The Convocation of City University of Hong Kong Minutes of the Sixth Annual General Meeting Held on 12 December 2012

Transcription

1 The Convocation of City University of Hong Kong Minutes of the Sixth Annual General Meeting Held on 12 December 2012 The Sixth Annual General Meeting of the Convocation was held at 7:30pm on 12 December 2012 at Wei Hing Theatre, City University of Hong Kong. Present: Members of the Third Standing Committee Absent with Apologies: Chairman Vice-Chairman Vice-Chairman Committee Members Vice-Chairman Vice-Chairman Committee Members Miss Karmen CHAN Ka-man Mr Clovis LAU Koong-yep Mr Robert LUI Chi-wang Mr Cedric CHENG Cheuk-him Mr Gabriel HO Kai-pong Ms Wincy HUEN Wing-sze Mr James KONG Cho-on Mr Bruce LEE Yiu-fai Mr William KHOO Wun-fat Mr Louis KWOK Chun-ming Mr Eddie LAU Tsz-chun Mr Patrick LEE Chung-wah (Immediate Past Chairman) Mr Douglas WONG Chi-yeung Ms Esther YIP Hoi-shan Ms Alice CHAN, Convocation Secretary CONFIRMED the quorum of this Annual General Meeting (AGM) at 7:40pm. A total of 32 Convocation members attended the meeting. She WELCOMED Convocation members for joining the AGM convened by the Third Standing Committee (SC) of CityU Convocation. She INTRODUCED attendees including SC members, Ms Kathy CHAN, Associate Vice-President (Alumni Relations) and Convocation Secretariat members. 1

2 Miss Karmen CHAN, the Chairman of the Third SC, announced the commencement of the meeting accordingly and hosted the meeting according to procedures as stated in Rules of Meeting of CityU Convocation. TO CONFIRM THE MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 1 DECEMBER The meeting CONFIRMED the minutes of the fifth AGM held on 1 December CHAIRMAN S PRESENTATION OF REPORT FOR AGM ON BEHALF OF THE THIRD STANDING COMMITTEE 2. The meeting RECEIVED report from the Chairman of the Third SC. In the report, the Chairman RECAPPED the background of the Convocation including its formation, term of office of the SC, membership and objectives. Highlights in Activities The Chairman HIGHLIGHTED Convocation activities including: The Inauguration Ceremony of the Third SC on 15 February Career Navigator Crisis Avengers on 2 June The talk attracting some 150 participants had featured inspiring sharing by guest speakers including Dr Toby Chan, Dr Christie Wo, Mr Nelson Yip who was also a CityU alumnus and Mr Patrick Yuen. Participants had a chance to get tips from the speakers at small group networking sessions. The sharing received positive feedback from young participants. A Dialogue with the President, a co-hosted event with the Alumni Relations Office (ARO) held on 20 June The event had provided a platform for alumni to get updates on University development from the President. The Chairman SHARED that there was an increasing number of participants. The post event survey indicated that most participants had received publicity via . Convocation had invited alumni to attend a forum featuring Nobel Peace Prize laureate Professor Muhammad Yunus on 11 August The aim was to inspire alumni to take part in social change and alleviate the world s poverty. Similar to the last Homecoming Gala in 2010, the Convocation had arranged workshop and booth at the Gala on 28 October The workshop featuring parent-child activity had provided a chance for alumni to take their children to come back and see the development of the University. 2

3 A sharing session with representatives of various alumni associations had been held on 24 November Co-hosted with the Alumni Relations Office, SC members had exchanged views on alumni development and got mutual updates with the alumni leaders. The year of 2012 also marked the first time that the Convocation had set up a booth on campus during the Congregation period from November to introduce the work of the Convocation. 2.2 Online Career Survey Gauging Interest of Young Alumni Convocation was committed to providing support to fellow alumni on pursuing career goal. In order to gauge their interests and concerns in career, Convocation had issued a survey to graduates from 2007 to It would take reference from the results when devising plan for upcoming career talks. Career topics that they were interested in (Top three options): - Job change - Interpersonal skills - Business start up Career fields that they were interested in (Top three options): - Business - Social & personal services - Public relations Current occupations of respondents (Top three options): - Business professionals - Clerical and related workers - Teachers Guest speakers proposed: - Famous people in various fields including academicians, columnists, CEOs, etc. 2.3 E-Communication A new section titled Convo s Talk had been featured at the Convocation News published at the monthly e-newsletter ealumnet of ARO. The column had featured articles written by SC members covering various topics. It had served as a platform for SC to share their thoughts and aspiration. SC members had put considerable efforts in developing Convocation homepage and Facebook so as to enhance communication among alumni and keep them updated on the development of the Convocation and the University. 3

4 2.4 Environmental Initiative To enhance the eco-consciousness of fellow alumni, a green page had been launched at the Convocation homepage since the Second SC. Green news and tips had been updated regularly. Alumni had been encouraged to share their creative green ideas in this green page. More than 1,700 alumni have pledged through the Convocation green page to show their support of environmental protection. 2.5 Serving as a Bridge Between Alumni and University The Convocation Chairman had been serving on the Council, its Community Relations Committee, Social Responsibility Committee and Advisory Committee for Graduate Employment Committee, and Court. The Chairman had also joined the Selection Panel of the Teaching Excellence Awards in 3 consecutive years to select outstanding teaching staff, and the Selection Panel of the Alumni Civility Hall JUMP Scholarship to select students who excelled in academic performance and contributed to the Hall. SC members had been invited to take part in the organising committees of the Congregation and CityU Delegation for Standard Chartered Marathon. 2.6 Engagement with University Activities SC members had joined fellow alumni volunteers and supporters to cheer on 900 dedicated runners competing as the CityU Delegation in the Marathon held on 5 February 2012, and the CityU Banquet on 2 November Fundraising A total of HK$333, including matching grant had been recorded. 2.8 Constitutional Review The Second and Third SC members had put considerable efforts to review the Constitution of the Convocation to further enhance the structure of the statutory alumni body. Some recommendations would be discussed at Items for Discussion 2.9 Partnership with ARO Apart from co-hosting activities, Convocation had developed a collaborative partnership with ARO. SC members had joined forces with ARO to welcome fresh graduates by presenting a welcoming message to Class 2012 at the Congregation booklet. The fresh graduates would also receive a co-presented heart-shaped bookmark. 4

5 3. Gratitude The Chairman THANKED the support of Secretariat and ARO colleagues over the year as 2012 was an eventful year for the Convocation. She also THANKED the support of the University. 4. Financial Report The Chairman SHARED that taking the comment from an alumnus in last AGM, a separate Financial Report was arranged for members ease of reference. 5. The Chairman CONFIRMED the Chairman s Report and Financial Report. ITEMS FOR DISCUSSION 6. The Chairman SUGGESTED that each of the following items would be discussed for 15 minutes. Each alumnus could comment for about 1 minute. The duration could be extended if more time would be needed. 7. To discuss and decide changing the Chinese translation of the Convocation of City University of Hong Kong, with or without modification, from 香港城市大學評議會 to 香港城市大學校友議會 as suggested in the AGM The Chairman SHARED that in the AGM 2009, the First SC had kicked off the discussion to change the Chinese name of the Convocation from 香港城市大 學評議會 to 香港城市大學校友議會. The discussion this time was to officially confirm the proposed change. 7.2 An alumna EXPRESSED appreciation to the work of the Convocation over the year. She ENQUIRED the rationale of the proposed name as 校友議會 instead of 校友評議會. 7.3 The Chairman SHARED that SC had also discussed about the alternative suggestion 校友評議會 but decided to follow the recommendation in the AGM An alumnus ENQUIRED whether the proposed change had already been confirmed in the AGM The Chairman REPLIED that the AGM 2009 had aimed to kick off the discussion for the proposed change and it would be officially endorsed in this AGM. She welcomed members to propose other suggestions. 5

6 7.6 An alumnus EXPRESSED that he preferred 校友評議會 as it reflected that the Convocation had a role to comment university issues. 7.7 An alumnus ENQUIRED if the change of the Chinese name would also be involved in the change of English name. 7.8 SC member Mr Cedric CHENG SHARED that the discussion would focus on the Chinese translation. The Chinese name of Convocation was stated in the CityU Ordinance (CAP 1132) and the Laws of Hong Kong. The change of the Chinese name would not be involved in Constitution Review since the CityU Constitution had English version only. 7.9 Members were invited to show preference by voting with results as below: Number of members supported 香港城市大學校友議會 - 19 Number of members supported 香港城市大學校友評議會 - 9 Number of members abstained The proposal of renaming from 香港城市大學評議會 ( 評議會 ) to 香港城市大 學校友議會 ( 校友議會 ) was CONFIRMED by resolution with simple majority voting and would be put forth to the Legislative Council after the endorsement of CityU Council. 8. To discuss and decide changing the term of office of members of the SC of the CityU Convocation, with or without modification, from two years to three years with no retrospective effect 8.1 The Chairman SHARED that some alumni had expressed concern that whether SC would have enough time to complete Convocation work in the current twoyear term of office. The rationale of extending the term of office to three years was to allow SC members, who also had day jobs, more time to pursue and complete Convocation work. 8.2 SC member Mr Cedric CHENG SHARED that the term of office of the current Third SC would remain status quo. 8.3 The Chairman SHARED that if the proposal was endorsed, it would be put forth for the endorsement of CityU Council. 8.4 An alumnus EXPRESSED that it would allow more alumni to participate in Convocation work if the term of office was 2 years. 6

7 8.5 The Chairman RECAPPED that the proposal had arisen based on the feedback from some alumni that two-year term of office was too short, and discussion among SC members. She further SHARED that it would be better if SC members would be given more time to plan and execute Convocation work, especially that the Convocation was a relatively new organisation. 8.6 The Chairman SHARED that some elected SC members of Convocation of Chinese University (CUHK) held office for three years and some would retire by rotation annually. SC members of Convocation of University of Hong Kong held office for three years. 8.7 Vice-Chairman Mr Clovis LAU SHARED that the rotation of CUHK s facilitated continuity. But under the current mechanism of the CityU Convocation with all SC members holding office for the same duration of years, extending the term of office from two to three years would allow new SC members more time to pursue Convocation work. 8.8 An alumnus SUGGESTED that the CityU Convocation could take reference from CUHK with SC members retiring in rotation in order to remain continuity. 8.9 SC member Mr Cedric CHENG SHARED that the composition of CUHK s SC members included representatives from different associations An alumna ENQUIRED the number of current Third SC members who were also from the Second SC The Chairman SHARED that about half of the current SC were from the Second SC. She further SHARED that an election was held every two years. If the number of members ran for an election was fewer than the number of vacancies, members would be elected automatically. The Chairman could be elected for an office for two consecutive full terms (four years) An alumnus SUGGESTED confining the maximum term of office to five years for members who were automatically re-elected if each term of office would be extended to three years The Chairman SHARED that SC members had discussed the possibility of having rotation. It was considered that rotation might result in confusion if members had different terms of office Members were invited to show preference of changing the term of office of SC members from two years to three years by voting with results as below: Number of members AGREED 13 7

8 Number of members DISAGREED 12 Number of members ABSTAINED The Chairman ANNOUNCED that the motion was not passed according to Clause 52 of the Constitution that the Convocation might by resolution of not less than two-thirds of the members present in person or by proxy to rescind, amend or add to the Constitution. 9. To discuss the concern raised by an alumnus regarding the contract renewal of University presidency in March The Chairman RECAPPED that the contract renewal of the University presidency had been endorsed at the Council meeting in March The SC of CityU Convocation had received an agenda item from an alumnus who EXPRESSED concern on the procedure of renewal and the participation of alumni in presidency renewal and selection in the future. 9.2 The Chairman SHARED that she had relayed the concern to Council Chairman Mr Herman Hu and had invited him to join the AGM. The Council Chairman, who was unable to attend the AGM, SHARED with the Convocation Chairman that he welcomed alumni to express concern and welcomed Convocation Chairman to relay the concerns at coming Council meetings. 9.3 The Chairman INVITED alumnus Mr Billy LI who had proposed the agenda item to share his concerns. 9.4 Mr Billy LI EXPRESSED that the renewal of presidency at the Council meeting in March 2012 lacked consultation from students and alumni. He SUGGESTED that the involvement of alumni could enhance alumni s sense of belonging to the University. Also alumni being the previous users of the University could give useful comments to the Council on the selection and renewal of presidency. 9.5 He SHARED that by his memory that in the President search of Professor Way Kuo dated back in 2006, there was an open consultation but without alumni representatives, and there was no consultation with students and alumni in the recent renewal. He SUGGESTED that alumni be consulted with in the future. 9.6 The Chairman SHARED that in 2006 during the selection of presidency, there was a meeting involving student and faculty representatives, instead of open consultation. There was no involvement of alumni at that time and back then the Convocation had not been officially formed. 8

9 9.7 The Chairman INVITED suggestions from alumni. 9.8 An alumna SUGGESTED that it would be more proactive and constructive to arrange survey to gauge the suggestions and comments from alumni regarding selection criteria before the selection process. Meeting final candidates might not be very useful since alumni might be biased by rumors at the later stage during the selection. 9.9 An alumnus SUGGESTED that it would be better if more students and alumni could get involved since the President s administration would affect the whole University community. He also AGREED it would not be necessary for alumni to meet with the candidates but it would be important to provide platform for alumni to express their concerns in advance in both the selection and renewal of presidency An alumnus SUGGESTED that an internal consultation with alumni could be arranged for alumni to meet with the shortlisted candidates. If too many alumni wanted to join, it could be resolved by random drawing The Chairman SHARED a possible concern of the University that a consultation in such an open manner might embarrass the candidates, if they were not selected finally. The Convocation Chairman SHARED that nevertheless she would convey the suggestion to Council for discussion despite its possible concern The Chairman SHARED that she would try her best to convey the feedbacks collected at AGM to the Council in her remaining tenure. 10. The Chairman THANKED alumni for joining the AGM. The meeting was ADJOURNED at 9:05pm. - End- Prepared by the Convocation Secretariat 9