AGM

We can't stop talking about the upcoming AGM Thursday, February 26th, from 6 p.m. at Chef Cha. A novelty is that this time there will be real elections.

During the preparations it became apparent that the NVTHC house rules were not always sufficiently adapted to the requirements of the present day:

1.      Our club travels extensively, meaning that some members cannot physically attend the AGM due to their stay elsewhere. We have addressed this by proposing to grant a proxy. This still needs to be ratified by the AGM on Thursday.

2.      We have also received many requests for vote in writing. This is to ensure the confidentiality of your vote and to prevent unnecessary polarization within the club. The same rules apply as for the proxy. Confirmation by the AGM is also required here.

To ensure the AGM runs smoothly, we've established some common sense guidelines. It's helpful to be well prepared, and to avoid unnecessary questions during the meeting. Therefore, please read the following carefully.

ONLY MEMBERS (2026 CONTRIBUTION PAID) HAVE ACCESS TO THE AGM.

PROGRAM AGM

The program of this ELECTION AGM looks like this:

1. Opening  

2. Formal gavel pieces: 2025 AGM report, 2025 annual report, 2025 financial report, 2025 audit committee report, 2026 appointment of the audit committee. 

(the relevant documents will be sent separately)

3. Voting on proxy for elections

4. Voting on written ballot elections

5. BOARD ELECTIONS

- Presentation by team 1 (max 5 minutes)

- Presentation by team 2 (max 5 minutes)

- Voting for the election of a new board

- Appointment of new board

6. Closure

NVTHC guidelines AGM February 26, 2026

1. Status and responsibility of the board

1.1 The outgoing or current board acts as the formal board and organizer of this General Members' Meeting (GMM).

1.2 The current board is responsible for:

• the organization and logistics of the AGM;
• the presentation of the 2025 annual report;
• statement on the policy pursued and a brief review of the experiences of the past three years.

2. Chairmanship during the AGM

2.1 The current board is responsible for chairing the AGM, including the election portion.

2.2 The AGM is at all times the highest decision-making body of the association.

2.3 In the event of a procedural or substantive discussion, the AGM will decide by a majority of votes.

3. Voting procedure

3.1 The election vote will in principle be held in writing (anonymously).

3.2 At the start of the election phase, the AGM will be informed about this voting method.

3.3 If the AGM decides by majority to use a different voting method (for example, roll-call voting), that decision will take precedence.

4. Voting by proxy

4.1 Voting by proxy is permitted, provided that the General Meeting decides at the start of the election part that proxy voting is permitted.

4.2 If the AGM decides not to allow proxy votes, all previously submitted proxies will be cancelled.

4.3 A power of attorney is granted as follows:

• The principal sends an email to: evenementen@nvthc.org
• The email contains:
  • Name of the member (principal)
  • Name of any partner (only if this is an independent member)
  • Phone number for verification
  • Name of the member (proxy) who will cast the proxy vote

4.4 Each principal may issue a maximum of two proxy votes.

4.5 A member (proxy) may receive and use a maximum of two proxy votes.

4.6 The total number of votes that one member can cast at the AGM is therefore a maximum of three:

• one own voice
• maximum of two proxy votes

5. Speaking time and order during the meeting

5.1 The chairman monitors:

• an orderly course of the meeting;
• adherence to politeness and respectful communication;
• a balanced distribution of speaking time.

5.2 Speakers are requested to limit themselves to:

• introducing new arguments or insights;
• relevant clarifications.

5.3 If a speaker only wishes to support previous contributions, this should preferably be done:

• first by means of applause;
• and only limited through additional speaking time.

5.4 The Chair may limit speaking time if:

• repetition occurs;
• the order is disturbed;
• or the meeting is disproportionately delayed.

We look forward to a constructive evening and a full attendance!

This is a newsletter from the NVT HUA HIN Club. You are receiving this newsletter because you have had contact with the NVT. It is sent to members every year, but sometimes to a wider circle. If you do not wish to receive future editions, please click here. here to unsubscribe.