Seldom has the EPIA found itself in this much turmoil. Since COVID devastated the interactions of our members and their respective businesses, it forced us to cancel the 2020 convention that was being planned for Malta. We were hopeful that all our members would be able to regain their business activities during 2021 as COVID subsided, but of course we were too optimistic. We worked closely with the hotel in Malta to delay the 2020 convention until October 2021, but as you know once again we had to cancel. Because we were diligent to work closely with the hotel and keep them aware of our plans and avoided losing and deposits.
COVID has not only caused a great deal of social and economic distress throughout our marketplace, but throughout the world. Not only has it limited the amount of summer outdoor congregation, it has had an even worse result with indoor public activities and gatherings. This has taken its toll on our ice producers due to the lack of events where ice is a desired ingredient for enjoyment. When our ice producers can’t sell their products, our equipment and supply providers also find a decrease in business. With the on and off again government and business restrictions, recovery planning has also been impacted drastically. One of the issues we have been addressing is the legal guidelines levied upon our association by the Spanish Government.
As all our members, know we are the operating entity of the “official” Spanish EPIA which is a nonprofit professional organization incorporated in REGISTRO NACIONAL DE ASOCIACIONES (“NATIONAL REGISTRY OF ASSOCIATIONS”) under Spanish law and registered in the Spanish Interior Ministry.
Due to this structure we are required to hold an annual official general assembly of members and submit the significant actions of the association. These actions are as follows:
- Election of officers for the “official” Spanish EPIA: PRESIDENTE/Chairman; SECRETARIO/Secretary; and TESORERO/Treasurer.
- Each officer must either be a citizen of Spain or have an official national identification issued by the Dirección General de la Policía.
- Obtain and deliver membership approval of the executive work carried out by the Board of Directors in the preceding year.
- Obtain and deliver membership approval of the Balance Sheet and Income Statement for recently past year.
- Obtain and deliver a verified list of members in good standing showing more than 50% either in attendance or having provided proxy statements of agreement or disagreement with annual questions to be voted upon.
- Provide any other resolutions pertaining to the official association.
There are other issues to be acted upon for the day to day operation of the association. These will not be provided to the Spanish Interior Ministry, but are pertinent to our daily operations. These questions and resolutions are as follows:
- Election of operational directors.
- We have director term limits and the five operational directors have reached the term limits specified on the Operational Guidelines. Via proxy votes in October 2020 we were able to alleviate this restriction by the board authorizing a temporary exception which will remain in effect until we have a future convention.
- No other operational actions need to take place at the meeting.
Lastly and most importantly:
- We will conduct the meeting via video teleconference.
- The official notice of the meeting must be at least 15 days prior to the meeting.
- Details of the video teleconference participation will be forthcoming.
- Only members in good standing will be able to participate and must provide confirmation of either attendance or provide a proxy to the BoD to vote their ballot. Proxies will be provided to each member in good standing.
- The Board of Directors is requesting that you provide your proxy well in advance of the meeting. Remember that you can withdraw your proxy by attending and voting during the meeting, but not after the meeting.
- At the time of the meeting the votes will be tabulated and certified.
- The process for proxies is to indicated your vote on your proxy OR leave blank for the BoD to choose for you.
- Email your proxy (with your vote or blank) with the member name and authorized agent to Stan Williams, Managing Director at fairtrade@cox.net.
- Results will be disclosed during the meeting.
- After the meeting a mass email message will go out to all members announcing the results.
I know this is unusual, but we are living in unusual and restrictive time with this pandemic and every government moving in different ways and imposing confusing restrictions. Hopefully we will be able to get through this hurdle and get back to doing business in a sane manner soon.
Please return your company’s proxy as soon as you
receive if you have not done so already. Without
it we cannot meet our obligation to the Spanish
Government. If you have any questions regarding
anything about the virtual meeting or your company
proxy, please either email me or call me at 01 571 213
3967 and I can answer your questions. Please stay
safe, get your vaccinations, and wear a mask—we need
you healthy and able to live through this pandemic to
preserve “Ice You Can Trust.”
Dear EPIA Member,
Seldom has the EPIA found itself in this much trouble. Since COVID devastated the interactions of our members and their respective businesses, it forced us to cancel the 2020 convention that was being planned for Malta. We were hopeful that all our members would be able to regain their business activities during 2021 as COVID subsided, but of course we were too optimistic. We worked closely with the hotel in Malta to delay the 2020 convention until October 2021, but as you know once again we had to cancel. Because we were diligent to work closely with the hotel and keep them aware of our plans and avoided losing and deposits.
COVID has not only caused a great deal of social and economic distress, it is now causing some logistical issues for the EPIA. As you all know we are the operating entity of the “official” Spanish EPIA which is a nonprofit professional organization incorporated in REGISTRO NACIONAL DE ASOCIACIONES (“NATIONAL REGISTRY OF ASSOCIATIONS”) under Spanish law and registered in the Spanish Interior Ministry.
Due to this structure we are required to hold an official general assembly of members annually and submit the significant actions of the association. These actions are as follows:
- Election of officers for the “official” Spanish EPIA.
- PRESIDENTE/Chairman:
- SECRETARIO/Secretary:
- TESORERO/ Treasurer:
- The current officers wish to relinquish their positions and the current operational BoD considering to insert themselves into these positions as follows:
- PRESIDENTE/Chairman: Jack Stensland
- SECRETARIO/Secretary: Marietta Binou
- TESORERO/ Treasurer: Daniel Ekberg
- Approval of the executive work carried out by the Board of Directors in the preceding year.
- Approval of the Balance Sheet and Income Statement for FY 2020.
- Provide a verified list of members in good standing showing more than 50% either in attendance or having provided proxy statements of agreement or disagreement with annual questions to be voted upon.
- Any other resolutions pertaining to the official association.
There are other issues to be acted upon for the day to day operation of the association. These will not be provided to the Spanish Interior Ministry, but are pertinent to our daily operations. These questions and resolutions are as follows:
- Election of operational directors.
- We have director term limits and the five operational directors have reached the term limits specified on the Operational Guidelines. Via proxy votes in October 2020 we were able to alleviate this restriction by the board authorizing a temporary exception which will remain in effect until we have a future convention.
- No other operational actions need to take place at the meeting.
Lastly and most importantly:
- We will conduct the meeting via video teleconference.
- The time will be scheduled for Tuesday 9 November 2021 at 1800 CET.
- This is official notice of the meeting which must be at least 15 days prior to the meeting.
- Details of the video teleconference participation will be forthcoming.
- Only members in good standing will be able to participate and must provide confirmation of either attendance or provide a proxy to the BoD to vote their ballot. Proxies will be provided to each member in good standing.
- The Board of Directors is requesting that you provide your proxy well in advance of the meeting. Remember that you can withdraw your proxy by attending and voting during the meeting, but not after the meeting.
- At the time of the meeting the votes will be tabulated and certified.
- The process for proxies is to indicated your vote on your proxy OR leave blank for the BoD to choose for you.
- Email your proxy (with your vote or blank) with the member name and authorized agent to Stan Williams, Managing Director at fairtrade@cox.net.
- Results will be disclosed during the meeting.
- After the meeting a mass email message will go out to all members announcing the results.
I know this is unusual, but we are living in unusual and restrictive time with this pandemic and every government moving in different ways and imposing confusing restrictions. Hopefully we will be able to get through this hurdle and get back to doing business in a sane manner soon.
Regards,
Stan Williams, Managing Director/Treasurer EPIA
Cc: CHAIRMAN: Jack Stensland, VICE CHAIRMAN: Daniel Ekberg,
PRODUCER’S REPRESENTATIVE: Marietta Binou,
SUPPLIER REPRESENTATIVE: José Maria Garrigues,
SECRETARY: Maryse Prior.
1. Proxy
European Packaged Ice Association (EPIA)
FY2021 General Assembly
1. 1 October 2021
This is to certify that I/We _____________________________________ (enter the name of the party authorized to vote for the member of the EPIA)
Member of record _____________________________________________________________ (Official Company Name)
We are unable to attend the meeting and hereby assign our proxy to the Managing Director of the EPIA, with full power of substitution to vote on my/our behalf on all matters presented for a vote at the subject meeting.
Note: Proxy forms must be properly completed to be deemed valid. The Operational Board of Directors, BoD, is entitled to reject a proxy appointment if a majority of the attending directors or agent authorized to tabulate votes, acting in good faith, has reasonable basis for doubt about the validity of the signature on it or about the signatory’s authority to sign for the member. This proxy may be withdrawn at any time before the meeting is adjourned.
Please ensure printed names (above) are legible.
Date: ________________________________
Signature (required to be valid):
EPIA Member Company’s authorized signatory:___________________________________________________________
The Questions to be voted upon during the General Assembly are as follows:
Question 1. Election of officers for the European Packaged Ice Association.
Question 2. Approval of executive work carried out during FY2019.
Question 3. Approve of the FY2019 Balance Sheet and Income Statement.
Question 4. Other questions that might come up prior to or during the meeting.
*It is very important that you return the above proxy. If a quorum is not present at the Annual General Assembly (through membership attendance and members who sent proxies), another meeting must be scheduled before the end of 2021 which will cause confusion and the expense of the second meeting must be absorbed by the Association. To prevent this cost, please return your proxy immediately.