Virtual EGM Process – Questions & Answers
BWF announced the decision-making virtual EGM 2020 on Saturday 30 January at 1900 Kuala Lumpur time / 1300 Central European Time.
The questions and answers below, provide you with information on what the EGM will be like and how to prepare for the virtual EGM. You should also see the information on the EGM page of the website (linked here).
The virtual EGM 2021 will be held on Sunday 30 January 2021 at 1900 Kuala Lumpur time / 1300 Central European Time. Participants must register to attend the EGM in the usual way.
Delegates – Members in Good Standing can nominate up to two (2) delegates for the EGM – 1) a Voting Delegate and 2) a Second Delegate. Download the Delegates Nomination Form from the EGM page of the website (linked here).
The deadline to receive this is 1900 KL time on Thursday 28 January 2021.
Observers – requests to be an observer must be sent to Patricia Wong [email protected]
A virtual EGM is a general meeting 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 in writing 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 EGM need 1) a stable internet connection, 2) a mobile device, laptop or computer and to 3) download the Zoom App onto your device and 4) the log-on details to attend the meeting – one for Zoom and one for the Lumi Voting System.
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.v Virtual meetings have become the new normal. BWF and four Continental Confederations (Africa, Asia, Europe, Pan America) hosted AGMs in 2020.
This EGM is necessary because the membership needs to complete the below before our AGM on 22 May 2021:
- approve the procedures the Council used to calculate the Voting Strength (2020 – 2024).
- approve amendments to the constitution to formally allow virtual meetings / electronic voting.
- approve an amendment to the constitution which changes the term of the Athletes’ Commission.
A virtual EGM 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 EGM Agenda (linked here). As usual, the President will be assisted by the BWF Secretary General.
The meeting will be on a Zoom platform, and there will be an integrated electronic voting system to allow your Voting Delegate to vote on each of the five proposals. You will see the President and Secretary General, and you will see a PowerPoint presentation to explain the agenda and process. They will not be able to see you on screen like in a regular Zoom 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 in the meeting.
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 five proposals using the voting software that they download on their personal computer, laptop or mobile.
The meeting will last approximately 60 minutes.
Delegates will be participating from around the world in very different time zones. The time for some delegates to ‘attend’ the meeting will be 5:00AM and others will be at 12:00 midnight at their home location.
The virtual EGM is a decision-making AGM. In other words, the delegates will vote on the five proposals on the agenda which will be voted on (linked here). All of the discussions on the proposals and preparation will take place – from 18 January to 29 January 2021. See the Steps towards the EGM 2020 (see steps linked here).
Everyone must be nominated as a delegate or register as an observer to attend the EGM.
Delegates – Members in Good Standing can nominate up to two (2) delegates for the EGM – 1) a Voting Delegate and 2) a Second Delegate.
The Delegate Nomination Form is completed in the usual way and sent to Patricia Wong – download the form from the EGM page (linked here).
Observers – requests to be an observer at the EGM must be sent to Patricia Wong [email protected]
The virtual AGM is a decision-making EGM. In other words, the delegates will vote on the five proposals on the agenda (linked here).
All of the reporting and discussions on the proposals and preparation will take place from 18 January to 29 January. 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 EGM – to read and listen to the reports and to become familiar with the five proposals. Before the meeting, delegates should discuss with their Member Association on how they should vote for each of the five proposals.
See question 6 above for more information on reports and proposals.
The technology solution was chosen with our 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 EGM from a place where such stable connection can be guaranteed.
The company we have selected specialises in virtual general meetings / AGMs for listed companies and international sports organisations – including the IOC.
The voting platform is secure, results of ‘open ballots’ are verifiable, and will be audited by a BWF scrutineer. BWF will also have an independent lawyer who will sit with our technology partner and witness all the operations of the voting of delegates.
Yes – The system does provide functionality for a secret ballot if required.
– Monday 18 January 2021 – Members’ Webinar – 1900 KL time / 1200 CET
– Wednesday 20 January – 1500 KL Time / 0800 CET – Video conference – Asia/Oceania (ENG)
– Thursday 21 January – 1900 KL Time / 1200 noon CET – Video conference – Europe (ENG)
– Friday 22 January – 1900 KL Time / 1200 noon CET – Video conference – Africa (FRA)
– Monday 25 January – 1900 KL Time / 1200 noon CET – Video conference – Africa (ENG)
– Tuesday 26 Jan – 2200 KL Time / 0900am Lima Time – Video conference – Pan Am (ENG)
– Wednesday 27 January – 2200 KL Time /0900am Lima Time – Video conference – Pan Am (ESP)
– Thursday 28 January 2021 -1900 KL time – deadline to submit delegate nomination forms.
– Friday 29 January 2021 – Individual links and log in details sent to the BWF EGM delegates
– Saturday 20 January 2021 -1900 KL time / 1200 CET – BWF decision making virtual BWF EGM 2021