VKF_FRAE_2017

113 VakıfBank Annual Report 2017 » » ISO: 9001-2015 Quality Management Certificate and ISO: 14001-2015 Environmental Management System Certificate obtained on the basis of the activities initiated for the purpose of assembling, managing and providing sustainability of the Quality and Environmental Management Systems of which methodology to be determined by the Corporate Governance Committee within the Bank. VakıfBank became the second bank in the sector and first bank among state banks with ISO: 9001-2015 Quality Management Certificate including the assessment of both Head Office departments and all branches. » » Targeting the institutional and foreign investors, Turkey’s first investor relations application in English that was prepared by the related Bank departments in 2014 for iPhone and iPad users was developed with the name “VakıfBank IR.” From the date of activating the application until the end of 2017, 12,160 users in total and during 2017 5,830 users downloaded the application and continue to use it on tablets and smartphones. 2.2 Exercise of Shareholders’ Right to Information Questions asked in writing or via phone calls to the Investor Relations Department are answered, except the ones that interfere with confidential business information, by contacting with the most authorized person. Information and developments that interest the shareholders such as stock transaction, capital increase, dividend transactions, General Assembly meetings, financial statements, disclosure of material matters, are regularly communicated with the related parties via websites, newspaper ads, mails or phone calls. Mentioned developments and information are shared with the investors located abroad via e-mail. Moreover, information requests made within the activity period by the domestic shareholders about the status of their stocks, conversion transactions of the existing shares and stock sharing transactions upon death are responded in writing. VakıfBank has two separate investor relations websites prepared both in Turkish and English. These are: Investor Relations website in Turkish: http://www.vakifbank.com.tr/Yatirimci_ Iliskileri.aspx?pageID=657 Investor Relations website in English: http://www.vakifbank.com.tr/investor- relations.aspx?pageID=625 These websites include; corporate information, Bank’s Articles of Association and the Law on VakıfBank, General Assembly information documents, profit distribution chart, General Assembly Internal directive, attendance lists, brief minutes, periodic financial statements and annual reports, credit rating scores given by credit rating agencies, Corporate Governance reports, sustainability information, stock data, press releases and announcements about the developments in the Bank. Public publicly announced via Disclosure Platform developments about VakıfBank and disclosure of material matters are available on these websites. Bank’s corporate websites do not include any information and announcement that may have impact on using shareholders rights. VakıfBank implements the provisions of the Turkish Commercial code in relation to appointment of a private auditor, this issue has not been provided for in a separate article in the Articles of Association. There was no request for appointment of a special auditor during the year of 2017. VakıfBank is subject to audit periodically within the scope of especially Banking Law and related legislations. 2.3 General Assembly Meetings The Ordinary General Assembly Meeting was held at the Head Office address in 2017. 63 rd Ordinary General Assembly Meeting was held on the 9 th of June 2017 and meeting quorum was 91.64%. Ordinary General Assembly Meeting was held as per the provisions of the “Regulation On The General Assemblies Of The Joint Stock Companies That Will Be Made In Electronic Environment” and “Communiqué On The General Assembly System That Will Be Used In The General Assemblies Of The Joint Stock Companies”. The shareholders had the opportunity to attend the General Assembly meeting on an electronic platform, express their opinions, make suggestions, and cast their votes. In order to inform the shareholders in prior to General Assembly Meetings, the call for General Assembly, the agenda, power of attorney sample and other attached documents were publicly announced in conformity with the relevant legislation via Public Disclosure Platform, Turkish Trade Registry Gazette, Electronic General Assembly System and at least on two newspapers (published nationwide) selected by the Board of Directors. These documents were also published in Turkish and English on the Bank’s website. A minimum of 21 days prior (meeting and call dates excluded), a call for a General Assembly is made in the Central Registry Agency system for the e-General Assembly service that enables participating, making proposals and statements, and voting at the Bank’s General Assembly Meeting on electronic platform. Moreover, these documents are sent to the shareholders whose up-to-date addresses are listed on the Bank’s records. The 2016 annual report, issued for the General Assembly, including Bank’s balance sheet and profit/loss statements of 2016 accounting period, Board of Directors annual report, auditor’s report and independent external audit company report, was made available in prior to the General Assembly for the Bank shareholders’ information and review via the Banks’s corporate website, Central Registry Agency system, Electronic General Assembly System, head office and all branches of the Bank within the legal timeframe. Furthermore, in case shareholders request, Bank’s branch staff will be providing them with the copies of the call for General Assembly, agenda and power of attorney samples. Shareholders, entitled to attend the General Assembly, who completed the necessary procedures, did attend the Ordinary General Assembly Meeting held in 2017. The invitation letters published before the meetings contain the following information: » » Date, time and location of the meeting, » » Agenda of the meeting, » » The body inviting shareholders to the meeting (e.g. Bank’s Board of Directors), » » The locations where the annual report, balance sheet and profit/loss accounts statements are available for review by shareholders in case of ordinary meeting