Voting Procedures

1. Who is eligible to vote?

   Individual member. You are eligible to one vote as an Individual Member if you:

   • are 19 years of age and older as of August 23, 2024,
   • are a member in good standing as of August 15, 2024, and
   • through a benefit agreement or arrangement, are entitled to primary coverage for benefits from PBC.

   Organizational member. If your business, firm or corporation is a plan sponsor with PBC, you are entitled to one vote. You must:

   • designate an organizational representative who is 19 years of age and older as of August 23, 2024, to vote on your organization’s behalf,
   • submit a confirmation letter to PBC during the voting registration period from July 25 to August 6, 2024, and
   • be approved to vote.

   Here are the details on how organizational members can register to vote.

   Health Care Professional member. Physicians, surgeons, dentists or pharmacists who are duly licensed to practice by their legally constituted professional organization are entitled to one vote. You must:

   • be 19 years of age and older as of August 23, 2024,
   • submit a Health Care Professional Statement during the registration period from July 25 to August 6, 2024, and
   • be approved to vote. 

   Here are the details on how health care professionals can register to vote.

2. Can I vote in advance of the Annual General Meeting?

   Yes. Voting for the Directors Election will take place only through Absentee Voting in advance of the Annual General Meeting and there will be no voting for the Directors Election at the Annual General Meeting. One Absentee Voting Option will be available: Electronic Ballot. Absentee Voting will occur between Friday, August 23, 2024 at 8:00 a.m. PT and Tuesday, September 3, 2024 at 4:30 p.m. PT.

   If you are an eligible member, you can vote online through your computer or browser enabled tablet.

   Health care professionals and members voting on behalf of an organization must be registered and approved to vote before the Absentee Voting period.

3. How do I vote electronically?

   Electronic voting in the Directors Election will be supported by an external provider, Simply Voting. Eligible members will be able to access Simply Voting’s platform directly through a link on PBC’s website starting on Friday, August 23, 2024 at 8:00 a.m. PT. Further instructions will be distributed on Wednesday, August 21, 2024, along with the list of Director Nominees.

4. I am an Organizational Member. How do I register to vote?

   Eligible organizations must provide a letter on the organization’s letterhead as well as a copy of a government issued photo identification card for the designated representative. The letter must include: 

   • your organization’s details (name, address, and telephone number),
   • a request to designate a representative e.g., “[Name of organization] hereby designates [name of designated representative] to vote in the Pacific Blue Cross 2024 Annual General Meeting.”,
   • full name of signor/signors having signing authority for the organization, typed with corresponding signature(s), and
   • full name, telephone number, email address, and government issued identification number of the designated representative.

   Send your completed letter and government issued photo identification by email to corporatesecretary@pac.bluecross.ca with subject line: Organizational Voter Registration between July 25 and August 6, 2024. PBC will manage all personal information collected through this process in accordance with applicable privacy requirements.

   Once approved, we will contact you with your voting credentials and details on how to vote.

   Please note: Voting members are only allowed to cast one vote each. However, an exception will be made if you have been designated and approved to vote on behalf of an Organizational Member and you are also an Individual Member. In this situation, you will have separate log in credentials to vote electronically during the advance voting period and will need to log in separately for each vote.

5. I am a Health Care Professional. How do I register to vote?

   Eligible health care professionals can register to vote by providing a Health Care Professional Statement to PBC that must be typed or printed, with corresponding signature and include:

   • the address at which you normally practice,
   • your telephone number,
   • a request to vote (e.g., “I, (name of Health Care Professional) certify that I am registered to practice with the (Name of College) and request to vote in the Pacific Blue Cross 2024 Annual General Meeting.”), and
   • the name of the professional college in which you are actively registered.

   Send your completed letter and government issued photo identification by email to corporatesecretary@pac.bluecross.ca between July 25 and August 6, 2024 with subject line: Health Care Professional Voter Registration. PBC will manage all personal information collected through this process in accordance with applicable privacy requirements.

   Once approved, we will contact you with your voting credentials and details on how to vote.

   Please note: If you are eligible to vote both as an Individual Member and Health Care Professional, we ask that you vote as an Individual Member.

6. What credentials will I need to participate in the electronic voting?

   Individual member. You will need your Policy Number and ID Number, which you can find on your PBC ID card. Enter your ID Number as issued, including any leading zeros. You’ll be asked to enter your date of birth for security and identification purposes.

   If you’re a member of the FNHA plan:  Please vote using your FNHA plan. In the Policy Number field, please enter 40000. Enter your Status Card number in the ID Number field.

   If you have a PBC policy and have purchased an Annual Travel Policy: Please vote using your PBC Policy Number and ID Number.

   If you have multiple PBC policies: Please use the lowest Policy Number to vote (unless you’re a member of the FNHA plan). For example, if you have benefits under Policy 4567 and Policy 123, enter 123 in the Policy Number field and your corresponding ID Number in the ID number field.

   If you have multiple plans using the same Policy Number: Please vote using your lowest ID Number.

   If you have an Annual Travel Holder Policy and no other benefits with PBC: In the Policy Number field, enter 68000. Enter the Certificate ID on your Annual Travel Policy in the ID Number field. If you have two current Certificate ID’s, use the ID Number that is the lowest.

   Organizational member. You will have received a Policy Number, ID Number, and a date from the Corporate Secretary when you were approved to vote. Please enter these numbers in the appropriate fields; use the date you were given by the Corporate Secretary in the Date of Birth field.

   Health Care Professional member. You will have received a Policy Number, ID Number, and a date from the Corporate Secretary when you were approved to vote. Please enter these numbers in the appropriate fields; use the date you were given by the Corporate Secretary in the Date of Birth field.

7. What do I do if I have trouble with electronic voting?

   You can contact us at 604 419-2098 during business hours during the voting period, from Friday, August 23, 2024 at 8:00 a.m. PT to Tuesday, September 3, 2024 at 4:30 p.m. PT.

8. When will the Director Nominees be known?

   The Directors Nomination Process has started and will be finalized the week of August 19, 2024. Director Nominee Profiles will be published here on Wednesday, August 21, 2024.

9. What browsers are supported for the electronic voting application?

   Only still-in-use browsers are supported. Any non-supported or end of life browsers will not be supported.

10. What credentials do I need to participate in the in-person Annual General Meeting?

    In order to participate in the in-person Annual General Meeting, you will need to register beginning at 4:30 p.m. PT in the lobby of the PBC offices at 4250 Canada Way, Burnaby. You will need to show your government issued photo ID.  

    Individual member. You should also have your PBC ID card with your Policy Number and ID Number on it to facilitate the registration process.

    Organizational member. Please bring the Policy Number, ID Number, and the date assigned to you by the Corporate Secretary when you were approved to vote.

    Health Care Professional member. Please bring the Policy Number, ID Number, and the date assigned to you by the Corporate Secretary when you were approved to vote.