Singapore Swimming Association To Hold Virtual Annual General Meeting

The Singapore Swimming Association (SSA) will be holding its Annual General Meeting (AGM) via electronic means on 20 August 2020.

“In light of the COVID-19 Safe Management Measures and the 60-day extension given by the Registry of Societies for us to hold our AGM, we engaged our stakeholders and explored different options before finally deciding on holding a virtual AGM. Since this is also an election year, we have built in additional buffers into the timeline. This will give our affiliates sufficient time to understand the process and ensure that it runs smoothly and transparently. We will also be holding virtual townhalls to brief everyone and provide clarifications. We want our members to exercise their constitutional right and stay safe at the same time. We are thankful to all our affiliates who have been very supportive and understanding during this period,” said Dr Bervyn Lee, SSA Secretary-General.

In view of the COVID-19 situation and pursuant to the relevant order under the COVID-19 (Temporary Measures) (Alternative Arrangements for meetings for registered societies) Order 2020, the following key arrangements will be adopted for the AGM:

• The assigned representative of an affiliate member will not be able to attend the AGM in person and will be attending the AGM via video conferencing (Zoom).
• Instead of a written notice of fourteen days, as required in the SSA constitution, provisions is made for a longer notice period so that the members have more time to understand the processes required of an AGM done by electronic means
• The SSA will provide two separate notices in the lead up to the AGM
  • The first notice provides the members with the annual report, financial report, resolutions to be tabled, as well as for nominees to indicate their interest to contest in the elections for Executive Committee positions through the nomination form
  • The second notice provides the members with the list of nominees for election and resolutions that requires voting
• The SSA will conduct two townhalls by electronic means with the members to provide a platform for members to have their queries on the processes answered. Additional emphasis will be taken to ensure that all eligible members will be able to log in to the video conferencing through trial runs. Infographic has been created and staff assigned to assist members who are not familiar with video conferencing.
• As the SSA constitution does not provide for electronic voting for general meetings, each Ordinary Member (also referred to as “Voting Member”) may only vote by appointing the Chairman of the meeting as the member’s proxy to vote at the meeting. All votes are to be submitted by 18^th August 2020, 7pm by email.
• Proxy votes must be voted as specified in all valid proxy forms. SSA will appoint an independent person to direct and supervise the count of votes cast through proxy, and maintain records of proxy forms submitted. Votes will be counted at the AGM

Ms Lim Lee Eng of Ace Swim Club said, “We understand the difficulties caused by the COVID-19 restrictions and are fully supportive of SSA’s decision to hold a virtual AGM. The longer notice period and the infographic have been very useful. We are happy that SSA has been proactively engaging us to explain the voting process to ensure that the election is conducted in a fair and transparent manner.”