Scholars’ Association | Αnnual Regular General Assembly 2024

To the members of
the Alexander S. Onassis Public Benefit Foundation
Scholars’ Association

The Board of Directors of the association, under the name “Alexander S. Onassis Public Benefit Foundation Scholars’ Association,” invites the members of the Association to the annual Regular General Assembly, which will be held as a hybrid meeting on Friday, January 19, 2024, at 18:00 (EET).

Please note that the said Assembly will not be videotaped.

The Agenda of the annual General Assembly includes the following issues:

1. Administrative and managerial accountability of the Board of Directors for the year 2023
2. Approval of Report of the previous year 2023—Exemption of the Board of Directors from any responsibility for the events of this year
3. Approval of the budget for the coming year 2024
4. Program of future actions of the Association
5. Election of the members of the Board of Directors and the Audit Committee.

All regular members of the Association who have fulfilled their financial obligations (subscription for the year 2024, amounting to 3 euros) towards the Association leading to the conduct of the meeting reserve the right to participate and vote in the annual Regular General Assembly, in accordance with the provision of article 5, paragraph b, of the Association’s statute.

In the event that a quorum of members is not reached on the aforementioned date, the General Assembly shall convene without further invitation, in the above-described manner, on Friday, January 26, 2024, at 18:00 (EET), at which time it shall be in quorum, regardless of the number of members attending and in accordance with the provisions of paragraph g. of article 10 of the association’s statute.

INSTRUCTIONS FOR THE SUBMISSION OF CANDIDACY FOR BOARD OF DIRECTORS AND AUDIT COMMITTEE MEMBERSHIP

Members of the Association who have fulfilled their financial obligations towards the Association may submit their candidacy for membership in the Board of Directors or the Audit Committee of the Association by Tuesday, December 19, 2023, at the latest, online.

It is noted that based on article 11, par. f, of the Association's statute, the submission of a new candidacy by a member of the Association who participated for two full terms on the Board of Directors of the Association is not allowed before the expiration of two years from the terms’ completion.

Please kindly note that participation in the Board of Directors implies the obligation to actively and systematically contribute to its multifaceted activity.

Each application must be accompanied by a photo of the candidate (ID size), a short CV (maximum length of 300 words in flowing text), a brief presentation of the reasons for submitting their candidacy (maximum length of 300 words), as well as a self-introduction video of the candidacy (maximum duration of 2 minutes, ideally a vertical shot).

It is noted that the aforementioned self-introduction videos shall be presented in the framework of issue 5 of the Agenda of the annual Regular Assembly and shall replace the process of the candidacies’ podium presentations on the grounds of time-saving and securing a common platform for the presentation of all candidacies.

The information concerning the candidates, as specified here and as provided by the candidates, shall be processed for the purposes of implementing the outlined process of submitting a candidacy for a member of the Board of Directors and the Audit Committee and, in general, the process of electing the members of the two statutory bodies in compliance with the Statute of the Association and the relevant applicable legislation for the protection of personal data. In this context, the candidates’ submitted data shall be collected in the purpose of, following the deadline for submission of candidacies, making them available to the members of the Association for their knowledge through the available communication channels of the Association, such as through a special online link addressed to members or through a social medium managed by the Association, or even by sending relevant information to members in digital form (a newsletter) or in printed form (in cases where it becomes necessary due to a lack of an e-mail address). The data regarding the candidates shall remain posted/available to the members of the Association until the day of the General Assembly meeting (initial or repeat) on the websites designated by the Association, while the submitted presentation videos of the candidates shall also be shown on the day of the Assembly’s conduct.

For more information on processing personal data in the framework of the Association's activities, please see Privacy Notice.

INSTRUCTIONS FOR ATTENDING THE MEETING AND VOTING PROCESS

In order to verify each member's right to participate in the Assembly, as well as to enable members to participate in the Assembly online, all members are requested to complete, in the context of facilitating the process, the application for registration regarding their preferred mode of participation in the annual Regular General Assembly, until Wednesday, January 17, 2024 (end of day).

A) A relevant email with instructions on the possibility of ZEUS electronic voting shall be sent to any members who are eligible to participate in the Assembly, provided they notify it accordingly in the above registration form and regardless of their choice to participate in person or not.

B) Relevant emails with instructions for participating via the Zoom platform and with instructions for using the ZEUS electronic ballot box shall be sent to those members who are eligible to participate in the Assembly and shall declare, through the above registration form, that they shall participate in the Assembly online.

C) In the event that a member settles their membership fee at the Assembly venue (see Instructions for the Settlement of Financial Obligations), it is suggested, on the grounds of facilitating the process, to vote in person using the physical ballot box that shall be located at the site.

To ensure that the possibility of voting by electronic means is provided to all members without exception, as well as to members with a place of residence outside Greece and regardless of local time, the ZEUS electronic ballot box shall be available and accessible by members for the purpose of voting from Thursday, January 18, 2024, at 10:00 (EET) until Friday, January 19, 2024, at 20:00 (EET).

To avoid instances of multiple voting (e.g., through a combination of in-person and electronic voting) by the same person, all necessary measures regarding the voting process and its technical support shall be taken during the conduct of the General Assembly. In this framework, it is clarified that in-person voting in the physical ballot box shall be possible upon presentation of an identity certificate to those who choose it, immediately following the completion of the electronic voting process and the closing of the electronic ballot box.

In the event that a member with a visual impairment or limitation chooses to vote electronically, they are kindly requested to arrange for relevant assistance from a person of their choice. Finally, it is noted that the Assembly Venue is accessible for disabled people with wheelchairs.

Wheelchair access is via the ramp on the building’s side entrance at the corner of Leontiou and Syngrou. Upper floors are accessible via the elevator, and there is wheelchair access to all the building’s spaces. There are toilets suitable for wheelchair access on all floors.

INSTRUCTIONS FOR THE SETTLEMENT OF FINANCIAL OBLIGATIONS

A) The members who wish to participate in the annual Regular General Assembly are requested to settle their financial obligations no later than Wednesday, January 17, 2024, to the following bank account of the Association:

Name: Alexander S. Onassis Public Benefit Foundation Scholars’ Association

Bank: Alpha Bank

IBAN: GR97 0140 2930 2930 0200 2006 143

BIC: CRBAGRAA

Reason: Name–Membership Year 2024

B) For members who do not manage to settle their financial obligations according to the above, a further opportunity will be given to pay their subscription (year 2024 – 3 euros) at the entrance of the Assembly venue, from 15:30 until 17:30 on the day of the assembly.

The Chairman of the Board of Directors
Panagiotis (Panos) Minogiannis

The General Secretary of the Board of Directors
Maria Doka