我們認真研究了香港西醫工會的憲法和規則。我們研究了在疫症大流行期間舉行周年大會並通過郵寄方式把授權票寄回辦公室的問題。我們探討了2020年11月19日出席會議的40多名會員中打算於週年大會上投票，但最終不能投票的問題。我們亦顧及到有參選人現時退選後影響會員投票意向的問題。最終，我們在出席的8名幹事之間達成了一致協議，決議在即將舉行的周年大會透過第三方公司通過 郵寄 不記名投票的方式選出關鍵幹事和其餘的幹事，以消除將來發生爭議的機會。
President’s Message - What has happened to HKDU?
For the first time in 18 years, our Annual General Meeting (AGM) crashed on 19 Nov 2020. We have to re-organize another AGM again within one to two months.
I was astonished to learn before AGM on 19 Nov 2020 that our Hon. Secretary said that he could not fulfil his duties in verifying all the proxies received before the AGM. The reason was he did not receive the list of proxies from the secretariat. According to the secretariat, there were more than 570 proxies received, with most of them received just before the deadline of submission, i.e. 2 days before the AGM.
In fact, the HKDU secretariat worked overtime at nights on Tuesday and Wednesday, two days before the AGM to verify the proxies under the supervision of our Hon. Secretary.
The reasons for voided proxies are as follows:-
1. Name of doctor is not HKDU member;
2. The member has not paid membership for over 6 months;
3. The names cannot be recognized;
4. The date on the proxy form is after the deadline for return of proxy forms;
5. Photocopy of signed proxy forms;
6. Corrections in the proxy form without being initialized by the doctor completing that particular proxy form;
7. Member’s name does not match with membership number;
8. Duplication or multiplication of proxy forms.
For those double or multiple proxy forms submitted, the HKDU secretariat worked hard to contact the appointors for verification of the actual appointees to whom they had really trusted and proxied, and also of course had to make sure the appointors had written confirmations to substantiate their final decisions. Otherwise, the proxies would be voided.
Individual members who received proxy authorization would be given his/her list for checking the number of valid proxy forms and the number of invalid proxy forms authorized to them with the reasons given.
Since this was the first time in the history of HKDU that the secretariat had to handle so many proxies in such a short time with the unprecedented disturbance from the Hon. Secretary, the final proxy list was only available just before the AGM. As the Hon. Secretary said he had not verified the proxy forms, (in fact, according to the secretariat, he did come up to the office for 3 days before the AGM looking into each individual proxy form as he wished). As there were members questioning the accuracy of the number of proxies being verified and being disqualified, it was difficult for members in the AGM to carry on discussion and deliberation of any agenda item including the election of council members. (This was agreed by an employed lawyer on site.)
As Chairman of the AGM, I had no better alternative but to suggest canceling the AGM on 19 Nov 2020 and start to reorganize another AGM as soon as practicable. There was no objection except applause from nearly all the 40 members present. (In fact, by constitution we must need the number of members present plus proxies to be equal or more than 50 to form a quorum for our General Meeting.)
We held an Emergency Council Meeting (ECM) 4 days later on 23rd November 2020 to discuss the reorganization of another AGM in a way not to infringe any constitution and rule of HKDU. But the ECM was aborted due to an inadequate number of council members present forming a forum. For the 5 council members staying behind, we thoroughly discussed and agreed to hold another AGM, this time with all the proxy forms sent to an Accounting Firm for verification to decrease the chance of disagreement in the future.
Shortly later, we held another ECM again on 10th December 2020 to solve the unsolved problems of holding another AGM. Fortunately, we got 8 council members present at the ECM this time, the number of members present was more than that required for a forum of council meeting.
We studied seriously the HKDU constitution and rules. We looked into problems of holding AGM with proxy forms sent into the office during this pandemic. We looked into the problems of 40 members present on 19th November 2020 who were not able to vote in the AGM. We studied the problems of withdrawal of some candidates during this interim period which would have influenced on the voting decision from members. Ultimately, we reached unanimous agreement among 8 members present to hold the coming AGM for the election of council members and key posts by means of Postal Secret Ballot through a Third-Party Company to prevent any chance of disputes in the future.
We shall choose an independent Third-Party Company, either a Law Firm or Accounting Firm or both, to receive the Postal Secret Ballots, verify the Postal Ballots for us and to count the Postal Ballots for us before the AGM. We wish by such means, the disputes on 19th November 2020 would not happen again. And by such way, we can cut down the risk of social gathering in AGM to avoid the chance of our members being infected with COVID-19. We would not be able to stand the challenge of having any member in our AGM being infected by COVID-19 and criticized by the public and news media.
Another thing I would like to let you know is that the council decided to report to the police the recent happenings of the HKDU’s confidential documents being widely posted in the public media, including Facebook without the council’s knowledge and approval. If members have new sources of such information concerning the leaking of HKDU confidential documents, please let me or our secretariat know so that we can take immediate actions to stop any more harmful effects due to disclosure of confidential documents caused to our HKDU.
Have a safe and healthy Christmas 2020!