BIMB Integrated Annual Report 2017

17 Intended Outcome Every company is headed by a board, which assumes responsibility for the company’s leadership and is collectively responsible for meeting the objectives and goals of the company. Practice 1.5 Directors receive meeting materials, which are complete and accurate within a reasonable period prior to the meeting. Upon conclusion of the meeting, the minutes are circulated in a timely manner. Application : Applied . Explanation on application of the practice : The Board of Directors has full and unrestricted access to all information pertaining to BHB’s affairs including, inter alia, the Group’s financial results, annual budgets, reviews against business plans and progress reports on corporate developments to enable them to discharge their duties effectively. Schedule Meeting, Notice and Agenda To assist the Board in managing their time schedule, the meeting calendar for the year is prepared and circulated in advance. The Agenda and Board meeting papers are disseminated to the Directors, electronically and in hard copies, at least five (5) days prior to the Board meeting to allow sufficient time for the Directors to study and review the issues and, where necessary, to obtain further information and explanation to facilitate an informed decision. At the Board meeting, the Directors deliberate at length on the agenda prior to making decisions. The Management and the external advisers may be invited to attend the Board meetings when necessary, to furnish the Board with explanations on items tabled or to provide clarification on issue(s) that may be raised by any Director(s). Minutes The deliberations and resolutions passed by the Board are recorded properly including matters which involve the interest of interested Director. Minutes of the meeting must also indicate whether any director abstained from voting or deliberating on particular matter and are confirmed at the next Board Meeting. The Group Company Secretary also communicate and follow up with the relevant division responsible for any outstanding matters arising from previous meeting and update the Board accordingly. Paperless Meeting In support of the Company’s Sustainability agenda and our effort improve the Board performance and overall decision-making, the Board had embarked on the Paperless Meeting initiatives. The Board members are provided with the devices where the meeting materials can be access digitally. Beyond the environment benefits and reduction