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Dear members,

In compliance with the Companies Ordinance (Cap. 622 of the Laws of Hong Kong), the Hong Kong Equestrian Federation (the “Federation”) will hold its Ordinary Yearly Meeting (OYM) on Monday 23 May 2022, 6:30 p.m. at the Jockey Club Lecture Theatre, 1/F, Olympic House, No. 1 Stadium Path, So Kon Po, Causeway Bay, Hong Kong.

This year, it was decided by our Executive Committee to change the HKEF financial year end from 31 August to 31 March to bring this in line with the Government fiscal year. In the year of change, in order to comply with requirements under the Companies Ordinance in respect of holding of annual general meetings, there is a requirement to hold two OYMs within nine months of the conclusion of the financial year. This meeting constitutes the first OYM with the second OYM to follow in December.

In accordance with Article 83 to 85 of the Federation’s Articles of Association, Mrs. Leung Chan Che Ming Miranda and Ms. Amanda Jayne Bond retire by rotation at the forthcoming OYM and, being eligible, offer themselves for re-election.

In light of the current situation, we have taken the following measures:

• We have selected a spacious venue at the Olympic House

• Registration will commence at 6:00 p.m. and the OYM will be held at 6:30 p.m. sharp. We will endeavor to keep the OYM as short as possible. No refreshments will be served

• We will carry out appropriate and necessary health protection measures at the venue to protect the health and safety of our members as detailed in the enclosed Health and Safety measures sheet. We would appreciate and expect cooperation from all attendees

• Every attendee will be required to scan the “LeaveHomeSafe” QR code and present the Vaccine Pass before entering the venue.

• Every attendee will be required to submit a Health Declaration Form prior to being admitted to the meeting venue at the link: https://forms.gle/FYk5KgaLq7QPJuhXA or upon arrival at the reception.

• For members who do not wish to attend, we will stream the OYM via Zoom meeting and the HKEF Official Facebook page.

• Please note that attendees will only be able to view the meeting and will not be able to ask questions via Zoom or the HKEF Official Facebook page. However, you may ask questions by submitting a form by the deadline below.

• Members are strongly encouraged to vote by proxy and not attend in person

Please also note that no parking spaces will be available at the meeting venue.

We have sent you the following documents for your information by post on 29 April 2022:

• Nomination Form
• Proxy Form
• Submission Form for Members’ Questions
• HKEF OYM 2022 Health and Safety Measures and Declaration Form
• Reports from President and HKEF Sub-Committees
• HKEF Auditor’s Report 2021-2022

Please kindly be reminded the following key dates related to our OYM:

For enquiry, please do not hesitate to contact us.

Thank you for your kind attention.

Best Regards,

Hong Kong Equestrian Federation