Board of Directors FOR OFFICIAL USE ONLY R4-18 2 February 2018 Fifty-First Annual Meeting Notice, Agenda, Provisional Schedule, and Provisions Relating to Conduct of Meeting 1. The Fifty-First Annual Meeting will be held in Manila, Philippines from 3 to 6 May 2018.* The opening session and the business session will be held on 5 May 2018. 2. Section 2(c) of the Rules of Procedure of the Board of Governors states inter alia (c) The President shall notify all members, by the most rapid possible means, of the date and place of each meeting of the Board. Such notifications must be dispatched at least sixty (60) days prior to the date of an annual meeting and thirty (30) days prior to the date of a special meeting. 3. Section 3 of the Rules of Procedure of the Board of Governors states inter alia (b) The President shall prepare, under the direction of the Board of Directors, a draft agenda for each meeting of the Board of Governors and transmit such agenda to members together with or in advance of the notice of the meeting. 4. Attached for the consideration of the Board are drafts of the notice, agenda, provisional schedule, and provisions relating to the conduct of the meeting. It is proposed that the Board approve these drafts for submission to the Board of Governors. 5. In the absence of any request for discussion and in the absence of a sufficient number of abstentions or objections (which should be communicated to The Secretary by the close of business on 23 February 2018), the recommendation in paragraph 4 will be deemed to have been approved, to be so recorded in the minutes of a subsequent meeting of the Board. Any notified abstentions or oppositions will also be recorded in the minutes. For Inquiries: D. Garrigos-Soliva, Office of The Secretary (Ext. 4932) M. Dela Cruz, Office of The Secretary (Ext. 5185) * Pursuant to R126-16 approved by the Board of Directors on 11 November 2016 and Resolution No. 386 adopted by the Board of Governors on 13 December 2016. Distribution of the attached document is restricted until it has been approved by the Board of Directors. Following such approval, ADB will disclose the document to the public in accordance with paras. 28 and 93 of ADB s Public Communications Policy 2011.
2 (DRAFT) NOTICE OF FIFTY-FIRST ANNUAL MEETING The Fifty-First Annual Meeting of the Board of Governors will take place in Manila, Philippines from Thursday, 3 May to Sunday, 6 May 2018.
3 (DRAFT) AGENDA 1. Annual Report for 2017 2. Financial Statements, Management's Report on Internal Control over Financial Reporting, and Independent Auditors Reports 3. Allocation of Net Income 4. Budget for 2018 5. Status of the Financial Resources of the Asian Development Bank 6. Updates to Rules and Regulations 7. Composition of the Procedures Committee for 2018/2019
4 (DRAFT) PROVISIONAL SCHEDULE OF THE BUSINESS SESSION0F* Saturday, 5 May 2018 1:00 p.m. - The Chair calls the meeting to order - Report of the Procedures Committee - Approval of the Provisional Schedule of the Meeting - Approval of the Provisions Relating to the Conduct of the Meeting 5:00 p.m. - Closing - Adoption of the Agenda for the Meeting: 1. Notation of the Annual Report for 2017 2. Adoption of the Financial Statements, Management's Report on Internal Control over Financial Reporting, and Independent Auditors Reports 3. Adoption of the Allocation of Net Income 4. Notation of the Budget for 2018 5. Notation of the Status of the Financial Resources of the Asian Development Bank 6. Notation of the Updates to Rules and Regulations 7. Approval of the Composition of the Procedures Committee for 2018/2019 - Management s Report to the Board of Governors - Statements by Governors (3 minutes each) - Remarks by the Chair-Elect - Concluding Remarks * Seminars and other events will be held from 2 to 5 May 2018.
5 (DRAFT) PROVISIONS RELATING TO CONDUCT OF MEETING Admission 1. The business session of the Board of Governors of ADB will ordinarily be open to all registered Annual Meeting participants. 2. Meetings of the Procedures Committee, should they be called, shall be open to Governors who are members of the committee and their advisers, and others as may be considered necessary by the Chair of the committee. (A separate paper on the arrangements for the business session and the Procedures Committee will be circulated to the Board of Directors prior to the Annual Meeting.) Order of Speaking and Records 3. The Chair of the Board of Governors will establish the order of speaking for the business session. Governors desiring to speak and/or comment on any of the agenda item will generally be recognized in the established order of speaking. Speaking time for each Governor will be 3 minutes. 4. There will be one business session. Instead of delivering an oral statement during a business session, Governors will have the option to submit a written statement only, which will be uploaded to the ADB website. Governors will also have the option to deliver an abridged oral statement during the business session with a complete written statement posted on the website. Joint statements are encouraged. 5. Governors are expected to keep their oral statements short. In cases where a longer statement is considered necessary, Governors may provide the Secretary with the full text for the record. 6. Messages or statements by observers may be brought to the attention of the meeting by circulation through the Office of the Secretary. 7. The Secretary will keep a summary of the proceedings of the Annual Meeting, which will be made available to members as soon as possible after the meeting. Governors are requested to submit their statement in English (the official language of ADB) for inclusion in the proceedings. Procedures Committee 8. Before the meeting, the committee will consider (via correspondence) and make recommendations to the Board of Governors on the schedule and agenda for the meeting, and the provisions relating to the conduct of the meeting (and any procedural matters). A report of the Procedures Committee will be prepared. Notwithstanding this arrangement, the Procedures Committee members will need to make themselves available to convene during the meeting should the need arise. Public Information 9. The Chair of the Board of Governors and the President of ADB may communicate to the media such information concerning the proceedings of the meeting as they may deem appropriate.