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HOSMED AGM

PACK FOR 17 AUGUST 2012

Open Edge House, 16B Centuria Park, 265 Von Wielligh Avenue, CenturionPO Box: 16148, Doornfontein, 2028 Acting Principal Officer: DH van Zyl |  Trustees: SS Bodiba  (Chairperson), GS Seleka  (Vice Chairperson), MH Aboobaker, PT Baloyi, AT Kwinda, TM Maraba, MM Monama, J Ngobeni 

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CONTENTS: NOTICE AND AGENDA OF THE HOSMED ANNUAL GENERAL MEETING OF 2012 NOTICE: ……………….……………………………………………………………………………….3 AGENDA: .......................................................................................................................................................................4 DOCUMENT ENCLOSED: MINUTES OF THE ANNUAL GENERA MEETING HELD ON 20 SEPTEMBER 2011: ………….5 2011 AUDITED FINANCIAL STATEMENTS: ……………………………………………………..…6

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NOTICE AND AGENDA OF THE HOSMED ANNUAL

GENERAL MEETING TO BE HELD ON 17 AUGUST 2012 NOTICE: All members of Hosmed are invited to the Hosmed Annual General Meeting (AGM) to be held at the Rustenburg Civic Centre on Friday, 17 August 2012. Registration will start at 08h00 and the AGM proceedings will commence at 10h00. All members are advised to bring this pack with them when attending the meeting.

Please note: **Members must identify themselves on registration

using their Green Barcoded ID Document or a Valid Passport or a Valid Driver’s license **

Notices of motions to be placed before the Annual General Meeting must reach the Hosmed offices at Open Edge House, 16B Centuria Office Park, 265 von Wielligh Avenue, Centurion, 0157 or be mailed to P O Box 16148, Doornfontein, 2028 or be faxed to 086 743 3337 or be e-mailed to or pa@hosmedical.co.za, fourteen days before the meeting.

BY ORDER OF THE BOARD

__________________________________

S.S. BODIBA CHAIRPERSON OF THE BOARD OF TRUSTEES

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AGENDA OF THE AGM TO BE HELD ON 17 AUGUST 2012

1. Registration of members from 08:00 to 10:00

Formal AGM session begins at 10:00:

2. Opening and welcome by Chairperson

3. Confirmation of proper notice given and the necessary quorum present

4. Attendance and Apologies

5. Approval of Minutes of the AGM held on the 20th September 2011

6. Presentation of the Chairperson’s report for 2012

7. Presentation and adoption of the Audited Financial Statements for the year ended 31 December

2011

8. Confirmation of appointment of Auditors for the ensuing year

9. Motions for which notice had been given

10. Closure

DOCUMENTS ENCLOSED:

1. Minutes of the AGM held on 20th September 2011

2. Audited Financial Statements for the year ended 31 December 2011

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MINUTES OF THE ANNUAL GENERAL MEETING HELD

ON 20 SEPTEMBER 2011

  

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HOSMED MEDICAL SCHEME

MINUTES OF THE ANNUAL GENERAL MEETING AS HELD AT THE TSWANE CITY HALL, PRETORIA, GAUTENG, SOUTH AFRICA ON THE 20 SEPTEMBER 2011 AT 10h00

1. REGISTRATION OF MEMBERS

This matter is dealt with under subsection “Opening, welcome and address by Chairperson”.

2. OPENING AND WELCOMING BY CHAIRPERSONPERSON

The Chairperson requested a moment of silence for a late members whom passed away prior to the AGM.

The Chairperson thanks the members and request that the members be seated.

The Chairperson notes that the meeting will commence as per the Agenda and expresses his sincere gratitude and thanks to the members, nominees, auditors and business partners for their attendance.

The Chairperson notes that he strongly believes that the agenda packs have been received by the members and that they have a copy thereof available. The Chairperson notes that he will go through the Agenda points item by item, to ensure that the Agenda is adopted prior to the start of the meeting. A member interjects and notes that he doesn't have an Agenda. The Chairperson responds by noting that each and every member should have been given an Agenda and that if a member doesn't have one available that it will be made available to him or her. The Chairperson continues by trying to read the Agenda items. Various members interject and the Chairperson is required to stop the process of reading the items. The Chairperson requests silence and notes that the Agenda will be made available to those members that do not have a copy of same. The Chairperson requests that he continue with reading the Agenda points whilst the Agendas are being handed to the members.

The Chairperson notes that the first item on the Agenda is "Registration of Members" and further notes that he believes this process has been completed already. The Chairperson request silence from the members and further enquires whether the members in the far back received their Agenda packs. Various members respond to the Chairperson that they have not received their Agenda packs. After a delay it is indicated by several of the members that they have received the Agenda packs. The Chairperson also requests that the Agenda packs be shared between the members if required.

The Chairperson continues with the reading of the Agenda items and re-iterates that the first item being the "Registration of Members" has been completed. The Second item on the Agenda is "Opening and welcoming by the Chairperson". The third item is "Confirmation of proper

  

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notice given and the necessary quorum present" followed by the fourth being "Attendance and Apologies", the fifth being "House rules explained", the sixth being "Trustee election process" consisting of sub items A up to E. The Chairperson notes that the seventh item is "Presentation of the Chairperson’s report for 2010 & 2011" followed by the eighth item being "Presentation and adoption of the Audited Financial Statements" for 2009 and 2010 followed by the ninth item being "Confirmation of appointment of Auditors for the ensuing year" and the tenth being "Motions for which notice had been given" followed by the Closure of the meeting.

The Chairperson requests from the members that the Agenda be adopted as it is. The Chairperson affords the members the opportunity to respond to the request and further notes that the members must please ensure that they quote their membership number prior to speaking. A member with number 90378142 confirms the adoption of the Agenda and member 979485 seconds the above. The Chairperson notes that in line with the Agenda being adopted by the members the meeting will continue.

The Chairperson notes that item number 2 on the Agenda has already been touched based upon the proceedings to date.

3. CONFIRMATION OF PROPER NOTICE GIVEN AND THE NECESSARY QUORUM PRESENT

The Chairperson confirms that a quorum is duly present. At least 30 members are required as a quorum. The number exceeds more than 30 members duly present.

4. ATTENDANCE AND APOLOGIES

No apologies were tabled.

5. HOUSE RULES EXPLAINED

The House rules are read to the members by the Chairperson and noted that these rules are required to ensure that this AGM is held in an orderly manner.

6. TRUSTEE ELECTION PROCESS

The Chairperson notes that before item 6 is addressed he would like to afford the opportunity to the Electoral Officers to address the members and explain the electoral process. The Chairperson also notes that the voting will take place on the ground floor.

6. A. EXPLANATION OF ELECTION PROCESS

  

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The Chairperson invites the Electoral Officer to address the members. Mr. R Magennis, the Electoral Officer addresses the members and notes that in accordance with the Agenda that he wishes to share with the members who the election process will unfold. It is noted first of all that a proxy close process has taken place and that these proxies have been collected, counted and are in process of being audited. The proxy’s numbers are tentatively being structured into a database and the auditors have seen the originals. A report will ensue from the Auditors in terms of the proxy process.

The Electoral Officer further wishes to make the members aware of the process of the voting. It is noted that every member who identifies himself/herself downstairs will be allowed to take part in the voting process downstairs in a room that has been dedicated for this purpose. Directions are supplied to the members. It is noted that a table has been set up where membership will be validated and a ballot paper will then be made available. The ballot paper contains a list of the nominees and members are required to tick up to a maximum of four of these nominees listed.

6. B. PRESENTATION AND SECURING OF BALLOT BOX

The Electoral Officer continued and explained that the ballot paper will be completed in a voting booth and the ballot is then to be placed into a ballot box. All these ballot boxes are available for inspection so that the members can see that no voting has taken place to date. These ballot boxes will be locked and moved to the voting area.

It is also noted that food parcels have been supplied and can be collected by members after voting and that the meeting will recommence in the big hall downstairs after the voting has been completed. The various stakeholders will move the equipment to the hall to ensure that the meeting can reconvene after the voting with minimal disturbances.

It is noted that after the meeting recommences that the counting process of the votes will continue whilst the members conclude the meeting but that the results will not be known today. The Electoral Officer informs the members that the audited results will be made available within seven working days and will be communicated to the members.

6. C. INTRODUCTION OF NOMINEES

The nominees are requested to introduce themselves to the members and it is noted that the nominees CV's are included in the Agenda packs. The nominees move to the front of the room and introduce themselves to the members. The Electoral Officer requests patience from the members during this process.

6. D. APPOINTMENT OF THE OBSERVERS

  

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The Electoral Officer thanks the nominees and request that the members put their hands together to wish them well for the elections that are to follow. It is noted that there are two gentlemen, Sizwe Mdlula, an external auditor and one person from the office of Electoral Officer; who will be moving these boxes to the voting area after the boxes have been locked. The ballot boxes are being locked in front of the members.

6. E. APPOINTMENT OF THE OBSERVERS

The Electoral Officer notes that two observers are to be appointed by the members to observe the counting of the votes and the electoral process. A request is made that the members nominate two names for this purpose or that a member volunteer.

Simon Medupi volunteers to act as an observer, and the house accepts that the member will act as an observer. The Electoral officer requests that the observer join the Electoral team to observe the proceedings. After deliberation a second volunteer, Sithimbile Mkabela is accepted as the second observer. The Electoral Officer requests that the observers move with the empty ballot boxes to the voting area.

The House is requested to, in an orderly manner, move down to the voting area as there will be queues. The Electoral Officer hands back to the Chairperson.

The Chairperson officially declares the voting station open and requests that the members move to the bigger hall downstairs for continuation of the AGM, after the voting process.

7. PRESENTATION OF THE CHAIRPERSONPERSON’S REPORT FOR 2010 & 2011

The Chairperson reconvenes the meeting and thanks the members for their good behaviour. The Chairperson notes that the voting went smoothly and that he will continue with the next agenda item being the Chairpersons report for 2010 and 2011. The Chairperson informs the members that the report is a synopsis. The Chairperson notes that on behalf of the Board of Trustees he presents the report, he thanks all the participants responsible for arranging the AGM and the preparation that went into the meeting. The Chairperson delivers his report to the members.

The Chairperson asks if the members have any questions on the Chairperson’s report. A question is raised by a member and the Chairperson responds. The report by the Chairperson is proposed to be accepted by member P Mashaba under number 939978 and seconded by member 980881592.

There being no further queries the Chairperson moves to the next item on the Agenda.

8. PRESENTATION AND ADOPTION OF THE AUDITED FINANCIAL STATEMENTS

  

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The Chairperson notes that the Audited Financial Statements for 2009 and 2010 are under consideration.

The Chairperson asks for the adoption of the Financial Statements. Member with number 09827 proposes adoption and is seconded by member under number 9700396.

The Chairperson notes that from the proxies received that 1754 members accepted the 2009 financial statements, 36 members did not accept the 2009 financial statements and 428 members abdicated. The Chairperson notes that from the proxies received 1756 members accepted the 2010 financial statements, 35 members did not accept the 2010 financial statements and 481 members abdicated.

The Chairperson notes that the annual financial statements are therefore accepted.

9. CONFIRMATION OF APPOINTMENT OF AUDITORS FOR THE ENSUING YEAR

The Chairperson notes that the Board is of the opinion that the current auditors PKF Incorporated should be re-appointed. After deliberation the member 9506999 agrees with the proposal by the Chairperson regarding the appointment of auditors. The decision is seconded by member 9065224.

10. MOTIONS FOR WHICH NOTICE HAD BEEN GIVEN

The Chairperson moves to item 10 of the Agenda. The Chairperson notes that no motions have been passed to be discussed. The members agree with the Chairperson.

11. CLOSURE

The Chairperson moves to the last item on the Agenda being the closure.

Member 906138358 proposes that the meeting be adjourned and member 90390857 seconds the proposal.

The Chairperson notes that in line with these proposals the meeting is duly closed.

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AUDITED FINANCIAL STATEMENTS