7 - 10 NOVEMBER 2016
SHANGRI-LA HOTEL BANGKOK, THAILAND

GA13 Notices & Announcements


NOTICE FOR GENERAL ASSEMBLY

Notice is hereby given that the 13th General Assembly (GA13) of members of the Roundtable on Sustainable Palm Oil (RSPO) will be held at the Shangri-La Hotel, Bangkok, Thailand on Thursday, 10 November 2016 at 1500 hours (GMT +7) 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 (GA12) held on 19 November 2015.

    Minutes: http://www.rspo.org/ga/ga13/GA12DraftMinutes.pdf

    Attendance List: http://www.rspo.org/ga/ga13/GA12AttendanceList.pdf
  5. To receive and adopt the Treasurer’s Report and the RSPO’s Financial Statement for the year ended 30 June 2016.

    Treasurer’s Report: http://www.rspo.org/ga/ga13/Treasurers_report_2016.pdf

    Financial Accounts: http://www.rspo.org/ga/ga13/RSPO_Financial_Statements_30_Jun_2016.pdf
  6. Resolution GA13-6a:
    To confirm the appointment of PricewaterhouseCoopers as the auditors of the RSPO for the financial year ending 30 June 2017.

    Resolution GA13-6b:
    Resolution to adopt “Non-discriminatory entitlement and responsibility for RSPO members under a specific sector or membership category”

    Download resolution GA13-6b at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6b.pdf

    Resolution GA13-6c:
    Resolution to adopt "no change of key documents for fixed period of time"

    Download resolution GA13-6c at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6c.pdf

    Resolution GA13-6d:
    Assuring effectively planned, implemented and monitored compensation projects in “remediation and compensation procedure” of the RSPO

    Download resolution GA13-6d at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6d.pdf

    Resolution GA13-6e:
    Protecting human rights defenders, whistleblowers, complainants and community spokespersons

    Download resolution GA13-6e at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6e.pdf

    Resolution GA13-6f:
    Resolution to review and amendment of the updated New Planting Procedure process as applied to smallholders

    Download resolution GA13-6f at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6f.pdf

    Resolution GA13-6g:
    Temporary exemption from the RSPO New Planting Procedure for Smallholders

    Download resolution GA13-6g at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6g.pdf

    Resolution GA13-6h:
    Suspension of the RSPO Management System Requirements and Guidance for Group Certification of FFB Production.

    Download resolution GA13-6h at - http://www.rspo.org/ga/ga13/Resolutions/ResolutionGA13-6h.pdf
  7. Election of Board of Governors for the following sectors:
    • Oil Palm Growers:

      Smallholders
      • FELDA is retiring and available for re-election. There will be no election and FELDA will serve another term as no other nominations have been received.
      Rest of the World
      • Agropalma is retiring and is not available for re-election. Nominations were received from SIPEF and Agrocaribe. Election among the Oil Palm Growers – Rest of the World sub-sector will therefore be held and only members in the sub-sector are eligible to vote.
      • Bio data of the nominees can be downloaded at:
        http://www.rspo.org/ga/ga13/GA13Nominations_OPG-ROW.pdf
    • Processors and/or Traders:
      • AAK AB is retiring and available for re-election. One nomination was received from Industrial Danec S.A.. Election among the Processors and/or Traders sector will therefore be held and only members in this sector are eligible to vote.
      • Bio data of the nominees can be downloaded at:
        http://www.rspo.org/ga/ga13/GA13Nominations_PnT.pdf
    • Consumer Goods Manufacturers:
      • Mondelez International is retiring and available for re-election. There will be no election and Mondelez International will serve another term as no other nominations have been received.
    • Retailers:
      • Retailers Palm Oil Group is retiring and available for re-election. There will be no election and Retailers Palm Oil Group will serve another term as no other nominations have been received.
    • Banks & Investors:
      • Rabobank is retiring and available for re-election. There will be no election and Rabobank will serve another term as no other nominations have been received.
    • Environmental NGOs:
      • WWF International is retiring and is available for re-election. One nomination was received from Fauna & Flora International. Election among the Environmental NGOs sector will therefore be held and only members in the sector are eligible to vote.
      • Bio data of the nominees can be downloaded at:
        http://www.rspo.org/ga/ga13/GA13Nominations_eNGO.pdf
    • Social NGOs
      • Both ENDS is retiring and available for re-election. There will be no election and Both ENDS will serve another term as no other nominations have been received.
  8. Any other business.

Biswaranjan Sen
Chairperson - Roundtable on Sustainable Palm Oil

7 October 2016

IMPORTANT NOTICE:

  1. IMPORTANT DATES

    Activity Date
    GA Online Registration Starts 10 October 2016, 0000 hours (GMT+7)
    GA Online Registration Ends 6 November 2016, 2400 hours (GMT+7)
    Casting of E-Vote & Submission of Proxy Forms End 8 November 2016, 1500 hours (GMT+7)
    Collection of Ballot Papers Starts 10 November 2016, 1400 hours (GMT+7)
    General Assembly Convenes 10 November 2016, 1500 hours (GMT+7)
  2. PHYSICAL VOTING

    Please ensure you are able to attend the GA in person on 10 November 2016. Kindly bring your confirmation of registration to expedite the collection of ballot papers.
  3. E-VOTING

    GA registration will open on 10 October 2016, 0000 hours (GMT+7) and can be submitted online at http://www.rt14.rspo.org/ga13/. 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 instruction to access the e-voting portal.

    Please DO NOT forget to cast your vote. Once registered to E-vote, you cannot then choose to vote physically or by proxy.

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

    For all ordinary members who will not be attending the General Assembly, please appoint a proxy and duly complete the proxy form. It is downloadable at http://www.rspo.org/ga/ga13/GA13ProxyForm.docx

    All proxy forms must reach the Secretariat office in Kuala Lumpur either by fax (+603 2302 1542) or email (ga@rspo.org) by 8 November 2016, 1500 hours (GMT+7).

    Proxy holders must be physically present at the GA to exercise the vote.
  5. IDENTIFICATION VERIFICATION PROCESS

    In line with best practices RSPO will carry out an identification verification process of its members, member’s representatives and proxy holders attending on behalf of a member (“Attendees”) during registration and collection of ballot papers at the General Assembly (GA).

    Kindly take note that all Attendees must produce a national identification document or passport for verification purposes. An Attendee of the GA who fails and/or refuses to produce the relevant documentation will be ineligible to vote at the GA.

ANNOUNCEMENT ON RSPO 13TH GENERAL ASSEMBLY (GA13)

The Roundtable on Sustainable Palm Oil (RSPO) will hold its 13th General Assembly (GA13) of members on:

Date: 10 November 2016 (Thursday)
Time: 3:00PM (GMT+7)
Venue: Shangri-La Hotel, Bangkok, Thailand

In accordance with the RSPO Statutes 2015 (Article 9), RSPO Members are now invited to submit the following:



  1. NOMINATIONS OF CANDIDATES FOR THE RSPO BOARD OF GOVERNORS
    The following positions in the Board of Governors are due for election:
    1. Ordinary Membership – Sector: Growers
      Smallholders
      • FELDA is retiring and available for re-election.
      Rest of the World
      • Agropalma is retiring and available for re-election.
    2. Ordinary Membership – Sector: Processors and/or Traders
      • AAK AB is retiring and available for re-election. 
    3. Ordinary Membership – Sector: Consumer Goods Manufacturers
      • Mondelez International Inc. is retiring and available for re-election.
    4. Ordinary Membership – Sector: Retailers
      • Retailers Palm Oil Group is retiring and available for re-election.
    5. Ordinary Membership – Sector: Banks and Investors
      • Rabobank International is retiring and available for re-election.
    6. Ordinary Membership – Sector: Environmental NGOs
      • WWF International is retiring and available for re-election.
    7. Ordinary Membership – Sector: Social NGOs
      • Both ENDS 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 organization, 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 (ga@rspo.org) or fax (+603 2302 1542).

    All nominations must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 23 September 2016 (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

    In accordance with the RPSO Statutes 2015, this call also extends to 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.

    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, Anti-Trust 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 (ga@rspo.org). All submission of the resolutions must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 23 September 2016 (Friday). Please note that a strict policy will be enforced and late submissions WILL NOT be entertained.
  3. INFORMATION ON REGISTRATION OF ATTENDANCE OR E-VOTING FOR THE 13TH RSPO GENERAL ASSEMBLY (GA13)

    We encourage all Ordinary Members to register your attendance for GA13.

    Online registration to attend GA13 and e-voting will open on 7 October 2016. 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 not registering for e-voting) will be sent to members of RSPO at least 21 days before the GA.

    The draft minutes of GA12 may be viewed or downloaded at http://www.rspo.org/ga/ga13/GA12DraftMinutes.pdf

For further information, kindly contact the RSPO Secretariat at +603 2302 1500 or email us at ga@rspo.org.

Darrel Arthur Webber
Chief Executive Officer
Roundtable on Sustainable Palm Oil

9 September 2016