Datasonic Group Berhad Annual Report 2021

2021 ANNUAL REPORT 67 The Board recognises the importance of ongoing communication with shareholders and stakeholders of the Company which will build mutual trust and better understanding. The Company is committed to provide its shareholders, stakeholders and investors with transparent, accurate and quality disclosure on timely and even basis of the Company’s operations, financial conditions and future prospects in conformity with applicable legal and regulatory requirements. The Corporate Disclosure Policy and Procedures and the Shareholders Communication Policy established by the Board are published on the Company’s website at www.datasonic.com.my . Information is communicated to the Shareholders mainly through the Company’s annual reports, quarterly financial reports, AGM and other extraordinary general meetings that may be convened, as well as by way of disclosures made to Bursa Malaysia and other corporate publications on the Company’s website. The Company had amended its Constitution to permit the use of electronic means to issue documents required to be sent to the shareholders. The Company encourages shareholders to participate in shareholders’ meetings or to appoint proxies to attend and vote at such meetings for and on their behalf if they are unable to attend. The AGM and Extraordinary General Meeting (“EGM”) of the Company are important platforms for the Directors and senior management to engage with the shareholders to facilitate greater understanding of the Company’s business, governance and performance. As a precautionary measure amid Covid-19 outbreak, the Company conducted its first AGM and EGM through live streaming and online remote participation by using Remote Participation and Voting Facilities (“RPV”) on 17 September 2020, which are in compliance with Section 327(1) and (2) of the Companies Act, 2016 and Clause 106 of the Constitution of the Company. The virtual AGM and EGM supported meaningful engagement between the board, senior management and shareholders and it also provides an avenue for the shareholders to seek clarification and insights into the operations and financial performance of the Group. During the Question-and-Answer session of the AGM and EGM, its shareholders were invited to post their questions to the Board. The Chairman, Company Secretary and the Management were present at the meetings to answer shareholders’ queries and concerns. The Company’s External Auditors and Corporate Advisers participated remotely at the AGM and EGM respectively. The Notice of Thirteenth AGM will be issued to the shareholders on 16 August 2021 and the AGM will be held on 15 September 2021, which is more than 28 days prior to the AGM date. In line with the MMLR of Bursa Malaysia, the Company will conduct voting through electronic polling for all the resolutions set out in the Notice of Thirteenth AGM. The Company will appoint Commercial Quest Sdn Bhd (Registration No. 199401025328 (311007-M)) to perform scrutineering services and to validate the votes cast at the Thirteenth AGM. This Corporate Governance Overview Statement was approved by the Board of Directors of the Company on 27 May 2021. II. CONDUCT OF GENERAL MEETING I. COMMUNICATION WITH STAKEHOLDERS / SHAREHOLDERS PRINCIPLE C INTEGRITY IN CORPORATE REPORTING AND MEANINGFUL RELATIONSHIP WITH STAKEHOLDERS Communication with Stakeholders / Shareholders Encourage shareholders participation at general meetings