2020 AGM Updates

Member Update

2020 Annual General Meeting

Notice of Annual General Meeting to our Members

 

The 2020 Annual General Meeting of PBC Health Benefits Society, carrying on business as Pacific Blue Cross, will be held virtually on August 31, 2020, with formal commencement at 6:00 p.m., PST.

Order of Business

  1. Call to Order and Overview of Virtual Meeting Logistics
  2. First Nations Land Acknowledgement
  3. Report of the Credentials Committee
  4. Appointment of Recording Secretary and Parliamentarian
  5. Adoption of Rules of Order
  6. Adoption of the Agenda
  7. Chair’s Remarks
  8. Approval of Minutes
    1. Minutes of the Annual General Meeting held on June 19, 2019
    2. Minutes of the Special General Meeting held on December 12, 2019
  9. Report of the Board of Directors
  10. Presentation of the Audited Financial Statements and the Report of the Auditor
  11. Appointment of Auditors
  12. President and Chief Executive Officer’s Remarks
  13. Election of Directors
    1. Report of the Nominating Committee
    2. Announcement of Election of Directors from the following categories.
      1. Health Care Professionals (3)
      2. Organizational Members (2)
      3. Individual Members (3)
  14. Special Business:
    1. Resolution Approving Increase in Bank of Montreal Credit Facilities
  15. New Business
  16. Date and Place of the Next Annual General Meeting
  17. Closing Remarks and Pacific Blue Cross 2019 Year in Review
  18. Adjournment

GENERAL INFORMATION FOR MEMBERS

The meeting will require participation by electronic means.  Specific information on how to access the virtual platform for the purposes of participating in the meeting will be posted at the following link in advance of the meeting.

Read the full 2019 Annual Report including our annual financial statements and 2019 Annual Report Highlights. This material can also be requested through the head office of Pacific Blue Cross at corporatesecretary@pac.bluecross.ca.

The general business being put forward at the meeting involves the following ordinary resolutions:

  • Appointment of the recording secretary and parliamentarian
  • Approval of the agenda
  • Approval of the destruction of all election ballots thirty (30) days after the date of the Annual General Meeting
  • Approval of the minutes
  • Receipt of the Audited Financial Statements
  • Appointment of KPMG LLP as Pacific Blue Cross’s Auditors to hold office until the next Annual General Meeting
  • Approval of the date and place (to be determined by the Board Chair) of the next Annual General Meeting

The special business being put forward at the Annual General Meeting involves a special resolution to approve an increase in the Bank of Montreal Credit Facilities to be made available to Pacific Blue Cross up to the principal amount of fifty million ($50,000,000) dollars.  The full text of the special resolution to be presented at the meeting is attached to this Notice. 

The above noted ordinary and special resolutions may not be amended.

The number of Directors to be elected this year shall be eight (8) in total, comprising the following:

  1. three (3) health care professionals who shall be elected for a three (3) year term;
  2. two (2) organizational members who shall be elected for a three (3) year term; and
  3. three (3) individual members who shall be elected for a three (3) year term.

Nominations of members to stand for election as Directors must be in writing, signed by not less than ten (10) voting members of Pacific Blue Cross and accompanied by the written consent of the member agreeing to stand for election, and must be received at the head office of PBC Health Benefits Society, namely 4250 Canada Way, Burnaby, B.C., V5G 4W6 or at corporatesecretary@pac.bluecross.ca, not later than thirty (30) days and not more than forty-five (45) days prior to the date of the Annual General Meeting. All nominations must state the name, address, group and identity number of the nominee and each nominating member.

Here is the Board of Director Nomination Package nominations now closed. Download and save this on your computer before filling it in. Use Adobe Acrobat Reader to save your form entry.

Eligible members can vote on the election of the Board of Directors, the ordinary resolutions and the special resolution. The election of the Board of Directors will take place only through Absentee Voting in advance of the Annual General Meeting. Two Absentee Voting Options will be available: Electronic Ballot and Mail-in Ballot. Instructions on how to submit your vote will be distributed along with the list of candidates.

Voting on the remaining ordinary resolutions and special resolution will occur at the Annual General Meeting. Advance voting will occur between Tuesday, August 18, 2020 at 8:00 a.m. PST and Thursday, August 27, 2020 at 4:30 p.m. PST.

Click here for more information on this year’s voting procedures.

Registration for members virtually attending the Annual General Meeting will commence at 4:30 p.m. PST on August 31, 2020 and members are encouraged to log in to the meeting early in order to allow time for the verification of their credentials required for their participation at the Annual General Meeting. All members are reminded to have their credentials available at the time of registration.   

Click here for more information on participation credentials

Send any further questions about Pacific Blue Cross’s Annual General Meeting to the Corporate Secretary at corporatesecretary@pac.bluecross.ca.

This meeting is to be held in accordance with the Order of the Minister of Public Safety and Solicitor General Emergency Program Act, Ministerial Order No. M116, Electronic Attendance at Corporate Meetings (COVID-19) Order.

Allison S. MacLean
Corporate Secretary

 


 

Voting procedures

  1. Who is eligible to vote?

    Individual member. You are eligible to one vote as an Individual Member if you:

    • are 19 years of age and older as of August 18, 2020,
    • are a member in good standing as of August 12, 2020, and
    • through a benefit agreement or arrangement, are entitled to primary coverage for benefits from PBC.

    Organizational member. If your business, firm or corporation is a plan sponsor with PBC, you are entitled to one vote. You must:

    • designate an organizational representative who is 19 years of age and older as of August 18, 2020, to vote on your organization’s behalf,
    • submit a confirmation letter to PBC during the registration voting period from July 20 to July 31, 2020, and
    • be approved to vote.

    Here are the details on how organizational members can register to vote.

    Health Care Professional member. Physicians, surgeons, dentists or pharmacists who are duly licensed to practice by their legally constituted professional organization are entitled to one vote. You must:

    • be 19 years of age and older as of August 18, 2020,
    • submit a Health Care Professional Statement during the registration period from July 20, to July 31, 2020, and
    • be approved to vote. 

    Here are the details on how health care professionals can register to vote.

  2. Can I vote in advance of the Annual General Meeting?

    Yes. The election of the Board of Directors will take place only through Absentee Voting in advance of the Annual General Meeting. Two Absentee Voting Options will be available: Electronic Ballot and Mail-in Ballot. Advance voting will occur between August 18, 2020 at 8:00 a.m., PST and August 27, 2020 at 4:30 p.m., PST.

    If you are an eligible member, you can vote online through your computer or tablet (it must be browser enabled) or you can request a mail-in ballot.

    Health care professionals and members voting on behalf of an organization must be registered and approved to vote before the advance voting period.

  3. How do I vote electronically?

    Electronic voting in the Directors Election will be supported by an external provider, Simply Voting.  Eligible members will be able to access Simply Voting’s platform directly through a link on PBC’s website starting on August 18, 2020 at 8:00 a.m., PST. Further instructions will be distributed on August 17, 2020 along with the list of candidates.

  4. How do I request a mail-in ballot?

    Eligible voters can request a mail-in ballot by calling PBC’s Office of the Corporate Secretary at 604-419-2028 from July 20 to July 31, 2020. You will be asked to leave a message containing your name and contact number.

    PBC will call you back for additional details to log your request including your:

      • legal name,
      • address,
      • date of birth, and
      • Policy and ID Numbers. If you have multiple policies with PBC, please provide the information for all current policies. If you’re an annual travel holder, please provide your Certificate ID.

    Health care professionals and members voting on behalf of an organization must be registered and approved to vote before requesting a mail-in ballot.

    Mail-in ballots will be sent out during the week of August 17, 2020. If you receive a mail-in ballot and decide to vote electronically, the vote that is received first will be the only one that’s counted.

  5. I am an Organizational Member. How do I register to vote?

    Eligible organizations must provide a letter on the organization’s letterhead as well as a copy of a government issued photo identification card for the designated representative. The letter must include: 

    • your organization’s details (name, address, and telephone number),
    • a request to designate a representative e.g., “[Name of organization] hereby designates [name of designated representative] to vote in the Pacific Blue Cross 2020 Annual General Meeting.”,
    • full name of signor/signors having signing authority for the organization, typed with corresponding signature(s), and
    • full name, telephone number, email address, and government issued identification number of the designated representative.

    Send your completed letter and identification:  Attention: Corporate Secretary by email corporatesecretary@pac.bluecross.ca or by fax 604-419-2020 between July 20 and July 31, 2020. PBC will use, store, and delete all personal information collected for the purpose of this process in accordance with applicable privacy requirements.

    Once approved, we will contact you with your voting credentials and details on how to vote.

    Please note: Voting members are only allowed to cast one vote each. However, an exception will be made if you have been designated and approved to vote on behalf of an Organizational Member and you are also an Individual Member. In this situation, you will have separate log in credentials to vote electronically during the advance voting period and will need to log in separately for each vote. If you opt to vote using a mail-in ballot, you will submit two separate ballots.

  6. I am a Health Care Professional. How do I register to vote?

    Eligible health care professionals can register to vote by providing a Health Care Professional Statement to PBC that must include:

    • typed or printed, with corresponding signature,
    • address at which you normally practice,
    • your telephone number,
    • a request to vote (e.g., “I, (name of Health Care Professional) certify that I am registered to practice with the (Name of College) and request to vote in the Pacific Blue Cross 2020 Annual General Meeting.”), and
    • the name of the professional college in which you are actively registered.

    Send your completed letter and government issued photo identification:  Attention: Corporate Secretary by email corporatesecretary@pac.bluecross.ca or by fax 604-419-2020 between July 20 and July 31, 2020. PBC will use, store, and delete all personal information collected for the purpose of this process in accordance with applicable privacy requirements.

    Once approved, we will contact you with your voting credentials and details on how to vote.

    Please note: If you are eligible to vote both as an Individual Member and Health Care Professional, we ask that you vote as an Individual Member.

  7. What credentials will I need to participate in the advance electronic voting?

    Individual member. You will need your Policy Number and ID Number, which you can find on your PBC ID card. Enter your ID Number as issued, including any leading zeros. You’ll be asked to enter your date of birth for security and identification purposes.

    If you’re a member of the FNHA plan:  In the Policy Number field, please enter 40000. Use your Status Card number in the ID Number field.

    If you have a PBC policy and have purchased an Annual Travel Policy: Please vote using your PBC Policy Number and ID Number.

    If you have multiple PBC policies: Please use the lowest Policy Number to vote. For example, if you have benefits under Policy 4567 and Policy 123, enter 123 in the Policy Number field and your corresponding ID Number in the ID number field.

    If you have multiple plans using the same Policy Number: Please vote using your lowest ID Number.

    If you have an Annual Travel Holder Policy and no other benefits with PBC: In the Policy Number field, enter 68000. Enter the Certificate ID on your Annual Travel Policy in the ID Number field. If you have two current Certificate ID’s, use the ID Number that is the lowest.

    Organizational member. You will have received a Policy Number, ID Number, and a date from the Corporate Secretary when you were approved to vote. Please enter these numbers in the appropriate fields; use the date you were given by the Corporate Secretary in the Date of Birth field.

    Health Care Professional member. You will have received a Policy Number, ID Number, and a date from the Corporate Secretary when you were approved to vote. Please enter these numbers in the appropriate fields; use the date you were given by the Corporate Secretary in the Date of Birth field.

  8. What do I do if I have trouble with electronic voting?

    Don’t call now. You can contact us at 604.419.2098 during business hours during the advance voting period, from August 18, 2020 at 8:00 a.m., PST and August 27, 2020 at 4:30 p.m., PST.

  9. When will the Director Nominees be known?

    The Directors’ Nomination Process has started and will be finalized the week of August 14, 2020. Director Nominee Profiles will be published here on August 17, 2020.

  10. What browsers are supported for the electronic voting application?

    All still-in-use browsers are supported. Browsers that are not supported are as follows:

    • Internet Explorer with versions lower than 8
    • Safari with versions lower than 7.1
  11. What credentials do I need to participate in the virtual Annual General Meeting?

    In order to participate in the Annual General Meeting, you will need to register using the following credentials.

    Individual member. You will need your Policy Number and ID Number, which you can find on your PBC ID card. Enter your ID Number as issued, including any leading zeros. You’ll be asked to enter your date of birth for security and identification purposes.

    If you’re a member of the FNHA plan:  In the Policy Number field, please enter 40000. Use your Status Card number in the ID Number field.

    If you have a PBC policy and have purchased an Annual Travel Policy: Please vote using your PBC Policy Number and ID Number.

    If you have multiple PBC policies: Please use the lowest Policy Number to vote. For example, if you have benefits under Policy 4567 and Policy 123, enter 123 in the Policy Number field and your corresponding ID Number in the ID number field.

    If you have multiple plans using the same Policy Number: Please vote using your lowest ID Number.

    If you have an Annual Travel Holder Policy and no other benefits with PBC: In the Policy Number field, enter 68000. Enter the Certificate ID on your Annual Travel Policy in the ID Number field. If you have two current Certificate ID’s, use the ID Number that is the lowest.

    Organizational member. You will have received a Policy Number, ID Number, and a date from the Corporate Secretary when you were approved to vote. Please enter these numbers in the appropriate fields; use the date you were given by the Corporate Secretary in the Date of Birth field.

    Health Care Professional member. You will have received a Policy Number, ID Number, and a date from the Corporate Secretary when you were approved to vote. Please enter these numbers in the appropriate fields; use the date you were given by the Corporate Secretary in the Date of Birth field.

    Specific information on how to access the virtual platform for the purposes of participating at the meeting will be posted in advance of the meeting.