NOTICE OF ANNUAL GENERAL MEMBERSHIP MEETING

NOTICE IS HEREBY MADE that the Annual General Membership Meeting (AGM) of the Armed
Forces and Police Mutual Benefit Association, Inc. (AFPMBAI) will be conducted on 18 May 2024,
Saturday at 2:30 P.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.

2. 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 18 May 2024 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 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.

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

5. Approval of the Minutes of the AGM held on 20 May 2023
The members virtually present and by proxy will be asked to approve the Minutes covering the AGM held on 20 May 2023. A summary of the Minutes was uploaded in the AFPMBAI website (www.afpmbai.com.ph) on the next business day after the 2023 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 20 May 2023 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 2023, 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
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 April 1, 2023 to March 31, 2024.

9. The Audit Committee Annual Report for CY 2023
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. 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 2023.

11. Update on the Proposed Amendments to AFPMBAI’s Bylaws
The Head of the Legal Office will present the status of the proposed amendments to the Bylaws that was approved by the general membership during the 2023 AGM.

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 status of the Association’s top risks and how these are being managed.

13. Board Per Diem and Allowances
The Head of the Human Resource Division will report on the result of the study conducted by the Institute of Corporate Directors on the Per Diem and Allowances of the members of the Board of Trustees.

14. 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.

15. 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 2024-2025. 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.

16. 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.

17. 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.

18. 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 31 March 2024 are entitled to attend. Pre-registration for the video conference will begin on 12 April 2024 at 12 Noon and end on 30 April 2024 at 12 Noon through https://bit.ly/AFPMBAI-AGM2024. Only those regular members who have successfully preregistered may attend the meeting virtually and will have access to the materials for the meeting by 12 Noon of 6 May 2024.

Pre-registered members are requested to start voting immediately after receiving an official invitation through e-mail by 12 Noon of 6 May 2024, or not later than 12 Noon of 10 May 2024. 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 10 May 2024 will not be included in the list of registered members who can join the AGM. Pre-registered members who were able to vote by 12 Noon of 10 May 2024 but are unable to join the AGM 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 1:45 PM of 18 May 2024 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 proxy to be assigned 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 26 April 2024.

IPINAPABATID sa lahat na ang taunang pagpupulong o Annual General Membership Meeting (AGM) ng mga regular members ng Armed Forces and Police Mutual Benefit Association, Inc. (AFPMBAI) ay gaganapin sa ika-18 ng Mayo 2024, 2:30 PM ng Sabado sa pamamagitan ng video conference.

Ang mga paksang tatalakayin sa AGM ay ang mga sumusunod:

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 o 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. Katibayan ng Pagkakaroon ng Quorum
Ang Corporate Secretary ay magpapahayag ng pagkakaroon ng quorum alinsunod sa ng Article V, Section 3 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 noong ika-20 ng Mayo 2023
Ipapaaprubahan sa lahat ng dumalo sa pulong, kasama ang mga Proxy, ang Minuto ng nakaraang AGM na isinagawa noong ika-20 ng Mayo 2023. Ang buod nito ay naipamahagi at nai-upload na sa AFPMBAI website (www.afpmbai.com.ph) simula pa noong ika-23 ng Mayo, 2023.

6. Mga Paksain at Usapin Mula sa Minuto ng 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-20 ng Mayo 2023. 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 2023, 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 Abril 2023 hanggang ika-31 ng Marso 2024.

9. Ulat ng Audit Committee para sa Taong 2023
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. Ulat ng Governance Committee Para Sa Taong 2023
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 2023.

11. Estado ng Panukalang Pag Amyenda sa By-Laws ng AFPMBAI
Magbibigay ng update ang pinuno ng Legal Office ukol sa panukalang pag-amiyenda ng Bylaws na inaprubahan ng mga regular membefrs ng Asosasyon noong nakaraang taon.

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. Per Diem at Allowance ng mga Board Members
Ibabahagi ng Pinuno ng Human Resource Division ang resulta ng pag-aaral ng Institute of Corporate Directors ukol sa per diem at allowances ng mga Board members ng AFPMBAI.

14. 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.

15. 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 2024-2025. 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.

16. 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.

17. Mga Iba Pang Usaping o Paksa
Aalamin ng Chairman ng Board of Trusteees 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.

18. 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.

Lahat ng mga regular members ng Asosasyon hanggang sa ika-31 ng Marso 2024 ay hinihikayat na makibahagi sa pagpupulong. Ang pre-registration para sa video conference ay magsisimula sa ika-12 ng Abril 2024, alas-12 ng tanghali at magsasara sa ika-30 ng Abril 2024, alas-12 rin ng tanghali, sa pamamagitan ng pagpunta sa https://bit.ly/AFPMBAI-AGM2024. Tanging ang mga regular members na nakapag pre-register lamang ang maaaring mapabilang sa video conference na gaganapin ng alas-12 ng tanghali sa ika-6 ng Mayo 2024 at mabibigyan ng access sa materyales para sa pagpupulong na ito.

Maaari lamang na bumoto na kaagad ang mga naunang naka-rehistro na sa talaan ng mga miyembrong dadalo matapos makatanggap ng opisyal na imbitasyon sa kani-kanilang email simula alas-12 ng tanghali sa ika-6 ng Mayo 2024. Ang huling araw ng online voting ay hindi lalampas ng alas-12 ng tanghali ng ika-10 ng Mayo 2024. Pagkaboto, ang miyembro ay kaagad na mapapabilang sa mga rehistrado para sa AGM at makakatanggap ng kumpirmasyon sa kani-kanilang email kasama ang link papasok sa virtual/video conference meeting. Ang mga miyembrong hindi makakaboto hanggang alas-12 ng tanghali sa ika-10 ng Mayo 2024 ay hindi mapapabilang sa rehistradong makakadalo sa AGM. Ang paunang nagpatala sa rehistro at nakaboto ngunit hindi makakadalo sa AGM ay mapapabilang pa rin sa quorum ng mga dadalo at ang boto nila ay mapapabilang pa rin sa tabulasyon ng mga resulta.

Ang mga kumpirmadong nakapag-rehistro ay dapat nakapasok na sa virtual meeting ng 1:45 PM sa ika-18 ng Mayo 2024 upang mapabilang sa quorum. Ang link sa online video conference ay ibabahagi gamit ang email address na nirehistro ng mga miyembro noong sila’y nagpatala.

Karagdagang impormasyon at detalye patungkol sa gabay at paraan ng pagboto ay matatagpuan sa www.afpmbai.com.ph

Ang mga proxy forms ay maaaring makuha sa Head Office, Branches at Extension Offices ng Asosasyon. Maaari din itong idownload mula sa AFPMBAI website. Ang itatalagang kinatawan ng miyembro ay kinakailangang miyembrong regular din ng Asosasyon. Maaari ring sumangguni sa Corporate Secretary sa pamamagitan ng pagpapaabot ng mungkahi/email sa bd.relations@afpmbai.ph para sa pagsumite ng mga proxy forms at sa iba pang mga katanungan. Ang itinakdang araw sa pag-sumite ng mga proxy forms ay di lalampas sa alas-12 ng tanghali sa ika-26 ng Abril 2024.

2024 ANNUAL GENERAL MEMBERSHIP MEETING
RAFFLE DRAW MECHANICS

I. SCOPE AND DURATION

This raffle draw is intended for the AFPMBAI’s Annual General Membership Meeting (AGM) to be held on 18 May 2024 via video conference.

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 pre-registration period is from 12 April 2024 to 30 April 2024.

3. To qualify for the Consolation and Minor Prizes (Pre-Drawn), participants must have successfully pre-registered on or before the registration deadline and have cast their votes for the 18 May 2024 AGM.

4. To qualify for the raffle draw of Major Prizes (Live Draw), members must have cast their votes and logged-in to the Virtual AGM not later than 1:45 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 Fifty Thousand Pesos (P50,000)
Second (2nd) Prize One (1) –  Winner Thirty Thousand Pesos (P30,000)
Third (3rd) Prize One (1) – Winner Twenty-five Thousand Pesos (P25,000)
Fourth (4th) Prize One (1) – Winner Twenty Thousand Pesos (P20,000)
Fifth (5th) Prize One (1) – Winner Fifteen Thousand Pesos (P15,000)

Minor Prizes (Cash) – Pre-Drawn

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 Five Hundred Pesos (P1,500) each

Consolation Prizes – Pre-Drawn

• Consolation Prizes worth one thousand pesos (P1,000) each for 200 winners shall be raffled off to all those who pre-registered to the AGM.
• All Consolation Prizes shall be raffled on a pro-rata basis among the branches of service, depending on the actual number of AGM registrants per branch of service.

2. All AFPMBAI employees, corporate officers, and Board 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 18 May 2024 shall be included in the live raffle draw of the five Major Prizes.

4. The forty (40) 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 PRE-DRAWN. The draw date will be on May 17, 2024 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 17, 2024 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 forty-five (45) seconds to signify their presence in the virtual event by typing the following in the Zoom chat box:

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 45 seconds given, another winner will be drawn and will again be given 45 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. Winners of the Minor and Consolation Prizes shall be allowed to participate and win in the Major Prizes Live Draw, provided they log-in to the AGM not later than 1:45 PM on 18 May 2024 and indicate their presence when their name is drawn as a winner during the live draw.

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 communicate via text message to all winners regarding the specific prize they won during the AGM Raffle.

3. The cash prizes of all winners will be deposited to the members’ respective ATM account details taken during the online registration.

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.