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Trevisan & Associates Law Firm SHAREHOLDERS’ MEETING The Meeting is called by the Board of Directors or by the Management Board The Notice indicates the day, time and place of the Meeting The Notice contains the Agenda of the Meeting The Notice is published within 30 days before the Meeting the Notice is published in the Official Gazette of the Italian Republic and in the newspapers specified in the company’s by-laws The Notice is usually published in the Company’s web-site and made available on the Stock Exchange web-site
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Trevisan & Associates Law Firm Right to convene a Meeting Each shareholder has the right to convene a Meeting if it owns not less than 10% of the share capital or the less percentage specified in the company’s by-laws, filling a request to the Board of Directors The calling upon request of the shareholders is not permitted for matters on which the shareholders’ meeting resolves, in accordance with the law, on a proposal of the directors or on the basis of a project or a report submitted thereby.
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Trevisan & Associates Law Firm RIGHT TO ADD ADDITIONAL ITEMS IN THE AGENDA Article 126-bis Additions to the agenda of shareholders’ meetings 1. Shareholders who, separately or jointly, represent at least one fortieth of the share capital may request, within five days of the publication of the notice convening the meeting, additions to the agenda, specifying in the request the additional items they propose. 2. Notice of items added to the agenda following requests referred to in paragraph 1 shall be given in the forms prescribed for the publication of the notice convening the meeting 3. Additions to the agenda pursuant to paragraph 1 may not be made for matters on which the shareholders’ meeting is required by law to resolve on proposals put forward by the directors or on the basis of a plan or report they have prepared.
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Trevisan & Associates Law Firm Flow-process diagram Issuer Company Notice of Meeting Newspapers (specified in the By-Laws) Official Gazette of the Italian Republic (www.gazzettaufficiale.it) Company’s web-site Public release on Meeting information Board resolution Market (www.borsaitaliana.it) Resolutions proposals
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Trevisan & Associates Law Firm Requirements for the Shareholders’ Meeting attendance by proxy 1) The (“Notification”) by the intermediaries to the Issuer 1) The Shareholding Ownership Notification (“Notification”) by the intermediaries to the Issuer 2) The by investor or its authorised representative (e.g. Custodian, Sub-Custodian, Shareholders Services Global Provider) 2) The proxy (which is a POA and not a proxy form) signed by investor or its authorised representative (e.g. Custodian, Sub-Custodian, Shareholders Services Global Provider) 3) The voting instruction
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Trevisan & Associates Law Firm The Notification to the Issuer The exercise of the voting rights at the Meeting, shall be legitimated through the receipt, by the Issuer Company, of Notifications issued by Intermediaries according with their accounting records, which includes the name of the legal owner and the quantity of the securities.The exercise of the voting rights at the Meeting, shall be legitimated through the receipt, by the Issuer Company, of Notifications issued by Intermediaries according with their accounting records, which includes the name of the legal owner and the quantity of the securities.
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Trevisan & Associates Law Firm The Central Administration System Up today, shares and other equity or debt securities negotiable in the capital market, traded or to be traded in Italian regulated markets, are admitted to the Central Administration System of Financial Instruments and are handled on a dematerialized basis. The Notification shall issued and send to the Company only by the Central Depositary or by the following Intermediaries admitted to the System according to the Italian Law: a) Italian banks and EU and non-EU banks; b) investment firms; c) asset management companies; d) stockbrokers; e) the Bank of Italy; f) EU and non-EU undertakings that act as central depositories; g) others.
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Trevisan & Associates Law Firm Issue of Notification Custodians/Sub-Custodians and the other legitimated intermediaries or subjects admitted to the Central Administration System, properly instructed by the investors or their representatives, shall send Notifications for attendance at shareholders' Meetings in conformity with their accounting records. Custodians/Sub-Custodians and the other legitimated intermediaries or subjects admitted to the Central Administration System, properly instructed by the investors or their representatives, shall send Notifications for attendance at shareholders' Meetings in conformity with their accounting records. Notifications for attendance at shareholders' Meetings shall be sent by Custodians/Sub-Custodians admitted to the System within 2 working days from the date of the receipt of applications and, in any case 2 working days before the Meeting unless a shorter period is established by the issuer's by-laws. If the by-laws does not provide for such term the Notifications shall be sent within the beginning of the shareholders' Meeting. Copies of Notifications shall be made available to applicants at the same time they are sent. Where the issuer's by-laws do not prohibit the withdrawal of shares and before the shareholders' Meetings the Custodians/Sub- Custodians and the other legitimated intermediaries or subjects admitted to the System, which sent Notifications to the issuer, could inform the latter of any transfer, in whole or in part, of the corresponding financial instruments of the shareholders whose Notifications had been made. As of 1 January 2006, the Notifications shall be sent to issuers using electronic links.
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Trevisan & Associates Law Firm Is there a blocking period? The Italian Law doesn’t provide for a compulsory blocking period in order to vote. Regarding the listed companies, the by-laws could require a prior (maximum 2 days) Notifications of the Intermediary for attending the Meeting to be made to the Issuer Company (using electronic links). These Notifications shall produce the same effects of the deposit of shares.
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Trevisan & Associates Law Firm Proxy The Proxy Agent shall be provided with a Proxy in order to attend the Meeting and vote on behalf of the Investor. The Proxy: 1.has to be issued by the Investor itself or through its agent or fund-manager or Shareholder Services Provider or Custodian/Sub-Custodian if authorized; 2.the text of the Proxy is usually provided by the Proxy Agent; 3.is effective only for the Meeting specified, also including the second and third call; 4.shall contain the name of the proxy-holder (the person appointed to attend the meeting and to cast the vote on behalf of investor; the proxy-holder may be substituted only by the persons specified in the proxy-form); 5.is always revocable; 6.the same person can represent not over than 200 shareholders, whatever the shareholding is.
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Trevisan & Associates Law Firm Flow-process diagram Issuer Company Shareholder Meeting Sub-Custodian Shareholder Services Global Provider Proxy Agent Proxy Custodian Investor Proxy
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Trevisan & Associates Law Firm Voting instruction The voting instruction does not affect the validity and effectiveness of the Proxy and, in any case, are not part of the Proxy document. The voting instruction can be received by the proxy agent using different ways from the ones used for giving instructions for the Notification and Proxy issuing. Each voting instruction can be always and easily modified, also during the Meeting and until the beginning of the voting procedures, by a direct contact with the proxy agent who is attending the Meeting.
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Trevisan & Associates Law Firm Flow-process diagram Issuer Company Shareholder Meeting Sub-Custodian Shareholder Services Global Provider Proxy Agent Voting instruction Custodian Investor voting instructions
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Trevisan & Associates Law Firm Minutes of the Meeting The Meeting’s resolutions shall be recorded in minutes signed by the Chairman and the secretary or by the notary public (compulsory if EGM). The minutes shall indicate the date of the Meeting, the name of the attendees and their shareholding, the voting methods and the voting results. The minutes shall allow the personal identification of the favourable, contrary and abstentionist shareholders (apart from the Board of Directors and Statutory Auditors’ appointment resolutions). The minutes shall contain, on request, the shareholders’ statements.
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Trevisan & Associates Law Firm Contact details Studio Legale Trevisan & Associati, Passaggio degli Osii n. 2, 20123 Milano, Italy. Tel: +3928051133 +392877307 Fax: + 3928690111 E-mail: mail@trevisanlaw.it – trevisan@trevisanlaw.it mail@trevisanlaw.it trevisan@trevisanlaw.itmail@trevisanlaw.it trevisan@trevisanlaw.it www.trevisanlaw.it
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