THE JAPAN SOCIETY2009
ANNUAL GENERAL MEETINGCOUNCIL ELECTIONS

Notice of the 2009 Annual General Meetingat the Embassy of Japan, London on Wednesday 10 June 2009

Contents
Message from the Chairman

3

Notice of Annual General Meeting

4

Appendix 1
Principal Changes introduced in the New Articles of Association

6

Appendix 2
Election for Council

7

Biographical Details of the Chairman and Candidates for election

8

Voting Papers - Proxy Form

13

Communications Preferences

15

tell the Society how you would like to receive communications in future

The Japan Society, Swire House, 59 Buckingham Gate, London SW1E 6AJ || www.japansociety.org.uk

15 May 2009
Dear Member
Please find enclosed a summary of the Society's annual accounts for the financial year ended 31 December
2008 and the Notice of the Society's 2009 Annual General Meeting (the "AGM”). A full copy of the Society’s
annual accounts and Council Members’ report is available for viewing on the Society’s website or may berequested in hard copy from the Society’s office.
The 2009 Annual General Meeting
This year’s AGM will be held in the Ballroom of the Embassy of Japan, 101-104 Piccadilly, London W1J 7JT
on 10 June 2009 at 6:00pm. The enclosed Notice of AGM sets out details of the business to be consideredat the AGM.
I would encourage you to use your vote at this year’s AGM either by attending the AGM in person or bycompleting and returning the enclosed form of proxy in accordance with the instructions set out in the form.
Completing and returning the form of proxy will not prevent you from attending and voting at the AGM.
In order to comply with the Embassy of Japan’s security policy, please contact the Society’s office in advance
if you intend to attend the AGM. Please bring a copy of the Notice of AGM and a form of photographic ID
with you to the AGM.
At this year’s AGM we are asking members to approve the adoption of a new set of articles of association
which will reflect new provisions of the Companies Act 2006 (the “2006 Act”) which have come into force
since the existing articles of association were adopted and make some additional minor amendments. The
principal changes introduced in the new articles of association are described in Appendix 1 to the Notice of
AGM and the full text of the new articles of association is available for inspection at the addresses set out inAppendix 1.
Communicating with our Membership
The Society currently makes significant use of its website and email to provide information to members
about the Society’s activities and events. Communicating with members electronically through the website
offers advantages in terms of speed and convenience and allows the Society to communicate in a moreenvironmentally friendly and cost effective way. In future, the Society would also like to communicate
with its members on formal matters via its website and email rather than by sending them hard copies of
documents and information. One of the changes introduced in the new articles of association would allow
the Society to do this in accordance with the 2006 Act.
The purpose of this letter and the form attached on page 15 of this booklet is to allow you to indicate tous how, subject to and with effect from the passing of resolution 5 at the AGM, you would prefer us tocommunicate with you in the future. Please complete and return the form by 13 June 2009 to do this.
You will still have the option to receive some or all documents in hard copy, should you wish. Documents
and information will also be available for viewing on the Society's website at www.japansociety.org.uk (wewill notify you if the website address changes). If you do not return the form by 13 June 2009, you will bedeemed to have agreed to the Society communicating with you via its website and may no longer receive
hard copies of documents and information.
At the moment, you will need to have access to a PC or Mac with Firefox version 1.5 (or later version) or
Microsoft Internet Explorer version 6.0 (or later version) web browser software to be able to view documentson the Society's website. The only other piece of software necessary at this time to view the documents willbe Adobe Acrobat Reader which can be downloaded free from the Adobe website at: http://www.adobe.
com/products/acrobat/ .
You may change your election as to how you wish to receive documents and information at any time in the
future by contacting the Society at its registered office by post or by email.
Yours faithfully

Christopher Purvis
Chairman3

THE JAPAN SOCIETY (THE “COMPANY”)

NOTICE OF ANNUAL GENERAL MEETINGNOTICE IS HEREBY GIVEN that the ANNUAL GENERAL MEETING of the Company will be held on 10 June2009 at 6.00pm at the Embassy of Japan, 101-104 Piccadilly, London W1J 7JT. The business of the meetingshall be to record thanks to Sponsors and Benefactors and to consider, and if thought fit, pass the following
resolutions, in the case of resolutions 1 to 4 as ordinary resolutions, and in the case of resolution 5, as a
special resolution:1.

To receive and adopt the audited annual accounts of the Company for the financial year ended
31 December 2008 and the Council Members’ Report.

2.

To reappoint Richard Place Dobson as auditors and to authorise the Council to approve theirremuneration as thought fit.

3.

To re-elect Christopher Purvis as Chairman of the Company.

4.

To elect or re-elect Ordinary Council Members of the Company to fill certain vacancies arising.

5.

To adopt new Articles of Association in the form produced to the meeting and initialled by
the Chairman for the purposes of identification in substitution for and to the exclusion of theCompany’s existing Articles of Association.

BY ORDER OF THE COUNCIL_______________________________H C POTTER
Chief Executive
Dated: 15 May 2009
Registered office: Swire House, 59 Buckingham Gate, London SW1E 6AJ

NOTES
1

A summary of the annual accounts is enclosed with this notice. The full accounts may be seen on the Company’s
website or may be requested in hard copy from the registered office.

2

Appendix 1 to this notice sets out the principal changes proposed to be introduced in the new Articles of
Association pursuant to resolution 5.

3

A copy of the Company’s existing Articles of Association, and a copy marked to show the differences between
these and the Articles of Association as proposed to be adopted pursuant to resolution 5, will be available forinspection at the Company’s registered office during usual business hours and at the place of the meeting from
5.45pm on the date of the meeting until the close of the meeting.

4

Appendix 2 to this notice explains the election or re-election of Ordinary Council Members pursuant to resolution
4 and sets out a list of candidates, together with biographical details of the candidates and Christopher Purvis.

5

A member of the Company is entitled to appoint a proxy to exercise all or any of his rights to attend, speak andvote at the meeting. A form of proxy is enclosed with this notice. The proxy must be a member of the Company
or, in the case of a corporate member, its authorised representative.

4

6

To be effective, the instrument appointing a proxy and any authority under which it is executed (or a certified
copy of such authority) must be deposited at the registered office of the Company not less than 48 hours before
the time for holding the meeting. Completion and return of the form of proxy will not preclude members from
attending and voting in person at the meeting. If you have appointed a proxy and attend the meeting in person,
your proxy appointment will automatically be terminated.

7

To comply with security policy at the Embassy of Japan, members are asked to notify the Company in advance of
their intention to attend the meeting. Please bring a copy of this Notice, together with some form of photographic
ID, with you to the meeting.

5Appendix 1

Principal Changes introduced in the New Articles of Association
Resolution 5, which will be proposed as a special resolution, proposes to adopt a new set of Articles of
Association (the “New Articles”) to ensure compliance with those provisions of the Companies Act 2006
(the “2006 Act”) which have come into force since the existing Articles of Association (the “Existing Articles”)
were adopted and to make certain other amendments. The principal changes introduced in the New Articles
are summarised below. Other changes, which are of a minor, technical or clarifying nature or which merely
ensure consistency with the 2006 Act have not been noted in this explanatory note.
Resolutions and Meetings
The provisions in the Existing Articles relating to general meetings and resolutions are being amended toconform to new provisions in the 2006 Act. In particular, the 2006 Act requires that all meetings (not being
an annual general meeting) are referred to as general meetings and that all shareholder meetings can beconvened on 14 days’ notice, whereas previously 21 days’ notice was required for certain meetings.
The Existing Articles currently require written resolutions to be signed by all the members of the Company.
The New Articles reflect the provisions of the 2006 Act, which allow an ordinary resolution in writing to bepassed by the agreement of a simple majority of members and a special resolution in writing to be passedby the agreement of not less than 75% of members.
Appointing Proxies
Under the Existing Articles proxies are only entitled to vote on a poll. The New Articles provide that proxies
may vote on a show of hands and on a poll, thereby reflecting the provisions of the 2006 Act.
Council Members’ Duties
The 2006 Act sets out Council Members’ general duties. The provisions largely codify the existing law,
but with some changes. The 2006 Act establishes a statutory duty upon directors to avoid conflicts or
potential conflicts of interest, but allows a board to authorise such conflicts, thereby avoiding a breachof duty, provided the board is authorised under the company’s articles to do so. Accordingly the New
Articles give the Council Members this authority. The Council Members will be able to impose such limits
or conditions when giving authorisation as they think appropriate and only those Council Members who
have no interest in the matter being considered will be allowed to vote on the authorisation. In making theirdecision, Council Members must act in a way they consider, in good faith, will be most likely to achieve theCompany’s charitable purposes. The New Articles also confirm that a Council Member will not breach his
duty to avoid conflicts of interest solely by virtue of being a member of the Company or a director, officer,
employee or partner of a body corporate which is a member of the Company.
The approval of the Charity Commission is required to adopt the provisions of the New Articles relating toCouncil Members’ duties. The Company has applied to the Charity Commission for such approval and it
is anticipated that this will be obtained in advance of the meeting. In the event that such approval is not
obtained by the date of the meeting, the remaining provisions of the New Articles will come into effect on
the passing of resolution 5 but the provisions relating to Council Members’ duties will come into effect on
the date on which such approval is obtained.
General
In addition to the specific amendments referred to above, the opportunity has been taken to clarify or
update some areas of the New Articles, to conform the language of the New Articles with relevant languageof the Companies Act 2006 and, where relevant, the Charities Act 2006. For example, the New Articles havechanged references to Council and Council Members to Board and Trustees respectively and have added
authority for the Council to hold meetings by telephone if desired.
To provide the Council with greater flexibility in the day-to-day running of the Company, the New Articles
have taken the opportunity to allow the Council to determine the protocol for the signing of cheques andfor the circulation of publications, and to reduce the quorum required for Council meetings.
A copy of the Company’s Existing Articles, and a copy marked to show the differences between these andthe New Articles, will be available for inspection at the Company’s registered office during usual businesshours from the date of this notice and at the place of the meeting from 5.45pm on the date of the meeting
until the close of the meeting.
6

Appendix 2

Election for Council
The Council of the Japan Society consists of a chairman, four appointed officers (solicitor, treasurer, librarianand editor), two ex officio members (one vice-chairman, the deputy head of mission at the Japanese Embassy,
and one ordinary member, a member of the Japanese Embassy) and up to 14 ordinary council members.
The total number of council members should be not less than nine and not more than twenty.
One-third of the ordinary council members are required to retire by rotation each year. Those who haveretired by rotation may stand for re-election but no one may serve for longer than six consecutive years asa member of the Council.
The Council has appointed a nominations committee comprising Christopher Purvis (chairman), Ken
Okaniwa, Heidi Potter and Nick Reeve. This committee reviews the skills that are required on the Council
from time to time and the succession policy; and it makes recommendations to the Council on possible
future appointments.
This year it is expected that, as a result of the requirement to retire by rotation and some resignations during
the past year, there will be nine vacancies for ordinary council membership to fill at the forthcoming annual
general meeting (“AGM”). Two of the ordinary council members who will retire by rotation, Sean Curtin
and Sandy Sano, have indicated that they are willing to stand for re‑election. Sean is the very active editorof the Japan Society Review and Sandy plays a crucial role in membership recruitment; the nominationscommittee proposes their re-election. The Council also proposes to re-elect Christopher Purvis as Chairmanof the Japan Society. George Olcott, who was co‑opted to the Council in July 2008, and is particularly active
in fundraising activities in Japan, is standing for election as an ordinary council member, as required by the
Articles.
There are six further people standing for election to the Council as ordinary council members for the firsttime. Ryoichi Bamba, Masamichi Morooka and Jun Kobayashi are all leaders in the Japanese business
community in London and have been pro-active in supporting Japan UK relations; Martin Day, Stephen
McEnally and Michael Spencer have many years of experience with Japan both personally and professionally.
The nominations committee proposes each of the candidates’ election. Biographical details of Christopher
and the nine ordinary council member candidates are set out on pages 8 to 12 of this booklet.
There are nine candidates for election to fill a possible nine ordinary council member vacancies on the Council.
Members are therefore asked at the AGM to cast their votes “For” or “Against” each candidate. Members
may also select the “vote withheld” option if they do not wish to vote for or against any particular candidate,although a vote withheld in this way is not a “vote” by law and will not be counted in the calculation of the
proportion of votes “For” and “Against” a candidate.
We are always looking for new people to be involved with the Society in different capacities, including ascommittee members and as council members. We encourage members to let us know if they would liketo be more involved. Suggestions of names of people to be considered for committees or for the Council
should be made to any member of the nominations committee or indeed any member of the Council.
Members may vote, as normal, in person at the AGM on 10 June 2009 or by proxy. A proxy form is enclosed
in this booklet for this purpose.

7

Biographical Details of the
Chairman and Candidates for Ordinary Council Membership 2009
CHRISTOPHER PURVIS CBE - CHAIRMAN

RYOICHI BAMBA

Christopher Purvis is actively involved in the notfor-profit sector, with a concentration on music andthe arts generally, the community, education andJapan.

Ryoichi Bamba is President and CEO, Canon Europe,
Middle East and Africa, and was appointed to thisrole on 1st February 2008.

Christopher Purvis spent his professional career with
UBS and its predecessor firms, having joined S.G.
Warburg in 1974. He has had a close involvementwith Japan throughout his career. He set up theTokyo branch of S.G. Warburg and spent some 10
years running that office.
Since 1997 his primary focus has shifted to the notfor-profit sector. He was (unpaid) chief executiveof Japan 2001, a major festival of Japanese culture
held in the United Kingdom in 2001; and he wasproject director in the creation of the Handel House
Museum, of which he is now president, which
opened in 2001. His main musical interests now lie in
his chairmanships of the Academy of Ancient Musicand of the Barbican Centre Trust. He is a founding
trustee of IntoUniversity. He also sits on the boards ofthree grant giving charities: Sir Siegmund Warburg’s
Voluntary Settlement, J Paul Getty Jr Charitable Trustand Winston Churchill Memorial Trust.
He was elected as chairman of the Japan Society in
2006.

8

Ryoichi Bamba joined Canon Europe from Canon
USA, where he was Executive Vice President
and COO. His new role saw him build upon his
international experience to drive continued growthfor Canon Europe across all business sectors andmarkets. He took over an organization that enjoyedrecord sales and profit for the region in 2007, as thebiggest regional contributor to overall revenues for
the Canon Inc. group of companies. Ryoichi Bamba
has enjoyed a successful career at Canon spanning
36 years.
He previously worked in Canon Europe in a productmarketing role and in Canon Italy as Director
and General Manager, responsible for the officeequipment business. More recently, he has been
responsible for record photocopier sales in the US,
instrumental in helping the region to achieve thehighest market share of the global Canon group.
Canon Europe is a Corporate Patron of the Japan
Society and has particularly supported the schools
education and outreach programme (former Japan
21 activities).

SEAN CURTIN

MARTIN DAY

Sean Curtin is an enthusiastic supporter of the Japan
Society, currently editor of the Japan Society Review,
chairman of the Publications Committee and acouncil member. He has much enjoyed serving inthese and other positions over the past three years,
during a time of tremendous and exciting change.
Sean Curtin is committed to continuing to contributeto the life of the Society through these projects aswell as working with colleagues to develop further
its educational goals.

Martin Day is a consultant in the Financial Services
Team at Farrer & Co LLP, London. He holds
responsibilities in the financial services regulatory
and investment funds practices and is convenor of
the Japan Desk.

Before joining the Society, Sean spent a decade inJapan as an academic where he wrote and researched
extensively on Japanese social trends and politics.
He is married with two children.

His interests include music, opera and country
pursuits and he has organized joint musical events
between the BJLA and Japan Society. He is married to
Reiko Ishibashi and has homes in both Japan and theUK, though spends most of the year in this country.

Martin Day spent much of his career with Linklaters& Paines (now Linklaters), where he was a partner
and undertook various roles including joint headof the investment funds practice (worldwide)and chairman of the legal research and training
In 2005, Sean established the review publication committees. He has also spent time as a director ofwhich became a regular bi-monthly publication in PricewaterhouseCoopers and at Herbert Smith LLP.
2006. It has continued to evolve under his editorshipand is now a diverse publication, featuring reviews of Martin is also active in the charitable and voluntaryboth English language and Japanese books, movies, sector. He has been a member of the governing bodyof the School of Oriental & African Studies, University
DVDs and theatrical productions.
of London and is currently a member of the Court
For three years, Sean has chaired the publications of Common Council, Corporation of London and acommittee, which has been the genesis for several Governor of Christ’s Hospital. He is a member of therecent Society publications. He has also served on committee of the British-Japanese Law Association
several other committees as well as being a highly and is active in organizing events, including joint
active council member.
talks and seminars with the Japan Society.

9JUN KOBAYASHISTEPHEN MCENALLY

Jun Kobayashi is Chief Executive Representative forEurope and General Manager, Europe Office of Toray
Industries, Inc.

Stephen McEnally has been Chief Executive of theGreat Britain Sasakawa Foundation since 2006 andhas worked in cultural relations for over 30 years.

Jun joined Toray Industries on graduating fromWaseda University, where he majored in Economics.
He has considerable overseas experience withthe company, with several postings with Toray
subsidiary companies in China and Hong Kong. At
Toray Industries Inc. in Japan, he has held various
roles with an international focus, including General
Manager of first the International Planning Dept.,
and later of the International Division.

After a brief period teaching in Japan, he joined theBritish Council in 1974. From 1979 to 1983 he was
Director of the Council’s office in Kyoto where heoversaw its work in western Japan, managing thefirst-ever cohort of UK graduates to teach in Japan
under the then Wolfer’s Programme (now JET).

Jun Kobayashi has a keen interest in the arts andmusic, including painting, musicals, opera and ballet.
He is especially interested in painting and pianomusic stemming from his exercise of water colour
painting and piano when younger. After coming to
the UK, he has had close contact with the Courtauld
Institute of Arts with which Toray Industries has along relationship, and the University of the Creative
Arts, London.

10

In the 1980s, he was the British Council’s Regional(Desk) Officer for East Asia with responsibility for theCouncil’s work in Japan and the region. During thattime he worked closely with the FCO, the Embassyof Japan and with other governmental and Japanrelated organizations on all matters concerning
Anglo-Japanese cultural relations. He also provided
the secretariat to the bi-annual Cultural Talks (Mixed
Commission Meetings) between Japan and the UK.
His work at the Japan Foundation during the late 90s
brought him into considerable contact with schools
teaching the Japanese language. Close contact
with university Japanese studies departments also
inspired him, on becoming Chief Executive of theGreat Britain Sasakawa Foundation, to set up in 2007
a new Lectureship Programme to renew and sustain
Japanese studies in the UK.

MASAMICHI MOROOKAGEORGE OLCOTT Ph.D.

Masamichi Morooka is Director and Senior Managing
Corporate Officer of NYK and President and Chief
Executive Officer of NYK Group Europe Ltd.

George Olcott is Senior Fellow at the Judge Business
School, University of Cambridge.

Born in Kitakyushu-shi in Fukuoka Prefecture, hejoined Nippon Yusen Kaisha (NYK) after graduatingfrom Waseda University, where he studied Political
Science and Economics.
Masamichi has considerable overseas experience
with the company, with ten years in the USA. While he
was in New York as his second overseas assignment,
he first became General Manager, Strategic Marketing
and Trade Management Division of NYK Line (North
America) Inc., later being appointed President of
NYK Line (North America). At NYK in Japan, he has
most recently served as Director and Managing
Corporate Officer of NYK overseeing Container Trade
Management and Harbour related businesses.
In addition to holding various directorships in the
shipping industry, Masamichi Morooka is a vicechairman of the Nippon Club, a vice president of
the Japanese Chamber of Commerce and Industry.
He is also a board member of The Japanese
School in London and trustee of Rikkyo School in
England, as well as being a board member of the
Buckinghamshire Golf Club.
NYK is a Corporate Patron of the Japan Society andhas particularly supported the schools education andoutreach programme (former Japan 21 activities).

After graduating from Oxford University with adegree in Politics, Philosophy and Economics,
George spent five years in Hong Kong and Japanworking for Cathay Pacific Airways. Following two
years at Shell International in London, he joined SG
Warburg. With Warburg he spent ten years in Tokyo,
where he latterly headed the Equity Capital Markets
Group and three years as CEO of UBS’s institutional
asset management operation in Japan.
George left UBS to embark on his current research at
Cambridge in 2001. His research interests are Japanand Japanese organizations, post merger integration,
corporate governance and organizational change.
His first book, based on his Ph.D. research on theimpact of foreign ownership and control on Japaneseorganizations, will be published by Cambridge
University Press in the summer of 2009.
He was a Visiting Scholar at the Policy ResearchInstitute of the Ministry of Finance, Japan in 2004,
and is currently Vice Chairman of the Japan Societyand Honorary Treasurer of the British Association ofJapanese Studies.
George Olcott is a member of the board of Nippon
Sheet Glass, one of the world’s leading flat glass
manufacturers, which acquired Pilkington plc
in 2006. In 2008, he joined PrimeGenesis, a USbased consulting firm specializing in executive
onboarding.

11

KEISAKU (SANDY) SANOMICHAEL SPENCER

Sandy Sano is currently chairman of the Japan
England Insurance Group.

Michael Spencer is Director of Creative Arts Net andManaging Director of Sound Strategies Ltd. He is aleading consultant on the use of sound as a corporate
and brand positioning tool, working with clientssuch as InterContinental Hotels Group, Unilever (UK,Japan) and TBWA.

He began his career with Nippon Fire & Marine
Insurance Co Ltd and came to London in 1980 as thecompany’s representative and Director of Nippon
Fire & Marine Insurance Co (UK) Ltd. After two years
back in the company’s head offices in Japan, Sandy
Sano returned to London where he establishedand became Managing Director of Japan England
International Services Ltd and later Japan EnglandInsurance Brokers Ltd.
Sandy is very active in Japan-UK community
relations. As well as serving on the board of the Japan
Society, he is Chairman of the Japanese Residents’
Association, a director of Japan Arena and Chairmanof Sansui-kai (a Japanese executive study group).
He is Chairman of the steering committee for Japan
Matsuri 2009.
A keen golfer, Sandy is Captain of the Q-U Kai Golf
Association.

Michael was for many years a member of the
London Symphony Orchestra, during which time hedeveloped a range of educational programmes toengage young people with classical music. In 2000
and 2001, he devised and implemented ‘The Kabuki
Story’, an educational project for school students,
for which he received a Japan Festival Award. On
leaving the LSO, he worked for several years as
Head of Education at the Royal Opera House , andsubsequently led the education team for the Oscar
winning animated film of Peter and the Wolf (2008).
Since 1997, Michael Spencer has been education
consultant for the Association of JapaneseSymphony Orchestras, devising and facilitating
education programmes involving over 20 symphonyorchestras, concert venues and other organizations.
He received the patronage of Her Imperial Highness,
the Empress Michiko, for the first public large-scale
education workshop at the Kioi Hall, Tokyo, with thespecially formed All Japan Symphony Orchestra.
He is a steering committee member for the Japan
Matsuri 2009 and has just been appointed Directorof Artistic Strategy, Orquestra Simfònica del Vallès.

12please detach here and return to the Japan Society

THE JAPAN SOCIETY

PROXY FORM for the ANNUAL GENERAL MEETING 2009
I/We, being a member of The Japan Society, hereby appoint the Chairman of the meeting (see note 3) /........................................................................................................ as my/our proxy to vote for me/us at the Annual General
Meeting of The Japan Society to be held on Wednesday, 10 June 2009 and at every adjournment thereof.
Name (please print).......................................................................................................................

Category of membership

Individual

FamilyCorporate

Name of corporate
member (if applicable).......................................................................................................................

Signature.......................................................................................................................

Dated....................................................................................................................... 2009
Instructions to Proxy

Please indicate with an “X” in the boxes below and overleaf how you wish the proxy to vote. The Proxy
will vote or withhold their vote, at his discretion, on (a) any resolution listed below if no instruction is given
regarding that resolution and (b) on any other business transacted at the meeting.
For

1

Receiving the Accounts and the Council Members’ Report2

Re-appointment of the Auditors

3

Re-election of Christopher Purvis as Chairman

4Election/Re-election of Ordinary Council Members

5

Adoption of the new Articles of Association

AgainstVote
withheld

Please indicate overleaf how you wish theproxy to vote

Notes
1

A member of The Japan Society is entitled to appoint a proxy to exercise all or any of his rights to attend, speak and vote at a general
meeting of The Japan Society.

2

Appointment of a proxy does not preclude you from attending the meeting and voting in person. If you have appointed a proxy andattend the meeting in person, your proxy appointment will automatically be terminated.

3

If you wish, you may delete the words “the Chairman of the meeting” and insert the name of a proxy of your choice. The proxy must
be a member of The Japan Society or, in the case of a member which is a corporation, its authorised representative. Please initial any
alteration. A proxy must attend the meeting to represent you.

4

The completed and signed proxy form (and, if relevant, the power of attorney or other authority under which it is signed, or a certified
copy of that power or authority) must be received at Swire House, 59 Buckingham Gate, London SW1E 6AJ not less than 48 hours before
the meeting or the adjourned meeting or, in the case of a poll, not less than 24 hours before the time appointed for taking the poll.

13

5

To direct your proxy how to vote on the resolutions mark the appropriate box with an ‘X’. If no voting indication is given, yourproxy will vote or withhold their vote at his or her discretion. Your proxy will vote (or withhold a vote) as he or she thinks fit inrelation to any other matter which is put before the meeting.

6

The vote withheld option is provided to enable you to instruct the proxy not to vote on any particular resolution. However, it
should be noted that a vote withheld in this way is not a “vote” by law and will not be counted in the calculation of the proportionof votes “For” and “Against” a resolution.

7.

Any power of attorney or any other authority under which this proxy form is signed (or a duly certified copy of such power ofauthority) must be included with the proxy form.

8.

If you submit more than one valid proxy appointment, the appointment received last before the latest time for the receipt ofproxies will take precedence.

Election of Ordinary Council Members
There are a maximum of 9 vacancies amongst Ordinary Council Members and 9 candidates to fill thosevacancies. The voting will be conducted at the meeting on a poll.
The names of the candidates are listed below (in alphabetical order). Please indicate, by placing an “X”
against the names of the relevant candidates, how you wish the proxy to vote on the poll.
Please note:•

You have a maximum of 9 votes and may vote only once for any particular candidate. You may
cast a vote in relation to all or some only of the candidates.

•

The vote will be conducted by counting the number of votes cast “For” and “Against” eachcandidate.

•

The “Vote withheld” option is provided to enable you to instruct the proxy not to vote for any
particular candidate. However, it should be noted that a vote withheld in this way is not a “vote”
by law and will not be counted in the calculation of the proportion of votes “For” and “Against” acandidate.
If you cast a vote for fewer than 9 candidates and do not wish the proxy tohave discretion to cast the remainder of your votes in relation to the remaining
candidates, please place an “X” in this box.

•

CANDIDATES
For

1Ryoichi Bamba

2

Sean Curtin

3

Martin Day

4

Jun Kobayashi

5

Stephen McEnally

6

Masamichi Morooka

7

George Olcott

8

Keisaku (Sandy) Sano

9

Michael Spencer

14

AgainstVote
withheldplease detach here and return to the Japan Society

THE JAPAN SOCIETYYOUR PREFERENCES - COMMUNICATIONS from the SOCIETY
Please indicate below how you would prefer to receive documents and information in future and return
this form to us by 13 June 2009.

Notification of Annual General Meetings and other formal documents relating to the businessof the Society.
Please send a notification by email, with a link to the relevant documents and informationon the Japan Society website. I will view them online.
Please send a notification in hard copy of the availability of documents and informationon the Japan Society website. I will view them online.
Please send related documents and information in hard copy.
Please note that, if you do not return this form to us by 13 June 2009, you will be deemed to have agreed to theSociety communicating with you via its website and will in future receive hard copy notifications when documents andinformation are available for viewing on the website.

Information about activities and events. You may choose different options for different types of material.
1

Japan Society Events Programme

The full programme is sent approximately 10 times a year by post and email. Interim
reminder notifications about single events are circulated by email only.

by post only2

by email only

Japan Society Review and other occasional news bulletinsby post only3by post and email

by email only

by post and email

Information on Japan-related events organized by others

Emails will only be sent from the Japan Society: we will not pass on your contact details toother organizations.

by emailfor selected events only (eg music / theatre)
please specify

not at all...................................................................

Full name of member(s) (in block capitals)...................................................................................................................................................................................................................................

Full address of member(s) (in block capitals)............................................................................................................................................................................................................................................................................................
............................................................................................................................................................................................................................................................................................
............................................................................................................................................................................................................................................................................................

Email address(es) of member(s)............................................................................................................................................................................................................................................................................................
............................................................................................................................................................................................................................................................................................

Signature of member(s)..............................................................................................................................................................
15

The Japan Society, Swire House, 59 Buckingham Gate, London SW1E 6AJ