THE MAGELLAN SUTERA RESORT KOTA KINABALU, MALAYSIA
12 - 15 NOVEMBER 2018

GA15 Notices & Announcements


The 15th Annual General Assembly (GA15) of members of the Roundtable on Sustainable Palm Oil (RSPO) was held at The Magellan Sutera Resort, Kota Kinabalu, Sabah, Malaysia on Thursday, 15 November 2018 at 1500 hours (GMT+8).

A summary of voters and the voting results of GA15 are listed below.

Attendance and E-Voters

SECTOR PHYSICAL PROXY E-VOTE TOTAL
Oil Palm Growers 37 12 7 56
Processors and/or Traders 22 6 42 70
Consumer Goods Manufacturers 14 2 47 63
Retailers 4 3 12 19
Banks and Investors 7 0 1 8
Environmental or Conservation NGOs 19 4 4 27
Social or Development NGOs 8 0 0 8
TOTAL 111 27 113 251


VOTING RESULTS OF ITEMS AND RESOLUTIONS AT GA15

AGENDA ITEM/RESOLUTIONS VOTING RESULTS
Agenda Item 5:

To receive and adopt the Treasurer's Report and the RSPO's Financial Statement for the year ended 30 June 2018.
Approved

For - 220
Against - 6
Abstain - 25
Resolution GA15-6a:

To confirm the appointment of PricewaterhouseCoopers as the auditors of the RSPO for the financial year ending 30 June 2019.
Approved

For - 218
Against - 10
Abstain - 23
Resolution GA15-6b:

Requiring members involved in primary procurement to publish third-party supplying mills lists.
Approved

For - 195
Against - 31
Abstain - 25
Resolution GA15-6c:

Delinking Auditors from the operations they audit.
Rejected

For - 101
Against - 126
Abstain - 24
Resolution GA15-6d:

Discouraging RSPO members subject to complaints from avoiding their obligations by divestment or withdrawing their membership.
Approved

For - 117
Against - 98
Spoilt - 1
Abstain - 35
Resolution GA15-6e:

Resolution to extend Smallholder Interim Group (SHIG).
Approved

For - 214
Against - 5
Spoilt - 2
Abstain - 30
Resolution GA15-6f:

Proposal to exempt smallholders from immediate suspension as required under point 4.9.4 of the RSPO Certification System for Principles & Criteria 2017 until the endorsement of the new independent smallholder standards.
Approved

For - 157
Against - 46
Abstain - 48
Resolution GA15-6g:

Adoption of Principles and Criteria for the Production of Sustainable Palm Oil (2018).
Approved

For - 212
Against - 19
Spoilt - 2
Abstain - 18
Resolution GA15-6h:

Resolution to amend the Statutes of the RSPO to formalise the election of alternates for the RSPO Board of Governors.
Approved

For - 217
Against - 4
Abstain - 30
Resolution GA14-6i:

Resolution to amend the Statutes of the RSPO to support its tax exemption status in Switzerland.
Approved

For - 209
Against - 6
Abstain - 36
Resolution GA15-6j:

Resolution to amend the Statutes of the RSPO to provide procedure for voting in the event of tie vote.
Approved

For - 220
Against - 4
Abstain - 27


ELECTION OF BOARD OF GOVERNORS

MEMBERSHIP SECTORS ELECTED
Oil Palm Growers:
Smallholders: FELDA has retired and was available for re-election. There was no election and FELDA will serve another term as no other nominations were received. FELDA
ROW: Agrocaribe has retired and was available for re-election. There was no election and Agrocaribe will serve another term as no other nominations were received. Agrocaribe
Processors & Traders:
AAK AB has retired and available for election. There was no election and AAK AB will serve another term as no other nominations were received. AAK AB
Consumer Goods Manufacturers
Mondelez International has retired and was not available for re-election. Nominations were received from Kao Corporation and The Procter & Gamble Company. Election among the Consumer Goods Manufacturers sub-sector was held and only members in the sub-sector were eligible to vote. The Procter & Gamble Company
Retailers
Retailers Palm Oil Group has retired and available for re-election. There was no election and Retailers Palm Oil Group will serve another term as no other nominations were received. Retailers Palm Oil Group
Marks & Spencer has retired and the seat was available for election. There was no election as no nominations were received. The seat will remain vacant. Vacant
Banks & Investors
Rabobank has retired and was available for re-election. There will be no election and Rabobank will serve another term as no other nominations were received. Rabobank
Environmental NGOs
WWF International has retired and was available for re-election. There was no election and WWF International will serve another term as no other nominations were received. WWF International
Social NGOs
Both ENDS has retired and was available for re-election. There was no election and Both ENDS will serve another term as no other nominations were received. Both ENDS

NOTICE FOR THE 15TH GENERAL ASSEMBLY


Notice is hereby given that the 15th General Assembly (GA15) of members of the Roundtable on Sustainable Palm Oil (RSPO) will be held at The Magellan Sutera Resort, Kota Kinabalu, Sabah, Malaysia on Thursday, 15 November 2018 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 (GA14) held on 30 November 2017.

    Minutes: https://www.rspo.org/ga/ga15/GA14DraftMinutes.pdf

    Attendance List: https://www.rspo.org/ga/ga15/GA14AttendanceList.pdf
  5. To receive and adopt the Treasurer's Report and the RSPO's financial statement for the year ended 30 June 2018.

    Treasurer's Report: https://www.rspo.org/ga/ga15/Treasurers_report_2018.pdf

    Financial Accounts: https://www.rspo.org/ga/ga15/RSPO_Financial_Statements_30_Jun_2018.pdf
  6. Resolution GA15-6a:
    To confirm the appointment of PricewaterhouseCoopers as the auditors of the RSPO for the financial year ending 30 June 2019.

    Resolution GA15-6b:
    Requiring members involved in primary procurement to publish third-party supplying mills lists

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6b.pdf

    Resolution GA15-6c:
    Delinking Auditors from the operations they audit

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6c.pdf

    Resolution GA15-6d:
    Discouraging RSPO members subject to complaints from avoiding their obligations by divestment or withdrawing their membership

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6d.pdf

    Resolution GA15-6e:
    Resolution to extend Smallholder Interim Group (SHIG)

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6e.pdf

    Resolution GA15-6f:
    Proposal to exempt smallholders from immediate suspension as required under point 4.9.4 of the RSPO Certification System for Principles & Criteria 2017 until the endorsement of the new independent smallholder standards

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6f.pdf

    Resolution GA15-6g:
    Adoption of Principles and Criteria for the Production of Sustainable Palm Oil (2018)

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6g.pdf

    Resolution GA15-6h:
    Resolution to amend the Statutes of the RSPO to formalise the election of alternates for the RSPO Board of Governors

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6h.pdf

    Resolution GA15-6i:
    Resolution to amend the Statutes of the RSPO to support its tax exemption status in Switzerland

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6i.pdf

    Resolution GA15-6j:
    Resolution to amend the Statutes of the RSPO to provide procedure for voting in the event of tie vote

    Download: https://www.rspo.org/ga/ga15/Resolutions/ResolutionGA15-6j.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
      • Agrocaribe is retiring and available for re-election. There will be no election and Agrocaribe will serve another term as no other nominations have been received.
    • Processors and/or Traders:
      • AAK AB is retiring and available for election. There will be no election and AAK AB will serve another term as no other nominations have been received.
    • Consumer Goods Manufacturers:
      • Mondelez International is retiring and is not available for re-election. Nominations were received from Kao Corporation and The Procter & Gamble Company. Election among the Consumer Goods Manufacturers sub-sector will therefore be held and only members in the sub-sector are eligible to vote.
      • Biodata of the nominees can be downloaded at: https://www.rspo.org/ga/ga15/GA15Nominations_CGM.pdf
    • 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.
      • Marks & Spencer has retired and the seat is available for election. There will be no election as no nominations have been received. The seat will remain vacant.
    • 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 available for re-election. There will be no election and WWF International will serve another term as no other nominations have been received.
    • 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

19 October 2018

IMPORTANT NOTICE:

  1. IMPORTANT DATES

    Activity Date
    GA Online Registration Starts 19 October 2018
    GA Online Registration Ends 13 November 2018, 1200 hours (GMT+8)
    Casting of E-Vote & Submission of Proxy Forms End 13 November 2018, 1400 hours (GMT+8)
    Collection of Ballot Papers Starts 15 November 2018, 1400 hours (GMT+8)
    General Assembly Convenes 15 November 2018, 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 19 October 2018 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.

    You may register onsite by approaching the Registration Counter which will open on 12 November 2018, 1700-2000 hrs (GMT+8) and 13 November 2018, 0900-1200 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 https://rt.rspo.org/GA15_Proxy_Form.docx.

    If you choose to appoint a person other than a Board member, 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 (ga@rspo.org) by 13 November 2018, 1400 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 15TH GENERAL ASSEMBLY (GA15)

The Roundtable on Sustainable Palm Oil (RSPO) will hold its 15th General Assembly (GA15) of members on:

Date: 15 November 2018 (Thursday)
Time: 3:00 PM (GMT+8)
Venue: The Magellan Sutera Resort, Kota Kinabalu, Sabah, Malaysia

In accordance with the RSPO Statutes 2017 (Article 9), RSPO Members are now invited to submit the following:

  1. Nominations (including self-nominations) of candidates for the RSPO Board of Governors (BoG).
    http://www.rspo.org/ga/ga15/GA15NominationForm.docx
  2. Resolutions for the consideration and endorsement by the General Assembly.
    http://www.rspo.org/ga/ga15/GA15ResolutionTemplate.docx

1. NOMINATIONS (INCLUDING SELF-NOMINATIONS) OF CANDIDATES FOR THE RSPO BOARD OF GOVERNORS
The following positions in the Board of Governors are due for election:

1.1 Ordinary Membership - Sector: Growers
Smallholder - FELDA is retiring and available for re-election.
Rest of the World - Agrocaribe is retiring and available for re-election.
1.2 Ordinary Membership - Sector: Processors and/or Traders
AAK AB is retiring and available for re-election.
1.3 Ordinary Membership - Sector: Consumer Goods Manufacturers
Mondelez International is retiring and is not available for re-election
1.4 Ordinary Membership - Sector: Retailers
Retailers Palm Oil Group is retiring and available for re-election.
Marks & Spencer has retired and the seat is available for nomination.
1.5 Ordinary Membership - Sector: Banks and Investors
Rabobank is retiring and available for re-election.
1.6 Ordinary Membership - Sector: Environmental NGOs
WWF International is retiring and available for re-election.
1.7 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 a 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 be prepared to dedicate the 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 and company/organisation profile (maximum one A4 page)

2. RESOLUTIONS FOR CONSIDERATION AND ENDORSEMENT BY THE GENERAL ASSEMBLY

In accordance with the RPSO Statutes 2017, 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 2017, 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 submissions of the resolutions must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 14 September 2018 (Friday). Please note that a strict policy will be enforced and late submissions WILL NOT be considered.

3. INFORMATION ON REGISTRATION OF ATTENDANCE OR E-VOTING FOR THE 15TH RSPO GENERAL ASSEMBLY (GA15)

We encourage all Ordinary Members to register your attendance for GA15.

Online registration to attend GA15 and e-voting will open on 12 October, 2018. 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 GA14 may be viewed or downloaded at http://www.rspo.org/ga/ga15/GA14DraftMinutes.pdf

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

Darrel Webber
Chief Executive Officer
Roundtable on Sustainable Palm Oil

24 August 2018