Saturday, November 18, 2017
10:00 to 16:30
Leonardo Hotel Heidelberg City Center
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register until November 16, 2017
Dear AGBC Chapter Presidents and Officers, It is my pleasure to invite you to our next Membership Meeting on Saturday, 18th November 2017 from 10:00 a.m. until approximately 4:30 p.m. Location: Leonardo Hotel Heidelberg City Center, Bergheimerstrasse 63 in 69115 Heidelberg As you know every member of the AGBC is invited to attend these business meetings if he/she so desires. This will be a great opportunity to network with AGBC members from all chapters throughout Germany. We hope to see many of you. Saturday: - National Meeting at Leonardo Hotel (10:00 registration) tentative end at 16:30 The agenda and other records are attached to this invitation. Please be advised that the members of the "Association of American-German Business Clubs e.V.” a German VERBAND, are the individual Chapters. The by-laws of the individual chapter determine the rules concerning the representation of the chapter. The rules as to proxy (Vertretung) are governed at the chapter level by its own articles. Please advise by Friday 10th November 2017 who of your chapter will attend the meeting and ensure that correct Powers of Attorney will be available at the beginning of the meeting, in particular from those chapters that elected new board members, who have not yet been registered with the local Vereinsregisteramt. (PoAs can only be accepted from board members registered with the Amtsgericht, Vereinsregisteramt, or listed in the official notary request for registration to the Amtsgericht and, of course, in compliance with the stipulations in the latest Vereinsregisterauszug regarding who MUST sign a legal document). We need to ensure that there will be a quorum. According to paragraph 14.4 of the Association’s constitution, the membership meeting may make decisions, if a minimum of two thirds of the members, who have the right to exercise their vote pursuant to §9.2, are present or represented by a power of attorney.” §9.2 of the by-laws (translation) Regular members have the right to vote at the membership meeting. Each regular member has votes on the basis of his membership number. Voting rights may only be exercised by a member, who has been authorized in writing by a voting member or an organ of the chapter. Exercise of the right to vote is dependent upon the payment of the membership dues specified in §11.2 It would, however, be very helpful for the preparation of the meeting if the PoAs were submitted to the Administrative Office also by 11th November 2017. Please fax them to 02225-7034999 or send them as pdf attachment by e-mail to email@example.com. A blank power of attorney is attached for your convenience. Please contact Barry Swanson if nobody from your chapter will attend. Your chapter can then issue a PoA to another chapter. A chapter may only represent ONE other chapter. The Leonardo offered special rates for rooms. €109 for a single room per night including breakfast €121 for a double room per night including breakfast. Please contact Charles Keene (Charles.firstname.lastname@example.org) of AGBC Heidelberg, if you wish to stay at the Leonardo Hotel. The hotel requested to be furnished a room reservation list two weeks in advance (3rd November 2017). Please make your own hotel reservation if you wish to stay at another hotel. We look forward to seeing you in Heidelberg. Best Regards, Barry E. Swanon - President Association of AGBCs e.V.