Extraordinary General Meeting

Ahead of the Annual General Meeting (AGM) on November 30, the Club holds an Extraordinary General Meeting (EGM).

The Board of Governors is convening this EGM after receiving a petition signed by 83 Members.

This is in accordance with Article 17.4 of the Club’s Articles of Association.

Those Members not already registered to vote, are encouraged to do so by 9pm on October 19 (see details below).

Registered Voting Members will vote on the following proposals:

• To prevent a Board-approved proposal to amend governor term limits from being placed on the agenda at next month’s Annual General Meeting. The petition also calls for a minimum of two town halls to discuss the proposal with Members before it can be placed on any general meeting agenda.
  
  
• To delay the 2021 Annual General Meeting, if necessary.

EGM Information

Resolution Information - English

Resolution Information - 日本語

Reference Documents

Legal Assessment of Consecutive Term Extension Motion

Statutory Auditor Letter on Consecutive Term Extension Motion

Petition to Convene an Extraordinary General Meeting (EGM)

October 7 Town Hall Q&A

EGM Proxy Ballot

Voting

• Oct 11 (12pm): Online voting registration deadline
• Oct 11 (evening): Advance online voting opens
• Oct 19 (9pm): EGM voting registration deadline
• Oct 25 (9pm): Advance voting closes
• Oct 26: Doors open (6pm); Meeting called to order and voting opens for 15 minutes during presentation and open forum (from 6:30pm); Voting closes (6:45pm)
  
  

If you are a Voting Member and have not yet voted, or you wish to change your vote, you may do so in person at the EGM (October 26. 6:30pm) during the first 15 minutes after the meeting is called to order. Or you may do so by proxy vote. 

To vote by proxy, you may either assign your proxy to a Voting Member (who must attend the EGM and vote your proxy), or you may submit your proxy unassigned and it will be voted by the Representative Governor or his designee. If your proxy ballot is partially or fully completed, then your vote will be cast as indicated. If your proxy ballot is completely blank, then your ballot may be cast at the discretion of the proxy holder. 

To submit your proxy, mark your votes, complete and sign the sections at the bottom of both pages and email to This email address is being protected from spambots. You need JavaScript enabled to view it., fax to 03-4588-0888, or deliver to B1 Member Services before the close of the 15 minute voting period.

More information on voting here.

While general meetings are open to all Members, only registered Voting Members are able to vote.

For the first 15 minutes after the meeting has been called to order, Voting Members will be able to vote either by proxy or in person. Only those Members registered to attend the EGM in person may stay.

The result of the ballot will be announced after voting has ended.

For those Members who could not attend the October 7 Town Hall meeting, a recording has been posted on the Club YouTube page.

• New York Ballroom & online
• Members only
• Limited socially distant seating available
• Meeting streamed via Zoom (registration)