GRAND HYATT BALI, INDONESIA
27 - 30 NOVEMBER 2017

GA14 Notices & Announcements


NOTICE FOR GENERAL ASSEMBLY

Notice is hereby given that the 14th General Assembly (GA14) of members of the Roundtable on Sustainable Palm Oil (RSPO) will be held at the Grand Hyatt Bali, Indonesia on Thursday, 30 November 2017 at 1500 hours (GMT +8) for the following purposes:

AGENDA

  1. Members' roll call.
  2. Opening Address by the RSPO Chairperson.
  3. Report presented by the RSPO Chairperson.
  4. Confirmation of minutes for the last General Assembly (GA13) held on 10 November 2016.

    Minutes: Download GA13 Draft Minutes

    Attendance List: Download GA13 Attendance List
  5. To receive and adopt the Treasurer's Report and the RSPO's Financial Statement for the year ended 30 June 2017.

    Treasurer's Report: Download Treasurers Report 2017

    Financial Accounts: Download RSPO Financial Statements 30 Jun 2017
  6. Resolution GA14-6a:
    To confirm the appointment of PricewaterhouseCoopers as the auditors of the RSPO for the financial year ending 30 June 2018.

    Resolution GA14-6b:
    Relocation of the De Facto RSPO Executive Office to Jakarta, Indonesia

    Download Resolution GA14-6b

    Resolution GA14-6c:
    Strengthening the RSPO Executive Office

    Download Resolution GA14-6c

    Resolution GA14-6d:
    Generation of sustainability practices and fair trade for independent mills

    Download Resolution GA14-6d

    Resolution GA14-6e:
    Enhancing credibility of the "Annual Communications of Progress"

    Download Resolution GA14-6e

    Resolution GA14-6f:
    Balanced representation in the RSPO General Assembly voting process based on membership category

    Download Resolution GA14-6f

    Resolution GA14-6g:
    Official recognition of IGC endorsed Indonesian RSPO grower member representatives within all RSPO forums, as formally representing the Indonesian Growers Caucus (IGC)

    Download Resolution GA14-6g

    Resolution GA14-6h:
    Relocation of the RSPO Secretariat Office to Jakarta, Indonesia

    Download Resolution GA14-6h

    Resolution GA14-6i:
    Resolution to Amend The Statutes of the RSPO and the Code of Conduct for members to formalise the role of the Complaints and Appeals Panel

    Download Resolution GA14-6i
  7. Election of Board of Governors for the following sectors
    • Oil Palm Growers:

      Malaysia
      • MPOA is retiring and available for re-election. There will be no election and MPOA will serve another term as no other nominations have been received.
      Indonesia
      • PT Agro Harapan Lestari is retiring and not available for re-election. One nomination was received for Golden Agri-Resources Ltd and they will assume the seat for a term as no other nominations have been received.
    • Processors and/or Traders:
      • IOI Loders Croklaan (IOI Group) is retiring and not available for re-election. One nomination was received for Wilmar International Limited and they will assume the seat for a term as no other nominations have been received.
    • Consumer Goods Manufacturers:
      • Unilever is retiring and available for re-election. There will be no election and Unilever will serve another term as no other nominations have been received.
    • Retailers:
      • Marks & Spencer is retiring and available for re-election. There will be no election and Marks & Spencer will serve another term as no other nominations have been received.
    • Banks & Investors:
      • HSBC is retiring and available for re-election. There will be no election and HSBC will serve another term as no other nominations have been received.
    • Environmental NGOs:
      • World Resources Institute is retiring and available for re-election. There will be no election and World Resources Institute will serve another term as no other nominations have been received.
    • Social NGOs
      • Oxfam Novib is retiring and available for re-election. There will be no election and Oxfam Novib will serve another term as no other nominations have been received.
  8. Any other business.

Biswaranjan Sen
Chairperson - Roundtable on Sustainable Palm Oil

2 November 2017

IMPORTANT NOTICE:

  1. IMPORTANT DATES

    Activity Date
    GA Online Registration Starts 2 November 2017
    GA Online Registration Ends 26 November 2017, 2400 hours (GMT+8)
    Casting of E-Vote & Submission of Proxy Forms End 28 November 2017, 1500 hours (GMT+8)
    Collection of Ballot Papers Starts 30 November 2017, 1400 hours (GMT+8)
    General Assembly Convenes 30 November 2017, 1500 hours (GMT+8)
  2. PHYSICAL VOTING

    Please ensure you are able to attend the GA in person. Kindly bring your confirmation of registration to expedite the collection of ballot papers.
  3. E-VOTING

    GA registration will open on 2 November 2017 at http://www.rt.rspo.org/garegistration. A member may choose to e-vote by selecting the E-Voting option on the online GA registration form. Upon submission you will receive an email confirmation of your registration and a PIN to access the E-Voting platform.

    Please DO NOT forget to cast your vote. Members who have chosen to e-vote, may not change their voting option to vote physically or by proxy.

    Should you wish to attend the GA proceedings after casting your e-vote, kindly bring your confirmation of registration to collect your E-Voter pass.

    This year, RSPO is extending e-vote registration at the GA venue. To register onsite, please approach the Registration Counter which will open on 27 November 2017, 0900-1800 hrs (GMT +8) and 28 November 2017, 0900-1400 hrs (GMT +8).
  4. PROXY

    Ordinary members who are unable to attend the GA may appoint a proxy by completing the proxy form. You may download the form at GA14 Proxy Form

    You are responsible to inform the person you are appointing as the proxy holder and he/she must be physically present at the GA.

    All proxy forms must reach the Secretariat office in Kuala Lumpur either by fax (+603 2302 1542) or email ([email protected]) by 28 November 2017, 1500 hours (GMT+8).
  5. IDENTIFICATION VERIFICATION PROCESS

    RSPO will carry out an identification verification process during the collection of ballot papers at the GA.

    Kindly take note that you are required to produce a valid national identification document or passport for verification purposes. RSPO may disallow the collection of ballot papers should you fail to produce a relevant identification document.
ANNOUNCEMENT ON RSPO 14TH GENERAL ASSEMBLY (GA14)
The Roundtable on Sustainable Palm Oil (RSPO) will hold its 14th General Assembly (GA14) of members on:
Date: 30 November 2017 (Thursday)
Time: 3:00 PM (GMT+8)
Venue: Grand Hyatt Bali, Indonesia
RSPO Members are now invited to submit the following:
  1. NOMINATIONS (INCLUDING SELF-NOMINATIONS) OF CANDIDATES FOR THE RSPO BOARD OF GOVERNORS
    Nomination form can be downloaded at GA14 Nomination Form
    The following positions in the Board of Governors are due for election:
    1. Ordinary Membership – Sector: Growers
      Malaysia
      • MPOA is retiring and available for re-election.
      Indonesia
      • PT Agro Harapan Lestari is retiring and available for re-election.
    2. Ordinary Membership – Sector: Processors and/or Traders
      • IOI Loders Croklaan (IOI Group) is retiring and is not available for re-election.
    3. Ordinary Membership – Sector: Consumer Goods Manufacturers
      • Unilever is retiring and available for re-election.
    4. Ordinary Membership – Sector: Retailers
      • Marks & Spencer is retiring and available for re-election.
    5. Ordinary Membership – Sector: Banks and Investors
      • HSBC is retiring and available for re-election
    6. Ordinary Membership – Sector: Environmental NGOs
      • World Resources Institute is retiring and available for re-election.
    7. Ordinary Membership – Sector: Social NGOs
      • Oxfam Novib is retiring and available for re-election.
    RSPO Ordinary Members are hereby invited to nominate themselves or any other candidate for the upcoming election of the RSPO Board of Governors (BoG) for the seats stated above. Only RSPO Ordinary Members are eligible as candidates for the BoG position to represent their respective membership sector.
    The BoG is responsible for the general management of the RPSO in collaboration with the RSPO Chief Executive Officer. The BoG will work together with the Secretariat staff to discuss the activities of the association and to guard quality and financial viability. Elected BoG members must prepare to dedicate required time and resources to the RSPO.
    Nominations submitted must contain the following:
    1. Name of organisation, membership sector, membership number, name of nominee, position in the organisation and contact details.
    2. Nominee profile/bio data and company/organisation profile (maximum one A4 page)
    Please send your nominations to the RSPO Secretariat either by email ([email protected]) or fax (+603-2302 1542).
    All nominations must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 6 October 2017 (Friday). Please note that a strict policy will be enforced and late nominations WILL NOT be entertained.
  2. RESOLUTIONS FOR THE CONSIDERATION AND ENDORSEMENT BY THE GENERAL ASSEMBLY
    This also calls for the submission of resolutions for consideration by the GA. In order for the GA to meaningfully deliberate and decide on resolutions, these submissions must meet with the requirements stipulated to facilitate proper consideration of resolutions within a fixed time frame.
    Resolution form can be downloaded at GA14 Resolution Template
    Resolutions must contain the following:
    1. Title of resolution and sponsor/proponent (i.e. RSPO Member)
    2. Summary or background of resolution (maximum one A4 page)
    3. Information and/or contact to obtain full details of resolution
    Guidance – the contents of the proposed resolution should not be in conflict with the RSPO Statutes 2015, Antitrust Principles, or require changes to the Principles and Criteria (P&C). Resolutions should be worded in a manner that allows for a clear 'For' or 'Against' vote and should not contain multiple options.
    Please send your resolution(s) to the RSPO Secretariat either by post, fax (+603 2302 1542) or email ([email protected]). All submission of the resolutions must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 6 October 2017 (Friday). Please note that a strict policy will be enforced and late submissions WILL NOT be entertained.
INFORMATION ON REGISTRATION OF ATTENDANCE OR E-VOTING FOR THE 14TH RSPO GENERAL ASSEMBLY (GA14)
We encourage all Ordinary Members to register your attendance for GA14.
Online registration to attend GA14 and e-voting will open on 2 November 2017. We would also like to take this opportunity to kindly remind you to settle any outstanding membership fees.
A formal Notice of General Assembly along with the proxy form (for those who are unable to attend and are not registering for e-voting) will be sent to members of RSPO at least 21 days before the GA.
The draft minutes of GA13 may be viewed or downloaded at GA13 Draft Minutes
For further information, kindly contact the RSPO Secretariat at +603 2302 1500 or email us at [email protected].


Datuk Darrel Webber
Chief Executive Officer
Roundtable on Sustainable Palm Oil
15 September 2017