Page 73 - HRC_Annual_Report_2023

Financial Reports &
Governance Other Information HENGYUAN REFINING COMPANY BERHAD l ANNUAL REPORT 2023 71

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To reduce paper wastage and to leverage on the efficacy of The Notice of 64 AGM was circulated together with the
electronic communication methods, the Company e-mailed Statement Accompanying Notice of AGM as required under
a notification card to shareholders containing a link and to Paragraph 8.27(2) of the Listing Requirements as well as
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QR code to download its 64 AGM notice, proxy form, the explanatory notes to the proposed resolutions along with
FY2022 Annual Report and circular to shareholders, as allowed any background information and reports or recommendations
by its Constitution. Hard copies of the notification card that are relevant to enable the shareholders to consider the
were sent to shareholders who had invalid or rejected email resolutions to be tabled at the AGM in order to make informed
addresses. Hard copies of the FY2022 Annual Report and decision when exercising voting rights.
circular to shareholders were posted to shareholders who All directors and Chairs of the respective Board Committees,
requested for them within four (4) market days.
the company secretary, external auditor, as well as senior
Further details on stakeholder engagement and the management members, such as the CEO, CFO and Chief
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Company’s corporate social responsibility initiatives are set out Commercial Officer, had attended the Company’s 64 AGM
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in the 2023 Sustainability Report, which is accessible on the held on 24 May 2023.
Company’s website at www.hrc.com.my.
Shareholders were invited to submit questions electronically
through the remote participation and voting facilities online
II. Conduct of General Meetings (RPV) as guided in the Administrative Guide circulated together
The Company regards general meetings as important platforms with the 2022 Annual Report. The Directors and Senior
for dialogue amongst directors, the Management and Management responded to questions and key matters raised
shareholders, and aims to encourage active participation by the by the shareholders in relation to the performance of the
shareholders during such meetings. Company. The responses to questions that were not able to be
answered due to time constraints were compiled and e-mailed
The Company ensures that the notice of AGM is circulated at to shareholders after the meeting.
least twenty-eight (28) days before the meeting. The Board
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Charter and the Constitution of the Company provides that The minutes of the 64 AGM, the key matters discussed and
shareholders should be given all necessary information and the Company’s responses to MSWG’s questions are published
notice of AGM of the Company at least twenty-one (21) days on the Company’s website at www.hrc.com.my, within one
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before the meeting. month from the date of the Company’s 64 AGM.
The Notice of 64 AGM, together with the 2022 Annual The Company’s Corporate Governance Report and Corporate
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Report and circular to shareholders, was issued on 21 April Governance Overview Statement was approved by the Board
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2023, which was thirty-two (32) days before the meeting on 12 April 2024.
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held on 24 May 2023 to ensure that sufficient notice and
time were provided to the shareholders to consider resolutions
that will be discussed and decided during the AGM.