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CONVOCATION TO THE 2019 ANNUAL CONGRESS

CONVOCATION TO THE 2019 ANNUAL CONGRESS, TO BE HELD ON NOVEMBER 10 2019 IN PALERMO, ITALY

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 2019 Annual Congress, which will be held on

November 10, 2019
starting at 9:00am
Hotel NH Palermo
Foro Italico Umberto I, 22/B
90133 Palermo PA
Italy

Though the Congress (legislative session) will take place on November 10, 2019, I urge you to join us from November 7, 2019 to participate in AAI presentations and discussions in advance of the legislative session


Registration for congress in Palermo

Download Proxy Form 2019


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
    1. Motion to approve the Executive Board Report
    2. Report of the internal auditors on the financial statements for the year 2018
    3. Motion to approve the financial statements for the year 2018
    4. Motion to discharge the Executive Board members and the auditors for their activity during the year 2018
    5. Motion to approve the 2020 Budget
    6. Motion to determine 25 Euro as the annual membership fee for 2019-2020
  5. Institutional Membership – Statutory Changes
    1. Motion to change 4.1.1. of the statutes by adding institutional membership
    2. Motion to change 4.1.3. of the statutes by defining how to obtain membership
    3. Motion to change 4.2.2. of the statutes by clarifying voting rights
    4. Motion to clarify 5.6. and 8.3
    5. Motion to delete 3 of the standing orders
    6. Motion to clarify 4 of the standing orders
  6. Dissolving AAI
    1. Motion to dissolve AAI
    2. Motion to determine the liquidator of AAI
    3. Motion to transfer assets to an altruistic Purpose
  7. Elections
    1. Motion to elect the new Executive Board members
  8. 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 2019 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.

Members who are not able to attend Congress in Palermo 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 November 10, 2019. For the good order, please also inform the Polling Officer via email at pollingofficer@aiesec-alumni.org that you have granted a proxy for the Palermo 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 Palermo may also vote online. In order to do this, you need to register with the Polling Officer 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 October 25, 2019 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 2019, the ballot for voting both by electronic means and by correspondence will close at 23.59 pm, CEST (Brussels time, GMT + 1:00), on November 8, 2019. 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 Hurghada Meeting of July 7, 2018 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 Italy 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 Italy!

Sincerely,
Alexander Tichy
President,
AIESEC Alumni International
On behalf of the Executive Board

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