Al-`Aqar Healthcare REIT Annual Report 2020

Governance Structure 85 PRINCIPLE C: INTEGRITY IN CORPORATE REPORTING AND MEANINGFUL RELATIONSHIP WITH STAKEHOLDERS (CONT’D) Communication with Stakeholders (cont’d) Al-`Aqar is highly committed to ensure that relevant and material corporate information is shared with our unitholders and investing community effectively. Al-`Aqar maintains a corporate website, http://www.alaqar.com.my to disseminate up-to-date and historical information and enhance its investor relations practices. The Investor Relations section on the website provides investor-related information such as financial information, announcements released to Bursa Securities, general meetings materials, circulars and distribution information. Stakeholders will also have access to corporate governance information including but not limited to the Board Charter, Terms of Reference, Whistleblowing Policy and Anti-Bribery & Corruption Policy. The Manager has in place the Investor Relations team to facilitate effective communication with unitholders, analysts, fund managers and media. The email address, name and contact number of the Manager’s designated person also available in Al-`Aqar’s website to enable the public to forward queries relating to Al-`Aqar to the Manager. Conduct of General Meeting The Annual General Meeting is a vital platform for dialogue and interaction for effective communication and proactive engagement between the Board and unitholders of Al-`Aqar. A copy of the 2019 Annual Report of Al-`Aqar and the relevant Circular to unitholders, including the notice of meeting were made available to unitholders before the 8th AGM. The notice of meeting was also advertised in the local daily newspapers and announced to Bursa Securities via Bursa LINK. An Administrative Guide, which furnished useful information regarding the conduct of the 8th AGM, together with the explanatory guide to the use of the electronic polling process were given to the unitholders in advance. In line with the Government’s Initiative and the Securities Commission Malaysia Guidance Note, as a precautionary measure amid COVID-19, Al-`Aqar has conducted its 8th AGM on a fully virtual basis via live streaming and online remote voting on 25 June 2020. The Broadcast Venue of the 8th AGM at the Manager’s corporate office was strictly for the purpose of complying with Section 327(2) of the Companies Act, 2016 which requires the Chairman of the meeting to be at the main venue. No Unitholders/ Proxy(ies) was allowed to be physically present at the Broadcast Venue on the day of the 8th AGM. The voting of all resolutions set out in the notice of the 8th AGM was conducted by poll in accordance with Paragraph 8.29A of Bursa Malaysia Securities Berhad Main Market Listing Requirements. Al-`Aqar has appointed Mega Corporate Services Sdn Bhd as Poll Administrator to conduct the poll by way of electronic voting and Cygnus IT Solutions PLT as Independent Scrutineers to verify the poll results. All Directors of the Manager were present at the 8th AGM to engage with unitholders. Besides, the Trustee, the Management Team, external auditors and the advisers were in attendance to address questions or concerns raised by unitholders. The Chairman of the meeting presented the progress and performance of the business and encouraged unitholders to participate in the Q&A session. Corporate Governance Statement