2022 NOTICE OF ANNUAL GENERAL MEMBERSHIP MEETING

NOTICE OF ANNUAL GENERAL MEMBERSHIP MEETING

NOTICE IS HEREBY MADE that, in light of the continuing COVID-19 pandemic and the need to continue practicing health safety protocols, the Annual General Membership Meeting (AGM) of the Armed Forces and Police Mutual Benefit Association, Inc. (AFPMBAI) will be conducted on 21 May 2022 at 9 A.M. via video conference.

The Order of Business of the meeting is as follows:

1. Call to Order
  The Chief of Staff of the Armed Forces of the Philippines and Chairman of the AFPMBAI will preside over the meeting and call the meeting to order.

1. Proof of Notice of the Meeting
  The Corporate Secretary will confirm that the Notice and Order of Business for the Annual General Membership Meeting (AGM) on 21 May 2022 was duly published in at least two (2) newspapers of general circulation, and that the Association has complied with the required notices pursuant to Article V, Section 3 of the Bylaws.

1. Proof of Presence of Quorum by the Corporate Secretary
  The Corporate Secretary will certify the existence of a quorum, in accordance with Article V, Section 4 of the Bylaws, by stating the number of regular members virtually present and by proxy as of the end of the registration period. He will also introduce each member of the Board of Trustees to the members virtually present.

1. Opening Remarks
  The Chairman of the Board will deliver his opening remarks to the members.

1. Approval of the Minutes of the AGM held on 15 May 2021
  The members virtually present and by proxy will be asked to approve the Minutes covering the AGM held on 15 May 2021. A summary of the Minutes has been uploaded in the AFPMBAI website (www.afpmbai.com.ph) the next business day after the AGM.

1. Matters Arising from the Minutes of the Previous Meeting
  The Chairman and presiding officer of the AGM will ask the members virtually present if they have matters to raise regarding the Minutes of the 15 May 2021 AGM. If there are matters raised, these will be discussed thoroughly with the members of the Board and of Management responding to all queries.

1. Report of the President and CEO
  The President of AFPMBAI will deliver a detailed assessment of the Association’s performance in 2021, including significant accomplishments, operational milestones and financial performance. The members virtually present will also be given an opportunity to ask questions and clarify issues before the report is noted by the body.

1. Ratification of the Acts and Resolutions of the Board of Trustees, Corporate Officers, and Management
  The members virtually present will be asked to ratify the acts and resolutions of the Board of Trustees, Corporate Officers, and Management covering the period March 1, 2021 to March 31, 2022.

1. Report of the Audit Committee
  The Chairman of the Audit Committee shall report on AFPMBAI’s external auditor, internal audit quality assessment, control environment and activities, and risk assessment.

1. Report of the Governance Committee
  The Chairman of the Governance Committee shall report matters pertaining to Corporate Governance, as well as to the performance of the Board for CY 2021.

1. Report of the Risk Oversight and Related Party Transaction Committee
  The Chairman of the Risk Oversight and Related Party Transaction Committee shall report on the status of the Association’s top risks and how these are being managed.

1. Report of the Nomination Committee
  The Chairman of the Nomination Committee will present the roster of candidates for trustees, as well as trustees seeking re-election, including their profiles. He will also explain the nomination process to the members.

1. Election of the Members of the Board of Trustees
  The members virtually present and by proxy will be given the opportunity to individually elect the members of the Board of Trustees for CY 2022-2023. The Chairman of the Committee on Election (COMELEC), who will come from the Judge Advocate General Service (JAGS), will explain to the body the rules on election of the members of the Board, after which the floor shall be open for election of the fifteen (15) members of the Board of Trustees, including three (3) independent trustees. After the votes for each Board seat has been counted, including the votes of members in absentia, the Chairman of the COMELEC shall proclaim the duly elected members of the Board.

1. Oath-Taking of the Members of the Board of Trustees
  The COMELEC Chairman will officiate the oath-taking of the newly-elected members of the Board of Trustees.

1. Other Matters
  The Chairman of the Board of Trustees will inquire from the members virtually present if there are other matters they would like to raise or issues they would like to discuss regarding AFPMBAI. If there are matters raised, the members of the Board and Management will respond to each query.

Adjournment
After all the matters in the Order of Business have been taken up and resolved, and should there be no other matters to discuss, the meeting will be adjourned by the Chairman upon the agreement of the members present.

All Regular Members of the Association as of 30 April 2022 are entitled to attend. Pre-registration for the video conference will begin on 15 April 2022 at 12 Noon and end on 30 April 2022 at 12 Noon through https://bit.ly/AFPMBAI-AGM2022. Only those regular members who have successfully pre-registered may attend the meeting virtually and will have access to the materials for the meeting by 12 Noon of 9 May 2022.

Pre-registered members are requested to start voting immediately after receiving an official invitation through e-mail by 12 Noon of 9 May 2022, or not later than 12 Noon of 16 May 2022. Upon voting, the member will be considered registered for the event and will receive a confirmation notice together with the link to the virtual meeting. Members who are not able to vote by 12 Noon of 16 May 2022 will not be included in the list of registered members who can join the AGM on 21 May 2022. Pre-registered members who were able to vote by 12 Noon of 16 May 2022 but are unable to join the meeting on 21 May 2022 will still be counted in the quorum and their votes will also be included in the tabulation of results.

Registered members who will be joining the meeting are required to be in the virtual meeting room by 8:15 AM of 21 May 2022 in order to be counted in the quorum. The link to the meeting will be sent to the e-mail addresses used by the members during the pre-registration.

Further instructions on the conduct of the meeting and voting procedures may be found in the AFPMBAI website: www.afpmbai.com.ph.

Proxy forms are available at our Head Office, Branches and Extension Offices, and the AFPMBAI Website, for those who will not be able to attend the meeting but wish to send a representative. The representative must also be a regular member of the Association. The Corporate Secretary may be reached at bd.relations@afpmbai.ph for the submission of duly-accomplished proxy forms and for other questions about this meeting. Deadline for the submission of duly accomplished proxy forms is at 12 Noon of 30 April 2022.

ATTY RENATO A DAVID
Corporate Secretary

GUIDELINES IN AFPMBAI REGULAR MEMBERS’ PARTICIPATION IN THE 21 MAY 2022 VIRTUAL ANNUAL GENERAL MEMBERSHIP MEETING

In light of the continuing COVID-19 pandemic, the 2022 Annual General Meeting (AGM) of AFPMBAI shall be held via video conference in its entirety and no physical meeting shall be held. Hence, the meeting shall be conducted virtually, accessible only to regular members of the Association who may participate in the meeting after having completed the registration and validation procedures.

Who May Register

1. Only Regular Members of AFPMBAI are allowed to register and participate in the AGM scheduled on 21 May 2022 at 9 AM. Also, only Regular Members are qualified to be proxies of other regular members for the AGM.

Per Article II Section 2 of the Bylaws, the Regular Members of the Association are the following:
- Military personnel in the active service of the Armed Forces of the Philippines (AFP);
- Uniformed personnel in the active service of the Philippine National Police (PNP), Bureau of Fire Protection (BFP), Bureau of Jail Management and Penology (BJMP), and Philippine Coast Guard (PCG); and
- Retired and honorably separated or discharged AFP, PNP, BFP, BJMP, and PCG personnel who converted their basic insurance into paid up insurance or purchased optional insurance.

Pre-Registration

1. Regular members as of 30 April 2022 may register online for the AGM through the AFPMBAI Website: www.afpmbai.com.ph . Click on the 2022 AGM link on the AFPMBAI Website (https://bit.ly/AFPMBAI-AGM2022) and proceed by filling out all the information required for registration.

1. The following information shall be required from the members upon registration:
  - Serial Number
  - Last Name
  - First Name
  - Middle Name
  - Suffix
  - Branch of Service
  - Date of Birth
  - Email Address
  - Contact number (Cellphone Number)
  - Name of Proxies (as applicable) with the same information as the registrant
  - ATM Account Details (for those who will win in the online raffle draw)This information gathered from the members shall be immediately deleted from the records of the Association at the conclusion of the AGM and all its related activities, or not later than one (1) month after the AGM

1. Online registration for the AGM will begin at 12 Noon on 15 April 2022 and end at 12 Noon on 30 April 2022.

1. Regular members who will pre-register are to use the same email address and name for the pre-registration and when logging onto Zoom on May 21. This is to ensure that the same regular member who pre-registered will be the one attending, voting, and becoming entitled to raffle prizes.

1. Registration of proxies will also be conducted during the same period. The proxy form is available for downloading in the AFPMBAI website and should be filled-out by the regular member who is appointing his proxy. The proxy form should also be duly signed by the regular member’s administering officer or should be notarized.

1. A scanned copy of the duly accomplished, signed and/or notarized proxy forms are to be sent electronically to bd,relations@afpmbai.ph by 12 Noon of 30 April 2022.

1. Only those members and proxies whose information and identities have been validated to be qualified to attend may be eligible to join and participate in the virtual meeting of the AGM on 21 May 2022.

1. Duly registered members will be required to download the Zoom application in the device they will be using for the 21 May 2022 AGM.

1. Duly registered regular members may also submit their candidates for Board seats according to the Rules on Nomination for the 2022 AGM.

Registration and Protocol for the AGM on 21 May 2022

1. The virtual meeting of the AGM shall be accessible only to all duly pre-registered members who have voted by 12 Noon of 16 May 2022 and are in the meeting room by 8:15 AM of 21 May 2022.

1. Pre-registered members will be sent an invitation via e-mail for them to register for the meeting and to vote starting at 12 Noon of 9 May 2022.

1. Upon voting successfully, the member will be considered registered for the event and will receive a confirmation notice together with the link to the virtual meeting. The link is unique to each participant and cannot be transferred to other members.

1. On 21 May 2022, all registered members must be in the virtual meeting room by 8:15 AM, after which the meeting room shall be closed and registered members can no longer join the meeting.

1. Once in the meeting, the member should click the Mute icon to turn off his microphone, unless he is asked to or wishes to speak. This is to avoid the entry of unnecessary background noise that may disrupt the proceedings.

As in previous AGMs, the following protocols must be observed by the registered member who is participating in the meeting:
- Listen attentively to the discussions.
- Should the member have questions or comments, he can raise them at the appropriate time by clicking the Palm icon (raised hand) on the screen.
- Once acknowledged by the presiding officer, the member should turn on his microphone and request the presiding officer if he may be acknowledged.
- Only one member will be acknowledged at a time.
- If the member has been acknowledged by the presiding officer, he should state clearly his rank, name, designation or unit assignment.
- The member shall ask his question or state his comment politely and clearly. Once his query/ies and/or comment/s have been addressed, he should acknowledge that he has been clarified or thank the presiding officer for acknowledging his comment/s.
- The member shall click the Mute icon immediately after his discussion.

Voting Process

1. Per Notice of Meeting for the AGM, the members whose identities have been validated and who have successfully registered for the meeting, will be asked to vote on the following matters:
  - - Approval of the Minutes of the Meeting of the 15 May 2021 AGM;
    - Ratification of the Acts and Resolutions of the Board of Trustees, Corporate Officers, and Management from 1 March 2021 to 31 March 2022;
    - Election of the Members of the Board of Trustees for CY 2022-2023; and
    - Approval of such Other Matters as may be raised from the floor, by the Management, or by the Board with the permission of the majority of the Board of Trustees and majority of the duly-registered members.
2. The duly-registered members will also be asked to note the following reports:
  - Report of the President and CEO;
  - Report of the Audit Committee;
  - Report of the Governance Committee;
  - Report of the Risk Oversight and Related Party Transaction Committee; and,
  - Report of the Nomination Committee.

1. For this year’s AGM, the registered members will also be asked to give feedback regarding the performance of the AFPMBAI Board of Trustees, as part of its governance best practices.

1. Beginning 9 May 2022, at 12 Noon, materials for the matters for approval and notation as listed above will be available in the AFPMBAI Website for members who are duly-registered for the AGM.

1. An online ballot shall also be available for the registered members to cast their votes for the matters here presented by 12 Noon of 9 May 2022. The member must completely fill out the ballot not later than 12 Noon of 16 May 2022. Votes received beyond 12 Noon on 16 May 2022 will no longer be counted.

1. The Head of the Association’s Information Technology Division shall certify and the Head of the Internal Audit Office shall validate the results of the tally of votes.

1. The certified and validated tally of the votes shall be read after each matter has been taken up during the 21 May 2022 meeting and the voting results of the entire proceedings shall be published in the AFPMBAI Website by the next working day after the meeting, by 12 Noon of 23 May 2022.

1. The votes of duly-registered members who are able to cast their vote by 12 Noon of 16 May 2022, but are unable to join the meeting on 21 May 2022, will still be counted and they shall also be counted in the determination of a quorum for the said meeting.

Meeting Platform

1. The online platform for the 2022 AGM shall be the Zoom application. All regular members who will be participating in the meeting are requested to download this application in the gadgets they will be using for the 2022 AGM.

1. In the event that there is a technical glitch and the meeting cannot proceed via Zoom, duly-registered members will be sent a message via their registered e-mail addresses to join the meeting via the back-up platform of Google Meet.

1. Google Meet, however, only has a capacity of 250 participants, and we offer our sincere regrets to members who will not be able to log in to the meeting after the limit for the number of attendees has been reached.

Recording of the Proceedings of the 2022 AGM

Audio and video recordings of the proceedings of the 21 May 2022 AGM shall be kept. The record shall be in the custody of the Corporate Secretary of the Association and shall be the basis for the preparation of the Minutes of the Meeting for the AGM.

Raffle Draw

1. The members have three types of raffle categories that they can qualify for, namely:
  - Minor Prizes-General Membership Draw
  - Minor Prizes-Pre-Registered Membership Draw
  - Major Prizes-Live Draw

1. All regular members of the Association with existing/inforce insurance accounts are eligible to join the raffle for minor prizes in the General Membership Draw, regardless of whether they register for the AGM or not.

1. To qualify for the Minor Prizes-Pre-Registered Membership Draw, participants must have successfully pre-registered and must have cast their votes for the 21 May 2022 AGM.

1. To qualify for the raffle draw of major prizes, raffle participants must cast their votes and be included in the confirmed attendance list submitted by the AGM Verification Committee for the 21 May 2022 AGM.

1. Raffle winners for any of the draws can win only once. In the event that a winner’s name gets drawn again for another prize, the winner shall get the higher prize and another winner will be drawn for the previous prize won.

1. Upon adjournment of the meeting, the registered members will be asked to remain in the meeting for the raffle draw for major prizes. Afterwards, the member may leave the meeting by clicking the icon (Leave).

1. The online streaming of the meeting will end immediately upon the completion of the raffle draw.

1. Raffle prizes will be sent/deposited to the winning members’ ATM accounts.

1. The mechanics for the AGM Raffle Draw shall be posted in the AFPMBAI Website by 9 May 2022.

For clarification on these guidelines, please contact our Corporate Secretary at bd.relations@afpmbai.ph

2022 Annual General Membership Meeting Online Raffle Draw Mechanics

SCOPE AND DURATION

This raffle draw is intended for the AFPMBAI’s Annual General Membership Meeting (AGM) to be held on 21 May 2022 via video conference.

HOW TO QUALIFY:

1. The members have three types of raffle categories that they can qualify for, namely;
  - Minor Prizes-General Membership Draw
  - Minor Prizes-Pre-Registered Membership Draw
  - Major Prizes-Live Draw

1. For the Minor Prizes-General Membership Draw, all active and retired regular members with existing/inforce insurance accounts are qualified to be included in the draw. The list of these qualified regular members will be provided by UPMD. No need for these members to pre-register.
  - Note: “Regular” members are those as defined by AFPMBAI By-Laws in Article II Section 2.

1. To qualify for the Minor Prizes-Pre-Registered Membership Draw, participants must have successfully pre-registered and cast their votes for the 21 May 2022 AGM.

To qualify for the raffle draw of major prizes, raffle participants must cast their votes and be included in the confirmed attendance list submitted by the AGM Verification Committee for the 21 May 2022 AGM.

RAFFLE PRIZES

1. Raffle entries will vie for the following prizes:
  - - Major Prizes (Cash) – Live Draw
      - First (1^st) Prize One (1) Winner Twenty-Five Thousand Pesos (P25,000)
      - Second (2^nd) Prize One (1) Winner Twenty Thousand Pesos (P20,000)
      - Third (3^rd) Prize One (1) Winner Fifteen Thousand Pesos (P15,000)
      - Fourth (4^th) Prize One (1) Winner Twelve Thousand Pesos (P12,000)
      - Fifth (5^th) Prize One (1) Winner Ten Thousand Pesos (P10,000)
  - - Minor Prizes (Cash) – Pre-Registered Draw
      - Ten (10) Winners Five Thousand Pesos (P5,000) EACH
      - Ten (10) Winners Three Thousand Pesos (P3,000) EACH
      - Ten (10) Winners Two Thousand Pesos (P2,000) EACH
      - Ten (10) Winners One Thousand Pesos (P1,000) EACH
  All Minor Pre-Registered Prizes shall be raffled on a pro-rata basis among the Branches of Service.
  - Minor Prizes (Cash) – General Membership Draw
  - One Hundred Twenty -Five (125) Winners Eight Hundred Pesos (P800) EACH
  - All Minor General Membership Prizes shall be raffled off with the following distribution of prizes per location basis:
    - - Luzon Thirty (30) prizes
      - Visayas Thirty (30) prizes
      - Mindanao Thirty (30) prizes
      - NCR Thirty-Five (35) prizes
  - Consolation Prizes
    - Consolation Prizes worth P500 per member or P50,000 in cash to be divided equally among the remaining non-winners, whichever is lower, shall be allocated.

All prizes are non-transferable.

DRAWING OF WINNERS

1. Each registered member/attendee is entitled to one (1) raffle entry only.

1. The electronic raffle entries shall be raffled off using an E-Raffle Software developed by IT Division of AFPMBAI.

1. The live raffle draw will be held after the AGM Meeting via Videoconferencing. The Host/Co-hosts shall take a screen shot of the member attendees present during the AGM zoom event proper. A compilation of all the screen shots shall be submitted to Marketing for verification against the Registration List. The valid members present from the screen shots will be included in the live raffle draw for major prizes.

1. All one hundred sixty-five (165) Minor Prizes for General Membership and Pre-Registered Draws will be PRE-DRAWN, with the latter based on the list of registered AGM participants validated by UPMD. Draw date will be on May 19, 2022 at 2:00 PM.

1. The Minor Prizes for Pre-Registered members shall be raffled on a pro-rata basis among the Branches of Service in the list of registered AGM participants validated by UPMD.

1. All Minor General Membership Prizes shall be raffled off with the following distribution of prizes per location basis:
  - Luzon Thirty (30) prizes
  - Visayas Thirty (30) prizes
  - Mindanao Thirty (30) prizes
  - NCR Thirty-Five (35) prizes

1. Consolation prizes will be given to all non-winning members, who are defined as those who attended the actual Virtual AGM regardless of the time of entry, but did not win any of the major and minor cash prizes.

1. P500 per member or P50,000 in cash to be divided equally among the remaining non-winning members, whichever is lower, will be allocated for the consolation prizes.

1. For the live draw of major prizes, each winner will be given sixty (60) seconds to signify their presence in the virtual event by typing the following in the zoom chatbox:
  - PRESENT + RANK + FULL NAME +BOSEx. PRESENT CPL JUAN DELA CRUZ PA

1. In the event that the winner is not able to signify presence within the 60 seconds given, another winner will be drawn and will again be given 60 seconds to comply with the supposed requirement to be declared winner. This process of drawing a winner will be done until a fifth try, after which, if all fail to show proof of presence, the first name drawn shall be declared winner.

1. Winners of the Minor Prizes – Pre-Registered Draw shall be allowed to participate and win in the Major Prizes Live Draw, provided they are present during the draw.

1. Raffle winners for any of the draws can win only once. In the event that a winner’s name gets drawn again for another prize, the winner shall get the higher prize and another winner will be drawn for the previous prize won.

1. Both the pre-draws and live draw shall be witnessed by Internal Audit Office, Marketing, BRO, and ITD representatives. Drawing of winners will be documented.

ANNOUNCEMENT AND AWARDING OF WINNERS

1. Names of winners will be posted during the AGM Videoconference ONLY.

1. The cash prizes of all winners will be sent to the members’ respective ATM accounts.

1. Upon notification of winning the minor and major prize, the member/winner will be required to email the following information to mail@afpmbai.ph :
  - COMPLETE NAME
  - BRANCH OF SERVICE
  - SCANNED VALID ID
    - Regular/Associate Members – Service ID
    - Associate Civilian Members – Any Government ID (SSS, Driver’s License, etc.)
    - Confirmation of ATM ACCOUNT DETAILS (BANK, ACCOUNT NAME, ACCOUNT NUMBER)

1. Details of winners will be accepted until 31 MAY 2022, 05:00PM ONLY.

Marketing will consolidate all details and submit to the Cash Management Department (CMD). CMD will then deposit the cash prizes to the respective minor and major prize winners.

GIUSEPPE LAURO E MORTA
Head, Marketing Division
AFPMBAI

2022 NOTICE OF ANNUAL GENERAL MEMBERSHIP MEETING

NOTICE OF ANNUAL GENERAL MEMBERSHIP MEETING

GUIDELINES IN AFPMBAI REGULAR MEMBERS’ PARTICIPATION IN THE 21 MAY 2022 VIRTUAL ANNUAL GENERAL MEMBERSHIP MEETING

2022 Annual General Membership Meeting Online Raffle Draw Mechanics

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