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Re: [general-assembly-voting-members] Extraordinary General Assembly meeting - 26 July 2023 – Your action is required


On Thu, Jul 6, 2023 at 5:51 PM Paul White <paul.white@xxxxxxxxxxxxxxxxxxxxxx> wrote:
All, 

Please find attached the materials and supporting documents for the annual general assembly of Eclipse Foundation AISBL that will be held at the Association’s Operating Office located at 2934 Baseline Road, Suite 202, Ottawa, ON, Canada on 26 July 2023 beginning at 15:00 CEST / 9:00 EDT (the "Meeting"), as well as via Zoom via the link below:

  1. 2023.07.26 Final Agenda and Resolutions - Eclipse Foundation AISBL EGA
  2. 2023.07.26 Electronic Ballot - Eclipse Foundation AISBL EGA (to be used by Voting Member whose Member Representative is prevented from attending the Annual General Assembly Meeting; or prefers to submit their ballot in advance please refer to the instructions here below and in the Convening Notice) 
  3. 2022 Audit Report - Eclipse Foundation AISBL 
  4. 2022 Statement of Accounts - Eclipse Foundation AISBL

As your organization’s voting Member Representative with Eclipse Foundation AISBL, you are asked to do one of the following:

ATTEND THE MEETING: Attend the Meeting either in person or remotely via Zoom link provided below and in the materials. Please confirm your intention to attend by e-mail to the secretary@xxxxxxxxxxxxxxxxxxxxxx at the latest by 25 July 2023 at at 15:00 CEST / 9:00 EDT; or

VOTE ELECTRONICALLY: Cast your ballots for the matters before the Meeting by returning your votes 
  1. using the attached Electronic Ballot PDF form. (Preferred)
  2. completing Electronic Ballot form via Dropbox Sign, please reach out to secretary@xxxxxxxxxxxxxxxxxxxxxx to have this sent to you directly.
  3. You can also simply vote via email reply as follows:

For each resolution, please enter +1 (in favor), -1 (against), or 0 (abstention):
2. Acknowledgment of the annual accounts and the auditor’s report for the financial year ending on 31 December 2022 as submitted to the Board: ________
+1 

3.  Approval of waiver for Board and auditor:  ________
+1 

4. Approval of the revised 2023 Eclipse Foundation AISBL budget as submitted by the Board:  ________
+1 

5. Approval of special proxy enabling legal counsel to publish notices to appropriate Belgian publications: ________
+1 

All ballots submitted electronically must be received by secretary@xxxxxxxxxxxxxxxxxxxxxx at the latest by 25 July 2023 at at 15:00 CEST / 9:00 EDT; or

ASSIGN A PROXY: Assign your rights as Member Representative to another employee, officer, or consultant from your organization. Please contact secretary@xxxxxxxxxxxxxxxxxxxxxx by email at the latest by 25 July 2023 at 15:00 CEST / 9:00 EDT to express your intent to have a proxy attend.   

In all cases, you will be counted towards quorum for the meeting. Any questions may be directed to secretary@xxxxxxxxxxxxxxxxxxxxxx.  

To join via Zoom, please use the following link. Please join at least 5-10 minutes prior to the start of the meeting: https://eclipse.zoom.us/j/81450602249  

Specific guidance on how to vote, how to ask for the floor, or contribute through the chat functionality during the Annual Meeting will be explained before the first agenda item. 

Please reach out if you have any questions. Otherwise, I look forward to speaking with you at the meeting. 

Regards,

Paul White 
Secretary/Treasurer | Eclipse Foundation AISBL 
Rond Point Schuman 11 
Brussels 1040 Belgium


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