Virtual AGM Process – Questions & Answers

On the 27 May, the BWF announced the new date for the decision-making virtual AGM 2020 on Saturday 18 July 2020 at 1900 Kuala Lumpur time / 1300 Central European Time.

The questions and answers below, provide you with information on what the AGM will be like and how to prepare for the virtual AGM. You should also see the information on the AGM page of the website (linked here).

The virtual AGM 2020 will be held on Saturday 18 July 2020 at 1900 Kuala Lumpur time / 1300 Central European Time.

Participants must register to attend the AGM in the usual way.

Delegates – Members in Good Standing can nominate up to two (2) delegates for the AGM – 1) a Voting Delegate and 2) a Second Delegate. Download the Delegates Nomination Form from the AGM page of the website (linked here).

The deadline to receive this is 1900 KL time on Thursday 16 July 2020.

Observers – requests to be an observer must be sent to Patricia Wong [email protected]

A Virtual AGM is an AGM that takes place without the participants being physically present in the same place. Instead, participants access the meeting via their computers or mobile devices. Participants are able to watch presentations, submit questions and vote.

Members need to nominate a Voting Delegate (and if needed, a second delegate). Observers need to register – and get permission to attend.

Those attending the AGM need 1) a stable internet connection, 2) a mobile device, laptop or computer and to 3) download an App onto your device and 4) the log-on details to attend the meeting.

The Covid-19 situation has had a major impact on the whole world and a large number of countries have had lockdowns and travel restrictions.

The BWF AGM was originally scheduled to take place in Aarhus, Denmark on 22 May 2020, before being postponed to 21 August 2020 – but this date was also doubtful given the restrictions on global travel.

BWF AGMs normally have delegates from more than 130 countries attending, and because of the on-going travel restrictions, it was unlikely that a physical meeting was possible in any location this year, without excluding many members from participating.

Since the BWF constitution does not say anything about virtual AGMs, the Council ask the membership for their consent. A vast majority (97% of votes cast) of the membership voted in favour of having a decision-making virtual AGM 2020 in order to deal with the AGM business on the agenda that was sent to the membership on 03 April 2020 (linked here).

The Council has a duty to govern our sport in a responsible manner and in the best interests of the Members and the sport.  That duty includes making sure we hold an AGM every year before the 31 July (Clause 15 of the BWF Constitution).

A virtual AGM is not like a face to face annual meeting. Delegates and observers will log on to a secure platform to “attend the meeting”.

As usual, the meeting will be chaired by the BWF President following the AGM Agenda sent to the membership on 3 April (linked here). As usual, the President will be assisted by the BWF Secretary General.

The meeting will be webcast. This means that you will see the President and Secretary General, and you will see PowerPoint presentations that they give. They will not be able to see you on screen like in a Zoom or Skype call meeting. Nor will you be able to see other delegates in the meeting.

Quorum – The quorum (clause 15.3 of the Constitution) will be verified at the start of the meeting based on the number of Delegates who are online.

Questions – Delegates can ask questions in a written format during the meeting. These will be answered by the BWF President as Chair of the meeting – or by the Secretary General. This is however a limited option, which is the reason why there is a comprehensive process (Webinar, online video calls for Members in each region and sharing of ideas) well before the decision making meeting.

Voting – Voting delegates will be able to vote for each of the 13 proposals using the voting software that they download on their personal computer, laptop or mobile.

The meeting will last approximately 90 minutes.

Usually BWF AGMs last about 7 hours. However, it is not possible to have a virtual AGM for 7 hours, because delegates will be participating from around the world in very different time zones. The time for some delegates to ‘attend’ the meeting will be 6:00AM and others will be at 11:00PM at their home location.

The virtual AGM is a decision-making AGM. In other words, the delegates will vote on the 13 proposals on the agenda (linked here).

All of the reporting and discussions on the proposals and preparation will take place in the six weeks leading up to the AGM – from 5 June to 18 July. See the Steps towards the AGM 2020 (see steps linked here).

The best place to look is the AGM page of the website (linked here).

All of the reporting and discussions on the proposals will take place in the six weeks leading up to the AGM – from 5 June to 18 July.

Reports – See the Chairs video reports / the Annual Report / the Audited Financial Statements 2019).

Proposals – BWF is providing a number of opportunities to discuss the proposals and ask questions (see steps linked here) and see the Videos and Presentations of the Council Proposals  -Item 5.1 to 5.5).

Everyone must be nominated as a delegate or register as an observer to attend the AGM.

Delegates – Members in Good Standing can nominate up to two (2) delegates for the AGM – 1) a Voting Delegate and 2) a Second Delegate.

The Delegate Nomination Form is completed in the usual way and sent to Patricia –download the form from the AGM page (linked here).

Observers – requests to be an observer at the AGM must be sent to Patricia Wong [email protected]

The virtual AGM is a decision-making AGM. In other words, the delegates will vote on the 13 proposals on the agenda (linked here).

All of the reporting and discussions on the proposals and preparation will take place in the six weeks leading up to the AGM – from 5 June to 18 July. BWF is providing a number of opportunities to discuss the proposals and ask questions (see steps linked here).

Delegates need to be ready for the AGM – to read and listen to the reports and to become familiar with the 15 proposals. Well before the meeting, delegates should discuss with their Member Association on how they should vote for each of the 15 proposals.

See question 6 above for more information on reports and proposals.

The technology solution was chosen with our broad membership in mind, meaning that it has a high level of accessibility for delegates. It can be used on a PC, laptop, or mobile phone with data. For members coming from developing countries where stable internet is more of a concern, we are looking into solutions to help delegates from these members to attend the AGM from a place where such stable connection can be guaranteed.

The company we have selected specialises in virtual AGMs for listed companies and international sports organisations – including the IOC.

The voting platform is secure, results are verifiable, and will be audited by a BWF scrutineer.

Yes – The system does provide functionality for a secret ballot if required.

5 June 2020 – BWF webinar for the membership

12 June 2020 – deadline for amendments to proposals

12 June 2020 – Chairs video reports / Video of Council Proposals on BWF website

6 – 10 July 2020 – a series of regional video conferences for Members

> Monday 6 July – 0900 CET / 1500 KL Time – Asia / Oceania – English

> Monday 6 July – 1200 CET / 1800 KL Time – Europe – English

> Tuesday 7 July – 1200 CET / 1800 KL Time – Africa – English

> Wednesday 8 July – 1200 CET/ 1800 KL Time – Africa – French

> Thursday 9 July – 1600 CET / 2200 KL Time – Pan Am – English

> Friday 10 July – 1600 CET / 2200 KL Time – Pan Am – Spanish

16 July 2020 – deadline for nominations

17 July 2020 – meeting ‘log-in’ details sent to delegates

18 July 2020 – BWF Virtual Annual General Meeting 2020