Annual General Meeting

Notice of Annual General Meeting to our Members

 

The 2021 Annual General Meeting of PBC Health Benefits Society, carrying on business as Pacific Blue Cross, will be held virtually on June 16, 2021, with formal commencement at 6:00 p.m., PT.

Order of Business

  1. Call to Order
  2. First Nations Land Acknowledgement
  3. Report of the Credentials Committee
  4. Appointment of Recording Secretary and Parliamentarian
  5. Overview of Virtual Meeting Logistics and Adoption of Rules of Order
  6. Adoption of the Agenda
  7. Chair’s Remarks
  8. Approval of the Minutes of the Annual General Meeting held August 31, 2020
  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
    • Report of the Nominating Committee
    • Announcement of Election of Directors from the following categories.
      • Health Care Professional Members (1)
      • Organizational Members (2)
      • Individual Members (3)
  1. Special Business:
  2. New Business
  3. Date and Place of the Next Annual General Meeting
  4. Closing Remarks
  5. 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 2020 Annual Report including our annual financial statements and 2020 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:

  • Adoption of Rules of Order
  • Approval of the agenda
  • Approval of the minutes
  • Receipt of the Audited Financial Statements
  • Appointment of 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
  • Approval of the destruction of all election ballots thirty (30) days after the date of the Annual General Meeting

The special business being put forward at the Annual General Meeting involves a special resolution to approve an amendment to the PBC Bylaws to delete Section 5.10. 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 six (6) in total, comprising the following:

  1. one (1) Health Care Professional Member 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.  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 Telephone 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 Friday, June 4, 2021 at 8:00 a.m. PT and Monday, June 14, 2021 at 4:30 p.m. PT.

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

Registration for members virtually attending the Annual General Meeting will open at 8:00 a.m. PT on June 9, 2021 and all members are reminded to have their credentials available at the time of registration. 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.

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 June 4, 2021,
      • are a member in good standing as of May 27, 2021, 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 June 4, 2021, to vote on your organization’s behalf,
      • submit a confirmation letter to PBC during the voting registration period from May 3 to May 21, 2021, 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 June 4, 2021,
      • submit a Health Care Professional Statement during the registration period from May 3 to May 21, 2021, 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 Telephone Ballot. Voting will occur between June 4, 2021 at 8:00 a.m., PT and June 14, 2021 at 4:30 p.m., PT.

    If you are an eligible member, you can vote online through your computer or tablet (it must be browser enabled) or you can register to vote by telephone.

    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 June 4, 2021 at 8:00 a.m., PT. Further instructions will be distributed on June 2, 2021 along with the list of candidates.

  4. How do I vote by telephone?

    Eligible voters can register to cast a ballot by telephone by calling PBC’s Office of the Corporate Secretary at 604-419-2028 from May 3 to May 21, 2021. 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.

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

  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 2021 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 from May 3 to May 21, 2021. PBC will manage all personal information collected through 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 2021 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 May 3 and May 21, 2021 PBC will manage all personal information collected through 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 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 voting period, from June 4, 2021 at 8:00 a.m., PT and June 14, 2021 at 4:30 p.m., PT

  9. When will the Director Nominees be known?

    The Directors’ Nomination Process has started and will be finalized the week of May 31, 2021. Director Nominee Profiles will be published here on June 2, 2021.

  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.

 


 

Pacific Blue Cross Certified Bylaws

Board Composition and Succession Planning

Director Nomination & Election

Annual Reports