6.1 The board of directors should take steps to ensure that as many shareholders as possible may exercise their rights by participating in general meetings of the company, and that general meetings are an effective forum for the views of shareholders and the board. Such steps should include:
6.1.1 making the notice calling the meeting, and the support information on the resolutions to be considered at the general meeting, including the recommendations of the nomination committee, available on the company’s website no later than 21 days prior to the date of the general meeting.
6.1.2 ensuring that the resolutions and supporting information distributed are sufficiently detailed and comprehensive to allow shareholders to form a view on all matters to be considered at the meeting
6.1.3 setting any deadline for shareholders to give notice of their intention to attend the meeting as close to the date of the meeting as possible
6.1.4 the board of directors and the person chairing the meeting making appropriate arrangements for the general meeting to vote separately on each candidate nominated for election to the company’s corporate bodies
6.1.5 ensuring that the members of the board of directors and the nomination committee and the auditor are present at the general meeting
6.1.6 making arrangements to ensure an independent chairman for the general meeting
6.2 Shareholders who cannot attend the general meeting in person should be given the opportunity to vote. The company should:
6.2.1 provide information on the procedure for representation at the meeting through a proxy
6.2.2 nominate a person who will be available to vote on behalf of shareholders as their proxy
6.2.3 to the extent possible prepare a form for appointment of a proxy, which allows separate voting instructions to be given for each matter to be considered by the meeting and for each of the candidates nominated for election.
Electing the chairman for the meeting is a permanent item on the agenda for the general meeting. Up to now the chairman of the board or the vice chairman of the board has been elected to chair the meeting. Members of the board are requested to participate at the company’s general meetings.
The company has no deviations from the code of practice.