Guidelines for attending General Meetings and Appointment of Proxies

Circular No. 1 - Reference No. 3(5-A)Misc/ARO/LES/96 Guidelines for attending General Meetings and Appointment of Proxies Jan. 26, 2000 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 alongwith proxy form to the company. (M. JAVED PANNI) Chief (Coordination)

1. Listed Companies (which have joined the Central Depository System).
2. Karachi/Lahore/Islamabad Stock Exchange.
3. Central Depository Company of Pakistan Limited, Karachi.

File No. 8(34) CF/CDS/99