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Corporate
Governance
Board and Board Committees |
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The Board
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The Board is charged with promoting the success of
the Company by directing and supervising its affairs
in a responsible and effective manner. Each Director
has a duty to act in good faith in the best interests
of the Company. The Directors are aware of their collective
and individual responsibilities to all Shareholders
for the manner in which the affairs of the Company
are managed, controlled and operated.
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Duties of the Board include:
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giving the strategic direction
of the Company;
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setting the objectives of Management;
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monitoring the performance
of Management;
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overseeing the management of
Neptune relationships with stakeholders, such
as governments, customers, the community, interest
groups and others who have a legitimate interest
in the responsible conduct of the Group's business;
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ensuring that a framework of
prudent and effective controls is in place to
enable risks to be assessed and managed; and
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The Board meets in person at least quarterly. Active
participation at each Board meeting of at least a majority
of Directors is expected. Obtaining consent through
the circulation of written resolutions will not be treated
as a regular Board meeting. The frequency and length
of Board meetings, volume of briefing papers considered
and Directors' attendance are published in the Annual
Report and on the Neptune website.
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Board meetings are scheduled one year in advance with
a view to facilitating attendance by Directors.
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All Directors have the opportunity to include matters
in the agenda for a regular Board meeting. Other than
in exceptional circumstances, Directors are asked
at least 14 Days before the meeting date if they have
any item to raise at the Board meetings. Notices of
regular board meetings are sent to Directors at least
14 days before the meeting date. For all other Board
meetings, reasonable notice is given.
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A full agenda and accompanying Board papers are circulated
to all Directors usually 7 days, and in any event
not less than 3 days, in advance of each Board meeting.
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The Company Secretary shall ensure that Directors
are informed of the status of matters arising from
discussions at the previous meeting Board.
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All Directors are to be provided, in a timely manner,
with information in a form and of a quality appropriate
to enable them to discharge their duties and responsibilities.
In particular, all Directors are entitled to access
to Board papers and related materials from the Company
Secretary in a timely manner.
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Management is responsible for providing the Board
with adequate and timely information which is complete
and reliable and which will enable Directors to make
an informed decision on matters placed before them.
Where any Director requires more information than
is volunteered by Management he/She will make further
enquiries, to which Management must respond quickly
and effectively. The Board and each Director has separate
and independent access to the Senior Management.
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All Directors have free access to the advice and
services of the Company Secretary and the Corporate
Secretarial Department with a view to ensuring that
Board procedures are followed and on any matter relating
to the application and implementation of this Code.
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Complete minutes of each Board meeting are kept by
the Company Secretary and are available for inspection
by any Director during office hours.
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Minutes record in sufficient detail the matters considered
by the Board and the decisions reached, including any
concerns raised by the Directors of dissenting views
expressed. Draft and final versions of minutes are sent
to all Directors for their comment and records respectively,
in both cases as soon as possible.
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The Board has adopted a system whereby the Directors
may seek independent professional advice in appropriate
circumstances in the furtherance of their duties. The
system is as follows:
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The Board has resolved that, upon reasonable
request, a Director may seek and be provided
with separate independent professional advice
to assist the relevant Director to discharge
his of her duties to the Company. The Director
in question shall ask the Chairman who shall
review the relevant director's request then
make the necessary arrangements for such a professional
advisor to be appointed and revise as he/she
thinks appropriate. If the Director in question
is still dissatisfied with the response of the
arrangements, the matter shall be referred to
a Committee comprising all the Independent Non-executive
Directors available and willing to consider
the matter.
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If a substantial Shareholder or a Director has a conflict
of interest in a matter to be considered by the Board
which the Board has determined to be material, the matter
will be dealt with by holding a Board meeting of a meeting
of a Board Committee set up for that purpose pursuant
to resolution passed in a Board meeting. The Board will
take into account the exceptions to the general voting
prohibition, set out in the Listing Rules under Appendix
3 note 1, in considering whether a substantial Shareholder
of a Director had a conflict of interest in a matter
to be considered by the Board. If the relevant exceptions
apply, a regular Board meeting need not be held.
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If a Board of Board Committee meeting is held for
the purpose of paragraph A.14 above, Independent Non-executive
Directors who, and whose associates, have no material
interest in the transaction concerned will be present
at such a meeting. Any Director concerned should declare
his/her interest at of prior to the meeting of the
Board of Committee in question and consider withdrawal
from the meeting when the matter is discussed. Directors
concerned must abstain from voting on any Board of
committee resolution and will not be counter in the
quorum.
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The Company should arrange a Directors' and Officers'
Liability insurance, the terms of which are reviewed
by the Board annually.
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| Board Composition
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The composition of the Board is such that it facilitates
the making of informed and critical decisions. The
Board includes a balanced composition of Executive,
Non-executive Directors and independent Non-executive
Directors are of sufficient caliber and number for
their views to carry independent judgment without
undue disruption.
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The Board possesses a balance of skills and experience
appropriate for the business of the Company. The Directors
have a mix of finance, legal and management qualifications
with considerable experience in diversified business.
At least one of the independent Non-executive Directors
had professional accounting qualifications.
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The Independent Non-executive Directors are expressly
identified as such in all corporate communications
that disclose the names of the Directors.
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There are at least three Independent Non-executive
Directors. Independent Non-executive Directors comprise
at least one-third of the Board.
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The views of Management are represented at meetings
of the Board by the presence of the Chief Executive
Officer and other Executive Directors, as well as
by the attendance of other senior executives at Board
meetings when required.
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Details of the membership of the Board (including
the Independent Non-executive Directors) and roles
and functions of Directors are given in the Annual
Report and on the Neptune website and the information
is updated whenever there are changes. In this Code,
references to ˇ§Non-executive Directorsˇ¨ include both
independent and non-independent directors, unless
the context makes it clear otherwise.
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| Responsibilities
of Directors |
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All Directors, collectively and individually, are
aware of their responsibilities to all Shareholders
for the conduct, business activities and development
of the Company and shall perform their responsibilities
in accordance with this Code.
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The Non-executive Directors have the same duties
of care and skill and fiduciary duties as the Executive
Directors.
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Upon the appointment of a new Director, we provides
the Director with a comprehensive, formal induction
with due regard to the Guidance Notes on "Induction
of Directors" published by the institute of Chartered
Secretaries and Administrators (ICSA) to ensure that
he/she has a proper understanding of the operations
and business of the Company and that he/she is fully
aware of his/her responsibilities under statute and
common law, the Listing Rules, applicable legal requirements
and other regulatory requirements and the business
and governance policies of the Company, in particular
the restrictions to which the Director is subject
in relation to price-sensitive information and dealing
in the Company's securities.
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New Directors are expected to have such expertise
to qualify them to make a positive contribution to
the performance by the Board of its responsibilities.
Every Director ensures that he/she can give sufficient
time and attention to the affairs of the Company.
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All Directors (with the exception or the Chief Executive
Officer and the Executive Directors) are non-executive
and independent of Management. Responsibilities of
the Non-executive Directors include:
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participating in Board meetings
to bring an independent judgment on issues of
strategy, policy, performance, accountability,
resources;
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promoting critical review
and control of the management process;
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taking the lead where potential
conflicts of interests arise;
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serving on the Audit Committee,
and other Board Committees, if invited;
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attending General Meetings
and developing a balanced understanding of the
views of Shareholders;
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bringing a wide range of
business and financial experience to the Board
which contributes to the effective direction
of the Company; and
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Positively contributing to the development of
the Company's strategy and policies, scrutinizing
the Company's performance in achieving agreed
corporate goals and objectives, and monitoring
the reporting of performance. |
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The Independent Non-executive Directors, to whom
any Shareholders' concerns can be conveyed, help ensure
that the interests of all Shareholders, and not only
the interests of a particular faction or group, are
properly taken into account by the Board and that
the relevant issues are subjected to objective consideration
by the Board. The views of the Independent Non-executive
Directors carry significant weight in the Board's
decision-making process.
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All Directors and Senior Management
are obliged to comply with the standard of the Code
set out in Appendix 10 to the Listing Rules for Securities
Transactions by Directors and Specified Individuals
governing Directors' and Senior Managers' dealings in
the Company's securities, the provisions of which are
no less exacting than those of the Model Code issued
by the Hong Kong Stock Exchange.
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Each Director discloses to the Company
(at the time of appointment and on a yearly basis) the
number and nature on offices held in public companies
or organizations and other significant commitments,
with the identity of the public companies or organizations
and the time involved.
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| Appointment,
Re-election and Removal |
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Neptune follows a formal, considered and transparent
procedure for the appointment of new Directors.
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The appointment of a new Director is a matter for
consideration by the decision of the full Board. All
Directors appointed to fill a casual vacancy are subject
to election by Shareholders at the Annual General
Meeting (AGM) in their first year of appointment.
Every Director is subject to retirement by rotation
at least once.
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The Non-executive Directors are appointed for a term
of not than four years upon their appointment or election
or re-election by Shareholders, as appropriate. Each
of the Non-executive Directors is subject to retirement
by rotation and re-election by Shareholders. The term
of appointment of each Non-executive Director starts
on the respective date of his/her appointment, or
his/her most recent election of re-election (as the
case may be) by Shareholders and ends on either:
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the date of the third AGM
after the date of such election or re-election;
or
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the date on which the Director
concerned shall retire by rotation or shall
other otherwise retire, whichever is the earlier.
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The Company's Articles of Association provide that
the Board shall comprise not less than four Directors,
nor more than fifteen.
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One-third of the Directors are required to retire
from office at the AGM in each year. A retiring Director
is eligible for re-election.
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The Directors to retire in every year shall be those
appointed by the Board during the year and those who
have been longest in office since their election or
re-election. Any Director who has been appointed by
the Board during the year and retires at the next
AGM shall not be taken into account in determining
the number of Directors who are to retire by rotation
at that AGM.
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The names and biographical details (including other
Directorships held in listed public companies in the
last 3 years and other major appointments) of the
Directors who will offer themselves for election or
re-election at the next AGM are contained in the Notice
of the AGM to assist shareholders in making an informed
decision on their election.
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The Company will announce any resignation or removal
of a Director and give reasons, including information
relating to a relevant Director's disagreement with
the Company (is any) and a statement confirming whether
of not there are any matters that need to be brought
to Shareholders' attention.
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Where the Board proposes a resolution to elect an
individual as an Independent Non-executive Director
at the General Meeting, the reasons why the Board
believes the individual should be elected and why
it considers the individual to be independent are
contained in the Notice of the relevant General Meeting.
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If an Independent Non-executive Director serves more
than 9 years, any further appointment is subject to
a separate resolution to be approved by Shareholders.
The reasons why the Board believes that the individual
continues to be independent and why he should be re-elected
are contained in the Notice of General Meeting.
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| Chairman
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The posts of Chairman and Chief Executive
Officer (CEO) are separate to ensure a clear distinction
between the Chairman's responsibilities to manage the
Board and the CEO's responsibility to manage the Company's
business. The division of responsibilities between the
Chairman and CEO is clearly established and set out
in writing.
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The responsibilities of the Chairman include:
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ensuring all Directors are
properly briefed on matters to be discussed at
Board meetings
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ensuring all Directors receive
adequate, complete and reliable information in
a timely manner;
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providing leadership for the
Board;
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ensuring that the Board works
effectively, discharges its responsibilities and
discusses all key issues in a timely manner;
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ensuring that, on his/her behalf,
the Company Secretary settles and approves the
agenda for Board meetings,
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ensuring good corporate governance
practices and procedures are in place. In the
Company's case the Chairman, through the Company
Secretary, oversees the implementation of practices
and procedures set out in this Code;
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giving each Director an opportunity
to express his/her views at Board meetings, encouraging
all Directors to fully contribute to the Board's
affairs and ensuring that the Board acts in the
best interests of the Company;
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at least annually holding meetings
with the Non-executive Directors without the Executive
Directors present; and
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facilitating the effective
contribution of Non-executive Directors in particular
and building constructive relations between Executive
and Non-executive Directors. For example, the
Chairman encourages the Non-executive Directors
to play an active part in the Company's affairs,
such as through visits to the Company's facilities,
informal meetings with Management and staff and
participation in corporate events.
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The Chairman has a casting vote in the event of an
equality of votes on any matter to be decided by the
Board.
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