NOTICE FOR GENERAL ASSEMBLY
Notice is hereby given that the 12th General Assembly (GA12) of members of the Roundtable on Sustainable Palm Oil (RSPO) will be held at the Shangri-La Hotel, Kuala Lumpur, Malaysia on Thursday, 19 November 2015 at 1500 hours (GMT +8) for the following purposes:
AGENDA
| 1. | Members’ roll call. | | 2. | Opening Address by the RSPO Chairperson, Biswaranjan Sen. | | 3. | Report presented by the RSPO Chairperson. | | 4. | Confirmation of minutes for the last General Assembly (GA11) held on 20 November 2014.
Minutes
Attendance List
| | 5. | To receive and adopt the Treasurer’s Report and the RSPO’s Financial Statement for the year ended 30 June 2015.
Treasurer’s Report
Financial Accounts
| | 6. | Resolution 6a
To confirm the appointment of PricewaterhouseCoopers as the auditors of the RSPO for the financial year ending 30 June 2016.
Resolution 6b
Proposed amendments To RSPO Statutes reflecting change of term from Secretary General to Chief Executive Officer.
Resolution 6c
Resolution to amend the RSPO Code of Conduct to include guidelines on member’s claims.
Resolution 6d
Revision to the Code of Conduct for Members of RSPO to enable implementation of GA10 Resolution 6f.
Resolution 6e
Proposed amendment to RSPO Statutes on membership resignation.
Resolution 6f
Resolution for a comprehensive smallholder strategy.
Resolution 6g
Resolution to improve the ACOP reporting process.
Resolution 6h
Ensuring quality, oversight and credibility of RSPO assessments.
| | 7. | Election of Board of Governors for the following categories:
Malaysia | 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. | Indonesia | o | PT Agro Harapan Lestari 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. | - Processors and/or Traders:
| o | IOI Loders Croklaan (IOI Group) is retiring and available for re-election. BASF SE and AAA Oils & Fats Pte. Ltd. were nominated as candidates. Election among the Processors and/or Traders category will therefore be held and only members in this category are eligible to vote. | - 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. | | o | Marks & Spencer is retiring and available for re-election. There will be no election and Marks & Spencer will serve another term as no other nominations have been received. | | 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. | | o | Conservation International is retiring and is not available for re-election. One nomination was received for World Resources Institute and they will assume the seat for a term as no other nominations have been received. | | o | Oxfam Novib is retiring and available for re-election. There will be no election and Oxfam Novib will serve another term as no other nominations have been received. | | | 8. | Any other business. |
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Biswaranjan Sen
Chairperson - Roundtable on Sustainable Palm Oil
27 October 2015
IMPORTANT NOTICE:
| (I) | IMPORTANT DATES | | | | Activity | Date | | GA Online Registration Starts | 27 October 2015 | | GA Online Registration Ends | 15 November 2015, 2300 hours (GMT+8) | | Casting of E-Vote & Submission of Proxy Forms End | 17 November 2015, 1500 hours (GMT+8) | | Collection of Ballot Papers Starts | 19 November 2015, 1400 hours (GMT+8) | | General Assembly Convenes | 19 November 2015, 1500 hours (GMT+8) | | | (II) | PHYSICAL VOTING | | | Please ensure you are able to attend the GA in person on 19 November 2015. Kindly bring your confirmation of registration to expedite the collection of ballot papers. | | (III) | E-VOTING | | | GA registration will open on 27 October 2015 and can be submitted online at http://www.rt13.rspo.org/ga12/. A member may choose to E-Vote by selecting the e-voting option on the online GA registration form. Upon submission you will receive an email confirmation of your registration and instruction to access the e-voting portal.
Please DO NOT forget to cast your vote. Once registered to E-vote, you cannot then choose to vote physically or by proxy.
Should you still wish to attend the GA proceedings after casting your e-vote, kindly bring your confirmation of registration to collect your E-Voter pass. | | (IV) | PROXY | | | For all ordinary members who will not be attending the General Assembly, please appoint a proxy and duly complete the proxy form.
All proxy forms must reach the Secretariat office in Kuala Lumpur either by fax (+603 2302 1542) or email ([email protected]) by 17 November 2015, 1500 hours (GMT+8).
Proxy holders must be physically present at the GA to exercise the vote. | | (V) | IDENTIFICATION VERIFICATION PROCESS | | | 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 document 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. |
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ANNOUNCEMENT ON RSPO 12TH GENERAL ASSEMBLY (GA12) • Call for Nominations for Board of Governors (BoG) Elections
• Call for Resolutions
• Information on registering for the RSPO 12th General Assembly
Dear Members of RSPO,
The Roundtable on Sustainable Palm Oil (RSPO) will hold its 12th General Assembly (GA12) of members on:
Date: 19 November 2015 (Thursday)
Time: 3:00pm (GMT+8)
Venue: Shangri-La Hotel, Kuala Lumpur, Malaysia
In accordance with the RSPO Statutes 2014 (Article 9), RSPO Members are now invited to submit the following:
1. Nominations (including self-nominations) of candidates for the RSPO Board of Governors. 2. Proposals/resolutions for the consideration and endorsement by the General Assembly. |
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| 1. | NOMINATIONS (INCLUDING SELF-NOMINATIONS) OF CANDIDATES FOR THE RSPO BOARD OF GOVERNORS |
| | The following positions in the Board of Governors are due for election: |
| 1.1 | Ordinary Membership – Category: Growers |
| | Malaysia
• MPOA is retiring and available for re-election. |
| | Indonesia
• PT Agro Harapan Lestari is retiring and available for re-election. |
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| 1.2 | Ordinary Membership – Category: Processors & Traders |
| | • IOI Loders Croklaan is retiring and available for re-election. |
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| 1.3 | Ordinary Membership – Category: Consumer Goods Manufacturers |
| | • Unilever is retiring and available for re-election. |
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| 1.4 | Ordinary Membership – Category: Retailers |
| | • Marks & Spencer is retiring and available for re-election. |
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| 1.5 | Ordinary Membership – Category: Banks and Investors |
| | • HSBC is retiring and available for re-election. |
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| 1.6 | Ordinary Membership – Category: Environmental NGOs |
| | • Conservation International is retiring and available for re-election. |
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| 1.7 | Ordinary Membership – Category: Social NGOs |
| | • Oxfam Novib is retiring and available for re-election. |
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| RSPO Ordinary Members are hereby invited to nominate themselves or any other candidate for the upcoming election of the RSPO Board of Governors (BoG) for the seats stated above. Only RSPO Ordinary Members are eligible as candidates for the BoG position to represent their respective membership category.
The BoG is responsible for the general management of the RPSO in collaboration with the RSPO Secretary General. The BoG will work together with the Secretariat staff to discuss the activities of the association and to guard quality and financial viability. Elected BoG members must prepare to dedicate required time and resources to the RSPO.
Nominations submitted must contain the following: - Name of organization, membership category, membership number, name of nominee, designation in the organization and contact details.
- Profile or bio data of nominee (maximum one A4 page).
Please send your nominations to the RSPO Secretariat either by email ([email protected]) or fax (+603 2302 1542).
All nominations must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 9 October 2015 (Friday). Please note that a strict policy will be enforced, thus, late nominations WILL NOT be entertained. |
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| 2. | PROPOSALS/RESOLUTIONS FOR THE CONSIDERATION AND ENDORSEMENTBY THE GENERAL ASSEMBLY |
| | In accordance with the RPSO Statutes 2014, this call also extends to proposals/resolutions for consideration by the General Assembly (GA). In order for the GA to meaningfully deliberate and decide on proposals/resolutions, these submissions must meet with the requirements stipulated to facilitate proper consideration of proposals within a fixed timeframe.
Proposals must contain the following: i. Title of 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
DOWNLOAD GA12 RESOLUTION TEMPLATE
Guidance – the contents of the proposed resolution should not be in conflict with the RSPO Statutes 2014, 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 the proposals must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 9 October 2015 (Friday). Please note that a strict policy will be enforced, thus, late submissions WILL NOT be entertained. |
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| 3. | INFORMATION ON REGISTRATION OF ATTENDANCE OR ELECTRONIC VOTING (E-VOTING) FOR THE 12TH RSPO GENERAL ASSEMBLY (GA12) |
| | We encourage all Ordinary Members to register your attendance for GA12.
Registration to attend GA12 and electronic voting (“e-voting”) will open on 27 October 2015 and made available online. We would also like to take this opportunity to remind you to kindly settle any outstanding membership fees before GA12.
A formal Notice of General Assembly along with the proxy form (for those who are unable to attend GA12 and not registering for e-voting) will be sent to members of RSPO at least 21 days before the GA.
Please note that the draft minutes of GA11 have been posted on the RSPO website.
GA11 DRAFT MINUTES |
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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
25 September 2015
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