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AAI 2016 Congress

AIESEC ALUMNI INTERNATIONAL aisbl CONVOCATION TO THE 2016 ANNUAL CONGRESS TO BE HELD ON AUGUST 20th 2016 in WARSAW, POLAND

July 20th, 2016

Dear AAI member,

In keeping with Article 5.2 of the Statutes of the Association, I am pleased to invite you to participate in AAI’s 2016 Annual Congress, which will be held on

August 20, 2016, starting at 9:00am

at

HOTEL RADISSON BLU SOBIESKI****

Plac Artura Zawiszy 1, Warsaw 02-025, Poland

Though the Congress (legislative session) will take place on Monday, August 21, 2016, I urge you to join us on August 20th and 22st to participate in AAI presentations and discussions as well as the legislative session.

The agenda of the Congress is as follows:

  1. Welcome
  2. Ratification of the Congress chairperson, Congress secretary and Congress polling officer and election of second polling officer
  3. Report of the Executive Board to Congress
  4. Administrative items
  5. Motion to approve the Executive Board Report
  6. Motion to update AAI address
  7. Motion to determine 25 Euro as the annual membership fee for 2016-7
  8. Motion to approve the 2016-2017 budget
  9. Report of the internal auditors on the financial statements for the year 2015
  10. Motion to approve the financial statements for the year 2015
  11. Motion to discharge the Executive Board members and the auditors for their activity during the year 2015
  12. Motion to change membership fee payments from calendar year for all members to a 12 month period for each member.
  13. Elections
  14. Motion to elect the new Executive Board members
  15. Close of the Congress

Access to Congress

In line with Article 4 of the AAI Statutes, participation in Congress is limited to AAI Members who have submitted their membership application form and have paid their 2016 membership fee, which can be done by visiting http://aiesec-alumni.org/membership/

Voting Options
AAI members are able to vote for the Executive Board members and for other resolutions, either physically during Congress, or electronically or by correspondence, whether they are at the Congress, or not. You can only choose one option. In case you decide for Electronic Voting or for Correspondence Voting, you have to accept that in case a motion is changed, your vote will be not valid anymore.

Proxy Voting Members who are not able to attend Congress in Warsaw may also give a proxy to another Member who will attend Congress (see articles 5.6. and 8.3. of the AAI Statutes). Please fill in and sign the proxy voting form in order for your voice to be heard and your proxy vote to be accepted. This document will have to be remitted to the Chair at the opening of the legislative part of Congress, on August 20th, 2016. For the good order, please also inform the Polling Officer Tomasz Klisiewicz via email at pollingofficer@aiesec-alumni.org *protected email*that you have granted a proxy for the Warsaw Congress and to whom. The second polling officer will be elected by the general assembly and get a short introduction on the spot.

Electronic Voting Members who cannot attend Congress in Warsaw may also vote online. In order to do this, you need to register with the Polling Officer, Tomasz Klisiewicz, by writing an email to: pollingofficer@aiesec-alumni.org*protected email*, asking to vote online. The Polling Officer will then send you a personalized link to an online survey, where you can submit your vote. These links will be sent out by August 5th 2016 to all members who have registered up until that point. Members registering after that time will be sent their links at the soonest opportunity after receiving the request. Note that your votes will not be completely anonymous, as the Polling Officer will be able to track the votes back to the individual registered. He is however duty-bound to keep this a secret from all other people.

Correspondence Voting In respect to privacy issues, AAI provides one further an alternative way to vote – if you wish, please contact pollingofficer@aiesec-alumni.org*protected email* for a ballot form to be returned by email. This form then needs to be filled out, scanned, and sent back by email to the address on the Correspondence Voting form.

Voting Deadlines
In 2016, the ballot for voting both by electronic means and by correspondence will close at 23.59 pm, CEST (Brussels time, UTC + 2:00), on August 18, 2016. The final decision of the election results and votes on other issues resides in the General Assembly of the AAI Congress and reflects [i.e., is determined by] the votes cast by the members [i.e., the totals of all votes cast by electronic means, by correspondence, and in person].

In accordance with Article 5.8 of the Association’s statutes, we inform you about the publication of the  Minutes of the Porto Meeting of April 2015 and the standing orders as approved in Mexico.

In case of questions, we encourage you to send them to info@aiesec-alumni.org*protected email* prior to the legislative session to provide necessary information and to ensure a most effective meeting.

We have a great deal to accomplish together as an organization next month in Poland as we advance our efforts to unleash AIESEC’s global alumni potential and to progress the AAI Transformation Project.

We look forward to your participation, electronically, by correspondence or proxy, or in person in Poland!

Sincerely

Andrew Rowe, President
AIESEC Alumni International
On behalf of the Executive Board

Executive Board Candidates
The 2016 Nominations Committee has interviewed all of the candidates and issued recommendations for the election.  The full report of the Nominations Committee may be found here.  AAI takes the privacy of their members very seriously. Therefore, in order to access the Nominations Committee report, you will need the password that was sent out to members in the convocation e-mail on 20 July 2016. If you have not received this password, please contact pollingofficer@aiesec-alumni.org*protected email*.