MEMABA, Inc.
RULES ON MEMBERS REGISTRATION,
BALLOTING AND CANVASSING OF THE ELECTION COMMITTEE
The following Rules are hereby adopted for the members and proxy registration,
balloting and canvassing during and every Annual General Membership Meeting of the
Association:
Registration

The Registration of the members and proxy shall be in accordance with the dates embodied
in the Notice of the Annual General Membership Meeting of the Association which was
disseminated to the members by the Office of the Corporate Secretary.

There will be Registration Stations that will be located at the entrance of the venue of the
members’ Annual General Membership Meeting that shall be manned by the Association’s
employees which will handle the registration.

A member who has earlier executed a proxy in favor of another automatically invalidates
such proxy upon his/ her registration. In order for his proxy to remain valid, he must signed
a portion of his Attendance Slip signifying his intention not to revoke the proxy he earlier
executed.

A member shall present any of his valid Retiree or Employee’s ID upon registration or in the
absence thereof any valid Government issued ID such as Driver’s License, SSS ID, Tax
Identification Number, etc.

Upon registration, a member without any proxy will immediately be given with his ballot for
the Election of the Members of the Board of Trustees indicating the number of seats that
he/she is allowed to vote.

Separate ballots will be issued later to the attending members on the number of other
items of the Agenda of the Meeting that will be challenged and put to vote.

Balloting will be conducted after all the items of the agenda have already been taken and it
is determined how many items in the Agenda were additionally put to vote. For this
purpose, the member will be required to return to, and fall in line at, the registration area
and present his ballot for the election of the members of the Board in order for him/her to
claim his/her other ballot for the other items on the Agenda which are to be put to vote. If
the member has lost or destroyed his ballot for the members of the Board of Trustees, he
will be directed to proceed to the Office of the Corporate Secretary for further instructions.

Upon registration, a proxy whether a member or not, will not be immediately be given his
ballot. He will be advised to join the meeting and just claim his ballot after the registration
closes. This will ensure that his proxy has not been revoked by the subsequent attendance
of the member he/she is supposed to represent. His/her ballot for the election of the Board
of Trustees shall be made available upon the close of the registration which will indicate the
number of proxies that he is representing and the number of seats that he is entitled to
vote.

After all the items in the Agenda has been taken up, and that it was determined which ones
shall be put to a vote, the Chairman orders a recess and instructs the participants to get
their ballots and cast their votes.
Balloting

There will be pre-numbered ballots which will be station at the registration area. These
ballots have been already examined and certified by the Election Committee to avoid
duplication and for transparency. Separate boxes that are padlocked will be made for the
election of the Board of Trustees as well as those items of the Agenda that are put to a vote.
Ballot boxes shall only be opened for canvassing.

The members and proxies shall be given sufficient time to fill up their ballots and cast their
votes.
Canvassing

After all the ballots have been dropped for all the items put to a vote, the Election
Committee will transport the ballot boxes from the registration area to the stage. In the
handling and canvassing of the ballots, the members of the Election Committee shall always
wear their ID for proper identification.

To maintain their integrity, independence and transparency, the canvassing shall be strictly
be done by the Election Committee pursuant to the Association’s Bylaws and Manual of
Good Corporate Governance.

The Election Committee has the sole authority to open, appreciate, and canvass the ballots
in accordance with the Rules on Appreciation of Ballots in the presence of the members or
representatives of nominees/candidates. Any questions which may arise therefrom shall be
referred to the members of the Election Committee for appropriate ruling.

The Election Committee shall take its own minutes on the balloting and canvassing
proceedings. It is also allowed to adopt other rules in the canvass of the ballots.

After all the ballots shall have been opened, examined, and canvassed, the same shall be
returned to the ballot boxes which shall be separately fastened for valid and invalid ballots
for safekeeping and future reference.

Before releasing the results, the Election Committee shall reconcile its canvass summary
with the registration to effect adjustments on superseded ballots, number of votes, among
others. After all the ballots have been accounted for, the Election Committee shall then
proceed with the release of the Final Results which shall be ranked from the highest to the
lowest number of votes

The Final List shall then be forwarded by the Election Committee to the Chairman for the
announcement of the same to the members after convening again the Annual General
Membership Meeting.
APPROVED by the Board of Trustees, this 4th day of August, 2011 in Pasig City,
Philippines.
(Signed) ERNESTO M. CABRAL
Chairman of the Board of Trustees
(Signed) NESTOR J. DIVINA
Chairman, Nomination Committee
(Signed) DANILO S. FLORES
Corporate Secretary
ANNUAL GENERAL MEMBERSHIP MEETING
December 10, 2013
ATTENDANCE SHEET
NAME OF MEMBER
_________________
Last Name
___________________
First Name
____
MI
Address: ________________________________________
________________________________________
____________________
Signature
The proxy I have issued remains valid and effective for voting
purposes notwithstanding of my personal attendance on this
meeting.
_____________________
Signature of Member
BALLOT No. ____________
(For the Election of the Members of the Board of Trustees)
No. of Proxies Represented: ____________________
NOMINEES/ CANDIDATES FOR REGULAR TRUSTEES
VOTES
NAMES
(No. of Proxies)
1.
2.
3.
4.
5.
6.
7.
NOMINEES/ CANDIDATES FOR INDEPENDENT TRUSTEES
VOTES
NAMES
(No. of Proxies)
1.
2.
_______________________
Name and Signature of Member
BALLOT No. ____________
(For the Items in the Agenda)
No. of Proxies Represented: ____________________
Item No. _____
Please check your vote:
VOTES
YES
NO
NO
____________________
Name and Signature of Member