Proxy Voting For Special General Meeting Thursday 9 February 2023

[Dean McGaveston]

Dear HBS NZ members

I hope you all had a great Waitangi Day yesterday.

The SGM is nearly upon us and voting is required on the day. Those attending the SGM are asked to get there a little bit earlier if you have a proxy vote, and register that vote at the door (as you enter) along with any apologies.

'Reluctant attendees', along those who cannot make it on the night because of other commitments, are invited to vote by proxy. That means that if you are a financial member, and you wish to cast a vote, please pass your proxy to someone attending, before the meeting. All proxies are registered on the night as part of the registration, all attendees are recorded as well, simply because proof of financial membership is required for voting.

Here is the process for proxy voting, so please have a read, and you can ask me any questions tomorrow (Wednesday) by phone if you wish - no later than tomorrow please..

There will be a close off for proxy voting (deadline), and that will be midnight Wednesday.
Why the day before the meeting?
Because we will be too busy Thursday afternoon preparing for the Special General Meeting (SGM) from midday onwards to attend to any emails immediately before the meeting.

Proxy Voting:
The Annual General Meeting passed the following means of Proxy Voting:-

Section 7.3 

(b)  The instrument appointing a proxy is to be EITHER
i)  in writing, signed by the Appointee, and is to be produced prior to the meeting to the
    Chairperson, or Secretary, or to the registered office before the person named in the
     instrument as the proxy purports to vote.
OR ii) an email sent by the Appointee from their known email address, and shall be sent
     prior to the meeting to the Secretary, or to the registered office, before
     the person named in the instrument as the proxy purports to vote.

(c)  No person may be appointed a proxy who is not a Member of the Society.

Where to send you proxy email?
secr...@hbs.org.nz - this email address belongs to our relieving secretary, MAciek Hrybowicz.

Maciek will collate/record your proxies in a spreadsheet before the meeting.

If you do not have (or have not received) received the most recent SGM Agenda please request a copy from Maciek at the above address.

There will not be sufficient time to mail your proxy vote because NZ Post is so fickle with delivery time.
But if you wish to drop off your proxy you can hand deliver to Biddy's at 17B Hood Street in a clearly marked envelope, marked HBS NZ Proxy vote.
Or give it to a trusted friend coming to the SGM.

Looking forward to seeing as many as possible at the meeting.

Dean McGaveston
Chair HBS NZ
Mobile: 021 057 3212