Maxis Berhad | Annual Report 2012

Maxis Berhad // Annual Report 2012 209 (iii) Audrey Ho Swee Fong Investor Relations, for investor relations matters Telephone number: +603 2330 7000 Facsimile number: +603 2330 0555 Email: ir@maxis.com.my (iv) Dipak Kaur Company Secretary, for shareholders’ enquiries Telephone number: +603 2330 7000 Facsimile number: +603 2330 0590 2. Annual General Meeting ("AGM") The AGM is the principal forum for dialogue with all shareholders who are encouraged and given sufficient opportunity to enquire about the Group’s activities and prospects as well as to communicate their expectations and concerns. The Board has taken reasonable steps to encourage shareholder participation at general meetings. Shareholders are encouraged to participate in the Question and Answer session on the resolutions being proposed or on the Group’s operations in general. Shareholders who are unable to attend are allowed to appoint proxies in accordance with the Company’s Articles to attend and vote on their behalf. The Chairman and Board members are in attendance to provide clarification on shareholders’ queries. Where appropriate, the Chairman of the Board will endeavour to provide the shareholders with written answers to any significant questions that cannot be readily answered during the AGM. Shareholders are welcome to raise queries by contacting Maxis at any time throughout the year and not only at the AGM. The Companies Act, 1965 and the Company’s Articles require 21 days’ notice for Annual General Meeting but the Company has gone beyond the prescribed requirement to issue notice with 28 days’ notice period. Notices of the annual general meetings are also advertised in national daily newspapers in English, Bahasa Malaysia, Mandarin and Tamil languages. Each notice of a general meeting, which includes any item of special business, will be accompanied by a statement regarding the effect of any proposed resolution in respect of such special business. Separate resolutions are proposed for substantially separate issues at the AGM. A toll-free line has been set up and an email account has also been created to attend to all queries from shareholders pertaining to the this Annual Report, including any queries relating to the use of CD-ROM, form of proxy and all other matters relating to this forthcoming AGM. The toll-free number 1800 828 001 and email address agm2013@maxis.com.my will be valid from 11 April 2013 to 16 May 2013. The Board considers electronic poll voting as a viable voting option for its shareholders provided that it is able to satisfy itself that the infrastructure is reliable and cost effective. 3. Whistle-Blowing In light of the requirements stipulated under the Capital Markets and Services Act 2007, the Bursa Securities’ Corporate Governance Guide and the Companies Act, 1965, the Board recognises the importance of whistle-blowing and is committed to maintaining the highest standards of ethical conduct within the Group. A secure reporting mechanism for employees and third parties called the ‘Ethics Hotline’ has been established to report any alleged unethical behavior, actual or suspected fraud within the Group. Dedicated channels for reporting have been set up. These channels, under the custodian of Internal Audit Department, are: • Call or SMS to ethics hotline number (03-23306678 or 017-2003922); • Email to ethics@maxis.com.my ; • Send letters/documents to the Ethics Hotline Office c/o Internal Audit Department (Level 21, Menara Maxis, Kuala Lumpur City Centre, 50088 Kuala Lumpur, Malaysia). The Board and the Management give their assurance that employees’ and third parties’ identities are kept confidential and that whistle-blowers will not be at risk to any form of victimisation or retaliation from their superiors or any member of the Management provided that they act in good faith in their reporting. All concerns raised will be investigated by a team comprising Internal Audit, Human Resource personnel and/or line management. All fraud and cases of unethical conduct will be deliberated at the Defalcation Committee (an internal committee comprising Senior Management as members) which meets regularly on matters pertaining to fraud and unethical practices. A report and updates on the fraud and cases of unethical conduct are provided to the Audit Committee on a quarterly basis. FINANCIAL STATEMENTS CORPORATE GOVERNANCE ANALYSIS OF SHAREHOLDINGS OTHER INFORMATION ANNUAL GENERAL MEETING