Shareholders of the Company and their proxy representatives may participate in the meeting and exercise their rights as shareholders only through voting in advance as well as by making counterproposals and presenting questions in advance.
The Board of Directors of the Company has resolved on the exceptional procedure for the meeting based on the temporary legislative act to limit the spread of the Covid-19 pandemic approved by the Finnish Parliament on 24 April 2020. The Company has resolved to take actions enabled by the act in order to hold the meeting in a predictable manner, taking into account the health and safety of the Company‘s shareholders, personnel and other stakeholders.
14 May 2020 Notice to the AGM published
20 May 2020 Registration period and advance voting period commence
27 May 2020 Last day for shareholders to send questions to the AGM
29 May 2020 AGM record date
3 June 2020 Deadline for the notice of participation and votes
Notice of participation and voting in advance
The registration period and advance voting period commence on 20 May 2020 and end on 3 June 2020 at 4 pm. (Finnish time), by which time all votes and notices must be received.
If you wish to use the Company’s nominated proxy representative, voting instructions must be received no later than on 2 June 2020.
When registering, requested information such as the name, personal identification number, address and telephone number of the shareholder must be notified. The personal data given to Euroclear Finland Oy or the proxy representative nominated by the Company will be used only in connection with the AGM and with the processing of related registrations.
Shareholders with a Finnish book-entry account can register and vote in advance in the following ways as of 20 May 2020:
1. Electronic voting in advance
Advance voting will end on 3 June 2020 at 4 pm. (Finnish time).
2. By regular mail or e-mail
A shareholder may print out an advance voting form available below and send it to Euroclear Finland Oy by regular mail to Euroclear Finland Oy, AGM / HKScan Corporation, P.O. Box 1110, FI-00101 Helsinki, Finland or by e-mail to firstname.lastname@example.org.
If a shareholder participates in the AGM by delivering votes in advance to Euroclear Finland Oy, the delivery of the votes shall constitute due registration for the AGM.
3. By delivering voting instructions to the proxy representative
A shareholder may use the Company’s proxy authorization service and authorize the independent proxy representative nominated by the Company, Heikki Vesa, Attorney-at-Law, or a person designated by him to vote in advance on your behalf for the meeting. A shareholder may also use other proxy representatives.
Templates for the proxy document and voting instructions are available below. This or the corresponding information shall be delivered to:
no later than on 2 June 2020 by mail to Heikki Vesa, Attorney-at-law, Krogerus Attorneys Ltd, Yliopistonkatu 21, FI-20100 Turku, Finland or by e-mail to email@example.com
other proxy representatives shall deliver the information no later than on 3 June 2020 at 4 pm. (Finnish time) by mail to HKScan Corporation / AGM, P.O. Box 50, FI-20521 Turku, Finland or by e-mail to firstname.lastname@example.org
Proxy representatives and powers of attorney
Shareholders of the Company may participate in the AGM through a proxy representative. A proxy representative of a shareholder must also vote in advance in the manner described in the AGM notice.
A proxy representative shall produce a dated proxy document or otherwise in a reliable manner demonstrate his/her right to represent the shareholder at the AGM. If a shareholder participates in the AGM by means of several proxy representatives representing the shareholder with shares in different securities accounts, the shares in respect of which each proxy representative represents the shareholder shall be identified in connection with the registration for the AGM.
Delivery of a proxy document and votes in advance to Euroclear Finland Oy before the expiration of the period for the notice of participation constitutes due registration for the AGM.
Holders of nominee-registered shares
A holder of nominee registered shares has the right to participate in the Annual General Meeting by such shares, based on which he/she on the record date of the Annual General Meeting, 29 May 2020, would be entitled to be registered in the shareholders’ register of the company held by Euroclear Finland Oy. The right to participate in the Annual General Meeting requires, in addition, that the shareholder based on such shares has been registered into the temporary shareholders’ register held by Euroclear Finland Oy at the latest by 5 June 2020, by 10 am. (Finnish time). As regards nominee registered shares this constitutes due registration for the Annual General Meeting. Changes in shareholding after the record date do not affect the right to participate in the meeting or the number of voting rights held in the meeting.
Holders of nominee registered shares are advised to request from their asset manager without delay the necessary instructions concerning registration in the shareholder register, the issue of letters of proxy and registration for the Annual General Meeting. The asset manager’s account operator must notify for registration in the Company’s temporary shareholder register any holder of nominee registered shares no later than by the abovementioned date and time, and to see to the advance voting on behalf of the holder of nominee registered shares.
Questions to the Annual General Meeting
Shareholders may send questions to the Annual General Meeting by email to email@example.com at the latest by 27 May 2020. The questions and the answers will be published on this page at the latest by 1 June 2020.
Invitation to the Annual General meeting