Page 59 - HRC_AR2020

HENGYUAN REFINING COMPANY BERHAD I 57

PRINCIPLE C: INTEGRITY IN CORPORATE II. Conduct of general meetings
REPORTINg AND mEANINgFUL The Company’s Board Charter provides that the Board shall
RELATIONShIP WITh STAKEhOLDERS ensure that shareholders are given all necessary information and
notice of the annual general meeting of the Company (AGM)
I. Communication with Stakeholders
at least twenty-one (21) days before the meeting. In practice,
The Board acknowledges the importance of effective the Company has been circulating its notice of AGM at least
communications to ensure that stakeholders are kept informed twenty-eight (28) days before the meeting in accordance with
of the Company’s objectives and strategic aims, performance Practice 12.1 of the MCCG. For the Company’s 61 st AGM,
and major developments affecting its business. the notice of meeting was circulated on 21 May 2020,
which was thirty-three (33) days before the meeting held on
The Company has a Corporate Affairs Department to ensure 23 June 2020.
effective, transparent and regular communication between the
Company and its stakeholders via channels including: The Company regards general meetings as important platforms
for dialogue amongst Directors, Management and shareholders
(i) town hall meetings, which were held virtually in 2020 due and aims to encourage active participation by the shareholders
to the movement control orders imposed as a result of the during such meetings. The Board Charter provides that all
COVID-19 pandemic;
Directors and the Chairs of the respective Committees must
(ii) employee information circulars, which were sent by attend general meetings to allow shareholders to raise questions
electronic mail; and receive meaningful response to questions raised by them.

(iii) one-to-one engagements, regular visits and meetings During the Company’s 61 st AGM held on 23 June 2020,
especially to the neighbouring communities near the all Directors and Chairs of the respective Board Committees,
Company’s refinery; as well as senior management members such as the CEO, CFO
and CCO, attended the virtual meeting which was held entirely
(iv) engagements with local, state and federal government through live streaming due to the movement control order
authorities to ensure compliance to laws and regulations restrictions imposed as a result of the COVID-19 pandemic.
applicable to the Company especially on financial, tax,
governance, environment and health and safety matters; Shareholders were invited to submit questions through the
and remote participation and voting facilities online (RPV) and the
Directors and senior management responded to questions and
(v) transparent and up-to-date announcements through key matters raised by the shareholders in relation to the
Bursa Malaysia, including the Company’s financial reports, performance of the Company. The responses to queries that
annual report and sustainability report, circulars and were not able to be answered due to time constraints were
press releases.
compiled and e-mailed to shareholders after the meeting.
Shareholders were also able to vote remotely on the AGM
resolutions using the RPV.

The minutes of the 61 st AGM are published at www.hrc.com.my.
The Company’s Corporate Governance Report and Corporate
Governance Overview Statement was approved by the Board
on 26 March 2021.