Dear parents,

The Extra-ordinary General Meeting 2023 (EGM) which will take place on Thursday evening 7 December 2023 at 19:00 at the canteen on the Evere school site. The EGM will be attended by Notary Maître Frédéric DE GRAVE.

Following the invitation to the Extraordinary General Meeting (EGM) which will take place on Thursday 7/12/2023 starting at 19:00 in the canteen of the ES Bxl II Evere school site, Avenue du Bourget 30 at 1130 Haren, please find hereby the information on registration and granting of proxies. Registration to the meeting before 1/12/2023 is mandatory. Thank you to register via the following link https://ecv.microsoft.com/E0pdTkRjNi

The participation in the Assembly, as full member of the Association, is a key responsibility for Class Representatives.

However, to facilitate the fulfilment of such duty, the APEEE statutes (article 9 paragraph 9) contemplate that class representatives are allowed a maximum of 3 proxies each when voting on resolutions. In other words, this means that as a class representative each of you can hold a maximum of 4 votes, that is own vote and three proxy votes. Please note, in order to vote, a class representative must have paid their membership fee (52€).

The voting at AGM will be through an electronic system provided by the company OneTec. This system requires that all proxies are registered in advance so that OneTec may properly allocate the proxy votes.

Thus, class representatives who will not attend the EGM meeting and intend to grant a proxy to another full member (be it a class rep or a Board member), are kindly asked to fill in the following form by Friday 1^st December 2023 at 12h: EGM 07/12/2023 – Proxie (microsoft.com)

The agenda and background information on the extraordinary general meeting can be found here: AGM – APEEE – EEB2 – Woluwe & Evere (woluweparents.org)

Should you have any question on the resolutions, please be so kind to send them in writing to our secretariat with reference to the relevant item number as per the agenda before 1^st December 2023.

CALL FOR VOLUNTEERS: We would like to take this opportunity to share our call for volunteers who would like to help at the “welcome desks” during the EGM, from 6pm to 7pm. If you are interested and would like to welcome the class representatives from your section, please contact the secretariat: secretariat.apeee@woluweparents.org

We would be very grateful for your help & time.

The purpose of the EGM is to vote on Statutes changes that are required due to changes in Belgian company law.

• The invitation includes the resolutions to the Extra-ordinary General meeting concerning the amendments of the APEEE Statutes as required by 2019 the Code of Companies and associations. I hereby like to draw your attention to the following: “No amendment may be made without a two-thirds majority of the full members present or represented.” (article 22 – page 7 of the current APEEE statutes).

As stipulated in the APEEE statutes, the voting at the EGM can only be done by the class representatives and the Board members.  In case you can’t attend the meeting, please do give a proxy to another class representative or Board member. The information on the electronic voting system and how to give a proxy will be mailed later during the month of November.

Following documents are available:

1. Agenda of the EGM with the resolutions up for vote
2. A comparison table of the statutes (old and new) in French and in English
3. A background note

NOTE : A 2hour online info session will be organised on Tuesday 28 November 2023 at 19:00, which you are very welcome to attend, during which the proposed changes to the APEEE statutes will be explained and opportunity will be given for questions & answers. A registration link for this info session will be mailed later in November.

Please note that no paper copies of the current statutes, of the draft statutes, of the proposed resolutions and explanatory documents will be available at the Extra-ordinary General Meeting. All documents are available on the APEEE website. Feel free to bring your own copy in order for you to easily follow the discussions.

Best regards,

APEEE Bxl II