1
APPROVEDBy the decision
of the Board of Directors
of the Joint Stock Company
«National Company
«Kazakhstan Temir Zholy»
from «12 »December of 2011year
the minutes № 7
Regulations «On the Corporate secretary
Of the Joint Stock Company «National Company «Kazakhstan Temir Zholy»
- General provision
1. The present Regulations «On the Corporate secretary of the Joint Stock Company «National Company «Kazakhstan Temir Zholy» (further – Regulations) is developed according to the legislation of the Republic of Kazakhstan (further - the Legislation), the Code of corporate governance, the Charter and internal documents of the Joint Stock Company «National Company «Kazakhstan Temir Zholy» (further – the Company).
2. The Regulations defines an order of appointment of the corporate secretary of the Company (further – the Corporate secretary), his tasks, function, the right, a duty, responsibility, and also an order of education and activity of the Corporate secretary Staff of the Company.
3. The position of the Corporate secretary is entered for ensuring observance with bodies and officials of the Company of rules and the procedures of corporate governance guaranteeing realization of the rights and interests of the Sole Shareholder of the Company (further – the Sole Shareholder).
4. The corporate secretary is the permanent member of staff of Society, fulfills the duties on a constant basis in full time mode.
5. The Corporate secretary is accountable in the activity to theCompanyBoard of Directors (further – the Board of Directors).
6. The Corporate secretary carries out the activity according to the legislation of the Republic of Kazakhstan, the Charter and the Code of corporate governance of the Company, the present Regulations, other internal documents of the Company, and also decisions of the Sole Shareholder and the Board of Directors.
7. The Corporate secretary has no right to combine the activity with performance of other functions in the Company, and also to work in other organizations without preliminary coordination with the Board of Directors.
2.Order of appointment and dismission from a position of the
Corporate secretary
8.The Corporate secretary is appointed by the decision of the Board of Directors made by a simple majority vote of Board members, on representation of the Chairman of the Board of Directors or Board members.
9. The question of appointment of the Corporate secretary is submitted for internal meeting of the Board of Directors. Presence of the candidate (-s) to a position of the Corporate secretary at the specified meeting is obligatory.
10. In the decision of the Board of Directors on appointment of the Corporate secretary are specified, including, a term of office, the size of an official salary and a condition of remuneration of the Corporate secretary.
11. To a position of the Corporate secretary Board members can make offers on candidates.
12. Concerning each of candidates the following documents have to be submitted to the Board of Directors on electronic and paper carriers:
1) data on the candidate according to the attachment 1 of the present Regulations;
2) information on existence (lack) of an affiliated to the Company;
3) two letters of recommendation from officials of the organizations in whom the Candidate worked earlier and at opportunity from authoritative members of the professional organizations;
4) written consent of the candidate to appointment to the post of the Corporate secretary.
The Committee on questions of cadres and remunerations of the Board of Directors considers the submitted documents and submits to the Board of Directors the recommendations about the candidate (-s) to a position of the Corporate secretary. 13. The Board of Directors and/or committee on questions on items of cadres and rewards of the Board of Directors can request additional information which can influence making decision on appointment of the corresponding candidate for a position of the Corporate secretary.
14. To a position of the Corporate secretary the person meeting the following requirements is designated:
1) existence of the higher legal or economic education;
2) existence of professional experience of work not less than five years, including in the field of corporate law or corporate governance or on a senior position – not less than two years;
3) existence of knowledge, experience and qualification, sufficient for execution of the duties assigned to it. Requirements to knowledge of the Corporate secretary are specified in the attachment 2 to the present Regulations;
4) lack of an affiliation to the Company;
5) existence of faultless business reputation, and also such personal qualities as honesty, activity, persistence, commitment, aspiration to increase of the qualification, skill to communicate, responsibility, ability to settle the conflicts between participants of dispute;
6) existence of organizing and analytical skills and skills;
7) existence of skills of work on the computer;
8) knowledge of specifics of activity of the Company.
15. With the person appointed as the Corporate secretary, the employment contract is signed. The employment contract on behalf of the Company is signed by the Head of executive body.
16. The Board of Directors has the right to make the decision on the early termination of powers of the Corporate secretary and cancellation of the contract signed with it in the order established by the Legislation, including according to point 4 of article 52 of the Labour Code (if it is provided in the employment contract with the Corporate secretary).
17. The decision on appointment of the new Corporate secretary is made by the Company Board of Directors in time no later than one month from the moment of making decision on the termination of powers of the Corporate secretary. The decision on appointment of the new Corporate secretary can be made at the same time with making decision on the early termination of powers of the acting Corporate secretary.
18. His predecessor has to submit again appointed Corporate secretary the cases, documents and a database of documents on electronic and (or) paper carriers. Transfer of affairs is carried out in time no later than five working days from the moment of appointment of the new Corporate secretary under the delivery-acceptance certificate in which have to be surely specified the basis of transfer of affairs, transfer date, the name and structure of transferred documentation, the list put (actions, actions, inquiries) which are in a stage of execution and have to be executed by the newly elected Corporate secretary.
3.Tasks of the Corporate Secretary
19. Tasks of the Corporate secretary within his activity are:
1) ensuring observance with bodies and officials of the Company of the Legislation in the sphere of corporate governance, the Charter, the Code of corporate governance and internal documents of the Company, and also policy and practice improvement in the field of corporate governance;
2) ensuring effective activity of the Board of Directors and its committees (in case of their creation);
3) ensuring storage, disclosure and providing essential information on Society, and also maintenance of high level of information transparency;
4) ensuring accurate and effective interaction between the Company and the Sole Shareholder, and also between the Company bodies.
5) implementation of actions (within competence), directed on increase of level of corporate governance in the Company.
4. Functions of the Corporate secretary
20. For performance of a task of ensuring observance with bodies, officials of the Company of the Legislation in the sphere of corporate governance, Listing rules, the Charter, the Code of corporate governance and internal documents of the Company, and also policy and practice improvement in the field of corporate governance, the following functions are assigned to the Corporate secretary:
1) monitoring of execution, observance by bodies and officials of the Company of the Legislation in the sphere of corporate governance, Listing rules, the Charter, the Code of corporate governance and internal documents of the Company;
2) granting and the organization of consultations to officials of the Company on the questions connected with requirements of government bodies, Listing rules, provisions of the Legislation in the field of corporate governance;
3) informing of Board of Directors on the violations revealed in the Company in the field of corporate governance;
4) participation in development, observance and periodic revision of policy and practice of corporate governance of the Company;
5) monitoring and the analysis of existing practice, tendencies, development prospects in the field of corporate governance in the Republic of Kazakhstan, abroad and introduction (direction) of research opinions, information, recommendations to the officials, appropriate authorities and heads of structural divisions of the Company;
6) the analysis of expectations of the Sole Shareholder interested in activity of the Company of persons and a corporate management system accepted in it;
7) report preparation for Board of Directors on a condition of corporate governance in the Company, execution by the Company of requirements of the Legislation in the sphere of corporate governance, Listing rules, the Charter, the Code of corporate governance and internal documents of the Company with offers of the decisions directed on improvement of practice of corporate governance in the Company.
21. For performance of tasks of ensuring effective activity of Board of Directors and its committees (in case of their creation) the following functions are assigned to the Corporate secretary:
1) explanation to newly elected Board members operating in the society of rules of activity of Board of Directors and other bodies of the Company providing information on officials and organizational structure of the Company, its internal documents and other information important for appropriate execution by Board members of their duties;
2) the organization of fact-finding meetings for newly elected Board members with bodies and heads of structural divisions of the Company;
3) providing help in the organization of professional development of Board members;
4) development together with the Chairman of the Board of Directors of the project of the plan of work of the Board of Directors with the schedule of carrying out meetings for the corresponding year;
5) preparation of project of the agenda of meetings of the Board of Directors with the offer on a form of carrying out meetings and representation to their Chairman of the Board of Directors;
6) ensuring appropriate preparation of materials concerning the agenda of meetings of Board of Directors, including, including, observance of procedures of preparation of materials, preliminary discussions (the organization of preliminary discussions) with officials, service of internal audit (in case of its creation), heads and employees of structural divisions of the Company;
7) the timely direction to board members of the agenda of meeting of Board of Directors with the attachment of all necessary materials, and also the notice of the persons invited to meeting;
8)recording of meetings of the Board of Directors according to requirements of the Legislation, the Charter and internal documents of the Company, and also ensuring timely signing by board members of decisions of Board of Directors (minutes);
9) the direction of the decisions, minutes of the Board of Directors to Board members which were absent at a meeting of the Board of Directors;
10) ensuring appropriate observance of procedure of holding meetings and decision-making by Board of Directors, granting explanations of requirements of the Legislation, Charter and internal documents of the Company necessary for adoption of decisions by the Board of Directors;
11) the direction of decisions of the Board of Directors to appropriate authorities and officials of the Company, control of their execution and informing Board of Directors on results (course) of execution in the order established by the Board of Directors;
12) preparation of bulletins for an absentee voting of board members, implementation of mailing and collecting bulletins, summing up vote concerning day of a meeting of the Board of Directors.
13) granting (ensuring granting) to board members of the documents requested by them and information;
14) informing the Chairman of the Board of Directors and Board of Directors on all facts interfering performance by the Corporate secretary of his duties;
15) collecting and the accounting of information concerning board members, necessary for granting to the appropriate government bodies in the order established by internal documents of the Company ¹;
16) organizational maintenance of activity of committees of Board of Directors, including, including, ensuring preparation of materials and the organization of holding meetings, the notice of members of committees and the invited persons about convocation of meetings, the direction to members of committees of materials concerning the agenda of meetings, maintaining protocols, storage of recommendations, conclusions of committees and their representation to the Chairman of the Board of Directors;
17) the account and storage all coming to the address of the Board of Directors, its committees correspondence, ensuring preparation of responses to the arriving inquiries.
22. The Corporate secretary carries out the functions of the secretary of the Board of Directors established by the Law of the Republic of Kazakhstan “On joint stock companies”.
1. For performance of tasks of ensuring storage, disclosure and providing essential information on Society, and also maintenance of high level of information transparency the following functions are assigned to the Corporate secretary:
1) ensuring compliance to an order of storage and disclosure (granting) of information on the Company, established by the Legislation, the Charter and internal documents of the Company;
2) control of timely disclosure of information by the Company in the order established by the Legislation, Listing rules, the Charter and internal documents of the Company;
3) providing according to the Legislation and internal documents of Society of the account and storage of the documents of the Company which are subject to obligatory storage, access to them, providing their copies. Copies of the specified documents without fail make sure the Corporate secretary;
4) ensuring timely granting to the Sole Shareholder of information infringing on his interests according to the Legislation, the Charter, internal documents of the Company, decisions of the Sole Shareholder;
5) providing the account and storage of information on interest of board members, the head and members of executive body in decision-making concerning their competence;
6) participation in development of information policy (provision on disclosure of information), regulations on storage of commercial and other confidential information of the Company;
7) control of timely and high-quality filling of the website of the Company, introduction of the relevant proposals (information) to the Board of Directors and executive body on increase of its quality and informational content;
8) ensuring compliance with terms of providing the obligatory reporting by the Company;
9) participation in preparation of the annual report of the Company.
______
¹ So, for example, according to points 3,4 of article 67 of the Law of the Republic of Kazakhstan “On jointstock companies” the natural and legal entities who are affiliated persons of the Company, are obliged to present to the Company within seven days from the date of emergence of an affiliation of data on the affiliated persons. The Company is obliged to submit the list of the affiliation of persons to authorized body in the order established to them.
2. Для выполнения задач по обеспечению четкого и эффективного взаимодействия между Обществом и Единственным акционером, а также между органами Общества на Корпоративного секретаря возлагаются следующие функции:
1)осуществление в соответствии с внутренними документами Общества учета направленных в адрес Единственного акционера информации (предложений) о размещении объявленных акций Общества, а также поступивших от других лиц информации (предложений) о выкупе размещенных и размещаемых акций Общества;
2)обеспечение надлежащего учета поступивших от Единственного акционера писем (обращений, требований), осуществление контроля за своевременным их рассмотрением соответствующими органами Общества и подготовкой ответов;
3)предоставление Единственному акционеру разъяснений по вопросам их прав и обращение в случае необходимости к регистратору Общества за соответствующими объяснениями;
4)содействие созданию и эффективному использованию каналов обмена информации между органами Общества;
5)информирование о потенциальных и реальных случаях корпоративных конфликтов и конфликта интересов соответствующих органов Общества и участие в их разрешении в порядке, установленном внутренним документом Общества по урегулированию корпоративных конфликтов и конфликта интересов;
- Иные функции:
1)впределах своей компетенции, а также по поручению членов Совета директоров и Единственного акционера ведение деловой переписки с должностными лицами, органами Общества, руководителями структурных подразделений Общества;
2)участие в выстраивании взаимоотношений с инвесторами;
3)подготовка и участие в подготовке проектов внутренних документов Общества, утверждение которых относится к компетенции общего собрания акционеров, Совета директоров;
4)осуществление контроля за исполнением решений Единственного акционера;
5)оказание содействия в работе корпоративных секретарей дочерних (зависимых) организаций Общества;
6)доведение результатов проверок Общества, проводимых внешним аудитором и государственными органами, до Совета директоров и, в случае необходимости, его комитетов;
7)иные функции Корпоративного секретаря, установленные Законодательством.
- Выполнение функций, предусмотренных в данном разделе настоящего Положения, осуществляется Корпоративным секретарем как самостоятельно, так и посредством выдачи соответствующих указаний работникам Аппарата Корпоративного секретаря.
5. Аппарат Корпоративного секретаря
- Для обеспечения исполнения Корпоративным секретарем своих функций в Обществе создается Аппарат Корпоративного секретаря (далее – Аппарат).Аппарат является структурным подразделением Общества.
- Аппарат создается и упраздняется решением Совета директоров. Штатная численность и штатное расписание Аппарата утверждаются решением Совета директоров и включаются в штатное расписание Общества. В материалах повестки дня заседания Совета директоров по соответствующим вопросам должно быть представлено мнение Корпоративного секретаря.
- Руководство Аппаратом осуществляет Корпоративный секретарь. Работники Аппарата непосредственно подчиняются Корпоративному секретарю.
- Работники Аппарата назначаются и освобождаются от должности руководителем исполнительного органапо инициативе и/или по согласованию с Корпоративным секретарем в соответствии с трудовым законодательством Республики Казахстан.
- Размер должностного оклада, условия оплаты труда и премирования Аппарата Корпоративного секретаря определяются Советом директоров.
- Социальная поддержка, гарантии и компенсационные выплаты для работников Аппарата Корпоративного секретаря осуществляются в соответствии с внутренними документами Общества;
- Работники Аппарата действуют в соответствии с трудовыми договорами и должностными инструкциями, составленными на основании настоящего Положения.
- Работники Аппарата должны обладать соответствующей квалификацией и навыками, достаточными для выполнения возложенных на них обязанностей.
- Работники Аппарата не могут одновременно совмещать другие функции в Обществе, а также без согласования с Председателем Правления и Корпоративным секретарем работать в других организациях.
6.Права и обязанности Корпоративного секретаря
- Корпоративный секретарь имеет право:
1)запрашивать и получать у должностных лиц Общества, руководителей Службы внутреннего аудита, структурных подразделений Общества материалы (информацию), в случае необходимости разъяснения, необходимые для осуществления Корпоративным секретарем своих функций;
2)проверять полноту представленного пакета материалов по вопросам, включенным в повестку дня заседания Совета директоров и вопросам, выносимым на рассмотрение Единственного акционера, с правом выдачи замечаний и предложений;
3)запрашивать и получать у членов Совета директоров и руководителя исполнительного органа отчет о ходе решений Единственного акционера, Совета директоров, и, в случае невыполнения или нарушения сроков выполнения, запрашивать письменные объяснения причин неисполнения или несвоевременного исполнения решений;
4)запрашивать у членов Совета директоров и руководителя исполнительного органа информацию и разъяснения в связи с нарушением прав Единственного акционера или ситуацией, приводящей к возникновению корпоративных конфликтов и конфликта интересов.
- Корпоративный секретарь обязан:
1)соблюдать в своей деятельности нормы и требования Законодательства, Устава, Кодекса корпоративного управления, настоящего Положения, иных внутренних документов Общества;
2)исполнять поручения Совета директоров;
3)отчитываться о своей деятельности перед Советом директоров;
4)соблюдать конфиденциальность информации об Обществе и его аффилиированных лицах, инсайдерской информации, ставшей известной в период осуществления функций Корпоративного секретаря и в течение не менее чем трех лет после прекращения полномочий в качестве Корпоративного секретаря.
7.Ответственность Корпоративного секретаря
и работников его Аппарата
- Корпоративный секретарь, работники Аппарата Корпоративного секретаря должны действовать в интересах Общества иЕдинственного акционера, осуществлять свои обязанности добросовестно.
- Корпоративный секретарь, работники Аппарата Корпоративного секретаря в порядке, установленном Законодательством и внутренними документами Общества несут ответственность за:
1)надлежащее исполнение возложенных на них задач, функций, прав и обязанностей;
2)убытки, причиненные Обществу их действиями (бездействием).
- Ответственность Корпоративного секретаря, работников Аппарата Корпоративного секретаря закрепляется в заключаемых с ними трудовых договорах (или дополнительном соглашении к трудовому договору).
- Отказ членов Совета директоров и/или исполнительного органа Общества от принятия мер по устранению корпоративных конфликтов либо по предотвращению потенциальных корпоративных конфликтов, после того, как они были проинформированы Корпоративным секретарем, освобождает последнего от ответственности за организацию разрешения корпоративных конфликтов.
8.Организационно-техническое обеспечение
Корпоративного секретаря и его Аппарата
- Корпоративный секретарь, его Аппарат должны быть обеспечены необходимыми организационно-техническими условиями (сканер, компьютеры, программное обеспечение «Справочно-правовая система «ЮРИСТ», Internet, периодическая литература и др.), помещением, для полноценного выполнения возложенных на них задач и вытекающих из них функций.
______