Annual General Meeting

Notice of Annual General Meeting to our Members

The 2022 Annual General Meeting of PBC Health Benefits Society, carrying on business as “Pacific Blue Cross”, will be held in-person on June 15, 2022, 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. Adoption of Rules of Order
  6. Adoption of the Agenda
  7. Chair’s Remarks
  8. Introduction of the Board of Directors
  9. Approval of the Minutes of the Annual General Meeting held June 16, 2021
  10. Report of the Board of Directors
  11. Presentation of the Audited Financial Statements and the Report of the Auditor
  12. Appointment of Auditors
  13. President and Chief Executive Officer’s Remarks
  14. Election of Directors
    1. Report of the Nominating Committee
    2. Announcement of Election of Directors from the following category:
      1. Organizational Members (1)
  15. New Business
  16. Date and Place of the Next Annual General Meeting
  17. Closing Remarks
  18. Adjournment

GENERAL INFORMATION FOR MEMBERS

The meeting will take place in the Whistler Auditorium at the offices of Pacific Blue Cross, at 4250 Canada Way, Burnaby, British Columbia.

Read the full 2021 Annual Report including our annual financial statements and 2021 Annual Report Highlights. This material can also be requested through the head office of Pacific Blue Cross at corporatesecretary@pac.bluecross.ca.

The number of Directors to be elected this year shall be one (1) in total, comprising the following:

  1. one (1) Organizational Member 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 Pacific Blue Cross, 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 Directors 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 and the election of the Board of Directors will take place only through Absentee Voting in advance of the Annual General Meeting via Electronic Ballot. Instructions on how to submit your vote will be distributed along with the list of candidates.  Absentee voting will occur between Friday, June 3, 2022 at 8:00 a.m. PT and Monday, June 13, 2022 at 4:30 p.m. PT.

Voting on the remaining general business being brought forward will occur at the Annual General Meeting.

Click here for more information on this year’s Voting Procedures.

Registration for members attending the Annual General Meeting will open at 4:30 p.m. PT on June 15, 2022 in the foyer of the offices of Pacific Blue Cross at 4250 Canada Way, Burnaby, British Columbia, and all members are reminded to have their credentials for the purposes of identification ready at the time of registration.

Any further questions about Pacific Blue Cross’s Annual General Meeting may be sent to the Corporate Secretary at corporatesecretary@pac.bluecross.ca.

Allison S. MacLean
Corporate Secretary

 


 

Board of Directors Nomination Package

Nominations are now closed.

If you are interested in becoming a Director of Pacific Blue Cross, please find enclosed the following documentation:

  1. Recruitment for Directors [pdf]
  2. Nomination Form Checklist [pdf]
  3. Nomination Forms
    1. Nominee Information Form [pdf]
      (to be submitted by 5:00 p.m. on May 16, 2022)
    2. Nomination Support Form [pdf]
      (to be submitted by 5:00 p.m. on May 16, 2022)
  4. BCFSA Requirements (to be submitted no later than the day of your interview)
    1. Personal Information Return (PIR) for Directors [pdf]
      (this must be typed and cannot be handwritten)

Additional related documents such as the Board Composition and Succession Planning Policy, the 2021 Annual Report including the Consolidated Financial Statements for the Year Ended December 31, 2021, and the Pacific Blue Cross Constitution and Bylaws are also found on the Pacific Blue Cross website.

If you have any questions, please contact the undersigned.

Allison S. MacLean
Senior Vice President, General Counsel and 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 3, 2022,
    • are a member in good standing as of May 26, 2022, 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 3, 2022, to vote on your organization’s behalf,
      • submit a confirmation letter to PBC during the voting registration period from May 2 to May 20, 2022, 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 3, 2022,
        • submit a Health Care Professional Statement during the registration period from May 2 to May 20, 2022, and
        • be approved to vote. 

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

        1. 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. One Absentee Voting Option will be available: Electronic Ballot. Absentee Voting will occur between June 3, 2022 at 8:00 a.m., PT and June 13, 2022 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).

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

          Voting on the remaining general business being brought forward will occur at the Annual General Meeting.

        2. 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 3, 2022 at 8:00 a.m., PT. Further instructions will be distributed on June 1, 2022 along with the list of Director Nominees.

        3. I am an Organizational Member. How do I register to vote?
          Registration is now closed

          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 2022 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 2 to May 20, 2022. 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. 

        4. I am a Health Care Professional. How do I register to vote?
          Registration is now closed

          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 2022 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 2 and May 20 2022 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.

        5. 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.

        6. 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 3, 2022 at 8:00 a.m., PT and June 13, 2022 at 4:30 p.m., PT

        7. When will the Director Nominees be known?

          The Directors’ Nomination Process has started and will be finalized the week of May 30, 2022. Director Nominee Profiles will be published here on June 1, 2022.

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

          Only still-in-use browsers are supported. Any non-supported or end of life browsers will not be supported.

        9. What credentials do I need to participate in the virtual Annual General Meeting?

          In order to participate in the in-person Annual General Meeting, you will need to register beginning at 4:30 p.m. in the lobby of the PBC offices at 4250 Canada Way, Burnaby. You will need to show your government issued photo ID.  

          Individual member. You should also have your PBC ID card with your Policy Number and ID Number on it to facilitate the registration process.

          Organizational member. Please bring the Policy Number, ID Number, and the date assigned to you by the Corporate Secretary when you were approved to vote.

          Health Care Professional member. Please bring the Policy Number, ID Number, and the date assigned to you by the Corporate Secretary when you were approved to vote.

        Pacific Blue Cross Certified Bylaws

        Board Composition and Succession Planning

        Director Nomination & Election

        Annual Reports