2020 AGM Updates

Member Update

2020 Annual General Meeting

Register

Notice of Annual General Meeting to our Members

Update regarding the 2020 Annual General Meeting 

Nominations for the PBC Health Benefits Society Board of Directors closed on July 22, 2020 at 5:00 p.m. PT. Names and profiles of approved Director Nominees are now posted.

How to participate in the Annual General Meeting

You must register in order to attend the Annual General Meeting on August 31, 2020, which will be held virtually, using Zoom. Registration will open at 8:00 a.m. PT on August 24, 2020. A link to our registration site will be posted on this web page at that time.

We encourage all members to register before 4:30 p.m. PT on the day of the Annual General Meeting (August 31, 2020) to ensure we are able to validate your credentials before the meeting begins at 6:00 p.m. PT.

 

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?

    No.  Absentee voting for the election of the Board of Directors will not be required this year. The number of candidates in each director category does not exceed the number of vacant positions, so all Director Nominees approved by the PBC Health Benefits Society Board of Directors will be appointed by acclamation at the Annual General Meeting. However, you will still be able to vote on the ordinary resolutions and the one special resolution that will be presented during the meeting.

  3. 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.

    Voting registration for eligible organizations closed on July 31, 2020.

    If your registration has been 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.

  4. 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.

    Voting registration for eligible health care professionals closed on July 31, 2020.

    If your registration has been 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. When will the Director Nominees be known?

    Director Nominee Profiles are now published

  6. How do I register to participate in the virtual Annual General Meeting?

    Starting at 8:00 a.m. PT on August 24, 2020, a Registration button will be added to the Annual General Meeting page on our website. To register, you’ll be asked to enter your name, email address, and date of birth along with your Pacific Blue Cross Policy and ID numbers, which will be used to confirm your eligibility to attend the Annual General Meeting. Here’s how to find your policy and ID number.

    Once you’ve submitted your registration our team will verify your information, and may reach out to you if they have questions. You can expect a response in one business day. Once approved, you’ll receive a registration confirmation email with a personal link to connect and attend the virtual Annual General Meeting.

  7. 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.

 


 

Board of Director Nominees

August 17, 2020

The Nominating Committee of the Board conducted interviews with each of the eight Director Nominees and the assessment results are listed below.

The following names have been approved by the Board of Directors to be put forward for election by acclamation at the PBC Health Benefits Society Annual General Meeting on August 31, 2020:

Individual Category: Three nominees for three vacancies (acclaimed)

Organizational Category: Two nominees for two vacancies (acclaimed)

Health Care Professional Category:  Three nominees for three vacancies (acclaimed)