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International Child Neurology Association
International non-profit association
Avenue de la Couronne 20
1050 Brussels, Belgium
Enterprise number: 0414.433.983
RLE Brussels
Convening notice of the Ordinary and Extraordinary General Meetings of International Child Neurology Association to be held on May 8, 2024
7 February 2024
By e-mail
Dear Member,
Following the decision of the Executive Board of the International Child Neurology Association held on 5 February 2024, the Executive Board is pleased to invite you, as a Member, to attend the Ordinary and Extraordinary General Meetings of International Child Neurology Association, an international non-profit association under Belgian law with registered office located at Avenue de la Couronne 20, 1050 Ixelles (Belgium) and registered in the Crossroads Bank for Enterprises of Brussels under number 0414.433.983 (RLE Brussels, French speaking division) (the “Association”) to be held:
May 8, 2024 at 12.30-13.30 hours in Cape Town (South Africa Standard Time, GMT+2 hours)
at Centre, Convention Square, 1 Lower Long Street, Cape Town, 8001, South Africa
The Ordinary General Meeting shall deliberate on the following agenda:
The Extraordinary General Meeting shall deliberate on the following agenda:
By way of preparation of these General Meetings, you will find enclosed to this convening notice the following 
documents582.86 KB:
Schedule 1: The financial statement for the financial years 
2020, 2021, 2022 and 2023 in English & years 2020, 2021, 2022 and 2023 in French
Schedule 2: The budget for the financial year 2024
Schedule 3: The proposed new coordinated Constitution of the Association, including the proposed amendments (French / 
English ) which will be submitted to the Extraordinary General Meeting for approval
Schedule 4: A proxy and voting form in French (for signing)
Schedule 5: The English translation of the proxy and voting form
Concerning the Extraordinary General Meeting, the decision of the Extraordinary General Meeting to amend the Constitution must be adopted in the presence of a Belgian Notary public for it to be valid according to the Belgian Code on companies and associations. However, a Belgian Notary public cannot act outside the Belgian territory. Consequently, a second Extraordinary General Meeting with the same agenda will take place within three weeks following the initial Extraordinary General Meeting, physically in the presence of Belgian Notary public Edouard-Jean Navez, whose office is located at Rue Saint Roch 28, 1300 Wavre.
For this second Extraordinary General Meeting, we kindly request that you grant a proxy either to each employee of the firm of Notaries Jacques WATHELET and Edouard-Jean NAVEZ in Wavre, Rue Saint Roch, 28, each acting individually, who will be present before the Notary public to formalize the adoption of the amended Constitution. Enclosed, please find a template proxy and a voting form that the Secretary will request Members with voting authority to complete during the Extraordinary General Meeting on May 8, 2024.
Should you be unable to attend the Ordinary and Extraordinary General Meeting on May 8, 2024, may we please ask that you send the original version of your duly completed and signed proxy and voting form to the Secretary at the latest by May 8, 2024 to the following address: Prof Lakshmi Nagarajan, Secretary, International Child Neurology Association, c/o Me Edouard-Jean Navez, Rue Saint Roch, 28, 1300 Wavre, Belgium. It is important to note that the proxy should be completed exclusively in French; failure to do so will result in your proxy being invalid. Furthermore, if you neglect to designate the proxy holders specified in this convening notice, your proxy will not be taken into consideration. Finally, if the proxy is completed but not the voting form, you will be presumed to vote in favor of all decisions.
Active members may, in accordance with article 12 of the Bylaws of the Association, submit items to be placed on the agenda of the Ordinary General Meeting providing notification to the Secretary three months prior to the Meeting.
Best regards,
Lakshmi Nagarajan
Secretary
Payment and Confirmation
All costs referred to are in Euro (€). All payments must be made in Euro (€); no other currency will be accepted. Full payment is due for the registration fees.
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Registration – Cancellation – Modification
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Cancellation
Notification of cancellation must be made in writing and sent via email to icnc2022@icnapedia.org.
Exception: after this date, if the participant is forbidden to travel by his/her institution or by travel regulations, he/she may transfer his/her registration to a colleague who is not registered yet. The organization will charge a name change fee of €50. The participant will be asked to send by email to icnc2024@icnapedia.org an official document stating his/her impossibility to travel (e.g. positive Covid test result, letter of the institution stating the internal statement).
NOTE: No travel and accommodation will be reimbursed.
If, for reasons beyond the control of the organizers, the congress is cancelled, the registration fee will be refunded after deduction of expenses incurred by the congress.
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Health and Safety Protocol
Your safety, security and health are important. ICNA and PANDA-SA will continue to review the coronavirus safety recommendations and guidelines issued by the Government of South Africa. ICNA and PANDA-SA will adapt its congress plans accordingly and share updates with its audiences if necessary.
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