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INTERNAL DIRECTIVE

CHAPTER 1

1. Preface:

Nepal Chamber of Commerce Hong Kong (NCCHK) has issued the Internal Directive 2022 of Nepal Chamber of Commerce Hong Kong realizing the need for internal guidelines as it is difficult to operate the chamber smoothly. This internal directive will come into force after it is passed by the 5th Convention of the Chamber on 25 Jun 2022. In the event of conflict clauses between this internal directive and the M&A clauses, the clauses in the internal directive will be automatically revoked.

2. Subscription method:

To be a General Member of the NCCHK, the member must have a valid business registration certificate from the Hong Kong Government, Inland Revenue Department at least 6 months in advance. When filling up the membership form, the contact person should be the person who has been given the rights by the proprietor/ partner/ director of the company with the chop of the company.

3. Member's Vote:

For the right to vote in the Annual General Assembly (AGM) or Convention, the company (director/ partner/ proprietor) of the member company of the NCCHK can exercise the right to vote through a representative by giving the proxy with the chop of the company to any person above 18 years of age. In order to verify the right to vote, the limited company will have to submit the current year’s annual return (NAR1) or Incorporation Form (NNC1) and the company information will have to be submitted by the sole proprietorship or partnership company.

4. Types of General Members:

Following are the general members and types of members provided by the Chamber so far.

  1. Ordinary Member: Valid 3 Yrs., HK$1,500
CHAPTER 2

1. Executive Committee:

The representatives of the members of the NCCHK shall elect a maximum of 25 Councilors for the Executive Committee.

  1. President – (1)
  2. First Vice President – (1)
  3. Vice President – (1)
  4. General-Secretary – (1)
  5. Secretary – (1)
  6. Treasurer – (1)
  7. Joint-Treasurer – (1)
  8. Executive Members (up to 18)

2. Term:

The term of the Executive will be 3 years.

3. Eligibility to be a Councilor:

Must have been a General Member of NCCHK for 3 years.

4. Secretariat:

The Secretariats will have the following 7 Councilors. In case of an emergency meeting, the meeting of the secretariat may decide, but the decisions made by the secretariat in the full meeting must be approved.

  1. President – (1)
  2. First Vice President – (1)
  3. Vice President – (1)
  4. General-Secretary – (1)
  5. Secretary – (1)
  6. Treasurer – (1)
  7. Joint-Treasurer – (1)

5. Eligibility to be a Secretariat:

To be a Secretariat one must have worked as a Councilor for at least full one term.

6. Board of Directors:

The Board of Directors will have 3 Councilors. The Board of Directors shall perform the functions and duties mentioned in the Internal Directive of the NCCHK.

  1. President – (1)
  2. General-Secretary – (1)
  3. Treasurer – (1)

7. Eligibility to be a President:

To be a president, he/she must have served at least one full term (3 years) as a Secretariat.

CHAPTER 3

1. Patron Council:

There will be an automatically formed patron council. Chief Patron will be the head of the Consulate General of Nepal Hong Kong. Other patrons will be the Transition President, the Founder President, and the past presidents of the Nepal Chamber of Commerce Hong Kong.

2. Advisory Committee:

The outgoing chairperson will be the chief advisor to the councilors. Other advisors will be appointed by the meeting of councilors as required.

3. Ex-Officio Advisors:

Head of the Nepalese Representative Organizations in Hong Kong or Representative of Business organization from Nepal or the organization established with similar objectives to the Nepal Chamber of Commerce Hong Kong automatically holds the post of Ex-Officio Advisor until restored.

4. General Assembly or Convention Committee:

The meeting of councilors shall appoint a general assembly or convention committee of 3 to 5 persons from the patrons. The committee will conduct the “Closed Session” in the general assembly or convention. The committee will be automatically dissolved after the operation.

5. Election Committee:

The meeting of councilors shall appoint an election committee of 3 to 5 persons from the advisor and past advisors. The committee shall hold the election in the convention if necessary. The winning candidates will be sworn in by the Election Committee. The committee will be automatically dissolved after the election.

CHAPTER 4

1. Work, duties, and rights:

The following are the functions, duties, and rights of the officers.

i. Functions, duties, and rights of the President:

  1. To chair the meeting.
  2. In case of division of votes on any issue in the meeting, cast a decisive vote.
  3. To sign various agreements etc. without adversely affecting the objectives of the organization.
  4. To issue orders etc. as required.
  5. To give instructions to the General Secretary in case of an emergency meeting.
  6. To play other roles as the head of the organization.
  7. To fulfill the responsibilities of the organization.

ii. Functions, duties, and rights of First Vice President:

  1. To chair the meeting in the absence of the Chairperson.
  2. To do all the work that the chairperson must do in the absence of the chairperson.
  3. To fulfill other responsibilities given by the working committee.

iii. Functions, duties, and rights of the Vice President:

  1. To do all the work that the senior vice president must do in the absence of the senior vice president.
  2. To fulfill other responsibilities given by the working committee.

iv. Functions, duties, and rights of the General-Secretary:

  1. To convene a meeting of the working committee.
  2. To conduct the meeting.
  3. To present the issues to be discussed in the meeting.
  4. Keep records of decisions.
  5. To protect important documents of the organization.

v. Functions, duties, and rights of the secretary:

  1. To conduct the meeting in the absence of the General Secretary.
  2. To do all the work that the General Secretary has to do in the absence of the General Secretary.
  3. To fulfill other responsibilities given by the working committee.

vi. Functions, duties, and rights of the Treasurer:

  1. Keep all accounts of movable, immovable, cash goods.
  2. To present the budget statement of the committee in the meeting.
  3. To submit income and expenditure statements whenever the working committee wants.
  4. To prepare the estimated budget of the program and present it in the meeting.
  5. To fulfill other responsibilities given by the working committee.

vii. Functions, duties, and rights of Joint-Treasurer:

  1. To assist in the work of the treasurer.
  2. To do all the work that the treasurer has to do in the absence of the treasurer.
  3. To fulfill other responsibilities given by the working committee.

viii. Functions, duties, and rights of executive members:

  1. To attend the meeting. To decide by consensus.
  2. To fulfill other responsibilities given by the working committee.

ix. Functions, duties, and rights of the Patron Council:

  1. To protect the Nepal Chamber of Commerce Hong Kong.
  2. To monitor the general assembly/ convention of Nepal Chamber of Commerce Hong Kong to be held in accordance with the Internal Directive.
  3. To see whether the working committee of Nepal Chamber of Commerce Hong Kong has acted in accordance with the Internal Directive.
  4. To provide necessary suggestions and advice beyond amending the Internal Directive.
  5. Coordinating the candidates so that there is no election in the convention.

x. Functions, duties, and rights of the Advisory Committee:

  1. To attend the meeting of the working committee.
  2. Giving necessary advice and suggestions to the meeting.
  3. To help make the meeting fruitful.
  4. To assist the Subcommittee.
  5. To work for the greater good of the organization.
CHAPTER 5

1. Company Secretary & Auditor:

A meeting of councilors will appoint a Company Secretary and an Auditor to a company licensed by the Hong Kong government.

2. Sub Committee:

Meetings of councilors will create various subcommittees in the NCCHK as required. The subcommittee’s coordinator will be appointed by the councilors to run the subcommittee.

  1. Importer/Distributor/Wholesaler/Retailer
  2. Restaurant, Bar, Club
  3. Construction, Security, Finance, Remittance
  4. Saloon, SPA, Jewelry, Antiques, Handicraft
  5. Travel, Ticketing, Delivery, Transport
  6. Accountancy, Taxation, Immigration

 

3. Dissolution of Executive Committee:

If at least 25 percent of the councilors apply in writing to the executive committee with a demand to dissolve the executive committee, the executive committee will be dissolved automatically if 2/3 of the total number of councilors give their opinion to dissolve the executive committee during the discussion. In case of dissolution of the executive committee, all the subcommittees under them will be dissolved automatically.

4. Suspension of Councilor:

  1. In case of absenteeism up to three consecutive meetings of councilors without prior notice.
  2. Proved that financial irregularity, moral decay, or any activities have been done against the NCCHK.
  3. In case of violation of the organization’s M&A or Internal Directive.
  4. If not a member of the organization.
  5. If it is proved that the mental balance is not right.
  6. In case of criminal case or treason.

5. Vacant a post:

If there arises a vacant post, the Executive Committee can appoint the vacant post, or a councilor can be promoted.

CHAPTER 6

1. Meetings and Quorum:

  1. Executive meetings will be held at least once every two months. 
  2. If special circumstances arise, the meeting may be convened at any time on the advice of the President and the General Secretary.
  3. Attendance of more than 51% of the total councilors will be considered a quorum for the meeting.
  4. If the meeting is adjourned before the quorum is reached, 51% of secretariats who are present will be able to make decisions at a secretariate meeting.

2. General Assembly:

The councilors shall convene a general meeting each year in December, notifying the general members at least 21 days in advance. In the general meeting, an annual action plan will be presented to evaluate the work done by the councilors and to make the work of the councilors effective. The general assembly will be conducted by the general assembly committee.

3. Convention:

  1. The convention will be held once every 3 years in December.
  2. The date and place of the convention should be announced by the councilors by publishing a public notice at least 21 days in advance.
  3. The convention may formulate various policies and programs in accordance with the objectives of the NCCHK as well as amend the Internal Directive.
  4. The convention will pass a review and financial report on the work done by the executive committee.
  5. The convention will select new councilors.

4. Candidacy Fee:

In the election, a candidacy fee will have to be paid to nominate an officer for the convention. If the candidature is returned, the fee will also be refunded but if the candidate loses the election, it will not be refunded. The candidature fee will be decided by the executive committee.

5. Special Convention:

If 51% of the councilors including the president and general secretary are not elected in the regular convention, the election committee will hold a special convention within a month.

6. If the convention cannot be held:

  1. If the councilors are unable to convene the convention within the period specified in this Internal Directive, the date of the re-convention shall be fixed without extending the maximum 3 months.
  2. After the new councilors are elected, the term of the new councilor will be limited to 31 December within 3 years. The movable and immovable property of the organization with the previous counselor will have to be taken out as uncollectible as a personal loan.
  3. In case of inability to convene due to special circumstances such as internal strife, world war, epidemic, etc., the majority of the Patron Council may extend the term of the same councilors for one more year.
CHAPTER 7

1. Financial Resources and Fund Management:

The fund of this NCCHK will raise as follows.

i. General Fund:

Cash or commodities received from the following sources will be considered as a general fund which can be spent by the councilors for running the daily work.

  1. Renewal fee from members other than life members.
  2. Funds collected from various programs.
  3. Proceeds from the sale and distribution of various materials.
  4. Interest received from the Akchhaya Kosh

ii. Special funds:

Donations collected for a special purpose or work will be considered a special fund of this organization. Councilors can only spend for the same purpose or work that has been collected without being used for daily work.

iii. Akchhaya Kosh:

The majority decision of the executive committee can form Akchhaya Kosh. The principle of the Akhchhaya Kosh cannot be used but the Interest can be used for daily expenses. The Akchhaya Kosh is retained in any trusted financial institution until the term of the executive committee expires for a fixed period.

 

2. Bank account operations:

  1. A separate bank account will be operated in the name of this institution.
  2. Funds can be withdrawn from the signatures of any two persons, namely the Chairman, General-Secretary, and Treasurer of the Councilors.
  3. If special circumstances are created, the bank account can be operated in the name of other councilors by the decision of the meeting of councilors.

3. Accounting:

To make every account of the organization transparent, a computer accounting system (Quickbook or Similar System) will be used instead of the paper accounting system. To operate the income and expenditure of the organization in a transparent and systematic manner.

CHAPTER 8

1. Opening tune:

The chamber will inaugurate each program with the Nepali & Chinese national anthems.

2. Oath:

I am …………… proud that I have been elected as the ………….. of the Nepal Chamber of Commerce Hong Kong. I swear by my soul that I will stay away from politics and serve humanity. I will keep the organization away from corruption, deceit, division, and personal profit. I will move the organization forward saying that the highest achievement of economic prosperity comes from business. I will carry out my work with true loyalty that the rule should be conducted by law and not by the people.

(THE END)