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CONVOCATION TO THE 2018 ANNUAL CONGRESS

CONVOCATION TO THE 2018 ANNUAL CONGRESS

TO BE HELD ON JULY 7th 2018 IN HURGHADA, EGYPT.

June 6, 2018

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 2018 Annual Congress, which will be held on

July 7, 2018, starting at 9:00am

at

Tia Heights Makadi Bay
P.O Box 321, Safaga Road

South Hurghada, Red Sea

Egypt
Though the Congress (legislative session) will take place on Saturday, July 7, 2018, I urge you to join us on July 6, 2018 to participate in AAI presentations and discussions in advance of the legislative session and of course in the gala for the 70th anniversary of AIESEC.

The agenda of the Congress is as follows:

  1. Welcome 
  1. Ratification of the Congress chairperson, Congress secretary and Congress polling officer and election of second polling officer 
  1. Report of the Executive Board to Congress 
  1. Administrative items
    1. Motion to approve the Executive Board Report
    2. Report of the internal auditors on the financial statements for the year 2017
    3. Motion to approve the financial statements for the year 2017 (Balance | P&L)
    4. Motion to discharge the Executive Board members and the auditors for their activity during the year 2017
    5. Motion to approve the 2018-2019 budget
    6. Motion to determine 25 Euro as the annual membership fee for 2018-2019
    7. Motion to allow non-members to the legislative meeting
  1. Elections
    1. Motion to elect the new Executive Board members
    2. Motion to elect two auditors for 2018-2019 (Mauro Ferraro / Adrian Ambe)
  1. Close of the Congress

 Access to Congress

In line with Article 4 of the AAI Statutes, voting at Congress is limited to AAI Members who have submitted their membership application form and have paid their 2018 membership fee, which can be done by visiting www.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 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 Hurghada 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 attached 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 July 7, 2018. For the good order, please also inform the Polling Officer Thomasz Kliesiewicz via email at pollingofficer@aiesec-alumni.org that you have granted a proxy for the Hurghada 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 Hurghada may also vote online. In order to do this, you need to register with the Polling Officer, Thomasz Kliesiewicz, by writing an email to: pollingofficer@aiesec-alumni.org, 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 June 17, 2018 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 alternative way to vote – if you wish, please contact pollingofficer@aiesec-alumni.org 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 2018, the ballot for voting both by electronic means and by correspondence will close at 23.59 pm, CEST (Brussels time, GMT + 1:00), on July 5, 2018. 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 Cartagena Meeting of July 9, 2017 here.

In case of questions, we encourage you to send them to 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 Egypt as we advance our efforts to unleash AIESEC’s global alumni potential and to progress the organizational development of AAI.

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

Sincerely,

Alexander Tichy,

President

AIESEC Alumni International

On behalf of the Executive Board

 

 

Download Proxy Form here

 

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