1. Purpose

This policy explains how North East Hongkongers Club admits, manages and ends membership in a fair, consistent and documented way, while supporting its community purposes.

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2. Scope and authority

This policy applies to applicants, members, directors, officers, staff and volunteers involved in membership decisions. It is made under Articles 30, 31, 31A and any other relevant provisions of the Articles.

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3. Membership principles

• Membership decisions must support the Company’s purposes and be made without unlawful discrimination.

• Applicants must receive accurate information about their class, rights and obligations.

• Decisions must be documented and personal data handled securely.

• No policy or membership rule may override the Articles or applicable law.

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4. Membership classes

Class A

Working Name: Founding Member

Core Status: Trusted constitutional member

Voting/Governance Rights: Full voting rights; exclusive rights reserved by the Articles, including appointment/removal of directors and approval of amendments

Admission approval: Directors under Article 30 plus unanimous approval of all existing Class A Members

 

Class B

Working Name:  Ordinary Member

Core Status: Participating community member

Voting/Governance Rights: May attend and speak at general meetings; voting only on matters determined consistently with the Articles; no right to appoint/remove directors

Admission approval: Directors under Article 30

 

Class C

Working Name: Supporter Member

Core Status: Supporter/participant

Voting/Governance: No general-meeting vote or director appointment rights; may receive activities and benefits set by directors

Admission approval: Directors under Article 30

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5. Eligibility

Applicants must support the Company’s community purposes, provide the required information, agree to comply with the Articles, this policy and the Code of Conduct, and not present a material safeguarding, legal, reputational or operational risk. Additional class-specific criteria may be adopted in writing.

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6. Application process

1. Applicant submits the correct form and privacy acknowledgement.

2. The Membership Officer checks completeness, identity/contact details where proportionate, conflicts and eligibility.

3. The application is referred to the correct decision-maker.

4. The decision is recorded with date, class, decision-makers and any conditions.

5. The applicant is informed in writing and, if admitted, entered promptly in the register of members.

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7. Decision standards

Decision-makers must act in good faith for the benefit of the Company, consider relevant information, disregard irrelevant personal considerations, declare conflicts of interest and keep adequate records. No applicant has an automatic right to admission.

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8. Membership commencement and guarantee

Membership begins only when all required approvals have been given and the person’s name has been entered in the Company’s register of members. Each member is subject to the guarantee stated in the Company’s constitutional documents.

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9. Rights and responsibilities

• Receive information appropriate to the member’s class.

• Comply with the Articles, policies, lawful decisions and Code of Conduct.

• Keep contact and required statutory information accurate.

• Treat others respectfully and protect confidential information.

• Pay any properly approved subscription or fee by the due date.

• Disclose conflicts of interest when relevant.

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10. Fees

The directors may set fees for Classes A, B and C and may recommend or apply fee waivers, concessions or refunds under a published schedule. Any fee affecting constitutional membership rights must remain consistent with the Articles.

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10.1 Non-Payment

Where an annual membership fee remains unpaid for more than 30 days after the due date, the Company may suspend membership rights until payment is received. Membership may subsequently be terminated in accordance with the Articles and this Policy.

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10.2 Refund Policy

Membership fees are generally non-refundable unless the Board decides otherwise in exceptional circumstances.

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11.Voting and meetings

Voting rights are determined by the Articles, not by attendance, payment or participation alone. The Company must clearly identify which class is entitled to vote before issuing a notice or ballot. Class A reserved matters must not be submitted to Classes B or C as binding decisions.

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12. Changes of class

A change of class is treated as a fresh admission to the new class and requires all approvals applicable to that class. It is not automatic and must be entered in the register and decision records.

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13. Resignation, suspension and termination

A member may resign in writing, subject to the Articles. Suspension may be used as a temporary risk-management measure where authorised by policy and consistent with the Articles. Before termination, the member must be told the concerns, given a reasonable opportunity to be heard, and informed of the decision. Termination of a Class A Member requires unanimous approval of all Class A Members as required by Article 31.2.

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14. Review and internal reconsideration

An applicant or member may request reconsideration within 14 calendar days by identifying a material procedural error, new evidence or conflict of interest. Reconsideration does not create rights beyond the Articles and must not transfer a reserved Class A decision to another body.

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15. Records and data protection

The Company must maintain its statutory register of members and suitable application, decision, consent and correspondence records. Access must be limited to those who need it. Retention periods are set in the Records and Data Retention Schedule and described in the Membership Privacy Notice.

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16. Review of policy

The directors should review this policy at least annually and after any amendment to the Articles or relevant law. Amendments to this policy cannot alter rights reserved by the Articles.