President.
12.3 Should a member sponsor the group, the President may convert the sponsors active membership to a corporate membership for a period of time with approval of the S.O. During this period the members membership shall be change to corporate membership. Once the specified period finishes, the membership shall revert to the previous membership category.
13. YEG Committee
13.1 The governing body of YEG shall be a Committee comprising of a President, an Honorary Secretary, an Honorary Treasurer, a Social Secretary, Golden Advisor and immediate past President, and any number of Committee Members, who may be Past Presidents, as the President shall select.
13.2 If any Committee Member resigns during the calendar year, the President may, if the President so wishes, may select a replacement.
13.3 Any committee member whom resigns must do so by writing a resignation letter and state clear reasons for resignation. Failure to write a resignation but rather by verbally shall be by considered as removed from the committee by President.
13.4 Committee members are required to be active members with dues fully paid as long as they hold a post of committee at any point of that membership year.
13.5 Absent members may not be part of the committee.
13.6 Committee members whom fail to annual pay dues may be referred for a dishonourable discharge by the President.
13.7 During the course of the calendar year, the President may decide to add any Committee Member.
13.8 During the course of the calendar year, the President may, after consultation with the senior advisors, may decide to remove any Committee Member.
13.9 Selection of New President for the following year should be held on the second last calendar month of the membership year unless there is good reason why it is postponed.
13.10 The incoming President of YEG is appointed to the role by the S.O in consultation with the President.
13.10.1 The S.O may appoint the existing President an extension of the Presidents term by one year should the President agree. The maximum period a President may hold the Presidency is 2 consecutive years, however with at least a 1 year gap the President may be reappointed for a subsequent 4 year term with no lifetime limit on Presidency.
13.11 Should a President be nominated prior to the implementation of the group rules update, then their nomination shall continue.
13.12 The outgoing President is automatically included as a Committee Member for one year as the Immediate Past President.
13.13 The incoming President shall select his Committee Members who shall take office on the first day of the new membership year for a period of 12 months and who shall hold office until their successors have been appointed.
13.14 Each Committee Member must be either an active or annual member of good standing of YEG and must have paid all his dues. The incoming President shall announce his Committee Members by email to the group during the calendar month of November.
13.15 Quorum in all Committee Meetings is four. Committee members must attend in person, or with the permission of the President attend the meeting online.
13.16 The Committee may decide to put any matter it considers appropriate to the regular members to vote upon through group WhatsApp message.
13.17. The outgoing office bearers shall hold a joint meeting with the incoming office bearers at least two weeks prior to the end of their term and the incoming office bearers shall take charge of all matters, so that the transition may be smooth and effective.
13.18 For all matters the decision of the S.O shall be final.
14 Duties of Committee
14.1 President: – It shall be the duty of the President to preside at all meetings of Y.E.G.
14.2 The President in consultation with the Social Convener and Honorary Treasurer shall work out the details of the regular meetings and the social events for the year and present a tentative budget to his Committee.
14.3 Vice-President: – It shall be his duty to preside at all meetings of Y.E.G., in the absence of the President, and to perform such other duties as pertain to his office.
14.4 When the President or Vice-President are not available to conduct any meetings then one of the Past Presidents on the Committee may be appointed to preside at that particular meeting.
14.5 Honorary Secretary: – It shall be the duty of the Honorary Secretary to ensure observance of the bye laws and that proper decorum is maintained at all regular luncheon meetings and at all social events; keep records of membership, record attendance at regular luncheon meetings (including the names of members and guests), send out notices of meetings of regular meetings, social events, and Committee meetings, record minutes of the Committee meetings, make regular reports, and file updates with the Societies Office, and perform all other duties as usually pertain to his office. He shall also record in a log book details of new members, luncheon regular meetings and social events.
14.6 Honorary Treasurer: – It shall be the duty of the Honorary Treasurer to prepare, keep and maintain the accounts of Y.E.G., keep and maintain proper books and accounts, open and manage the bank account(s) of Y.E.G. and report to the Committee regularly and at any time upon demand by the Committee, and perform all duties pertaining to his office. Upon his retirement from his office he shall hand over to his successor or to the Committee all books of accounts and all cheque books. Cheques must be signed by any two of four office bearers – President, Honorary Treasurer and two nominated Committee Members.
14.7 Meeting Convener: – If appointed, the Meeting Convener, with the help of the Committee, shall arrange guest speakers to speak to members at every regular meeting, unless it is a closed meeting, and make arrangements for members to introduce and to thank such speakers. He must also ensure that the relevant persons in charge of the event at the venue of the regular luncheon meeting are informed in advance of any change of regular luncheon meeting dates.
14.8. Social Convener: – If appointed , it shall be the duty of the Social Convener to propose and organise Social Functions and Events for the enjoyment of members, their spouses and partners, and guests, as appropriate and to report such proposals for the consideration and approval of the Committee.
14.9 Food and Beverage Convener: – If appointed, the Food and Beverage Convenor shall ensure the proper and timely selection of appropriate meals and beverages for all luncheon regular meetings, in consultation with the Luncheon Meeting Convener, and for all social events, in consultation with the Social Convener.
14.10 The President may call a meeting of some or all of the Committee Members as may be required at any time throughout the year to discuss various aspects of the work. Whether or not the President is present when such meetings are held, YEG will reimburse the cost of the maximum meeting at the rate of HK$200 per person present against presentation of the venue bill where the meeting was held.
14.11 Committee Members must at all times support and uphold the positive image of YEG and conduct themselves with proper etiquettes.
14.12 Committee Members must keep all internal matters of YEG confidential and reveal details to non committee members. Matters such as events schedules, vendor contacts, entertainment arranged, special guests arranged, contract details and vendor invoice details.
14.13 If a committee has any complaint about his committee members, the President, a group member or the group, the committee member should approach the Senior Advisors to discuss their issues privately.
14.14 The senior advisors can provide a guidance to the President, or decline to do so.
14.15 The President has the right to invite anyone on behalf of the group to any event that is deemed to be beneficial to the group with the approval of the S.O.
15 Code of Conduct
15.1 Any member who has a complaint against any Committee Member or any member must not discuss his grievance at any meeting or social event.
15.2 Proper procedure requires the member to lodge a complaint in writing to the President or to any Committee Member only, and if sending my email must not copy or blind copy any non-committee members to the email or circulate written copies to non-members. Any breech of this protocol may lead to sanction.
15.3 Any complaint made by verbal to the President or committee member will be considered as feedback, and not a complaint, and will be treated accordingly, unless the member agrees to allow the member to record the feedback. feedback must not be made in a public venue, and we maintain a zero tolerance policy for intimidation, harassment, disrespect or threats to the committee.
15.4 Upon receipt of the written complaint the President will investigate the complaint and take all action as may be necessary and, where appropriate, use his best endeavours to settle the matter amicably.
15.5 The dress code for all weekday luncheon meetings is smart casual, defined as Jeans (no ripped jeans allowed) or trousers, and a dress shirt ( collared dress shirts), and no sports shoes allowed, and dark socks (not white). Formal jacket required except for the calendar months of May to September. Leather, zippered, long sleeve cardigans, or casual unstructured jackets are not acceptable.
15.5.1 The President may set the dress code as the President see’s fit including weekday luncheon meetings.
15.6 Mobile phones must be placed on silent mode during all luncheon meetings and social events organised by YEG, and members are requested to step outside or to a discreet place to answer calls. Phone calls must not disrupt any meeting or event.
16 Senior Advisory Board
16.1 The Senior Advisory Board consists of a minimum of one Past Presidents, and at least 2 additional members, who are Active Members of YEG with the purpose to support the committees day to day decisions, and provide support to events.
16.2 The primary duties shall be to advise the President and the Committee how best to uphold the goals, vision, unity, harmony and spirit of YEG.
16.3 The Senior Advisory Board shall be appointed by the President of YEG.
16.4 Senior advisors may step down from the post by providing written resignation.
16.5 If a senior advisor steps down, a new senior advisor may be appointed by the President.
16.6 Senior advisors are required to be fully paid active members.
16.7 Senior advisors may be assigned specific areas of responsibility by the President.
16.8 When a meeting of Senior advisors is called by the President, a minimum quorum of 2 senior advisors is required.
17 Updates to the club rules.
17.1 Club rules may be updated by the President in consultation with the senior advisors and with the approval of the S.O. Or the S.O may update the club rules at anytime.
17.2 These club rules are applicable from the moment they are published or date established.
17.3 If there are any conflicts between the prior by-laws in effect and the present by-laws, the present by-laws take precedence and shall be followed.
17.4 Group bylaws updates shall be announced by being published on the members section of the website, and the committee is not required to circulate a copy.
17.5 The updated group rules shall be applied retroactively for a maximum period of 1 month from date of publication of the rules. Should there be a clash between the old and new rules, the S.O shall make a reasonable determination on which rule must be followed.
18 Golden Members Section.
18.1 Golden members are member age 70 on or by the 1st day of the membership calendar year.
18.2 YEG shall establish a “Golden Advisor” to advocate our golden members, and whom the President can consult with for dealing with Seniors member matters.
18.3 All golden members are entitled to a minimum of 5% or more discount, determined by the President for the annual subscription.
18.4 A minimum of one golden table must be placed in reasonable proximate to the President’s table for the ball and all seated ballroom events. The President at their discretion may add additional golden table.
18.5 For a table to be considered as a golden table, at least 2/3 of the members (spouses are not counted) are a golden member.
18.6 During non-ballroom events, golden members tables must be allocated by the President.
18.7 As far as reasonably possible, the group must prioritise comfort and service for our Golden members.
18.8 Should there be multiple tables eligible for the golden table, and insufficient golden tables, then there shall be a special draw to determine which table group shall be allocated a Golden table. This draw shall happen prior to the main draw, so whoever does not quality is then drawn in the main draw.
18.9 The President may on a case by case basis allow extended member sabbatical, or carry forward membership funds should a golden member become unfit due to medical reasons for a period of 3 months of great during the membership year. The President shall have the discretion to determine this on a case by case basis, and must write to the member and inform the secretary the decision along with reasons.
18.10 Golden members may also invite a family member instead of spouse in the case of medical reasons.
19. Transition of Presidency:
19.1 Potential Presidents are required to submit for approval to the S.O a financial blueprint of the year, including event line-up, annual ball proposed venues, estimated revenue from subscription and sponsorship, and budget requirements for every event including financial plan for the annual ball to the S.O for approval. Once approve, the budget proposals are used as a guideline for all events.
19.1.2 An incoming President cannot be approved and announced until their financial plan is approved.
19.2 The transition of Presidency begins when the an incoming President is announced to the group.
19.3 During the period of being announced to start of the term (called the pre-Presidency term), the incumbent President must put together the committee for their year.
19.4 Should the Incumbent wish to send any communication to the group or to outside stakeholders, they may do so, with no limitation with the current President’s approval.
19.5 Should there be any dispute between the current and incumbent President, they must contact the S.O for guidance.
19.6 Should there be a breach of this agreement by the incoming President, the incumbent President, in consultation with the S.O may terminate the appointment of the incoming President and only for good reason and a written explanation must be provided to the group.
19.7 The incoming President acknowledges he has no authority to make decisions on behalf of the group without the Presidents approval until his term starts.
19.8 The incoming President can arrange to give one or more deposits to venues or other vendors for events that fall in the incoming President’s term with the current President’s approval.
19.9 At the time of initial publication of these club rules update, should an incoming President already be the current President (IE continuing the term), then section 19.1 to 19.9 do not apply, and in addition section 13.10 do not apply, and shall apply to the following year incoming President.
20. Subscription structure Format for YEG
20.1 The President may with approval of the S.O set a membership subscription structure as per market demand.
20.2 The subscription structure is to be published by the group during the renewal period.
20.3 The President with approval of the S.O may offer different subscription structures for each type of membership.
20.4 Subscription structure can only be amended at the start of each new calendar year.