Convocation to the 2020 Annual Congress
AIESEC ALUMNI INTERNATIONAL
Civil Non-Profit Association, registered in Switzerland
CONVOCATION TO THE 2020 ANNUAL CONGRESS, TO BE HELD ON MARCH 28, 2020
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 2020 Annual Congress, which will be held on
March 28, 2020, starting at 16h00
Venue for Congress: Generations Resort by Karisma
Carretera Cancun-Tulum Km. 45
Riviera Maya, Quintana Roo, México
Though the Congress (legislative session) will take place on March 28, 2020, I urge you to join us from March 26, 2020 to participate in AAI presentations and discussions in advance of the legislative session. For registration, please follow the congress link www.racmexico2020.com.
The Congress will be held under the following agenda:
- 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
- Motion to approve the Executive Board Report
- Report of the internal auditors on the financial statements for the year 2019
- Motion to approve the financial statements for the year 2019
- Motion to discharge the Executive Board members and the auditors for their activity during the year 2019
- Motion to approve the 2020 budget
- Motion to determine 25 euro as the annual membership fee for 2019-2020
- Motion to elect the new Executive Board members
- Motion to elect auditors of the association
- Close of the Congress
Access to Congress
In line with Article 4.2 of the AAI Statutes, all individual registered and paid members are invited and have the right to attend to Congress, voting at Congress will be granted to NAA´s as well as members of the Executive Board and members ex officio.
Voting 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 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 March 28, 2020. For the good order, please also inform the Polling Officer via email at email@example.com that you have granted a proxy for the Rivera Maya Mexico 2020 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: firstname.lastname@example.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 March 22, 2020, 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 alternative way to vote – if you wish, please contact email@example.com 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 2020, the ballot for voting both by electronic means and by correspondence will close at 23.59 pm, CEST (Zug, Switzerland time, GMT + 1:00), on March 26, 2020. 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 Palermo, Italy congress of 2019 in the web site of the association.
We look forward to your participation, electronically, by correspondence or proxy, or in person in Rivera Maya, México.
Alberto Ziehl Beltrán
AIESEC Alumni International
On behalf of the Executive Board