AIESEC ALUMNI INTERNATIONAL aisbl CONVOCATION TO THE 2017 ANNUAL CONGRESS TO BE HELD ON JULY 9th 2017 in CARTAGENA, COLOMBIA
June 7, 2017
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 2017 Annual Congress, which will be held on
July 9, 2017, starting at 9:00am
Hotel Las Americas
ANILLO VIAL, SECTOR CIELO MAR, CARTAGENA DE INDIAS, COLOMBIA
The agenda of the Congress is as follows:
- Ratification of the Congress chairperson, Congress secretary and Congress polling officer and election of second polling officer
- Report of the Executive Board to Congress
- Administrative items
- 2016 matters
- Report of the internal auditors on the financial statements for the year 2016
- Motion to approve the financial statements for the year 2016
- Motion to discharge the Executive Board members and the auditors for their activity during the year 2016
- Motion to elect the new Executive Board members
- 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 2017 membership fee, which can be done by visiting https://aiesec-alumni.org/membership/
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.
Members who are not able to attend Congress 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. For the good order, please also inform the Polling Officer Tomasz Klisiewicz via email at firstname.lastname@example.org that you have granted a proxy for the Congress and to whom. The second polling officer will be elected by the general assembly and get a short introduction on the spot.
Members who cannot attend Congress may also vote online. In order to do this, you need to register with the Polling Officer, by writing an email to: email@example.com, asking to vote online. The Polling Officer will then send you a personalised link to an online survey, where you can submit your vote. These links will be sent out by 7. June 2017 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.
In respect to privacy issues, AAI provides one further an alternative way to vote – if you wish, please contact firstname.lastname@example.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.
In 2017, 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 8, 2017. 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 case of questions, we encourage you to send them to email@example.com 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 organisation next month in Colombia 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 Colombia!
Alexander Tichy , President
AIESEC Alumni International
On behalf of the Executive Board
Executive Board Candidates
The 2017 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 07 June 2017. If you have not received this password, please contact firstname.lastname@example.org.