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BOTSOC ANNUAL GENERAL MEETING 2024

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ZOOM INFORMATION

 

DATE: Saturday, 6 July 2024
TIME: 9:00 for 9:30am to latest 12pm
VENUE: Online via Zoom

 

CLICK HERE TO RSVP FOR THE AGM

Annual General Meeting 

 

Voting now open

 

Dear valued BotSoc member

It is that time of the year again when BotSoc members make their mark. The AGM voting process commences today using vote and proxy voting forms for the Botanical Society of South Africa’s Annual General Meeting on 6 July 2024.

The 2024 AGM will be hosted online, and in accordance with Clause 27.1.5 of the National Constitution. The Zoom link is provided on our website and has been distributed via email.

Online voting will be available for those members present in the Zoom meeting that have not submitted a Proxy or Vote form via email or physical submission at our National office.

Varying load shedding timetables nationally might affect online voting and will be outside the control of BotSoc. Contingency measures will be announced at the start of the meeting.

Members are invited to log on to Zoom between 9:00 and 9:25 as this will allow the meeting to start on time and enable members to orientate themselves on Zoom, as well as with the online polling process if votes have not been submitted at the National BotSoc office, Gate 2 Kirstenbosch National Botanical Garden. Please explore the guidelines on how to connect via Zoom to ensure your full participation.

Please forward questions to the Independent Auditor, Ms Annelie Esterhuyse, to 20240706botsocagm@gmail.com by latest 10am on 1 July 2024 to enable sufficient preparation for response at the meeting.

 

ONLINE VOTING

Please note that the AGM online participants will be orientated to use the polling system on Zoom to vote on all resolutions and hence there would be no need to submit vote forms. Any member who had submitted votes or proxy votes prior to the AGM cannot vote again via the online Zoom polling process.

 

VOTE FORM

Please submit your vote form via email to 20240706botsocagm@gmail.com by latest 5 July 2024 at 10:00 am to enable sufficient time for membership verification by the Independent Scrutineer. Download the vote form here or drop the hard copy of your form in the clearly marked sealed voting box at the National BotSoc office at Kirstenbosch National Botanical Garden, Gate 2 by the same deadline.

PROXY VOTE FORM

Proxy voting forms are to be used if any member wishes to grant their vote to any other member who is willing to stand as their proxy to vote on their behalf if they are present in person at the AGM.

Council members who are available to act as Proxy in person at the AGM are:

– Frank Webb
– Rob Soutter

Please submit your proxy vote form via email to 20240706botsocagm@gmail.com by latest 5 July 2024 at 10:00 am to enable sufficient time for membership verification by the Independent Scrutineer. Download the proxy vote form or drop the hard copy of your form in the clearly marked sealed voting box at the National BotSoc office at Kirstenbosch National Botanical Garden, Gate 2 by the same deadline.

 

    Botanical Society of South Africa

 Please diarise these important AGM process dates:

   • Call for Council Nominations open 5 April 2024 (CLOSED)

   • Call for Council Nominations close 10:00 am 14 June 2024 (CLOSED)

   • Nominees’ CVs and photographs are published on the website by 14 June 2024 – close of business (CLOSED)

   • Resolutions opened 6 June 2024 (CLOSED)

   • Resolutions submissions closed 10 am 21 June 2024 (CLOSED)

   • Questions open 21 June 2024 

   • AGM Vote/Proxy votes open 21 June 2024

   • Questions close 10 am 01 July 2024

   • AGM Vote/Proxy votes close 10:00 am on 5 July 2024

   • AGM 6 July 2024 @ 9am for 9:30am

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