AGM 2013 ANNUAL GENERAL MEETING & BOARD ELECTION Information Package
Copyright ÂŠ The Canadian Chamber of Commerce Shanghai - 2013. All rights reserved.
TABLE OF CONTENTS 3 3 3 4
The Canadian Chamber of Commerce in Shanghai Overview Mandate Structure
5 2012 Board of Directors 5 2013 Annual General Meeting and Board Election 5 Purpose 5 Election Timeline 6 6 6 6 6 6 7 7
2013 Election Information Who Can Run? Election Committee Who Can Vote? Voting as an Absentee Voting by Proxy Voting Procedures Contact Us
APPENDIX 1. 2013 Candidate Nomination Form 2. The Constitution of The Canadian Chamber of Commerce in Shanghai 3. Issues and Resolutions Submission Form
Page 2 of 7 For more information contact Carley Pulford | firstname.lastname@example.org | 6075-8797 www.cancham.asia
The Canadian Chamber of Commerce in Shanghai OVERVIEW The Canadian Chamber of Commerce in Shanghai (CanCham Shanghai), formerly known as the Canadian Business Forum and the Canada China Business Council (CCBC) Shanghai Chapter, is a non-profit, member-based business platform. The objective of the Chamber is to foster the development of strong and diverse Sino-Canadian commercial relations in Shanghai and the surrounding area. The Chamber works towards this objective by providing Chamber members with market knowledge and network that will maximize their success in China. The membership of the Chamber ranges from small and medium sized enterprises to large multinational companies. As a vibrant, innovative and continually growing business community, the Chamber represents a diversity of sectors such as financial and investment services, legal services, information and communications technology, education, manufacturing, construction, transportation, mining and energy. To strengthen our members’ chances of success in China, the Chamber can also provide personal assistance that will allow your business to adapt to China’s rapidly changing environment quickly and easily. Although The Canadian Chamber of Commerce in Shanghai is a business organization, we recognize the importance of community involvement. The Canadian Chamber holds numerous events with a view to building community links and raising the awareness of social responsibility. The Canadian Chamber of Commerce in Shanghai is thus both a platform for business success and a place for building the Canadian community. We are confident that it will continue to emerge as one of the most notable business organizations in Shanghai. With the Canadian community expanding daily, we are also expecting to grow in both influence and size in the years ahead. MANDATE Promote the development of trade, commerce and investment between Canada and China. Provide a forum in which the Canadian business community in China can identify and discuss common commercial issues in China. Work with Chinese organisations, governmental departments and local business community on matters of mutual interest. Maintain mutually beneficial relations with other business organizations. Engage in all lawful activities as may be incidental or conducive to the attainment of the foregoing objectives. STRUCTURE
The Chamber’s current structure can be illustrated in the chart below. BOARD OF DIRECTORS EXECUTIVE DIRECTOR DIVISION OFFICERS
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2012 Board of Directors
Honorary President Rick Savone Consul General of Canada in Shanghai
Vice Chair Winston Kan
Vice Chair Ex-Officio Eric Pelletier
Managing Director Greater China, Strategic Executive Search
Deputy Consul General of Canada in Shanghai
Treasurer Nancy Kingsley-Hu
Director Eunice Wang
President, Golden Ontario
Vice President, Bank of Montreal (China) Ltd.
Director Alan McMillan
Director Anthony Fong
CEO, JIE Technologies Ltd.
General Manager, IBM Engineering Technology Company
Director Mark Ceolin
Director John MacDonald
CEO, Red Gate International Inc.
Chief Representative, British Columbia Trade and Investment
Director Radley Mackenzie
Director Olivier Brault
Consultant, APCO (Beijing) Consulting Company Limited Shanghai Branch
General Manager, Soprema (Shanghai) Construction Materials Trade Co., Ltd.
Director Thomas Cheong Vice President, ManulifeSinochem
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2013 Annual General Meeting and Board Election PURPOSE The Annual General Meeting (AGM), a member-only event, will be held annually for the following purposes: 1. To present the members with a report by the incumbent Board on the previous year’s finances as well as the Chamber’s progress with respect to the implementation of its mandate 2. To discuss and vote on issues and resolutions tabled by any member prior to the AGM (see Appendix 3, Issues and Resolutions Submission Form) 3. To elect a new Board of Directors for 2013 through a general election ELECTION TIMELINE 2013
Call election Begin to accept motions to amend the constitution Candidate Nomination Forms available Chamber begins to accept Candidate Nomination Forms Deadline to submit motions to amend the constitution Tuesday, February Deadline to submit: 26th Candidate Nomination Forms Issues and Resolutions Form Tuesday, March 5th Last day for the Election Committee to approve the candidate list Tuesday, March 5th Board of Directors to distribute Issues and Resolutions to all members Monday, March Last day to submit Absentee Votes and Proxy Votes 11th Note: Absentee or Proxy Votes must be received by 6 pm on March 11th, 2013. Tuesday, March 2013 AGM & Board Election 12th Monday, March First Board Meeting 25th Thursday, February 7th Tuesday, February 19th
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2013 Election Information The election of directors for the Board of The Canadian Chamber of Commerce in Shanghai is based on a simple majority vote of those voting members present and voting, including proxy votes. WHO CAN RUN? Step1: To be eligible to run for the Board, candidates MUST meet all the criteria below: 1. Be a current CanCham Shanghai corporate or individual member; *Candidates must renew their membership prior to submitting their candidate application and also if it expires during the month of March 2013 2. A Canadian citizen, a Canadian permanent resident or the Voting Representative of a CanCham Shanghai corporate member (see Appendix 2: Constitution of the Canadian Chamber of Commerce in Shanghai, Article V â€“ Voting Rights); Step 2: If you meet the criteria above and are interested in becoming a candidate, you MUST then complete the following tasks: 1. Fill and sign the 2013 Candidate Nomination Form (see Appendix 1, 2013 Candidate Nomination Form); 2. Be supported by three other CanCham Shanghai voting members of good standing with their respective signature (see below who can vote); 3. Sign the Pledge of Commitment (see Appendix 1: 2013 Candidate Nomination Form); 4. Return the form with one photo ID to the Chamber. Email forms and photo to firstname.lastname@example.org by Wednesday, February 26th, 2013. ELECTION COMMITTEE The Election Committee is formed by the incumbent board. The committee consists of board directors who will be stepping down, as well as Vice-Chair Ex-Officio Eric Pelletier. They will primarily provide advisory support throughout the entire election process and oversee the process to ensure that it is fair and transparent. The Election Committee may interview candidates where they deem necessary. If you wish to contact them or offer your comments on the election and other related matters, please send emails to email@example.com WHO CAN VOTE? The voting representative of any Corporate or Associate Member, who is a Canadian citizen, a Canadian permanent resident, or a top executive who is currently residing in China (each corporate or associate member is entitled to one vote only) VOTING AS AN ABSENTEE If you are unable to attend the AGM on Tuesday, March 12th, 2013 but still want to cast your ballot, you MUST email your signed absentee ballot to the Chamber by 6 pm on Monday, March 11th, 2013 (please email Carley Pulford at Carley.Pulford@CanCham.asia (for absentee ballots). VOTING BY PROXY If you are a member with voting rights, you may also authorize any other chamber member in good standing to vote on your behalf at the AGM on Tuesday, March 12th, 2013. You MUST sign the Proxy Voting Authorization Form and email it to the Chamber by 6 pm on
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Monday, March 11th, 2013 (please email Carley Pulford at Carley.Pulford@CanCham.asia to receive a Proxy Voting Authorisation Form). .
Voters present at the AGM MUST cast their ballots into the ballot box at the AGM in order for their votes to be valid.
Balloting shall begin at 19:00 and close at 19:30 on Tuesday, March 12th, 2013, after which time no ballots shall be cast.
Each ballot has the names of all candidates on it.
A ballot with 11 selections shall be valid. A ballot with more than 11 selections shall be invalid.
The election of Directors is based on a simple majority vote of those Voting Members present and voting, including proxy votes. The 10 candidates who receive the highest number of votes shall be elected to the Chamber Board of Directors until next Election AGM (about two years).
In the event of a tie candidates in contention shall be advised of the situation prior to a re-ballot. Should all candidates agree to continue their competition, a secret ballot shall be held immediately at AGM amongst those voting members present. Should one of the candidates decide to withdraw at any point during the secret ballot, the remaining candidate shall be elected to the Chamber’s Board of Directors.
The Treasurer shall be elected by a simple majority vote of those Voting Members present and voting, including proxy vote. Nominees for the Treasurer shall consist of certified public accountants licensed in Canada or any persons with an accounting background that the Board deems as appropriate and capable of managing the financial operations of the Chamber.
Counting ballots shall begin at 19:31 and end at 20:15 on Tuesday, March 12th, 2013; the Honourary President, Vice-Chair Ex-Officio along with the Executive Director will be in charge of counting the ballots.
Should the election results be contested, a written petition may be submitted to the Executive Director of the Chamber, who shall then submit the petition to the ViceChair Ex-Officio for review and resolution.
The Chair and Vice-Chair shall be selected at the first board meeting held by the newly elected Board.
CONTACT US Carley Pulford, Executive Director Tel: 21-6075-8797 Email: Carley.Pulford@cancham.asia
172 Yuyuan Road, Shanghai Tel: +86 21 6075 8797 Website: www.cancham.asia Email: email@example.com
Page 7 of 7 For more information contact Carley Pulford | firstname.lastname@example.org | 6075-8797 www.cancham.asia