FGV Annual Report 2020

225 Who We Are How We Operate How We Are Governed Additional Information Sustainability Matters Statement & Discussion By Our Leaders Other Stakeholder Engagements General Meetings Briefings on Quarterly Results FGV consistently hosts briefings and/or conference calls with analysts and the business media following the announcement of our quarterly results. Chaired by the GCEO or the GCFO, this platform enables the wider market to better understand the Group’s performance and to seek clarifications on any concerns, if any. In 2020, the majority of stakeholder engagements were conducted online because of the COVID-19 pandemic movement restrictions. Corporate Website FGV’s corporate website at www.fgvholdings.com includes our corporate profile, all announcements made to Bursa Securities, summary of the key matters discussed at the AGM, the latest press releases, financial results, new changes in shareholding, presentations to investors, analyst’s briefings, corporate news and contact details of designated persons to enable the public to forward queries to. The corporate website is updated periodically to provide current, informative and comprehensive information about the Group. In March 2020, FGV launched its revamped corporate website. Media Coverage The media is an important partner and intermediary between FGV and the masses. It facilitates communications and disseminates essential information to broadcast the Group’s value-creation activities. Media coverage shapes how the public perceives FGV, and performs an important function in keeping the public actively involved in the Group’s accomplishments. For FGV, every action is considered to be newsworthy and the Group receives a lot of attention be it positive or otherwise. We continue to engage with both print and electronic media by sending out press releases once a week on average, to enable investors and the public to better understand the Group’s business and its undertakings. We also share news on FGV’s social media platforms (Facebook, Instagram, LinkedIn and YouTube) to gain wider audience reach. We average four to five posts per week on social media and have various engagement products for them. In addition to this, Media Relations also play a vital role in assuring positive and consistent media coverage. Responding to the right media inquiry is the most critical element, to provide prompt and accurate information and explanations on behalf of the Group. FGV cultivates a good relationship with the media by diligently meeting the deadline given, and by being responsive to inquiries on the same day or within two to three days as a standard practice. Further details on stakeholder engagement can be found on pages 82 to 84 of this report. The general meetings are the primary platform for direct two-way interaction and act as the principal forum for dialogue between the shareholders, the Board and the GMC. In 2020, due to the Movement Control Order and uncertainty whether to delay the Annual General Meeting (AGM), FGV sent out the notice of the AGM and the related circular to shareholders 21 days prior to the AGM date on 28 May 2020. The notice of AGM was advertised in an English Malaysian newspaper and made available on our website at www.fgvholdings.com . The 12 th AGM on 19 June 2020 was conducted fully virtual to avoid large gatherings amidst COVID-19 pandemic. This is in compliance with the Securities Commission’s Guidance Note and FAQs on conduct of General Meetings for Listed Issuers issued on 18 April 2020, 14 May 2020, 11 June 2020 and in line with the requirements under the Recovery Movement Control Order (RMCO) announced by the Government of Malaysia. FGV had leveraged technology to facilitate remote shareholders’ participation and electronic poll voting including voting in absentia (remote voting) via remote participation and voting facilities to encourage greater shareholders’ participation. Shareholders were able to view the AGM proceedings through live streaming, pose questions to the Board/Management of the Company, and submit their votes remotely. The Chairman, a Board member, the GCEO, the GCFO, the Company Secretary, the External Auditors and the Independent Scrutineers were in attendance at the broadcast venue while other Board and GMC members were in attendance via video conferencing. The GCEO presented FGV’s performance report for FY2019. The responses to questions submitted by the Minority Shareholders Watch Group (MSWG) were then shared during the AGM with the shareholders. Shareholders who participated online were encouraged to participate by submitting questions on real time basis. Shareholders were given sufficient opportunity to seek clarification about the Group’s activities, prospects the resolutions proposed, the Group’s operations in general as well as expressing their expectations and concerns as they could start submitting questions an hour before the AGM time up until the voting session began. The Chairman and the GCEO then responded to questions raised and provided clarifications as required by the shareholders. All other questions unanswered have been addressed via e-mail after the AGM. Key matters discussed are published in the corporate website. Shareholders were given ample time to submit their votes from the commencement of the AGM at 11.00 a.m. up until the end of the voting session. The poll results were presented to the shareholders who participated online after it has been validated by the Independent Scrutineers. Moving forward, FGV plans to have an independent moderator at the 13 th AGM to be held in 2021. The outcome of the 2020 AGM were announced to Bursa Securities after the conclusion of the meeting and the summary of the minutes of the 2020 AGM is available on our website at www.fgvholdings.com .