Due to the Covid-19 pandemic situation, the Ecsite AGM cannot be held in person. But a Belgian Royal Decree published on 9 April gave us the necessary legal guidelines to define the process.

A vote by correspondence has been organised and votes have to be sent to the Ecsite Executive Office and to the two Protocol Officers before Monday 1 June. The virtual AGM will be organised on the original AGM date and time, 12 June, 15:45-16:45 via Zoom. All Ecsite Members are cordially invited but legally, your attendance is not mandatory.

Agenda and documents

Full members have received by email a Letter of invitation from the President and the Agenda of the AGM.

This year, Full members will be electing four Board Trustees; take a look at the candidacies in the AGM booklet. Since the candidates will not be able to introduce themselves before the General Assembly, they will be sending a short video that will be made available before the voting deadline; more information will be sent to Full members by email. As with every year, Full members will also be approving the activity report for 2019, the accounts for 2019, the budget for 2020 and the membership fees for 2021, items all figuring on the agenda. All AGM-related documents are compiled in a downloadable booklet accessible with a password, communicated in the Letter of invitation.

Voting rights

Please remember that only Full members that have paid their 2020 membership fees have the right to vote.

Full members must express their votes with the Voting Form provided in the AGM booklet as a clickable PDF and send it via email before Monday, 1 June to the Ecsite office and the two Protocol Officers. The Board has prolonged the mandate of the two Protocol Officers from the AGM 2019 and they have both accepted. The email addresses you will need are provided on the Voting Form.

The quorum will be necessary for the AGM to be valid: it is therefore important that you use your voting rights.

Questions, comments and results of the votes

You are invited to send your questions or comments in writing by email before Wednesday, 20 May and the President will answer them in writing or verbally during the virtual AGM. More information is provided on the letter of invitation Full members have received by email.

Results of the votes will be communicated during the virtual AGM on 12 June.