FGV Annual Report 2020

265 Who We Are How We Operate How We Are Governed Additional Information Sustainability Matters Statement & Discussion By Our Leaders 1. AGM REMOTE PARTICIPATION a. As FGV’s 13 th AGM will be conducted entirely on a fully virtual basis from the broadcast venue, you will be able to view a live streaming of the 13 th AGM proceedings, pose questions to the Chairman/Board/Management of the Company, and submit your votes remotely. b. No Shareholders/Proxy(ies)/Corporate Representatives from the public will be physically present or will be allowed admittance at the broadcast venue on the day of the 13 th AGM. Therefore, Shareholders are strongly advised to participate and vote remotely via LUMI AGM facilities. Meeting platform : https://web.lumiagm.com Day and date : Wednesday, 23 June 2021 Time : 11.00 a.m. Broadcast venue : Alpha Meeting Room, Level 21, Wisma FGV Jalan Raja Laut, 50350 Kuala Lumpur, Malaysia 2. LUMI AGM FACILITIES a. The platform used for the live streaming of the fully virtual 13 th AGM and remote voting is via LUMI AGM facilities. b. Kindly follow the steps and instructions below to participate in the 13 th AGM remotely. Before the day of the 13 th AGM Step 1 : Register online with Boardroom Smart Investor Online Portal (for first time registration only) [Note: If you have already signed up with Boardroom Smart Investor Online Portal, you are not required to register again. You may proceed to Step 2 below to submit request for remote participation user ID and password.] a. Access website https://boardroomlimited.my b. Click << Login >> button and click << Register >> button to sign up as a user. c. Complete the registration and upload a scanned copy of your MYKAD (for Malaysian) front and back or Passport (for non-Malaysian) in JPEG or PNG format. d. Please enter a valid e-mail address and wait for Boardroom’s e-mail verification. e. Your registration will be verified and approved within one (1) business day and an e-mail notification will be provided. Step 2 : Submit request for remote participation user ID and password [Note: The registration for remote participation is open from 11.00 a.m. on Wednesday, 28 April 2021 up to 11.00 a.m. on Tuesday, 22 June 2021. ] Individual Shareholders a. Login to https://boardroomlimited.my using your user ID and password registered under Step 1. b. Select << VIRTUAL MEETING >> and browse the meeting list for << FGV HOLDINGS BERHAD THIRTEENTH (13 th ) VIRTUAL ANNUAL GENERAL MEETING >> and click << APPLY >> button. c. Read and agree to the terms and conditions and thereafter confirm the declaration. d. Enter your CDS account number and thereafter submit your request. e. You will receive a notification from Boardroom that your request has been received and is being verified. f. Upon system verification against the General Meeting Record of Depositors as at 15 June 2021, you will receive an e-mail from Boardroom either approving or rejecting your registration for remote participation. g. If your registration is approved, you will also receive your remote access user ID and password in the same e-mail from Boardroom after the closing date. Corporate Shareholders a. Write in to bsr.helpdesk@boardroomlimited.com by providing the name of the Corporate Shareholder, CDS account number accompanied with the scanned copy of the Certificate of Appointment of Corporate Representative or Proxy Form to submit the request. b. Please provide a scanned copy of the Corporate Representative’s MYKAD (for Malaysian) front and back or Passport (for non-Malaysian) in JPEG or PNG format as well as his/her e-mail address. c. You will receive a notification from Boardroom that your request has been received and is being verified. d. Upon system verification against the General Meeting Record of Depositors as at 15 June 2021, you will receive an e-mail from Boardroom either approving or rejecting your registration for remote participation. e. If your registration is approved, you will also receive your remote access user ID and password in the same e-mail from Boardroom after the closing date. Authorised Nominees and Exempt Authorised Nominees a. Write in to bsr.helpdesk@boardroomlimited.com by providing the name of the Shareholder, CDS account number accompanied with the Proxy Form to submit the request. b. Please provide a scanned copy of the Proxy Holder’s MYKAD (for Malaysian) front and back or Passport (for non-Malaysian) in JPEG or PNG format as well as his/her e-mail address. c. You will receive a notification from Boardroom that your request has been received and is being verified. d. Upon system verification against the General Meeting Record of Depositors as at 15 June 2021, you will receive an e-mail from Boardroom either approving or rejecting your registration for remote participation. e. If your registration is approved, you will also receive your remote access user ID and password in the same e-mail from Boardroom after the closing date. On the day of the 13 th AGM Step 3 : Login to virtual meeting portal [Please note that the quality of the connectivity to virtual meeting portal is highly dependent on the bandwidth and the stability of the internet connectivity available at the location of the remote users.] a. The virtual meeting portal is open for login starting from 10.00 a.m. on Wednesday, 23 June 2021, one (1) hour before the commencement of the 13 th AGM, which can be accessed via one of the following methods: • Launch Lumi AGM by scanning the QR Code provided in the e-mail notification under Step 2(f); or • Access to Lumi AGM webportal via website at https://web.lumiagm.com . b. Insert the Meeting ID number provided in the e-mail notification under Step 2. c. Login with your remote access user ID and password provided to you via the e-mail notification under Step 2. Submit questions online [Note: Questions submitted online will bemoderated before being sent to the Chairman of the meeting to avoid repetition. All questions will be presented with the full name of the Individual Shareholders, Proxies and Corporate Representatives raising the questions. You may pose questions from 10.00 a.m. on Wednesday, 23 June 2021 until voting session commences. ] a. If you would like to ask a question during the AGM, select the messaging icon . b. Type your question within the chat box and once completed, click << Send >> button. c. The messaging icon will be disabled when the voting session commences. Administrative Details