An extraordinary general meeting will be held if a matter within the shareholders’ decision-making power should emerge. An extraordinary general meeting will also be convened if shareholders with at least 10% of the shares demand it in writing to deal with a given matter.
UPM-Kymmene Corporation’s Annual General Meeting 2016 took place at the Exhibition & Convention Centre in Helsinki on 7 April 2016.
Matters falling within the shareholders’ decision-making power are defined in the Articles of Association and in the Limited Liability Companies Act.
In accordance with UPM’s Articles of Association, the Annual General Meeting shall
Such other potential matters on the agenda of a general meeting can be, for example, the following (by virtue of the Limited Liability Companies Act):
Major changes in the corporate structure, such as merger or demerger, also require shareholders’ decision.
A shareholder has the right to place an item on the agenda of an annual general meeting if such item falls within the shareholders’ decision-making power by virtue of the Limited Liability Companies Act and if (s)he demands it in writing by submitting a request addressed to the company’s Board of Directors by 15 January each year, or four weeks prior to the publication of the notice of the annual general meeting whichever date is later.
Such demands can be submitted by mail to the address:
Shareholders are invited to the general meeting through a notice published on the corporate website. The notice is also published as a stock exchange release and in one or more daily newspapers appearing in Helsinki. The notice to the Annual General Meeting is usually published late January or early February.
A shareholder has the right to attend the meeting if (s)he is registered as the shareholder in the company’s shareholders’ register eight working days prior to the general meeting and if (s)he gives a prior notice of attendance during the time period indicated in the notice of the meeting. A holder of a nominee registered share can be temporarily registered in the shareholders’ register to facilitate his/her attendance in the meeting.
A shareholder may attend the meeting in person, or authorise a proxy representative. The proxy representative shall produce a proxy document or otherwise provide reliable evidence of the right to represent the shareholder. The shareholder or proxy representative can have one assistant at the general meeting.
A shareholder who has duly preregistered for the meeting has the right to speak, ask questions and vote at the meeting. The company has a single series of shares and each share entitles to one vote at the general meeting.
Documents related to a general meeting will be available for shareholders’ review on the corporate website at least 21 days prior to the meeting. The minutes of the general meeting including potential voting results and appendices relating to the resolutions of the general meeting will be made available for shareholders’ review on the corporate website within two weeks from the general meeting. In addition, the resolutions of the general meeting will be published as a stock exchange release immediately after the general meeting.
General meeting documents will be available on the corporate website at least five years following the meeting.