Chapter 1

General

Section 1:       The name of this Corps shall be The Honorary Consular Corps in China and the abbreviated English name shall be HCCC.

Section 2:       The head office of HCCC shall be incorporated at the address determined by the executive committee with the approval of the annual meeting.

Section 3:       The system of HCCM shall be determined by the executive committee with the approval of a general meeting. The official language for meetings and business of HCCM shall be the English language.

 

Chapter 2

Objectives

Section 4:       The objectives of HCCC are:

  1. To be a professional Corps dealing with consular affairs and international affairs.
  2. The purposes of the Honorary Consular Corps in Chinais to bring together Honorary Consuls in China  that represent various countries from all over the world to share experience, and coordinate efforts to enhance the status and effectiveness of the Consul, the oldest institution serving International bilateral relations.
  3. To educate consular officers in consular practice and law and to inform the general public within Malaysia concerning the nature and importance of consular functions and thereby removing impediments to the effective performance of consular duties.
  4. To promote and strengthen mutual understanding between Honorary Consuls and Career Consuls in Malaysia.
  5. To develop a framework and basis for exchange of current information, ideas and suggestions regarding matters related to the office of Honorary Consuls and Career Consuls.
  6. To carry out promotions at national and international levels for a better understanding of duties and responsibilities, rights and privileges of Honorary Consuls and Career Consuls.
  7. Affiliation to FICAC (Federation Internationale des Corps et Associations Consulares) a global network of Consular Associations to support and improve the status, legitimacy and effectiveness of all consular officers in all receiving States.
  8. To stimulate and expand trade, cultural bonds and tourism.
  9. To provide information about investment opportunities.

 

Section 5:            HCCM shall abstain from the practice of any discrimination on the grounds of race, age, gender, color and/or religion.

Section 6:            HCCM shall not engage in any illegal, immoral and/or political activities.

 

Chapter 3

Members:

 

Section 7:   To recognition the contribution of the formation of the Honorary Consular Corps in China, the following Honorary Consuls:
                Founding Members:
                         

Regular Member:     HCCC shall be composed of Honorary Consul Generals, Honorary Consuls and Honorary Vice Consuls recognized by the Government of China to represent foreign countries.  
Section 7(!)
    
Associate member : Past  member of the HCCC , past and present member of the career diplomats, spouses of the HCCC and others who are closely associated with the Corps

 

Chapter 4

Right of Members

Section 8:       Members may exercise the right:
                       
1.    To equally use the premises of HCCC
2.    To participate in activities of HCCC.
3.    To propose ideas on the conduct of affairs of HCCC to the executive committee.
4.    To be eligible to the various welfares made available by HCCC.
5.    To attend general meetings of HCCC and to cast votes.
6.    To elect HCCCs executive committee.
7.    To be elected or nominated as members of executive committee of HCCC.    
8.    Any member can submit a written request to examine any document and the account of assets of HCCC.
9.    Not less than ten members may jointly call an extraordinary general meeting, provided always that all such members are active paid-up members at the time of making such application.

 

Chapter 5

Duties of Members

Section 9:       It shall be the duty of members as follows including but not limited to:

1.    To strictly observe the Charter and regulations of  HCCC.
2.    To pay annual membership fees as may be decided by the Executive Committee from time to time.
3.    To conduct themselves in a manner befitting the honor of being members of HCCM.
4.    To cooperate and support the activities of HCCM.
5.    To participate in activities organized by HCCM.
6.    To propagate the good name of HCCM to enable it to be widely recognized and respected.
7.    To advise in writing, at the first opportunity, to the secretary-general of any change of address or place of work.

 

Chapter 6

Termination of Membership

Section 10:      Membership in HCCC shall terminate under the following terms:

1.    Death.
2.    Resignation made in writing
3.    Bankruptcy or commitment of a criminal offence with a final judgment of imprisonment.
4.    Termination of Service by Representing Countries.

Section 11:      Any member engaged in conduct which is defamatory to HCCC shall be liable to expulsion subject to a resolution made by two-thirds majority vote of the executive committee.

Section 12:      Any member who does not maintain current fee payment, even after a request for payment by the treasurer, shall receive a registered written request for payment within one month from the treasurer. If said financial obligation is not forthcoming after that period, the treasurer shall submit the matter to the executive committee’s consideration to terminate membership of the said member.

 

Chapter 7

Honorary Positions

Section 13:     The executive committee shall invite eminent persons to honor HCCC by holding honorary positions such as, Patronage and Honorary Advisor. Such appointment shall be by an unanimous resolution of the executive committee.

Immediate Past Chairperson of the executive commitee shall automatically be appointed as Honorary Chairperosn without executive powers however, any other appointed post held by such persons, will bear all associated executive powers.

 

Chapter 8

Executive Committee

Section 14:      HCCC shall be governed by an Executive Committee herein called “the executive committee” consisting of not less than 10 and not more than 15 members, elected during an annual ordinary general meeting.

        Four (4) zones have been selected (namely, Beijing  Shanghai, Guangzhou & Sichuan) to ensure maximum efficiency of operations, it is preferable that each of these said zones should have at least one representative on the executive committee.

 

Section 15:      The executive committee shall elect one executive committee member to be the chairperson of HCCC. This shall be done by open vote-casting (show of hands). In the case of a tie, there shall be a re-election for the candidates who have obtained the highest tie-votes. If there is still no majority vote, this shall be determined by drawing of lots.
           
1.    Executive committee members who cannot be present at the election of chairperson shall have the right to be elected chairperson of HCCC only if they have submitted a written document confirming their acceptance to be chairperson of HCCC upon being appointed.

2.    The chairman of HCCC shall have the power to appoint executive committee members to be vice-chairmen, secretary-general, treasurer and other executive posts, etc., as he deems appropriate.

Section 16:      The members of the executive committee shall stay in office for a 3-year term. Executive committee members who resign by rotation may be re-elected.
               

  1. A committee member may not hold any specific executive post for more than one single term (3 years). However, such member may be appointed to hold any other executive posts not previously held.

Section 17:      Vacating an office. Committee members of HCCC shall vacate office:

  1. Upon completion of the term.
  2. Upon tendering a written resignation which has been approved by the executive committee.
  3. Upon resolution of the general meeting to remove said committee member from the position.

 

Section 18:     The executive committee shall convene a meeting at least once every three months. Meetings shall be chaired by the chairperson of HCCC . If necessary, an emergency meeting may be summoned by signed request in writing by not less than 3 executive committee members. The location of all such meetings may be rotated amongst the four geographical zones.
              
In the absence of the chairperosn of HCCC, any of  the two vice-chairperson shall act as chairperson through consultation, and in the absence of both, the chairperosn  and vice-chairperson, the remaining committee members attending the meeting shall elect one executive committee member as ad hoc chairperson.

Section 19:      The executive committee is empowered:

  1. To conduct HCCC’s affairs by implementing the Charter or the regulations prescribed by the executive committee.
  2. To adopt and implement the resolutions of the general meeting.
  3. To establish regulations for conducting HCCC’s affairs.
     

 

Chapter 9

General Meetings

Section 20:      General meetings shall be divided into 2 categories:

  1. Annual Ordinary General Meetings: Which shall be convened in April of every year. In case it is not possible to convene the meeting in April of any year, the meeting shall be convened in the following month.
  2. Extraordinary General Meetings: Which shall be convened whenever the executive committee deems appropriate or upon request in writing by members as prescribed in Section 8 (9).
  3. The location of all annual ordinary general meetings and extraordinary meetings may be rotated amongst the four geographical zones.
  4. At least 21 days notice shall be given of any ordinary general meeting and/or any extraordinary general meeting.

 

Section 21:      Not less than 10 members shall constitute a quorum in a general meeting of HCCC for either an annual general meeting or an extraordinary general meeting.

Section 22:      Motions of the general meeting shall be determined if more than half the members exercise their rights to second it. If a tie in votes occurs, the chairperson shall cast the deciding vote.

Section 23:      Proceedings at Ordinary General Meetings:

  1. To adopt the Minutes of the previous general meeting.
  2. To consider the report on the conduct of HCCC’s affairs in the preceding year.
  3. To consider and approve the financial statements of HCCM.
  4. Upon the completion of each two year term of office, to elect members of executive committee for the commencing new two year term.
  5. To elect Honorary Auditors for each 2 year term or, if necessary, to appoint external auditors and fix their remuneration.

 

 

Chapter 10

Financing of HCCM

Section 24:      All sums of money received by HCCC shall be deposited in banks or invested in accordance with the criteria and methods directed by the executive committee.
                  
Payment by cheques or financial instruments shall be governed by the criteria and methods directed by the executive committee.

Expenditures of HCCC under the objectives prescribed in the Charter shall be in accordance with the resolution of the executive committee’s meetings. The executive committee may establish regulations on budgetary expenditure to be observed by its personnel.

Section 25:     The power and duties of the treasurer.

The treasurer shall have the duties to supervise and properly maintain the accounts on incomes and expenditures, documents of said accounts as well as accounts of assets and liabilities and other accounts, as deemed necessary to show the true and correct financial status of HCCC, shall be kept in good order for examination by the auditors and as evidence.

The treasurer shall have the power to keep cash at any given time, but not more than the amount as determined by the executive committee with the approval of the annual ordinary general meeting.

Section 26:      The executive committee shall have the financial statements prepared once a year, which shall be submitted to an auditor for examination not later than January of each year. The auditor shall finish the examination before the annual ordinary general meeting.

Section 27:      The 31st day of December of each fiscal year shall be considered the last day of HCCC’s accounting year.

Section 28:      The executive committee shall send a copy of HCCC’s financial statements duly examined by the auditor as well as an annual report on its conduct of affairs in the preceding year to all members not less than 30 days before the annual ordinary general meeting.

Section 29:      Power of the auditor. The auditor shall have access to the accounts and documents pertaining to the financial position of HCCC, and shall be entitled to make inquiries concerning the account and documents to any and all executive committee members and officers of HCCC.

 

Chapter 11

Miscellaneous

Section 30:      Adoption of an amendment, deletion or addition to this Charter shall require the affirmative votes of not less than two-thirds of the members attending the general meeting.

Proposed amendments must be submitted to members for their consideration for a period not less than 7 days before a general meeting.

Section 31:      HCCC may be wound up on any of the following grounds:

1.    By resolution of the general meeting with a vote of not less than three-fourths of all members.

2.    By order of the Court.

 
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