Notice of the Annual General Meeting of the Visby Golf Club on Tuesday, June 30, 2020.
The Annual Meeting will be conducted solely by mail-in voting.
In order to hold association meetings with the lowest possible risk of spreading the coronavirus and the disease COVID-19, in-person attendance must be minimized as much as possible under the current circumstances. In the spring of 2020, the Swedish Parliament passed a law,Act (2020:198) on Temporary Exceptions to Facilitate the Conduct of Corporate and Association Meetings, whichallows the board of directors to decide that an association meeting shall be conducted solely by mail-in voting. The Act, which covers annual and association meetings in, among others, limited liability companies and economic associations (including housing cooperatives), means that a board of directors may decide that an annual meeting may be conducted with participation solely by mail-in voting. Nonprofit associations, however, are not explicitly mentioned in the text of the Act itself. However, the legislative history of the law indicates that the procedures for annual meetings in nonprofit associations are not regulated by law; that is, annual meetings in nonprofit associations may be conducted in the manner the association deems most appropriate. Therefore, according to a statement in the legislative history, there is currently no need to legislate specific exemptions for nonprofit associations. The Board has therefore concluded that nothing prevents Visby Golf Club from applying the newly introduced temporary exemptions to the rules governing the principles for holding an annual general meeting in a limited liability company through participation solely by mail-in voting.
The Board of Visby Golf Club therefore decided at a meeting held per capsulam on June 2 that the annual meeting of Visby Golf Club will be conducted solely by mail-in voting, that is, without the physical presence of the members
Mail-in ballots must be submitted no later than 12:00 p.m. on June 29, 2020.
Late mail-in ballots will not be counted.
Mail-in ballot forms and further information will be provided to members well in advance of the mail-in voting process.
Absentee ballots may be submitted using one of the following three options:
By placing it in the designated mailbox at the reception desk in the clubhouse, Västergarn
By mail to the club’s mailing address:
Visby Golf Club,
Västergarn Kronholmen 415,
622 30 Gotlands Tofta.
Mark the envelope Mail-in VoteBy email: Scan your paper ballot and attach it to an email sent to info@visbygk.com
If you choose to vote by proxy, a power of attorney must be attached in all three cases.
Authorization for Printing – Click Here
AGENDA FOR THE VISBY GOLF CLUB'S ANNUAL MEETING, JUNE 30, 2020
1. Determination of the voting roll for the meeting
2. Determine whether the meeting was properly announced.
3. Adoption of the agenda.
4. Election of a chairperson and secretary for the meeting
5. Election of two people to certify the minutes and serve as vote counters, who, together with the chair, shall certify the meeting minutes.
6. a) The Board of Directors’ annual report for the most recent fiscal year
b) The Board of Directors’ annual report (income statement and balance sheet) for the most recent fiscal year.
7. The auditors’ report on the Board’s administration during the most recent fiscal year.
8. Approval of the income statement and balance sheet, and allocation of any surplus or deficit in accordance with the balance sheet.
9. Motion to grant discharge from liability to the Board of Directors for the period covered by the audit.
10. Setting membership dues, other fees, the operational plan, and the budget for the upcoming fiscal year.
11. Determination of:
a) The number of board members
b) Remuneration for the Board of Directors and auditors
12. Election of:
1. The club’s president for a term of one (1) year
2. Half the number of other members of the board for a term of two (2) years
3. Two (2) auditors and their alternates for a term of one year (members of the board may not participate in this election)
4. Three (3) members of the Nominating Committee for a term of one (1) year, one of whom shall be appointed chairperson
5. Delegate to the GDF Meeting
13. Consideration of the Board’s proposals and motions submitted in a timely manner.
14. Other Matters (Information and Discussion)
1. Election of a proxy to the annual general meeting of the subsidiary Kronholmen Golf AB
Decisions regarding amendments to the bylaws or matters of significant financial importance to the club or its members may be made only if the matter has been specified in the notice of the meeting or in the documents provided no later than one week before the meeting.
The annual meeting documents are available on the club’s website. Due to the current situation, the approved budget (supplemental budget) may be amended once again.
Request for Information
In the case of a mail-in vote, members do not have the opportunity to ask questions as they would at an in-person meeting. Therefore, members must be able to submit a written request for information no later than June 19, 2020. The board’s response must be made available to members, sent (via email) to the member who requested the information, and published on the club’s website no later than five days before the meeting.
Västergarn, June 5, 2020
The Board of Directors, Visby Golf Club
Association Meeting/Continued Annual Meeting
As soon as the situation allows, the board will call a meeting of the association to discuss matters with the members and provide information.
This meeting may also serve as a continuation of the annual meeting, during which we can address any annual meeting matters that could not be resolved through a mail-in vote.