Proposed Amendments to the Listing Rules Relating to Corporate Governance Issues March 2002 © 2002 Jones, Day, Reavis & Pogue Proposed Amendments to the Listing Rules Relating to Corporate Governance Issues On 21 January 2002, the Hong Kong Exchanges and Clearing (“HKEC”) issued its Consultation Paper on the proposed reform of its listing rules. The proposals aim to strengthen the level of corporate governance standards of listed companies and to bring the current regulatory regime into line with international market practices. The proposals introduce tougher requirements covering three major areas: • the protection of shareholders’ rights; • directors and board practices; and • corporate reporting and disclosure of information. Code of Best Practice Under the proposals, provisions in The Rules Governing the Listing of Securities on the Hong Kong Stock Exchange (“Exchange”) (“Main Board Rules”) and The Rules Governing the Listing of Securities on the Growth Enterprise Market (“GEM Rules”, together with the Main Board Rules, the “HK Listing Rules”) will be amended to include the Code of Best Practice as an appendix to the HK Listing Rules. Although compliance with the minimum standard will not be mandatory, any deviation from it will be subject to full disclosure in the corporate governance section of the companies’ annual reports. Audit Committees It will also be a compulsory requirement for Main Board issuers to establish an audit committee. The audit committee will be required to comprise at least three non-executive directors with a majority of independent non-executive directors and at least one independent non-executive director with appropriate qualifications or experience. The proposals also recommend the establishment of other governance committees, namely the remuneration committee and nomination committee. Quarterly Reports In addition, directors’ service contracts with a term of more than three years or a notice period of more than one year will require shareholders’ approval. Companies will have to disclose additional details concerning directors’ remuneration. One of the most controversial proposals is the requirement for Main Board issuers to publish quarterly reports within 45 days of their quarter-end and to include certain prescribed information in their reports. In fact, new disclosure and reporting requirements will be introduced to synchronize the listing rules for the Main Board and GEM-listed companies, as many of the proposals are already required under the GEM rules. The following summary highlights the current and the proposed statutory and non-statutory requirements in relation to: • directors and board practices; and • corporate reporting and disclosure in Hong Kong. We compare the major provisions of the existing and proposed Hong Kong Listing Rules with the United Kingdom Listing Rules (“UK Listing Rules”) and the Combined Code: Principles of Good Governance and Code of Best Practice of the United Kingdom1 (“Combined Code”). _______________ 1 The principal requirements on corporate governance in the United Kingdom are largely contained in the United Kingdom Listing Rules issued by the UK Listing Authority (“UKLA”). The principles and codes of practice are set out in The Combined Code: Principles of Good Governance and Code of Best Practice (the “Combined Code”). It incorporated recommendations of corporate governance principles from various reports (Cadbury Report 1992; Greenbury Report 1995; Hampel Report 1998) and is annexed to the UK Listing Rules. It does not form part of the UK Listing Rules, but compliance with it must be disclosed and any non-compliance must be justified in the issuer’s annual reports. DIRECTORS and BOARD PRACTICES Issues Current Position in Hong Kong Independent NonExecutive Directors (“INEDs”) Factors not considered in the assessment of independence: Independence (i) No prohibition on an INED receiving shares of an issuer as a gift or by means of other financial assistance from the issuer itself (but an INED is not independent if he owns more than 1% of the total share capital issued by the issuer). Proposed Amendments to the HK Listing Rules Additional factors to be considered in the assessment of independence, for example: The UKLA adopted a more liberal approach; no extensive guidelines in the assessment of independence: (i) Any shares received as gifts or by means of other financial assistance from a connected person as well as the issuer itself (but an INED is not independent if he owns more than 5% of the total share capital issued by the issuer). • The majority of non-executive directors should be independent of management and free from any business or other relationship which could materially interfere with the exercise of their independent judgment. • Non-executive directors considered to be independent in the above sense (ii) If person is a current should be identified in or past (within previous the annual report. two years) director, partner, principal or employee of a professional adviser of the issuer’s group. (ii) A past or current professional adviser of the issuer is not prohibited from being appointed as an INED. (iii) No prohibition on the appointment of a past executive/executive director of the issuer as an INED. Qualifications Comparison with the UK Listing Rules (iii) If person is a present or past (within previous two years) executive/ executive director of the issuer’s group. Minimum benchmarks as to the qualifications of an INED not stipulated; a person may be appointed if he has the character, experience and integrity; demonstrates a standard of competence; and can dedicate sufficient time and attention to the issuer’s affairs. 2 Emphasis on the INED’s contribution of his professional knowledge to the board: No express mandatory requirement, but the need for having appropriate qualification can be inferred: At least one INED appointed by the issuer must have appropriate professional qualifications or experience in financial matters. • every director should receive appropriate training on the first occasion that he or she is appointed to the board and subsequently, as necessary. DIRECTORS and BOARD PRACTICES Issues Number of INEDs Current Position in Hong Kong Proposed Amendments to the HK Listing Rules The minimum number of INEDs required to sit on board is provided in the HK Listing Rules: Sufficient representation of INEDs crucial for presenting independent views on board decisions: (i) At least two INEDs must sit on the board of directors. (i) A minimum of two INEDs and not less than 1/3 of the members of the board should be made up of INEDs. (ii) No specific disclosure required if issuer failed to have the minimum number of INEDs to sit on board. (ii) Immediate announcement must be published if the number of INEDs falls below the minimum required. (iii) If the number of INEDs fell below the minimum number, no time limit is set for an issuer to appoint a sufficient number of INEDs to meet the minimum requirement. Independent Board Committees (“IBC”) Connected transactions (iii) An issuer has to appoint a sufficient number of INEDs to meet the minimum requirement within three months after the number of INEDs has fallen below the minimum number required. No requirements in the Main Board Rules or GEM Rules for the formal establishment of an IBC, although IBC is formed to advise independent shareholders whenever circular to shareholders is required for a connected transaction. An IBC should be established to advise shareholders on the transaction, taking into account independent expert’s opinion, and should issue a separate letter of advice in the circular to shareholders. 3 Comparison with the UK Listing Rules Same underlying principle that the board should include non-executive directors of sufficient calibre and number for their views to carry significant weight in the board’s decisions: (i) Non-executive directors should comprise not less than 1/3 of the board, where the majority of non-executive directors should be independent. (ii) No specific provision requiring the announcement of failure to meet the minimum number of INEDs. There is a general obligation to notify the Company Announcements Office (“CAO”) of any major changes which may affect the company’s performance, and the price of its listed securities. Establishment of an IBC is not compulsory. The board should agree on a procedure, in the furtherance of their duties, to take independent advice if necessary. DIRECTORS and BOARD PRACTICES Issues Board Practices Code of Best Practice Current Position in Hong Kong Proposed Amendments to the HK Listing Rules The GEM Rules and the (i) Code of Best Practice (i) The Combined Code Code of Best Practice in will be set out as an consists of two sections: the Main Board Rules set appendix to the GEM (1) the Principles of out the minimum standard Rules as well as the Good Governance and of good practice concerning Main Board Rules, (2) the Code of Best the general management which stipulate the genPractice and is set out responsibilities of the board eral principles of good as an appendix to the of directors. governance. UK Listing Rules. (ii) Code of Best Practice sets out the recommended minimum standard of general management an issuer should meet, but compliance is not mandatory. (iii) Any issuer that deviates from the minimum standard must disclose such deviation in its annual report under the corporate governance reports section. Report on corporate governance Comparison with the UK Listing Rules No provisions in the Main Board Rules or the GEM Rules requiring issuers to include a report on corporate governance in their annual report. Corporate governance report prepared by the board of directors required to be included in annual reports, but the content of such a report will not be specified. Guidelines on essential elements to be included in the report will be provided in the HK Listing Rules. 4 (ii) A company incorporated in UK must disclose in its annual report and accounts: • A narrative statement of how the Combined Code has been applied – no specific guidelines as to form and content of the disclosure; • Reasons for noncompliance or confirmation of compliance of the Combined Code, etc. Various provisions in the UK Listing Rules and the Combined Code require certain corporate governance issues be included in the annual reports; similar to the elements proposed by the HK Stock Exchange. DIRECTORS and BOARD PRACTICES Issues Establishment of governance committees (1) Audit Committee Current Position in Hong Kong Proposed Amendments to the HK Listing Rules Comparison with the UK Listing Rules (i) The Code of Best Prac- (i) The Main Board Rules (i) No obligation to estabtice provides that issulish an audit committee will be amended to folers should establish an in the UK Listing low the GEM Rules so audit committee with Rules, but such recomthat it is compulsory to written terms of refermendation is present in establish an audit comence stating its authorthe Combined Code. mittee. ity and duties. (ii) Members must include (ii) Members of an audit (ii) It is obligatory for a at least three non-excommittee must comGEM issuer to establish ecutive directors of refprise at least three nonan audit committee erence dealing with its executive directors with consisting of a miniauthority and duties; a majority of INEDs mum of two members no reference to the and at least one memwith a majority of need for qualifications ber with appropriate INEDs and chaired by in financial reporting; qualifications or experian INED. majority of members ence in financial reportshould be INEDs. ing. (iii) Immediate announcement published and the Exchange informed if an issuer failed to establish an audit committee or has not appointed a sufficient number of nonexecutive directors and INEDs to the committee. (iii) The members of the committee should be named in the reports and accounts. (iv) Issuers will be required to disclose information relating to the audit committee in their annual reports. (2) Remuneration Committee No express requirement in the Main Board Rules and the GEM Rules for the establishment of a remuneration committee. Establishment of a remuneration committee comprising only INEDs is recommended but not mandatory. Issuers will be required to disclose information relating to the remuneration committee in their annual reports. 5 Remuneration Committee is mentioned in the Combined Code but not in the UK Listing Rules. A remuneration report should be included in the issuer’s annual report; information to be included is provided in the Combined Code. DIRECTORS and BOARD PRACTICES Issues (3) Nomination Committee Current Position in Hong Kong Proposed Amendments to the HK Listing Rules No reference in the HK Listing Rules in relation to the establishment of a nomination committee. (i) Establishment of a nomination committee comprising a majority of INEDs is recommended but not mandatory. (ii) Issuers will be required to disclose information relating to the nomination committee in their annual reports. Comparison with the UK Listing Rules (i) A nomination committee should be established to make recommendations to the board on all new board appointments. Majority of the committee should be nonexecutive directors, and the chairman should be chairman of the board or a non-executive director. (ii) Information on the members and chairman of the nomination committee should be disclosed in the annual reports. Directors’ Duties and Responsibilities Non-executive directors (“NEDs”) The NEDs have a general lack of awareness of their functions on the board of directors due to the absence of clear guidelines in the HK Listing Rules concerning their duties and responsibilities. Three main duties and responsibilities of NEDs will be stipulated in the Code of Best Practice: • Participate in board meetings with an independent judgment on issues of strategy, performance, resources, key appointments and standards of conduct. • Protect interests of minority shareholders by inquiring into unusual matters or decisions which may be detrimental to their interests. • Participate in various governance committees. 6 No distinction should be made between the duties of executive directors and NEDs under the law; all directors should exercise independent judgment on issues of strategy, performance, resources, including key appointments, and standard of conduct. DIRECTORS and BOARD PRACTICES Issues Current Position in Hong Kong Proposed Amendments to the HK Listing Rules Comparison with the UK Listing Rules Chairman and Chief The roles of the Chairman (i) The segregation of the (i) The two key responsibilities at the top of Executive Officer (“CEO”) and the CEO are often roles of the chairman the company – the runcombined into one, renderand the CEO is recomning of the board and ing a concentration of decimended but not manexecutive responsibility sion-making power in one datory. of the running of the person. company’s business – (ii) Whether the roles of should be separated to the two positions are ensure balance of segregated will be repower and authority. quired to be disclosed in the issuers’ annual (ii) It must be publicly jusreports. tified if roles of the CEO and the chairman are combined. Internal controls No reference is made to internal controls in the HK Listing Rules. (i) Annual review of the (i) Regular review by the effectiveness of the indirectors of the issuer ternal control system on the effectiveness of is recommended. the internal control system is recommended (ii) Directors’ report on but not mandatory. the review of internal control system required (ii) A report on internal but no specific guidecontrol review should lines of the content of be included in the issuthe report. ers’ annual report. Securities Transactions by Directors A director is prohibited from dealing in any securities of the issuer during the “black out” period, except when there is a pressing financial commitment to be met (“Minimum Standard”). Express provisions in the HK Listing Rules requiring disclosure of any breach of the Minimum Standard of conduct, which will be regarded as a breach of the rules (except in the case where the issuer has met the Minimum Standard but breached a more onerous code set by themselves). Disclosure of breaches The HK Listing Rules do not require issuers to disclose any breach of the Minimum Standard of conduct in securities transaction to their shareholders and the public. 7 Chapter 16 (Appendix) of the UK Listing Rules is the “Model Code” that sets out the minimum standard of conduct in directors’ dealings; compliance with the minimum standard is obligatory under UK Listing Rules. DIRECTORS and BOARD PRACTICES Issues The “Black out” period Current Position in Hong Kong Proposed Amendments to the HK Listing Rules (i) Only GEM issuers need to publish quarterly results. (i) Main Board issuers will be required to publish results quarterly. (ii) The “black out” period is the same for results published annually, half-yearly or quarterly. (ii) The “black out” period for results published quarterly will be shortened: • One month immediately preceding the date of the board meeting for the approval of the issuer’s results for any year or half year; • If reporting on quarterly basis, two weeks immediately preceding the earlier of the date of the board meeting approving the quarterly results and the deadline of publication of the results announcement and ends on the day of results announcement. Directors’ Contracts, Remuneration and Appointments Directors’ Service Contracts Comparison with the UK Listing Rules (i) The “closed period” is different in length depending on the company’s reporting basis: • Two months immediately preceding preliminary announcement of annual results; or if reporting on half-yearly basis, two months preceding publication of the half-year report; • If reporting on quarterly basis, one month preceding the announcement of quarterly results. (i) Shareholders’ approval (i) Shareholders’ approval (i) No shareholders’ apneeded for service conneeded for the grant proval is needed if tracts continuing for of service contracts to a Main Board issuer more than five years a director of any issuer grants a service contract during which they canand its subsidiaries for to a director for a term not be terminated by a term of more than of less than 10 years. the company. three years. Prior shareholders’ ap(ii) Service contracts with a (ii) Shareholders’ approval proval at a general notice period of more needed for the grant of meeting is required if than one year or a preservice contracts that a director/proposed didetermined compensarequire an issuer to give rector of a GEM issuer tion on termination for a one-year or more or its subsidiaries is more than one year’s notice period or to pay procuring a service consalary or benefits must compensation of tract for three years or be disclosed in the anmore than one year’s longer. nual reports with rearemuneration on termisons for such length of nation (other than (ii) No shareholders’ apnotice period. solely on account of an proval required in relaearly termination by tion to entering into (iii) Remuneration Committhe issuer of a fixed new service contracts tee considers directors’ term contract). with notice period exservice contracts and ceeding one year. makes appropriate dis(iii) Remuneration or Indeclosure in the remupendent Board Com(iii) No shareholders’ apneration reports. mittee should form proval needed in any a view on any service directors’ remuneration contracts that need decisions. shareholders’ approval and advise shareholders on how to vote. 8 CORPORATE REPORTING and DISCLOSURE OF INFORMATION Issues Quarterly Reporting Quarterly Reports Current Position in Hong Kong Proposed Amendments to the HK Listing Rules Comparison with the UK Listing Rules (i) Innovative high-growth (i) Compulsory for both and strategic-investment Main Board and GEM companies are required issuers to prepare quarto prepare quarterly reterly reports; informaports as one of their tion to be disclosed will continuing obligations. be stipulated in the HK Listing Rules. (ii) The quarterly reports must be prepared in (ii) Issuers required to inaccordance with the clude minimum inforterms provided for the (ii) Quarterly reports conmation (changes may preparation of the halfbe made to the existing tain information relatyearly reports. ing to current quarter GEM requirements on quarterly reports to enand the financial year(iii) Quarterly reports must sure consistency beto-date as well as combe published as soon parative information of tween Main Board as possible and in any Rules and GEM Rules). the corresponding quarevent within 90 days ter of the previous year. of the end of the rel(iii) Main Board issuers to evant period. follow GEM Rules, i.e., (iii) GEM issuers must pubquarterly results publish and despatch their quarterly results within lished and despatched within 45 days of the 45 days of the relevant relevant quarter end. quarter end. (i) Half-year and annual reports on financial position of issuers are compulsory for both Main Board and GEM issuers, while GEM issuer is required to also publish quarterly reports. (iv) Audit Committee to review the issuer’s quarterly reports. Half-Year Reporting Half-year reports (i) Half-year reports must (i) Half-year results and be published as soon as reports are to be pubpossible but within 90 lished and despatched days of the period to within two months of which it relates. the relevant period end (applies to both Main Board & GEM issuers). (ii) No express provision on whether summary financial statements are (ii) Summary half-year repermitted for half-year ports may be distribreports. uted in place of full half-year reports subject to individual shareholders’ wishes; minimum information to be included in the report will be stipulated in the HK Listing Rules. (i) Main Board issuers required to publish halfyear results and despatch half-year reports within three months of the half-year end, while the deadline for GEM issuers is 45 days after the financial period end. 9 CORPORATE REPORTING and DISCLOSURE OF INFORMATION Issues Full-Year Reporting Annual reports Others Changes in directorship Current Position in Hong Kong Proposed Amendments to the HK Listing Rules Comparison with the UK Listing Rules (i) Disclosure requirements (i) Additional requirements (i) Extensive guidelines on of disclosure relating to the contents of annual as stated in Main corporate governance and auditors reports; Board Rules, GEM practices in issuers’ anthe information reRules, Companies Ornual reports, e.g., remuquired to be disclosed dinance and accounting neration of senior under the UK system standards. management, investors addresses most of the relations, and additional issues that the proposed (ii) Annual results ancommentary on manamendments to the HK nouncements and anagement discussion and Listing Rules attempt nual reports required to analysis as reference for to cover. be published and desissuers. patched within four (ii) Issuers must publish months of the financial (ii) Main Board Rules to their annual reports as year end for Main follow GEM Rules resoon as possible after Board issuers and three quiring issuers to pubthe accounts have been months for GEM issulish and despatch their approved and within ers. annual reports within six months of the end three months of their of the financial period financial year-end. to which they relate. (i) GEM issuers must pub- (i) Main Board issuers required to publish an lish an announcement announcement of any of any changes in dichanges in directorship. rectorship. (ii) Biographical details Main Board issuers of newly appointed dineed only issue a press rectors to be included release rather than a in the announcement formal announcement of their appointment. on changes in directorship. (ii) No disclosure requirements as to the announcement of appointment of directors. Such announcements often give minimal information on the background and details of the directors. 10 (i) CAO must be notified of any changes to the board without delay and no later than by the end of the business day following the decision. (ii) Biographical details of directors newly appointed should be included in the notification. 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