It's that time of the year again when we start preparing for another Annual General Meeting, which will be held on September 24, 2012.
We encourage you to read the convocation material that we will publish for you on this website by the end of July. In the convocation material you will find the financial information of your association as well as the minutes of last year's AGM. The voting sheet will also be made available for those who wish to mail in or fax their votes to the independent auditors. The last day that the auditors will receive mailed in or faxed votes will be September 10, 2012.
As was the case last year, this year again you will be able to cast your votes ONLINE! We recommend that you make use of this alternative since it is the most cost effective option for you and your association. Make sure that you have your correct username and password to access the MEMBERS SERVICES area where you will find the direct link to a separate server for the auditors. Upon opening this link you will need your Owner ID number in order to log in. If you do not have your username and password for our website yet, please click on "Apply for Access" on our homepage, fill it out and submit. You will receive a reply within 2 working days. We encourage all our members to make use of their voting rights by casting their votes online.
Being an environmentally conscious organization that is constantly looking for areas where we can save, in this case: printing and mailing, we are happy to announce that we will be sending the convocation material electronically to all our members who have their e-mail address listed with us. For those members who do not have access to a computer, we will be mailing a hard copy. Join the environmentally & cost conscious group of loyal members by providing us with your e-mail address and help your association save!
If you prefer to receive the convocation material by mail rather than by e-mail, please let us know before June 1, 2012 by sending us an e-mail to: members@lacabanabrc.com with the subject: Please send my convocation material by mail.
BOARD VACANCIES:
As was announced earlier, this year we will have two vacancies on the Board of Directors and we are currently seeking nominations to fill the positions.
One of our Board members, Mr. Martin Doctrow, will not be running for a following term so we will have an election during the Annual General Meeting (AGM) in September, 2012. The term of Board Member, Mrs. Brenda Hodges will also be up for re-election.
Board service requires a good deal of work and entails a significant commitment of time away from home (and if employed, from work).
A term on the Board is six years and goes into effect as per January 1st of the following year after election.
Board members must attend three Board meetings per year of about two days each in Aruba, usually in January, June and September/October along with the Annual General meeting (AGM).
The first meeting is normally scheduled for week 2 in January. The second is scheduled for week 25 in June.
The AGM is scheduled between week 36 and 38. There is usually no meeting this date so the Board would not be required to fly down. This is because the Articles of Incorporation call for a majority to be in attendance or have filed proxies (a quorum). The AGM is then rescheduled for two weeks after the original date at which time the Board of Directors would be required to attend. The regular Board meeting is immediately after the AGM.
Board meetings usually last two days. (Monday and Tuesday). The Board of Directors meets on the Sunday night before the meetings with a working dinner at which time the agenda is finalized.
The Board of Directors has various sub committees of which each Board member would be assigned certain tasks. They can have extra meetings and or several conference calls.
Board member’s cost of flight from home airport is covered for coach fare. The Board will receive a stipend per meeting to cover costs of taxis, parking and any other incidentals and is paid at the end of the year together with the yearly remuneration. If a Board member decides to rent a car while in Aruba, it would come out of the stipend. The Board members usually get a couple of cars to share between each other. The Resort will furnish rooms if available for up to seven nights with no cost to the Board Member. The Board member meals will be provided for two days before and two days after the meeting on site. If Board members decide to eat away from the Resort, they will be required to pick up
that expense themselves.
Board member’s spouse, if they have one, is welcome to use the room with the Board member, but the Board member must cover all her or his other expenses which include all her or his meals and flight.
There is a conference call scheduled every other Tuesday morning at 9 AM EST. If the Board member is still employed or has a job, he or she has to make arrangements to be available for that hour. Board members are expected to answer E-mails and other correspondence from various owners.
If a Board member is on the Island other than during the scheduled meetings, he or she will be required to attend the regular Wednesday Owners Meetings so the owners can have access to a Board member.
The above requirements can be amended from time to time based on the general interest of the Coop.
Resumes and Board Applications should be sent to the attention of Jessica Franken via e-mail (Jessica.f@lacabanabrc.com).
Applications and Resumes must be submitted by the latest June 1, 2012 so they can be reviewed and discussed by the Board of Directors during the June Board meeting. The candidates' resumes will be published in the convocation material for all owners to evaluate prior to the September 2012 AGM.
Click here for a Board Application form.
