82 Maude Street, Sandton Private Bag X146, Halfway House 1685 Tel: 011 290 6200 Fax: 011 290 6378 www.commed.co.za NOTICE OF THE BOARD OF TRUSTEES ELECTION FOR 2015 Dear Principal Member 24 th April 2015 The tenure of an office for two (2) members of the Board of Trustees will expire at the AGM of July 2015. Accordingly, the COMMED Board of Trustees has initiated an election process in order to fill the vacancies of the two (2) trustees. The election process is conducted in accordance with the registered rules of COMMED and is in two phases namely the Nomination and Voting Phases. This Notice carries detailed information on the rules and procedures pertaining to the nomination process. Information pertaining to the voting process will be contained in the next Notice, which will be made available to members at the beginning of July 2015. Members are encouraged to read through this information carefully before proceeding to make their nominations. As you well know, the Board of Trustees has an important duty of ensuring that COMMED is governed in the best interest of the members. By taking part in the election process, members are exercising their right of ensuring that only the most suitable persons are entrusted with the responsibility of Trusteeship. Finally, and in the interest of ensuring that the election process is credible and legitimate, the Board of Trustees has appointed the AfriCore Group to independently manage and administer the elections. Please direct all election related inquiries to them using the contact numbers provided in this Notice. Sincerely T MFABA PRINCIPAL OFFICER COMMUNITY MEDICAL AID SCHEME Board of Trustees: Dr TM Guma (Chairperson), MM Mabaso (Deputy Chairperson), LE Ncala, PZ Monyebodi, AR Mhlongo, VW Chiloane, Dr NCOB Khaole, LT Motlhaga Principal Officer: T Mfaba 1
2015 BOARD OF TRUSTEES ELECTION RULES AND DIRECTIVES PERTAINING TO THE NOMINATION OF CANDIDATES 1. Nomination Phase The nomination phase is an opportunity for members to put forward names of other members considered suitable to stand as candidates for election as trustees. The nomination process is governed by COMMED rules which stipulate as follows: 2. Eligibility to participate in the election process In terms of COMMED rule 18.1.1 and 18.1.2 fit and proper principal members with the Scheme are eligible to nominate, and/or vote in the elections. Dependents are therefore not eligible to participate in the elections. 3. Eligibility to be nominated as a candidate COMMED rule 18.7 provides that any member (including a Trustee whose term of office is due to expire at the AGM of July 2015) is eligible to stand as a candidate for election as a Trustee provided that he/she is not- Under the age of 21 years; A director, shareholder, partner, representative or agent of the administrator of the Scheme, or of the holding company, subsidiary, joint venture or associate of the administrator; Associated with the administrator of the Scheme, or any controlling subsidiary company of the administrator; A Principal Officer of the Scheme; The auditor of the Scheme; A member who has not yet been a member of a registered medical scheme for at least a continuous period of 3 years; A member who has not been a registered member with COMMED for a period of two continuous years; or A broker 4. Qualification to be a member of the Board of Trustees Rule 18.16 provides further guidance on qualifications to become a member of the Board of Trustees by inversely stating that a member should be removed as Trustee if he/she: Becomes mentally ill or incapable of managing his affairs; Is declared insolvent or has surrendered his/her estate for the benefit of his/her creditors; Is convicted, whether in the republic or elsewhere, of theft, fraud, forgery, or uttering of a forged document or perjury; Is removed by the court from any office of trust on account of misconduct; and Is disqualified under any law from carrying his/her profession. 2
82 Maude Street, Sandton Private Bag X146, Halfway House 1685 Tel: 011 290 6200 Fax: 011 290 6378 www.commed.co.za 5. Directions Pertaining to the Submission of Candidate Nominations Completion and submission of candidate nomination forms: Nominations must be submitted using the prescribed nomination form which is included as part of this communication. Additional forms are also available on the AfriCore Group website www.africore.com and on request from the offices of the AfriCore Group by fax on 086 273 2820 or e-mail from elections@africore.com A single member is entitled to, but not obliged to nominate up to two (2) names for Trustee positions The Proposer must complete his/her full names, COMMED membership number, contact telephone number and signature in the appropriate space on the form. The Proposer must also complete the surname and initials, and COMMED membership numbers, of each of his/her candidates in the appropriate spaces of the nomination form. Forms that have been completed in any other manner, other than as prescribed will be disqualified. Completed nomination forms must reach the Returning Officer on or before 17h00, 30 th May 2015 as per Rule 18.9 through any of the prescribed methods herein. 6. Procedures pertaining to the acceptance of nomination and submission of candidate 1-pager candidate CV s Candidates are required to sign a nomination form, furnish their qualification and proof of residence and must declare their acceptance of the nomination as per Rule 18.1. Candidates will further be required to submit concise curricula vitae. Failure to comply with the above requirements will render a candidate s nomination invalid. Candidates who have satisfied all the nomination requirements, will be notified of their nomination. 7. Rules and Procedures for the Voting Process The detailed procedures pertaining to the voting phase will be made available to all members before the beginning of July 2015. 8. Election Enquiries All enquiries pertaining to the COMMED election process should be directed to the Returning Officer, Bheki Gumede by telephone on (011) 492 0215, or fax on 086 273 2820 or via e-mail at; elections@africore.com Completed nomination forms must be lodged with the Returning Officer on or before 17h00, 30 th May 2015 through any of the following methods: By post: The Returning Officer COMMED Trustee Election PO Box 1092 Parklands 2121 By fax: 086 273 2820 By e-mail: elections@africore.com 3
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Surname Candidate Nomination Form Particulars of the Proposer (You are the Proposer. Please complete your details in this section) Full Names COMMED Membership No. Proposer ID Number Contact Numbers I confirm that I have read and understood the rules of nominations Surname Particulars of Nominee 1 (Please complete the details of your first nominee) Full Names COMMED Member No. Current Physical Address Contact Numbers Nominee Signature I confirm that I have read and understood the rules of nominations Surname Particulars of Nominee 2 (Please complete the details of your second nominee) Full Names COMMED Member No. Current Physical Address Contact Numbers Nominee Signature I confirm that I have read and understood the rules of nominations NB: Do not accept nomination by both member and participating employer as per rule 18.6. This will lead to disqualification.
Candidates Acceptance Compliance Form NB: Each candidate must complete this form and must submit the following documents as per Rule 18.1.1 Nominee 1 Document Submitted (Tick which ever is appropriate) Curriculum Vitae Yes No Qualifications Certificates Yes No Proof of Residence (not older than 3 months) Yes No 2 Colour Passport Size Photographs Yes No Nominee 2 Document Submitted (Tick which ever is appropriate) Curriculum Vitae Yes No Qualifications Certificates Yes No Proof of Residence (not older than 3 months) Yes No 2 Colour Passport Size Photographs Yes No I accept that the nominations are in compliance with Rule 18.1.1. Signature of Proposer: