2025 ANNUAL GENERAL MEETING

NOTICE IS HEREBY GIVEN that the Annual General Meeting (AGM) of the Armed Forces and Police Mutual Benefit Association, Inc. (AFPMBAI) will be conducted on 17 May 2025, Saturday at 2:30 P.M. via video conference, hosted at the AFP Commissioned Officers Club, Camp General Emilio Aguinaldo, Quezon City.

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.

2. Proof of Notice of the Meeting
The Corporate Secretary will confirm that the Notice and Order of Business for the AGM on 17 May 2025 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.

3. Proof of Presence of Quorum
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.

4. Opening Remarks
The Chairman of the Board will deliver his opening remarks.

5. Approval of the Minutes of the AGM held on 18 May 2024
The members virtually present and by proxy will be asked to approve the Minutes covering the AGM held on 18 May 2024. A summary of the Minutes was uploaded in the AFPMBAI website (www.afpmbai.com.ph) on the next business day after the 2024 AGM.

6. 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 18 May 2024 AGM. If there are matters raised, these will be discussed thoroughly with the members of the Board and of Management responding to all queries.

7. Report of the President and CEO
The President of AFPMBAI will deliver a detailed assessment of the Association’s performance in 2024, 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.

8. Ratification of the Acts and Resolutions of the Board of Trustees, Corporate Officers, and Management
Members participate in the decision-making process of the Association. They will be asked to ratify the acts and resolutions of the Board of Trustees, Corporate Officers, and Management covering the period January 1, 2024 to December 31, 2024, such as the Plans Programs and Budget of the Association for CY 2025 and the Amendment of the Manual of Corporate Governance.

9. Report of the Audit Committee
The Chairman of the Audit Committee will report on the primary responsibility of the Committee, how the Committee discharged its responsibilities during the year in relation to financial reporting, internal control, the Internal Audit function, interaction with the external auditors, and the overall assessment of the Association’s internal control.

10. Appointment of External Auditor for Statutory Audit Covering CY 2025 and CY 2026
The Chairman of the Audit Committee will recommend the general membership’s ratification of the appointment of AFPMBAI’s External Auditor for Statutory Audit Covering the subject years.

11. Report of the Governance Committee
The Chairman of the Governance Committee will report matters pertaining to Corporate Governance, as well as to the performance of the Board for CY 2024.

12. Report of the Risk Oversight and Related Party Transaction Committee
The Chairman of the Risk Oversight and Related Party Transaction Committee will report on the Association’s 2024 key risk highlights and mitigation strategies.

13. Amendment to AFPMBAI’s Articles of Incorporation (AOI)
The Head of the Legal Office will recommend the approval of the amendment to the AOI, particularly on the Purpose of the Association.

14. Policy on Board Per Diem and Allowances
The Head of the Board Relations Office will recommend the approval of the policy on Board Per Diem and Allowances.

15. 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.

16. 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 2025-2026. The Chairman of the Committee on Election (COMELEC) will explain to the body the rules on election of the members of the Board, after which the floor will 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 will proclaim the duly elected members of the Board.

17. 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.

18. 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.

19. 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.

Important Information for Members:

1. Eligibility to Attend and Vote

• All Regular Members of the Association as of 31 March 2025 are entitled to attend the video conference, access meeting materials starting 12:00 NN on 05 May 2025, and exercise their right to vote.

2. Pre-Registration

• • Pre-registration is required and will be open from 12:00 NN on 07 April 2025 until 12:00 NN on 30 April 2025.
  •  Members may pre-register using the following link: https://bit.ly/AFPMBAI-AGM2025 .
  • Upon successful pre-registration, members will receive a Confirmation Email containing instructions on how to cast their votes.

3. Voting Period

• • Voting will open at 12:00 NN on 05 May 2025 and close at 12:00 NN on 12 May 2025.
  • Members who cast their votes will be considered officially registered for the AGM and will receive an Official Invitation with a link to the video conference.

4. Attendance and Quorum

• • Members who have voted but are unable to attend the video conference will still be counted toward the quorum, and their votes will be included in the tabulation of results.
  • Members who fail to vote by 12:00 NN on 12 May 2025 will not be eligible to participate in the AGM.

5. Virtual Meeting Access

• Registered members must join the virtual meeting room no later than 1:45 PM on 17 May 2025.
• The link to the video conference will be sent to the email address provided during preregistration.

6. Proxy Voting

• Members who are unable to attend but wish to designate a representative must submit a duly signed Proxy Form.
• Proxy Forms are available at the AFPMBAI Head Office, Branches, and Extension Offices, or may be downloaded from the official website.
• Completed Proxy Forms must be emailed to the Corporate Secretary at bd.relations@afpmbai.ph no later than 12:00 NN on 30 April 2025.
• The designated proxy must also be a Regular Member of AFPMBAI.

7. Additional Information

• For complete details on the conduct of the meeting, voting procedures, and other relevant information, please visit the official AFPMBAI website: www.afpmbai.com.ph.

We encourage all regular members to actively participate in this important event to help shape the future of our Association. For further inquiries, please contact the Corporate Secretary at bd.relations@afpmbai.ph.

Ipinaaabot sa lahat ng regular na miyembro ng Armed Forces and Police Mutual Benefit Association, Inc. (AFPMBAI) na gaganapin ang taunang pagpupulong o Annual General Meeting (AGM) sa ika-17 ng Mayo 2025, 2:30 PM ng Sabado, sa pamamagitan ng video conference na magmumula sa AFP Commissioned Officers Club, Camp General Emilio Aguinaldo, Quezon City.

Mga Paksang Tatalakayin sa AGM:

1. Opisyal na Pagbubukas ng Pulong
Ang AGM ay opisyal na magbubukas at magsisimula sa pamumuno ng AFP Chief of Staff at Chairman ng AFPMBAI.

2. Katibayan ng Pagtatala at Anunsyo ng Pagpupulong
Ang Corporate Secretary ay magsasaad ng katibayan ng pag-aanunsyo sa publiko na ang naturang AGM ay nailathala sa dalawang (2) pahayagang may pangkalahatang sirkulasyon na sumasang-ayon sa mga nakasaad sa Article V, Section 3 ng Bylaws.

3. Pagtiyak sa Pagkakaroon ng Quorum
Ang Corporate Secretary ay magpapahayag ng pagkakaroon ng quorum alinsunod sa ng Article V, Section 4 ng Bylaws. Kasama rito ang kabuuang bilang ng mga regular members na dumalo sa pagpupulong, at ang mga Proxy na nakasaad sa pinakahuling talaan ng mga nagparehistro. Ipakikilala rin ng Corporate Secretary ang lahat ng miyembro ng AFPMBAI Board of Trustees.

4. Pambungad na Pagbati
Ang Chairman ng Board of Trustees ay maghahatid ng Pambungad na Pagbati.

5. Pag-apruba sa Minuto ng Nakaraang Pagpulong (18 Mayo 2024)
Ipapaaprubahan sa lahat ng dumalo sa pulong, kasama ang mga Proxy, ang Minuto ng nakaraang AGM na isinagawa noong ika-18 ng Mayo 2024. Ang buod nito ay naipamahagi at nai-upload na sa AFPMBAI website (www.afpmbai.com.ph) simula pa noong ika-20 ng Mayo, 2024.

6. Mga Paksain at Usapin Mula sa Nakaraang Pagpupulong
Tatanungin ng Chairman ng Board of Trustees ang mga dumalo sa pagpupulong kung mayroon silang mga komento o suhestiyon ukol sa nilalaman ng MInuto ng Nakaraang Pagpupulong ng AGM noong ika-18 ng Mayo 2024. Kung mayroon mang mga usapin na magmumula dito ay masusing tatalakayin ng mga miyembro ng Board of Trustees at pamunuan ng Asosasyon na sila ring magbibigay ng kasagutan mula sa mga usaping ito.

7. Ulat ng Pangulo ng Asosasyon
Ibabahagi ng Pangulo ng AFPMBAI ang detalyadong pagsusuri patungkol sa pamamalakad ng Asosasyon sa taong 2024, kabilang ang mga naisagawang proyekto, natamong karangalan, at kaganapan ukol sa pangangasiwang pinansyal. Bibigyan din ng pagkakataon ang mga dumalo sa pagpupulong na humingi ng kalinawan o kaya’y magtanong hinggil sa naturang ulat ng Pangulo ng Asosasyon bago ito ipatala sa Lupon.

8. Ratipikasyon ng mga Aksyon at Resolusyon ng mga Miyembro ng Board of Trustees, mga Opisyal na Kinatawan at Pamunuan ng Operasyon ng AFPMBAI
Ito ang oportunidad ng mga dumalo upang bumoto sa mga aksyon ng Management, at Resolusyon ng Board mula ika-01 ng Enero 2024 hanggang ika-31 ng Disyembre 2024, gaya ng patungkol sa Plans, Programs, at Budget ng AFPMBAI para sa taong 2025 at ng pag amyenda ng Manual of Corporate Governance ng Asosasyon.

9. Ulat ng Audit Committee
Ibabahagi ng Pinuno ng Audit Committee ang ulat patungkol sa mga pangunahing responsibilidad ng kumite, paano nito isinagawa ang mga responsibilidad nito sa saklaw na taon, na may kinalaman sa ulat pinansyal, Internal Control, Internal Audit Function, pakikisalamuha sa External Auditor at pangkabuoang pagsusuri sa operasyon ng Asosasyon.

10. Pagtatalaga ng External Auditor para sa Statutory Audit (2025 at 2026)
Irerekumenda ng Pinino ng Audit Committee ang papagpapatibay sa pagtatalaga ng External Auditor ukol sa Statutory Audit para sa Taong 2025 at 2026.

11. Ulat ng Governance Committee
Ibabahagi ng Pinuno ng Governance Committee ang ulat patungkol sa mga bagay na may kinalaman governance practices ng Asosasyon, kabilang din ang performance ng mga miyembro ng Board of Trustees sa taong 2024.

12. Ulat ng Risk Oversight and Related Party Transaction Committee
Ibabahagi ng Pinuno ng Risk Oversight and Related Party Transaction Committee ang estado ng mga programang nakatuon sa paghahanda at pag-iwas sa mga pangunahing banta sa operasyon ng Asosasyon at paano ito pinangangasiwaan.

13. Panukalang Pag Amyenda sa Articles of Incorporation (AOI) ng AFPMBAI
Ang Pinuno ng Legal Office ay magibigay ng rekomendasyon para amyendahan ang AOI, particular na nauukol sa Layunin ng Asosasyon.

14. Patakaran ukol sa Per Diem at Allowance ng mga Board Members
Ipapanukala ng Pinuno ng Board Relations Office ang patakaran ukol sa per diem at allowances ng mga Board members ng AFPMBAI.

15. Ulat ng Nomination Committee
Ibabahagi ng Pinuno ng Nomination Committee ang ulat patungkol sa kumakandidato para sa posisyon ng Trustees, kabilang ang mga kasalukuyang Trustees na naghahangad ng panibangong termino, at ang kani-kanilang mga katangian at impormasyong propesyunal. Ipapaliwanag din ng nasabing Pinuno ang paraan ng nominasyon.

16. Halalan ng mga Miyembro ng Board of Trustees
Bibigyan ng oportunidad at kakayahang mag-halal ang mga dadalo sa pagpupulong kasama ang proxy, ng mga bubuo ng mga Miyembro ng Board of Trustees ng Asosasyon para sa taong 2025-2026. Ipapaliwanang ng Pinuno ng Commission on Elections (COMELEC) ang mga gabay, batas at alituntunin sa paghalal sa ng mga Miyembro ng Board of Trustees ng Asosasyon kabilang ang tatlo (3) pang mga Independent Trustees. Matapos ang bilangan ng boto, kabilang ang mga botong naipasa ng mga miyembrong nailiban, idedeklara at ipuproklama ng Pinuno ng COMELEC ang mga bagong halal na mga Miyembro ng Board of Trustees.

17. Panunumpa ng mga Bagong Halal na Miyembro ng Board of Trustees
Pangungunahan ng Pinuno ng COMELEC ang panunumpa sa katungkulan ng mga bagong halal na Miyembro ng Board of Trustees ng Asosasyon.

18. Iba Pang Usapin o Paksa
Aalamin ng Chairman ng Board of Trustees sa mga dumalo sa pagpupulong kung mayroon pa silang ibang gustong talakayain, gaya ng mungkahi, isyu o mga katanungan para sa Asosasyon. Kung mayroon mang naipaabot na paksa ay kaagad din itong tutugunan ng mga Miyembro ng Board of Trustees at pamunuan ng Asosasyon.

19. Pagtatapos ng AGM
Matapos talakayin ang mga usapin at paksang nabanggit sa programa ng AGM, at kung wala ng ibang talakayang ipinapaabot sa pamunuan ng Asosasyon, ay kaagad ding tatapusin ng
Chairman ng Board of Trustees ang naturang pagpupulong, sa bisa din ng pagsang-ayon ng mga dumalo dito.

Mga Mahahalagang Paalala:

1. Pagpaparehistro para sa AGM

• • Ang lahat ng regular na miyembro hanggang 31 Marso 2025 ay inaanyayahang makibahagi.
  • Magsisimula ang pre-registration sa 07 Abril 2025, 12:00 NN at magtatapos sa 30 Abril 2025, 12:00 NN.
  • Magparehistro sa pamamagitan ng pagbisita sa link na ito: https://bit.ly/AFPMBAI-AGM2025.
  • Tanging ang mga nakapagparehistro lamang ang makakatanggap ng email confirmation na may tagubilin para sa pagboto.

2. Online Voting

• • Maaari nang bumoto simula 12:00 NN ng 05 Mayo 2025.
  • Ang huling araw ng pagboto ay 12:00 NN ng 12 Mayo 2025.
  • Matapos bumoto, ang miyembro ay awtomatikong mapapabilang sa mga rehistrado para sa AGM at makakatanggap ng kumpirmasyon sa kanilang email kasama ang link para sa virtual meeting.

3. Pagdalo sa AGM

• • Ang mga nakapagparehistro at nakaboto ay mapapabilang sa quorum, kahit hindi makadalo sa mismong pagpupulong.
  • Ang mga kumpirmadong miyembro ay dapat na nakapasok na sa virtual meeting bago mag-1:45 PM ng 17 Mayo 2025.
  • Ang link para sa video conference ay ipapadala sa rehistradong email address ng bawat
    miyembro.

4. Proxy Voting

• • Para sa mga hindi makakadalo ngunit nais magpadala ng kinatawan (proxy), maaaring kunin ang proxy forms sa Head Office, Branches, at Extension Offices ng AFPMBAI o idownload ito mula sa opisyal na website ng Asosasyon.
  • Ang itatalagang proxy ay dapat na regular na miyembro din ng AFPMBAI.
  • Ang proxy forms ay dapat isumite bago mag-12:00 NN ng 30 Abril 2025.
  • Para sa karagdagang katanungan, maaaring makipag-ugnayan sa Corporate Secretary sa email na bd.relations@afpmbai.ph.

5. Karagdagang Impormasyon

• • Para sa kumpletong gabay at detalye tungkol sa proseso ng pagboto at pagdalo, bisitahin ang opisyal na website ng AFPMBAI sa www.afpmbai.com.ph.

Ang pagpupulong na ito ay mahalagang pagkakataon upang makibahagi sa mga desisyon at direksyon ng Asosasyon. Hinihikayat ang lahat ng regular na miyembro na aktibong lumahok.

Para sa karagdagang impormasyon, maaaring makipag-ugnayan sa AFPMBAI sa pamamagitan ng kanilang mga contact details na makikita rin sa website, www.afpmbai.com.ph.

I. SCOPE AND DURATION

This raffle draw is intended for the AFPMBAI’s Annual General Membership Meeting (AGM) to be held on 17 May 2025 (Sat) via hybrid meeting at the AFPCOC, Camp Aguinaldo, Quezon City.

II. HOW TO QUALIFY:

1. Regular Members have three types of raffle categories that they can qualify for, namely:

• • • • Consolation Prizes – Pre-Drawn
      • Minor Prizes – Pre-Drawn
      • Major Prizes – Live Draw

Regular Members are those as defined in the AFPMBAI By-Laws, Article II Section 2.

2. ONLINE PRE-REGISTRATION is required to qualify for all prizes mentioned in item 1. The preregistration period is from 7 April 2025 to 30 April 2025.

3. To qualify for the Consolation and Minor Prizes (Pre-Drawn) on 16 May 2025 (Fri), participants must have successfully PRE-REGISTERED on or before the registration deadline and have CAST THEIR VOTES for the AGM.

4. To qualify for the raffle draw of Major Prizes (Live Draw) on 17 May 2025 (Sat), members must have cast their votes, log-in to the Virtual AGM starting at 12 Noon and not later than 1:15 PM on the day of the AGM, and be included in the confirmed attendance list submitted by the AGM Verification Committee.

III. RAFFLE PRIZES

1. Raffle entries will vie for the following prizes:

Major Prizes (Cash) – Live Draw
➢ First (1st) Prize One (1) Winner Sixty Thousand Pesos (P60,000)
➢ Second (2nd) Prize One (1) Winner Fifty Thousand Pesos (P50,000)
➢ Third (3rd) Prize One (1) Winner Forty Thousand Pesos (P40,000)
➢ Fourth (4th) Prize One (1) Winner Thirty Thousand Pesos (P30,000)
➢ Fifth (5th) Prize One (1) Winner Twenty Thousand Pesos (P20,000)

Minor Prizes (Cash) – Pre-Drawn
➢ Ten (10) Winners Five Thousand Pesos (P5,000) each
➢ Ten (10) Winners Three Thousand Pesos (P3,000) each
➢ Twenty (20) Winners Two Thousand Pesos (P2,000) each
➢ Twenty (20) Winners One Thousand Five Hundred Pesos (P1,500) each

Consolation Prizes – Pre-Drawn
➢ Consolation Prizes worth one thousand pesos (P1,000) each for two hundred (200)
winners shall be raffled off to all those who pre-registered to the AGM and cast their votes.
➢ All Consolation Prizes shall be raffled on a pro-rata basis among the branches of
service, based on the actual number of AGM registrants per branch of service.

2. All AFPMBAI employees, including Company Officers and the Board of Trustees, who are members are EXCLUDED from any of the raffle prizes.

3. All prizes are non-transferable.

IV. DRAWING OF WINNERS

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

2. The electronic raffle entries shall be raffled off using an E-Raffle Software developed by IT Division of AFPMBAI, which has been scrutinized and approved by the DTI-FTEB.

3. The LIVE raffle draw of five (5) Major Prizes shall be held after the conclusion of the AGM Meeting.

Note: Only members who pre-registered, voted, and logged-in to the AGM not later than 1:45 PM on 17 May 2025 shall be included in the live raffle draw of the five Major Prizes.

4. The sixty (60) Minor Prizes shall be raffled off among all pre-registered members validated by AGM Verification Committee, with pro-rata distribution per BOS. All Minor Prizes will be PREDRAWN. The draw date will be on May 16, 2025 (Fri) at 2:00 PM.

5. The two hundred (200) Consolation Prizes shall be raffled off on a pro-rata basis to all members, based on the list of pre-registered members per BOS validated by the AGM Verification Committee. All Consolation Prizes will be PRE-DRAWN. The draw date will be on May 16, 2025 (Fri) at 2:00 PM.

(Example: If there are 100 registrants from the Philippine Army out of 500 total registrants, then the PA shall be allocated 20% (100 divided by 500) of the consolation prizes.)

6. For the live draw of major prizes, each winner will be given ninety (90) seconds to signify their presence in the virtual event by turning on their camera and/or typing the following in the Zoom Chatbox:

PRESENT + RANK + FULL NAME +BOS
Ex. PRESENT CPL JUAN DELA CRUZ PA

7. In the event that the winner is not able to signify presence within the 90 seconds given, another winner will be drawn and will again be given 90 seconds to comply with the supposed requirement to be declared winner. This process of drawing a winner will be done until a third try, after which, if all fail to show proof of presence, the first name previously drawn shall be declared winner.

8. Members who successfully pre-register and cast their vote can win in BOTH the pre-draw and LIVE raffle draw. However, during the LIVE raffle draw of major prizes, members can only win once and actual presence is required.

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

V. ANNOUNCEMENT AND AWARDING OF WINNERS

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

2. Marketing will reach out to all winners through all available channels to inform them of their specific prize from the AGM Raffle and request their Land Bank ATM account details for the cash prize deposit.

3. The cash prizes of all winners will be deposited to the members’ respective Land Bank ATM accounts.

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