GUIDELINES:

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The following guidelines are presented to provide a detailed account of the Virtual AGM process:

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1) REGISTRATION:

Due to the control measures in place because of the COVID-19 spread, members will not be able to attend the AGM in person as they used to. Participation in the AGM will be through electronic means. As a first step towards participating in the proceedings of the AGM electronically, members are required to register via the link:

https://form.jotform.com/ParishOfChristChurch/AGM-Registration

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Upon registration, Electoral Members:

• will receive electronic copy of the Annual Report 2019.

• will be able to request for ‘Nomination Form’ to nominate PCC Members and Synod Representatives.

• will be able to send their questions arising from the Annual Report 2019.

• will receive the Proxy Voting Form to elect the PCC Members and Synod Representatives.

• will receive the login credentials to participate in the pre-AGM Questions & Clarification Meeting.

• will be able to participate in the Virtual AGM.

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THE CLOSING DATE FOR THE RECEIPT OF THE REGISTRATION FORM IS 28 JUNE 2020, 7 PM.

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2) THE ELECTORAL ROLL:

The Electoral Roll (ER) determines those who are eligible to participate in the AGM, vote or be elected at the AGM onto the Parochial Church Council. As per our Parish Constitution, Electoral Members shall be baptised members, who are at least 17 years of age, confirmed in the Anglican Church and have attended Service and received Holy Communion at least 3 times during 2019 in Christ Church.

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• Members can view the Electoral Roll at the Christ Church website. A password will be required which can be obtained from Church Office at +65 6299 2544.

• Click here to view the Electoral Roll.

• For clarification and questions if any, members can send an email to AGMQuestions@christchurch.org.sg with your name and mobile number.

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3) ANNUAL REPORT 2019:

Upon registration, all Electoral Members will receive the Minutes of AGM Meeting 2019, Audited Financial Statements for 2019, Proposed Budget for 2020 and Ministry Reports.

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4) ELECTION OF PCC MEMBERS & SYNOD REPRESENTATIVES:

Registered Electoral Members shall be entitled to participate in the election of PCC Members and Synod Representatives and the details of the various positions are given below:

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1. Peoples Warden

2. Honorary Secretary

3. Honorary Assistant Secretary

4. Honorary Treasurer

5. Honorary Assistant Treasurer

6. Four (4) Members

7. Four (4) Synod Representatives

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The election process will be electronically carried out. This will require:

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a. Submission of a Nomination Form electronically.

Electoral Members who have registered for the AGM can request for a Nomination Form by:

• sending an Email to AGM2020@christchurch.org.sg

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Upon receipt of the request for a Nomination Form, a link for the nomination form will be sent to the requestors on or after 11 June 2020.  

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THE CLOSING DATE FOR RECEIPT OF NOMINATION FORMS IS 19 JUNE 2020, 7 PM.

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b. Submission of Proxy Voting Form

Electoral members of the Parish will be able to vote at the Virtual AGM by submitting a Proxy Voting Form. Through the proxy voting form, members shall appoint the Vicar who is the Chairman of the AGM  as the member’s proxy to attend, speak and vote at the meeting. 

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Proxy Voting Forms will contain the names with photographs of all those who have been nominated to be elected as PCC Members and Synod Representatives. In addition, Proxy Voting Forms will also contain the details of reports and proposals to be accepted as given below:

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Resolution 1: To accept the Minutes of AGM 2019

Resolution 2: To accept the Ministry Reports

Resolution 3: To accept the Audited Financial Statements of 2019. 

Resolution 4: To accept the proposed Budget for the year 2020

Resolution 5: To accept the reappointment of 'MGI N. Rajan Associates' as Auditor for 2020.

Resolution 6: To accept that PCC will appoint suitable candidates for all positions in the PCC 2020 unfilled after voting through the Proxy Voting Forms.

Resolution 7:  Any other resolutions.

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Members will be asked to indicate either ‘FOR or AGAINST or ABSTAIN’ for each of the above Resolutions.  

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Proxy Voting Forms will be sent to all the Electoral Members who have registered for participating in the AGM via a link to access the form on 23 June 2020. Completed Proxy Voting Forms shall be submitted electronically.  

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THE CLOSING DATE FOR THE RECEIPT OF PROXY VOTING FORMS IS 1 JULY 2020, 7 PM.

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5) QUESTIONS, CLARIFICATIONS & REPRESENTATIONS:

Under the provisions of the Virtual AGM process, Electoral Members will not be able to raise any questions or clarifications or present representations during the virtual AGM.

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Instead, members are encouraged to raise any matter of concern that may arise from any item on the AGM agenda and representations, if any via Email: AGMQuestions@christchurch.org.sg.

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While submitting questions, members should indicate the Report or Document Reference with paragraph number where possible. All relevant questions related to the AGM arising from the AGM reports or representations will be addressed by the Church leadership prior to the AGM. Questions that concern a matter that may require a voting by members and representations, if any will be addressed by the Church leadership and will be included in the Proxy Voting Forms.

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THE CLOSING DATE FOR THE RECEIPT OF QUESTIONS, CLARIFICATIONS & REPRESENTATIONS IS 18 JUNE 2020, 7PM.

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6) PRE-AGM CLARIFICATIONS MEETING:

To enable members’ questions to be satisfactorily responded and shared to all members, a Pre-AGM Q&A Meeting will be convened on 21 June 2020 at 5 PM. This will be conducted via Zoom Webinar. Electoral Members will be provided with the log-in credentials for participating in this Virtual Meeting.

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7) AGM 2020 (VIRTUALLY CONDUCTED):

The virtual AGM will be conducted on 5 JULY 2020 at 11 AM via Zoom Webinar. The AGM will have the following agenda:

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1. Receiving the Vicar’s Message

2. Receiving the nomination of the Vicar’s Warden

3. Announcement of the newly elected PCC

4. Announcement of Acceptance of the Minutes of the AGM 2019

5. Announcement of Acceptance of the Ministry Reports for 2019

6. Announcement of Acceptance of the Audited Financial Statements for the year 2019

7. Announcement of Acceptance of the Budget for the year 2020.

8. Announcement of any other resolutions

9. Summary of AOB items if any.

 

Electoral Members will be provided with the log-in credentials for participating in this Virtual AGM.

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8) AGM ATTENDANCE:

The total of the number of valid Proxy Voting Forms submitted and the number of Electoral Members attending the Virtual AGM (after discounting those who had submitted Proxy Voting Forms) shall be the total number of attendees in the AGM 2020.

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9) ENQUIRIES:

Members who have enquiries or require help in any matter relating to the Virtual AGM process can contact:

Hon Secretary, PCC via: Email: AGMQuestions@christchurch.org.sg.

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All Electoral Members of the Parish of Christ Church are encouraged to participate in AGM 2020. Due to the social distancing and other requirements in place, we are unable to conduct a normal face-to-face AGM and instead, we are required to conduct a Virtual AGM as it is done in all the parishes of the Diocese of Singapore. Please pray that the entire AGM process will be conducted smoothly, and many will be able to participate.

 

 

Thomas Jeyaseelan

Hon Secretary, PCC

7 June 2020