FGV Annual Report 2020

266 FGV HOLDINGS BERHAD Annual Integrated Report 2020 Administrative Details Online remote voting [Please note that the quality of the connectivity to virtual meeting portal for online remote voting is highly dependent on the bandwidth and the stability of the internet connectivity available at the location of the remote users. You may start voting from 11.00 a.m. on Wednesday, 23 June 2021 until a time when the Chairman of the meeting announces the completion of the voting session.] a. Once voting is open, the polling icon will appear with the resolutions and your voting choices. b. To vote, simply select your voting direction from the options provided. A confirmation message will appear to show your vote has been received. c. To change your vote, simply select another voting direction. d. If you wish to cancel your vote, please click << Cancel >> button. e. If you wish to abstain from voting on a particular resolution, please click << Cancel >> button. Remote participation through live streaming [Please note that the quality of the connectivity to virtual meeting portal for live streaming is highly dependent on the bandwidth and the stability of the internet connectivity available at the location of the remote users.] a. If you would like to view the live streaming, select the broadcast icon . b. The moment the Chairman of the meeting announces the closure of the AGM, the live streaming will end. c. You can now logout from the virtual meeting portal. 3. ENTITLEMENT TO PARTICIPATE AND VOTE Only a depositor (Shareholder) whose name appears on the General Meeting Record of Depositors as at 15 June 2021 shall be entitled to participate and vote at the 13 th AGM or appoint Proxy(ies) to participate and vote on such depositor’s behalf. 4. PROXY a. If you are a Shareholder and you are unable to participate in the 13 th AGM, and you wish to appoint a Proxy to vote on your behalf, please submit your Proxy Form in accordance with the notes and instructions printed therein. b. If you are a Shareholder and you wish to participate in the 13 th AGM yourself, please do not submit any Proxy Form as you will not be allowed to participate in the 13 th AGM together with a Proxy appointed by you. c. The appointment of Proxy may be made in a hardcopy form or by electronic means as follows: In Hardcopy Form The Proxy Form shall be deposited at the office of the Share Registrar of the Company at Boardroom Share Registrars Sdn. Bhd. at Ground Floor or 11 th Floor, Menara Symphony, No. 5, Jalan Prof. Khoo Kay Kim, Seksyen 13, 46200 Petaling Jaya, Selangor Darul Ehsan, Malaysia no later than Tuesday, 22 June 2021 at 1.00 p.m. , and in default the Proxy Form shall not be treated as valid. By Electronic Means The Proxy Form may be submitted : (i) to the Share Registrar of the Company, Boardroom Share Registrars Sdn. Bhd. via e-mail to bsr.helpdesk@boardroomlimited.com , no later than Tuesday, 22 June 2021 at 1.00 p.m. or (ii) via electronic means (e-Proxy) no later than Tuesday, 22 June 2021 at 1.00 p.m. (please refer to the Annexure to the Proxy Form for further information on submission via e-Proxy). 5. CORPORATE SHAREHOLDERS, AUTHORISED NOMINEES AND EXEMPT AUTHORISED NOMINEES For Corporate Shareholders, Authorised Nominees and Exempt Authorised Nominees who wish to participate and vote remotely via LUMI AGM facilities at the 13 th AGM of the Company, please refer to the procedures in item 2 above. 6. PROCEEDINGS OF THE MEETING a. The meeting will start promptly at 11.00 a.m. b. The resolutions set out in the Notice of 13 th AGM will be considered at the 13 th AGM. You will be asked to vote on these resolutions. c. In order to enhance the efficiency of the proceedings of the 13 th AGM, Shareholders may pose questions via LUMI AGM facilities at any time from 10.00 a.m. on the day of the 13 th AGM until voting session commences. The Chairman/Board/ Managementwill endeavour toaddress thequestions receivedduringthe13 th AGM. If there is time constraint, the responses will be e-mailed to you at the earliest possible, after the meeting. d. You are able to view the Company’s presentation slides via live streaming. e. Pursuant to Paragraph 8.29A(1) of the Main Market Listing Requirements of Bursa Malaysia Securities Berhad, all resolutions set out in the Notice of the 13 th AGM of the Company will be put to vote by poll. f. Voting session commences from 11.00 a.m. on the day of the 13 th AGM until a time when the Chairman of the meeting announces the completion of the voting session. Please indicate your votes for the resolutions that are tabled for voting, confirm and submit your votes. g. Upon completion of the voting session for the 13 th AGM, the Independent Scrutineers will verify the poll results followed by the Chairman of the meeting’s announcement of the poll results and declaration whether the resolutions are duly passed. h. No recording or photography of the 13 th AGM proceedings is allowed without the prior written permission of the Company. 7. ANNUAL INTEGRATED REPORT 2020 (AIR 2020) AND OTHER DOCUMENTS a. As part of our dedicated commitment to sustainable practices, the Notice, Proxy Form and Administrative Details of the 13 th AGM, AIR 2020, Audited Financial Statements for the financial year ended 31 December 2020 and the Reports of the Directors and Auditors thereon, Circular to Shareholders on proposed renewal of Shareholders’ Mandate and proposed Shareholders’ Mandate for the new recurrent related party transactions of a revenue or trading nature for FGV and its Group of Companies and Corporate Governance Report 2020 can be downloaded from the Company’s website at www.fgvholdings.com and Bursa Malaysia’s website. b. If you wish to obtain a printed copy of the AIR 2020, you may submit your request by filling up the Request Form and submit the same to the Share Registrar of the Company. The Request Form can be downloaded from the Company’s website at www.fgvholdings.com . c. Please consider the environment before you decide to print or request for the printed copy of the AIR 2020. 8. VOUCHERS The Company will provide vouchers to all Shareholders/Proxies/Corporate Representatives who participated at the 13 th AGM. 9. ENQUIRIES FOR THE 13 TH AGM a. If you have any enquiry relating to the 13 th AGM Administrative Details, please contact our Investor Relations or Group Strategic Communications: E-mail : fgv.investors@fgvholdings.com : fgv.enquiries@fgvholdings.com b. If you have any enquiry relating to LUMI AGM facilities or any of the above, please contact the Share Registrar of the Company: E-mail : bsr.helpdesk@boardroomlimited.com 10. PERSONAL DATA PRIVACY By registering to participate and vote remotely via LUMI AGM facilities and/or submitting the Proxy Form and/or Certificate of Appointment of Corporate Representative, the Shareholder of the Company have consented to the use of such data for purposes of processing and administration by the Company (or its agents); and to comply with any laws, listing rules, regulations and/or guidelines. The Shareholder agrees that he/she will indemnify the Company in respect of any penalties, liabilities, claims, demands, losses and damages as a result of the Shareholder’s breach of warranty.