College of the Holy Spirit Alumni Foundation

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Annual General Membership Meeting Agenda

 

FINAL NOTICE AND AGENDA

CHSAF ANNUAL GENERAL MEMBERSHIP MEETING
March 2, 2024, Saturday
9 a.m. Manila time

Pursuant to the CHSAF Board Resolution 019, Series 2023 2023 12.14.2 dated December 14, 2023, notice is hereby given that the AGMM will be held on March 2, 2024 at 9:00 a.m. via hybrid: remote communication or ZOOM using the link below for CHSAF active members and face-to-face for CHSAF Board of Trustees.  Please register using this link:

Pre-register using this link:
https://us02web.zoom.us/meeting/register/tZcsf-mrqzMjGNJmD9lxg1zqgPjGnDhfGwB9

The purpose of the meeting or the Agenda of the AGMM is as follows:

    1. Prayer
    2. National Anthem
    3. Alma Mater
    4. Call to Order
    5. Determination and announcement of quorum. Quorum is 50% +1 of the active membership who are present via remote communication or through their proxies.
    6. Approval of the Minutes of the Meeting : AGMM 2023
    7. CHSAF Audio Visual Presentation
    8. President’s Report
    9. Special Report
    10. Treasurer’s Report
    11. Q&A
    12. Election of 2 new Trustees for a term of 3 years
    13. Audio Visual Presentation
    14. Adjournment

For the convenience of active members, proxy forms were sent out prior to the meeting.

On the matter of election of trustees, the requirements and procedure for nomination and election were likewise sent out earlier. On the basis of the nominations made, the Board will announce the nominees who have qualified prior to the voting at the AGMM under Agenda item 12.

At the scheduled 2024 CHSAF AGMM, pursuant to the Revised Corporate Code, an Organizational Board Meeting will be convened, to elect the CHSAF officers who will hold office until 2026, in accordance with the 2013 CHSAF Bylaws, subject to the qualification that those officers whose 3-year term as Trustees will end in 2025 will hold office until 2025 only. The 2013 By-Laws will be followed by CHSAF until such time that its proposed Amended Bylaws shall have been approved by the Securities and Exchange Commission. 

Hereunder are the requirements and procedures to be followed in attending and participating at the AGMM.

  1. Definition of Terms:
    1. Active Members: Those who have paid the 2023 annual membership dues.
    2. Principals: Active members who cannot be present at the online AGMM on Saturday March 2, 2024 starting at 9:00 a.m. and therefore have given their signed proxy form personally or electronically through email, authorizing another active member as proxy-holder for purposes of obtaining quorum and nothing else.
    3. Proxy-holder: An active member who attends and represents active members who are absent; for purposes of obtaining quorum and nothing else. 
    4. Alternate Proxy-holder: An active member who serves as alternate proxy or on behalf of the principals of another proxy-holder unable to do so or is absent for purposes of obtaining quorum only
  2. Registration of Members via zoom:
      1. Pre-registration link: Please refer to the above Pre-Registration link and will remain open until March 1, 2024 at 5:00 p.m.  Registration will be approved only upon validation of active membership.  
      2. For orderly procedure, pre-registration shall be strictly enforced for attendance for purposes of obtaining quorum only.
  3. There are three categories of attendance in the AGMM:
        1. Proxy Holders/Alternate Proxy Holders: active members for attendance and holds proxies
        2. Active Members: for attendance without any assigned proxy.
        3. Observers: active members who decided to attend but has designated proxies.
  4. Requirements for Proxy Voting:
    1. Proxy forms to be valid should be signed individually by the Principals and submitted fully accomplished by proxy holders,  or emailed by the Principal to the Corporate Secretary (chsalumnae@gmail.com)  or Class Representative on or before February 29,2024 . Please see to it that your email is verifiable as having been entered and the proxy form incorporated in the email or attached thereto and sent by you or on your behalf.
    2. SMS the photo of the signed form to Class Reps or to Corporate Secretary (09209107026)
    3. Corporate Secretary will have the proxies verified as of date of AGMM.
    4. Each proxy form will be assigned a Code for identification for digital purposes. Example:  HS67-001
    5. All proxy forms will be validated by the Secretariat to verify the status of the membership of the Principal and Proxy-holder.
    6. The proxy form should indicate an alternate proxy-holder, or the presiding officer, who may vote in case of the absence of the primary proxy-holder.
  5.  Proxy Validation:
    1. All proxies are presumed valid.
    2. Where on its face, a proxy is questionable, the Corporate Secretary will examine said proxy and other pertinent records if available or interview persons involved.
    3. The Corporate Secretary is authorized under the law to fairly determine whether or not a proxy is valid. Some of the reasons for nullification of any proxy:
      1. Proxy form is unclear or has markings and erasures that make it illegible or incomprehensible.
      2. The signature on the proxy does not appear to be that of an active member
      3. The sender of the emailed proxy cannot be identified or is not an active member
      4. The proxy form does not indicate the name of the proxy holder nor alternate and has even deleted the “Presiding Officer” as secondary alternate proxy.

The ruling by the Corporate Secretary on any matter involving proxy validation is final.

 

February 15, 2024

CHSAF Corporate Secretary

Arlene Abad-Soncuya HS ‘71
(signed)

 

CHSAF NOMELEC

Corazon Desiderio, Chairman
(signed)          

Ma. Luisa de Guzman-Daroy HS’73
(signed)

Editha Sabas HS’73
(signed)