Page 161 - CCL AR 2017 Final

Circular

SECURITIES AND EXCHANGE COMMISSION OF PAKISTAN
STATE LIFE BUILDING, 7- BLUE AREA

Islamabad, January 26, 2000

Circular No. 1 of 2000

Sub: Guidelines for Attending General Meeting and Appointment of Proxies
The shares of a number of listed companies are now being maintained as “book entry security” on the Central
Depository System (CDS) of the Central Depository Company of Pakistan Limited (CDC). It has come to the notice
of the Commission that there is some confusion about the authenticity of relevant documents in the matter of
beneficial owners of the shares registered in the name of CDC for purposes of attending the general meetings and
for verification of instruments of proxies. The issue has been examined and pending the further instructions to be
issued in this regard, the following guideline for the convenience of the listed companies and the beneficial owners
are laid down:

A. Attending of meeting in person by account holders and/or sub-account holders and persons whose securities
are in group account and their registration details are uploaded to CDS:
(1) The company shall obtain list of beneficial owners from the CDC as per Regulation # 12.3.5 of the CDC
Regulations.
(2) In case of individuals, the account holder or sub-account holder and/or the person whose securities are
in group account and their registration details are up-loaded as per the Regulations, shall authenticate his
identity by showing his original National Identity Card (NIC) or original passport at the time of attending
the meeting.

(3) In case of corporate entity, the Board of Directors’ resolution/power of attorney with specimen signature
of the nominee shall be produced at the time of the meeting.

B. Appointment of Proxies

(1) In case of individual, the account holder or sub-account holder and/or the person whose securities are in
group account and their registration details are uploaded as per the Regulations, shall submit the proxy
form as per requirement notified by the company.

(2) The proxy form shall be witnessed by the two persons whose names, addresses and NIC numbers shall be
mentioned on the form.
(3) Attested copies of NIC or the passport of the beneficial owners and the proxy shall be furnished with the
proxy form.
(4) The proxy shall produce his original NIC or original passport at the time of the meeting.

(5) In case of corporate entity, the Board of Directors resolution/power of attorney with specimen signature
shall be submitted along with proxy form to the company.

159