Notice of Annual General Meeting
NOTICE IS HEREBY GIVEN that the Annual General Meeting (“AGM”) of Saint Joseph’s College Old Boys’ Association (“SJCOBA”) will be held on 5 February 2021 (Friday) at 7 pm in New Hall, St. Joseph’s College, 7 Kennedy Road, Central, Hong Kong.
1. Report by the President
2. To approve the Financial Statements and the Report of the Executive Committee of SJCOBA for the year ended 30 June 2020
3. To re-appoint Unique & Partners CPA as the honorary auditors of SJCOBA
4. To elect Members of the Executive Committee (see Notes below)
By order of the Executive Committee
Dated this 11 January 2021
Notes for Agenda Item 4
All eligible voters are in the Final Register of Voters (“FRV”) at SJCOBA website. The FRV shows for all the eligible voters name and class year. Each voter can EITHER cast the vote OR submit the proxy ONCE.
Every voter can choose ONE of the following 4 options.
Option 1 – Online E-Voting platform
E-Voting platform opening period: 22 January - 5 February at 9 pm HKT
On 22 January, every voter will receive an email titled “Vote now: SJCOBA AGM and Executive Committee Member Election” from firstname.lastname@example.org. In that email, you will be provided a unique link to submit vote at the online platform. You can choose 1 to not more than 11 candidates out of 19 candidates or abstain. Please note that the E-Voting link is unique for you only. Deadline of submitting E-Voting is 5 February at 9pm HKT.
Option 2 – Online E-Proxy platform
E-proxy platform opening period: 22 January - 3 February at 9 pm HKT
In the above-mentioned email, you will also be provided another unique link to submit proxy. You may appoint the President / another voter to vote for you at his discretion. You MUST clearly type the Surname, the Given Name and the Class Year of the proxy appointee which must be EXACTLY MATCHED in the FRV. Please note that the E-Proxy link is unique for you only. Deadline of submitting E-proxy is 3 February at 9 pm HKT.
Option 3 – Paper Voting in-person at AGM
Paper Voting period: 5 February at 7 pm - 9 pm HKT
Paper voting is only available for those voters who have not yet done E-Voting. On the date of AGM (5 February), the registration counter will open at 5:30 pm HKT at the main entrance of 7 Kennedy Road. Upon verification of identity, voter will get a paper ballot to vote. You can choose choose 1 to not more than 11 candidates out of 19 candidates or abstain. Deadline of submitting paper ballot is 5 February at 9pm HKT.
Option 4 – Paper Proxy
Paper Proxy form submission period: 22 January - 3 February at 9 pm HKT
Paper proxy is only available for those voters who have not voted. A unique numbered paper proxy form will be available upon request via email to email@example.com starting from 22 January. You may appoint the President / another voter to vote for you at his discretion. You MUST clearly write down the Surname, the Given Name and the Class Year of the proxy appointee which must be EXACTLY MATCHED in the FRV. Please complete and duly sign the proxy form, and deliver it to “SJCOBA, 7 Kennedy Road, Central, Hong Kong” by the deadline of 3 February at 9 pm HKT.
Election Result – 6 February 2021
The election result will be announced at SJCOBA website and facebook before 23:59 HKT on 6 February 2021 (the date next to AGM date) .
If you could not receive the above-mentioned email for E-Voting / E-proxy, or need any assistance during the process of voting / proxy, please contact the Election Sub-Committee by email to firstname.lastname@example.org.
St. Joseph's College Old Boys' Association / Election Sub-Committee