their discretion to retroactively ratify and confirm actions taken by the executive director(s).
3.10.Minutes
Minutes shall be established for each meeting and will state the time and place of the meeting, list the persons attending the meeting, state the existence of any conflict of interest, summarize matters discussed and the wording of the resolutions. The minutes shall be signed by the chairperson and the secretary of the meeting and a copy shall be forwarded to all directors. The minutes are deemed approved if no director raises objections during the next meeting following the receipt of the minutes. Resolutions of the Board of directors adopted outside a meeting must be recorded separately or included in the minutes of the next Board meeting.
3.11.Commitment and absence
Non-executive directors shall procure that they have sufficient time for the proper fulfilment of their role, functions and responsibilities. This will be monitored by the chairperson.
Non-executive directors who are frequently absent shall be called to account for this. The annual reports and accounts shall state which non-executive directors have been frequently absent from meetings and shall state the absenteeism rates of each of the directors.
3.12.Other directorships
A director shall inform the Board of directors of any outside directorship or position held or intended to accept by such director.
4.The Chairperson
4.1.Principal role
The chairperson is responsible for the proper functioning of the Board of directors and its committees and shall communicate on behalf of the non-executive members of the Board of directors. He or she is the main contact point to shareholders regarding the functioning of the executive and non-executive directors. He or she shall have such further duties and authorities as are set out below and as shall be determined by the Board of directors.
The chairperson determines the agenda of the Board of directors, chairs the meetings of the Board of directors and monitors the proper functioning of the Board of directors and of the committees. He or she ensures, as chairperson, the orderly and efficient conduct of the general meeting.
4.2.Specific responsibilities
The chairperson shall ensure that:
(i)the Board of directors is duly composed and functions properly;
(ii)the non-executive directors follow their induction and education or training programme;
(iii)the non-executive directors receive in good time all information which is necessary for the proper performance of their duties;
(iv)there is sufficient time for consultation and decision-making by the non-executive directors;
(v)the committees function properly;
(vi)the performance of the directors is assessed at least once a year;
(vii)the Board of directors appoints a deputy chairperson if and when the appointment of a deputy chairperson is considered appropriate; and
(viii)the non-executive directors have proper contact with the executive director(s).
5.Company secretary
The chairperson is assisted in his or her role by the Company secretary, who is appointed by the executive director after the approval of the non-executive directors has been obtained.
The Company secretary shall ensure that correct procedures are followed and that the Board of directors acts in accordance with its statutory obligations and its obligations under the Articles of Association and the Rules. He/she shall assist the chairperson in the actual organisation of the affairs of the Board of directors (information, agenda, evaluation, training programme, etc.).
The Board of directors may delegate further powers to the Company secretary.