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Financial Reports &
Governance Other Information HENGYUAN REFINING COMPANY BERHAD l ANNUAL REPORT 2023 15

NOTES: 12. A member who wishes to participate and vote at this AGM via RPV
or a member who has appointed a proxy or attorney or authorised
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1. The 65 AGM will be conducted virtually through live streaming and representative to participate and vote at this AGM via RPV must sign
online remote voting via Remote Participation and Voting (“RPV”) facilities up or request that his/her proxy sign up as a RPV user at the TIIH
which are available on Tricor Investor & Issuing House Services Sdn Bhd’s Online website at https://tiih.online.
(“Tricor”) TIIH Online website at https://tiih.online.
Members or proxies who have registered as a RPV user must register
2. The Broadcast Venue of the AGM is strictly for the purpose of complying to attend and participate at the AGM via RPV (“AGM Registration”).
with Section 327(2) of the Companies Act 2016 which requires the AGM Registration is open from Friday, 26 April 2024 up to
Chairperson of the meeting to be present at the main venue of the Tuesday, 28 May 2024. Please follow the steps contained in the
meeting. NO SHAREHOLDERS/PROXY(IES) WILL BE ALLOWED TO BE “Procedures for RPV” section of the Administrative Guide for the
PHYSICALLY PRESENT AT THE BROADCAST VENUE.
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Company’s 65 AGM.
3. Shareholders may exercise their right to attend, speak (including posing 13. The appointment of a proxy may be made in a hard copy form or by
questions to the Board via real time submission of typed texts) and electronic means in the following manner and must be received by the
vote (collectively, “participate”) remotely at the 65 AGM via the RPV Company not less than forty-eight (48) hours before the time set for
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provided by Tricor via its TIIH Online website at https://tiih.online.
holding the AGM at which the person named in the appointment
Please refer to the “Procedures for RPV” in the Administrative proposes to vote:
Guide for the Company’s 65 AGM and take note of Notes (4) to (i) In Hard Copy Form
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(16) below in order to register, participate and vote remotely via The proxy form must be deposited by post or by hand at the office
the RPV facilities.
of the share registrar of the Company, Tricor Investor & Issuing
4. For the purpose of determining a member who shall be entitled to House Services Sdn. Bhd. at Unit 32-01, Level 32, Tower A,
attend, vote and speak at the AGM, the Company shall be requesting Vertical Business Suite, Avenue 3, Bangsar South, No 8, Jalan Kerinchi,
Bursa Malaysia Depository Sdn. Bhd. to make available to the Company 59200 Kuala Lumpur, Malaysia or at its Customer Service Centre
a Record of Depositors as at 17 May 2024 and only a depositor whose at Unit G-3, Ground Floor, Vertical Podium, Avenue 3, Bangsar South,
name appears on the Record of Depositors shall be entitled to attend, No 8, Jalan Kerinchi, 59200 Kuala Lumpur, Malaysia.
vote and speak at the Meeting or appoint proxy(ies) to attend, vote and (ii) By Electronic Form
speak in his/her stead.
The proxy form can be electronically lodged via Tricor’s TIIH Online
5. A member who is entitled to participate in this AGM via RPV is entitled to website at https://tiih.online. Kindly refer to the Administrative
appoint a proxy or attorney or in the case of a corporation, to appoint a Guide on the procedure for electronic lodgement of proxy form via
duly authorised representative to participate in his/her place. A proxy may TIIH Online.
but need not be a member of the Company.
The last date and time for lodging the proxy form is Sunday, 26 May 2024
6. A member of the Company who is entitled to attend and vote at a general at 10.00 a.m. We recommend that the appointment of proxy be done
meeting of the Company may appoint not more than two (2) proxies to as early as possible so that the appointed proxy has sufficient time to
participate instead of the member at the AGM via RPV. A member may complete the AGM Registration.
appoint more than one proxy in relation to a meeting, provided that the 14. Original copies of the appointments of corporate representative or power
member specifies the proportion of the member’s shareholdings to be of attorney can be submitted either by hard copy or electronically in
represented by each proxy.
accordance with the instructions for lodgment in Note 13 above.
7. Where a member of the Company is an exempt authorised nominee 15. A copy of the power of attorney may be accepted provided that it is
which holds ordinary shares in the Company for multiple beneficial certified notarially and/or in accordance with the applicable legal
owners in one securities account (Omnibus Account), there is no limit requirements in the relevant jurisdiction in which it is executed.
to the number of proxies which the exempt authorised nominee may
appoint in respect of each Omnibus Account it holds. 16. The certificate of appointment should be executed in the following
manner:
8. Where an exempt authorised nominee appoints two (2) or more proxies,
the proportion of shareholdings to be represented by each proxy must be (i) If the corporate member has a common seal, the certificate of
specified in the instrument appointing the proxies. appointment should be executed under seal in accordance with the
constitution of the corporate member.
9. A proxy need not be a member of the Company. There shall be no
restriction as to the qualification of the proxy. (ii) If the corporate member does not have a common seal, the certificate
of appointment should be affixed with the rubber stamp of the
10. The instrument appointing a proxy shall be in writing and signed by the corporate member (if any) and executed by:
appointor or by his attorney who is authorised in writing. In the case of a
corporation, the instrument appointing a proxy or proxies must be made (a) at least two (2) authorised officers, of whom one shall be a
under seal or signed by an officer or an attorney duly authorised. director; or
11. The signature to the instrument appointing a proxy or proxies executed (b) any director and/or authorised officers in accordance with the
outside Malaysia must be attested by a solicitor, notary public, consul or laws of the country under which the corporate member is
magistrate. incorporated.