Dear Members,

At the FVREB Board of Directors meeting on January 29, 2025, a motion was passed to strengthen our proxy voting process. After careful review and consultation, the process has been revised and updated to ensure greater efficiency and oversight, and to enhance the integrity, security and accuracy of proxy submissions and approvals.

While we encourage all members to attend the AGM in-person or, if not possible, then to take part online in real-time, we also recognize that sometimes neither of these options is feasible or practical. In these instances, proxies provide an important tool for meaningful participation.

The proxy voting process at this year’s AGM is as follows:

1. Obtain your proxy form:
• Forms will be available on FVREB Connect starting February 24, 2025. A memo will be issued at that time with a link to the form.
2. Complete your proxy form:
• All fields must be filled out.
• Submissions must be legible and without alterations.
• All individual and firm names must match information in the FVREB member database.
• The authorizer must designate the name of the proxy assignee directly on the form.
3. Submit your proxy form:
• Completed proxy forms must be submitted to proxyregistration@fvreb.bc.ca no later than 4:30 p.m., March 10, 2025 to be eligible.
• No proxy forms will be accepted after 4:30 p.m. March 10, including the day of the AGM.
• Proxy forms must be submitted by the authorizer.
• Only one proxy submission per authorizer will be accepted. Subsequent or multiple proxy submissions will be rejected.
4. Eligibility confirmation:
• All submitted proxy forms will be reviewed to ensure that both authorizer and proxy nominee are eligible FVREB voting members.
• Approved proxy form submissions will be confirmed via email.
• Rejected forms will be returned with instructions for re-submission.

On the day of the AGM:

• Registration staff will verify proxy validity at check-in. Valid proxy holders will receive an additional clicker, if applicable.
• Proxy holders must register before the registration window closes in order to be eligible to vote. Registration closes at 9:00 a.m. sharp on March 13, 2025.
• In the event that both authorizer and proxy holder choose to attend the meeting:
• If the proxy holder registers before the authorizer, he/she will receive an additional clicker. The authorizer will not be eligible to vote, unless he/she changes the proxy arrangement before registration closes.
• If the authorizer registers before the proxy holder, whether in-person or online, then the proxy will be cancelled.
• All unfulfilled proxy forms will be voided once registration closes.

We look forward to seeing you at the AGM on March 13. If you have any questions or require more information about proxy voting, please email the Proxy Manager at proxyregistration@fvreb.bc.ca.

Sincerely,

FVREB Board of Directors