GA10 Notices & Announcements
1ST NOTICE FOR GENERAL ASSEMBLY Notice is hereby given that the 10th General Assembly (GA10) of members of the Roundtable on Sustainable Palm Oil (RSPO) will be held at the Santika Premiere Dyandra Hotel & Convention, Medan, Indonesia on Thursday, 14 November 2013 at 1500 hours for the following purposes: | AGENDA | | 1. | Members’ roll call. | | 2. | Opening Address by the RSPO President, Dr Jan Kees Vis. | | 3. | Report presented by the RSPO President. | 4.
| Confirmation of minutes for:
General Assembly (GA9) held on 1 November 2012
Minutes: http://www.rspo.org/file/GA9_Minutes-V3.pdf
Attendance List: http://www.rspo.org/file/resolutions/Ordinary_Members_Attendance_and_Proxy_List_GA9.pdf
Extraordinary General Assembly (EGA) held on 25 April 2013
Minutes: http://www.rspo.org/file/EGA_Minutes-Draft_V2.pdf
Attendance List: http://www.rspo.org/file/resolutions/Ordinary_Members_Attendance_and_Proxy_List_EGA_Apr_2013.pdf
| 5.
| To receive and adopt the Report and Audited Accounts of the RSPO Treasurer.
Treasurer’s Report: http://www.rspo.org/file/resolutions/Treasurers_report_2013.pdf
Financial Accounts: http://www.rspo.org/file/resolutions/RSPO_Group_Financials_30_Jun_2013_Audited.pdf | 6.
| Resolution 6a:
To confirm the appointment of PricewaterhouseCoopers as the auditors of the RSPO for the financial year ended 30 June 2014. (this will be by show of hands) | | | Resolution 6b:
Resolution to regularise the RSPO Statutes by amending and merging the current RSPO Statutes and By-Laws.
Please download resolution 6b at - http://www.rspo.org/file/resolutions/GA10-Resolution6b.pdf | | | Resolution 6c:
Proposed amendment to the RSPO Statutes to allow for Electronic Voting.
Please download resolution 6c at - http://www.rspo.org/file/resolutions/GA10-Resolution6c.pdf | | | Resolution 6d:
Proposed amendment to the RSPO Statutes to allow for Electronic Voting (Title 2).
Please download resolution 6d at - http://www.rspo.org/file/resolutions/GA10-Resolution6d.pdf | | | Resolution 6e:
Proposed amendment to the RSPO Code of Conduct.
Please download resolution 6e at - http://www.rspo.org/file/resolutions/GA10-Resolution6e.pdf | | | Resolution 6f:
Guaranteeing fairness, transparency & impartiality in the RSPO Complaints System.
Please download resolution 6f at - http://www.rspo.org/file/resolutions/GA10-Resolution6f.pdf
NOTE: Kindly be informed that BORA has officially retracted their support for Resolution 6f as of 8 November 2013 | | | Resolution 6g:
Transparency in plantation concession boundaries.
Please download resolution 6g at - http://www.rspo.org/file/resolutions/GA10-Resolution6g.pdf | | 7. | Election of Executive Board Members for the following categories: | | | Growers:
o PT Agro Harapan Lestari (Goodhope) is retiring and available for re-election. There will be no election and PT Agro Harapan Lestari will serve another term as no other nominations have been received.
o MPOA is retiring and available for re-election. There will be no election and MPOA will serve another term as no other nominations have been received. | | | Processors & Traders:
o IOI Group is retiring and available for re-election. . BASF have been nominated as candidate. Election among the Processors & Traders category will therefore be held and only members in this category are eligible to vote.
Please download the bio data of the nominees at http://www.rspo.org/en/executive_board_nomination_for_the_10th_general_assembly | | | Consumer Goods Manufacturers:
o Unilever is retiring and available for re-election. There will be no election and Unilever will serve another term as no other nominations have been received. | | | Retailers:
o Carrefour is retiring and not available for re-election. This seat will remain vacant as no nominations were received. | | | Banks & Investors:
o HSBC is retiring and available for re-election. There will be no election and HSBC will serve another term as no other nominations have been received. | | | Environmental NGOs:
o Conservation International is retiring and available for re-election. There will be no election and Conservation International will serve another term as no other nominations have been received. | | | Social NGOs
o Oxfam is retiring and available for re-election. There will be no election and Oxfam will serve another term as no other nominations have been received. | | | o Seat vacated by Sawit Watch in November 2012 is available for election. . Both ENDS have been nominated as candidate. There will be no election and Both ENDS will serve a term as no other nominations have been received. | 8.
| Any other business.
| 
Dr Jan Kees Vis
President - Roundtable on Sustainable Palm Oil
23 October 2013
| IMPORTANT NOTICE:
In line with best practices RSPO will carry out an identification verification process of its members, member’s representatives and proxy holders attending on behalf of a member (“Attendees”) during registration and collection of ballot papers at the General Assembly (GA).
Kindly take note that all Attendees must produce a national identification pass or passport for verification purposes. An Attendee of the GA who fails and/or refuses to produce the relevant documentation will be ineligible to vote at the GA.
For all ordinary members who will not be attending the General Assembly, please appoint a proxy and duly complete the proxy form. Proxy Form may be downloaded at http://rt11.rspo.org/c/ga10-registration/
All proxy forms must reach the Secretariat office in Kuala Lumpur either by fax (+603 2302 1542) or email ([email protected]) by 1700 hour (GMT+8), 12 November 2013.
Proxy holders must be physically present at the GA to exercise the vote. | __________________________________________________________________________________________________
ANNOUNCEMENT ON RSPO 10TH GENERAL ASSEMBLY (GA10) • Nominations for Executive Board Elections • Call for Resolutions • Invitations to Register for the RSPO 10th General Assembly Dear Members of RSPO, The Roundtable on Sustainable Palm Oil (RSPO) will hold its 10th General Assembly (GA10) as on: Date: 14 November 2013 (Thursday) Time: 3:00 PM (local time Medan Indonesia) Venue: Santika Premiere Dyandra Hotel & Convention Medan, Indonesia In accordance with the RSPO Statutes (Article 11) and By-Laws (Articles 5.1 / 5.2 / 5.3 / 5.4), RSPO Members are now invited to submit the following: 1. Nominations (including self-nominations) of candidates for the RSPO Executive Board 2. Proposals / resolutions for the consideration and endorsement by the General Assembly 3. Registration of attendance at the RSPO 10th General Assembly 1. NOMINATIONS (INCLUDING SELF-NOMINATIONS) OF CANDIDATES FOR THE RSPO EXECUTIVE BOARD The following positions in the EB are due for election:
1.1 Ordinary Membership – Category: Growers Indonesia - PT Agro Harapan Lestari (Goodhope) is retiring and available for re-election.
Malaysia - MPOA is retiring and available for re-election.
1.2 Ordinary Membership – Category : Processors & Traders - IOI Group is retiring and available for re-election.
1.3 Ordinary Membership – Category : Consumer Goods Manufacturers - Unilever is retiring and available for re-election.
1.4 Ordinary Membership – Category : Retailers - Carrefour is retiring and is NOT available for re-election.
1.5 Ordinary Membership – Category : Banks and Investors - HSBC is retiring and available for re-election.
1.6 Ordinary Membership – Category : Environmental NGOs - Conservation International is retiring and available for re-election.
1.7 Ordinary Membership – Category : Social NGOs - Oxfam is retiring and available for re-election.
- Seat vacated by Sawit Watch November 2012 is available for election
RSPO Ordinary Members are hereby invited to nominate themselves or any other candidate for the upcoming election of the RSPO Executive Board (EB) for the seats stated above. Only RSPO Ordinary Members are eligible as candidates for the EB position to represent their respective membership category. The EB is responsible for the general management of the RPSO in collaboration with the RSPO Secretary General. The EB will work together with the Secretariat staff to discuss the activities of the association and to guard quality and financial viability. Elected EB members must prepare to dedicate required time and resources to the RSPO. Nominations submitted must contain the following: i. Name of organization, membership category, membership number, name of nominee, designation in the organization and contact details ii. Profile or biodata of nominee (maximum one A4 page) Please send your nominations to the RSPO Secretariat either by fax (+603 2302 1542) or email ([email protected]). All nominations must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 16 October 2013 (Wednesday). Please note that a strict policy will be enforced. Thus, late nominations WILL NOT be entertained. 2. PROPOSALS / RESOLUTIONS FOR THE CONSIDERATION AND ENDORSEMENT BY THE GENERAL ASSEMBLY In accordance with the RPSO Statutes and By-Laws, this call also extends to proposal / resolutions for consideration by General Assembly (GA). In order for the GA to meaningfully deliberate and decide on proposals / resolutions, these submissions must meet with the stipulated requirements to facilitate proper consideration of proposals within a fixed timeframe. Proposals must contain the following: i. Title of the proposal and sponsor / proponent (i.e. RSPO Member) ii. Summary / background of proposal (maximum one A4 page) iii. Information and / or contact to obtain full details of proposal Guidance – the contents of the proposed resolution should not be in conflict with the RSPO Statutes and By-Laws, Anti-Trust Principles or require changes to the Principles and Criteria (P&C). Resolutions should be worded in a manner that allows for a clear ‘For’ or ‘Against’ vote and should not contain multiple options. Please send your proposal(s) to the RSPO Secretariat either by post, fax (+603 2302 1542) or email ([email protected]). All submission of proposals the must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 16 October 2013 (Wednesday). Please note that a strict policy will be enforced. Thus, late submissions WILL NOT be entertained. 3. REGISTRATION OF ATTENDANCE AT THE 10TH RSPO GENERAL ASSEMBLY We encourage all Ordinary Members to register your attendance for GA10 as soon as possible. Registrations can be submitted online at http://rt11.rspo.org/ga10/reg.php. We would also like to take this opportunity to remind you to kindly settle any owing membership fees before GA10. A formal Notice of General Assembly along with the proxy form (for those who are unable to attend GA10) will be sent to members of RSPO at least 21 days before the GA. Please note that the draft minutes of GA9 and EGA have been posted on the RSPO website at: • General Assembly (GA9) held on 1 November 2012 • Extraordinary General Assembly (EGA) held on 25 April 2013 For further information, kindly contact the RSPO Secretariat at +603 2302 1500 or email us at [email protected]. Thank you. Darrel Webber Secretary General Roundtable on Sustainable Palm Oil 30 September 2013
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