114 STRATEGICALLY ADVANCING A separate resolution is proposed for each distinct issue at the general meeting. These resolutions are not bundled or made inter-conditional on each other, unless the issues are interdependent and linked so as to form one significant proposal. Where the resolutions are “bundled”, the reasons and material implications are explained. Information is also provided on each resolution to enable Unitholders to exercise their votes on an informed basis. To ensure transparency, each resolution proposed will be voted by way of electronic poll voting for Unitholders/ proxies present at the meetings. The voting and vote tabulation procedures are declared before the voting commences, and an independent scrutineer is appointed to validate the vote tabulation and procedures. Results of the poll voting (votes cast for or against or abstain from voting, and their respective percentages) are disclosed immediately at the meeting after the conduct of each poll, and also announced in a timely manner after the meeting via SGXNet. Unitholders are informed of general meetings through notices (such notice will also be published on SGXNet, newspapers and ESR-REIT’s website) sent to them in accordance with the requisite notice period. As part of the sustainability efforts and in line with ESR-REIT’s Trust Deed, printed copies of accompanying annual reports or circulars will only be despatched to Unitholders upon request. Electronic copy of the accompanying annual reports or circulars are available for download from the SGXNet and ESR-REIT’s website. Unitholders are informed of the rules governing general meetings and are given the opportunity to communicate their views, ask questions and discuss with the Board and Management on matters affecting ESR-REIT. All Directors, together with the Management, representatives of the trustee and other relevant professionals (where necessary) are in attendance for the entire duration of the general meetings to address queries that Unitholders may have. The external auditors are also present to answer Unitholders’ questions about the conduct of audit and the preparation and content of the auditors’ report. The ARCC has the responsibility of overseeing this policy to ensure it is properly administered. Valid reports made in good faith will be investigated by an independent party and the outcome of each investigation is reported to the ARCC Chairman, who will advise on the appropriate follow-up action. All whistle-blowing reports are reviewed by the ARCC quarterly to ensure independent and thorough investigation with appropriate follow-up actions. All information and reports are received confidentially to protect the identity and the interest of all whistleblowers. UNITHOLDER RIGHTS AND ENGAGEMENT & MANAGING STAKEHOLDER RELATIONSHIPS Principle 11: Unitholder Rights and Conduct of General Meetings The Manager is committed to treating all Unitholders fairly and equitably in order to enable them to exercise their Unitholders’ rights and have the opportunity to communicate their views on matters affecting ESR-REIT. The Board is responsible for providing a balanced and understandable assessment of ESR-REIT’s performance, position and prospects within their reports and announcements to Unitholders. The Board is supported by the Management who provides the Board with relevant and accurate information on ESR-REIT’s performance on a timely basis to enable the Board to effectively discharge its duties. The Manager has in place a Policy on Market Disclosure which governs the timely and accurate disclosure of information via SGXNet. Financial results, press releases, analyst presentation slides and other price sensitive information are disseminated through announcements via SGXNet and ESR-REIT’s website in a timely manner to assist Unitholders and investors in their investment decisions. General Meetings Unitholders are entitled to attend general meetings and are accorded the opportunity to participate effectively and vote at these meetings. Any Unitholder who is unable to attend these meetings in person is allowed to appoint up to two proxies to vote on his/her behalf at the meeting through proxy forms sent before the proxy submission cutoff time. Unitholders who are Relevant Intermediaries (as defined in the Companies Act 1967) may appoint more than two proxies to attend, speak and vote at general meetings of ESR-REIT.
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