7.0 Appendices
7.1 Summary of Context
CONTEXT
Category
Details
Comments and/or justifications
Duplicated Agenda
“Agenda 6” appears twice and
The omitted “Agenda 7” will give
Number
‘Agenda 7” is skipped.
confusion to the structure of the
meeting. A renumber must be
done to maintain logical order.
Missing Introduction
An opening paragraph stating
The reader will be left guessing as
the purpose or the objectives of
to the reason on why the meeting
the meeting is missing.
is being held. Add one or two
sentences as a brief introduction to
establish purpose clearly
Unclear Attendee List
Inaccurate Line Spacing
“In Attendance” and
The transparency of the minute of
“Shareholders” are listed as
meeting will be affected as the full
only “As per list” without full
attendance is needed for legal and
names.
record- keeping purposes.
Single spacing is used
The usage of a single spacing
throughout the document
reduces the readability and
instead of 1.5 spacing.
professional appearance. A
consistent 1.5 spacing improves
the formal presentation and clarity.
7.2 Summary of Content
CONTENT
Category
Details
Comments and/or justifications
Missing Poling Results
It is stated that polling results
Voting records must be included
are attached, but no
for the transparency of the
attachment are included.
document.
No Summaries of
There are no mention of
The omission will make the minute
Discussion
shareholder discussions,
of meeting appear passive. Include
objections, and clarifications.
the key questions or debates from
the shareholders to show active
participation.
Unexplained Financial
The dividend payment and
The stakeholders need justification
Figures
directors’ fee are stated without
for the financial decisions. Brief
any rationale or calculations.
explanatory notes to add some
credibility.
7.3 Summary of Language and Mechanics of Writing
Language
Category
Location of
Error
Preposition Preliminary
section
Error
Correction
“briefed them the
“briefed them on the
Comments
and/or
justifications
The correct
agenda”
agenda”
preposition
must be used
to show a
clearer
meaning.
Passive
Agenda 1
“would not put into vote”
Voice
“would not be put to
Passive voice
vote”
needs to be
correctly
structured,
maintaining
clarity.
SubjectVerb
Agreement
Agenda 1
“been tabled and
“have been tabled and
Plural
received”
received”
subjects
require the
helping verb
“have”.
Mechanics of Writing
Category
Location of
Error
Capitalization Title
Error
Correction
MINUTES OF THE 25TH
Minutes of the 25th Annual
Comments
and/or
justifications
The lower
ANNUAL GENERAL
General Meeting of TRC
case
MEETING OF TRC
Synergy Berhad Held
improves the
SYNERGY BERHAD
virtually at The Broadcast
th
HELD VIRTUALLY AT THE
Venue at Board Room, 8
BROADCAST VENUE AT
floor, TRC Business
BOARD ROOM, 8TH
Centre, Jalan Andaman
FLOOR, TRC BUSINESS
Utama, 68000 Ampang,
CENTRE, JALAN
Selangor on Wednesday,
ANDAMAN UTAMA, 68000
The 22nd June, 2022 at
AMPANG, SELANGOR ON
10.30 a.m.
readability of
the minute of
meeting.
WEDNESDAY, THE 22ND
JUNE, 2022 AT 10.30 A.M.
Formatting
Agenda 5
“YBhg”
“Yang Berbahagia”
A consistent
and Agenda
title case is
6
needed to
improve
readability.
Punctuation
Heading and
SHAREHOLDERS:-
SHAREHOLDERS:
The hyphen
Agenda
provided:-
provided:
is
resolution:-
resolution:
unnecessary
manners:-
manners:
as only a
colon is
needed.
Bolding
Shareholders “SHAREHOLDERS:”
heading
“SHAREHOLDERS:”
All section
headings
must be
uniform style
for the
consistency
of the visual.
7.4 Original Material
MINUTES OF THE 25TH ANNUAL GENERAL MEETING OF TRC SYNERGY BERHAD
HELD VIRTUALLY AT THE BROADCAST VENUE AT BOARD ROOM, 8TH FLOOR, TRC
BUSINESS CENTRE, JALAN ANDAMAN UTAMA, 68000 AMPANG, SELANGOR ON
WEDNESDAY, THE 22ND JUNE, 2022 AT 10.30 A.M.
DIRECTORS
Present
TUN JEANNE BINTI ABDULLAH (Chairman)
TAN SRI DATO’ SRI SUFRI BIN HAJI MOHD ZIN
DATO’ ABDUL AZIZ BIN MOHAMAD
DATO’ RICHARD KHOO TENG SAN
ADMIRAL TAN SRI DATO’ SERI PANGLIMA AHMAD KAMARULZAMAN BIN HJ AHMAD
BADARUDDIN (Retired)
DATO’ Ir. ABDULLAH BIN ABD RAHMAN
DATO’ Sr. ABDULL MANAF BIN HJ HASHIM
FADZILAH BINTI MOHD SALLEH
SHAREHOLDERS:As per the Attendance List
IN ATTENDANCE
As per the list of Invitees
1. PRELIMINARY
The meeting commenced at 10.30 a.m. with the requisite quorum being present.
The Chairman welcomed the shareholders, proxies, and invitees to the Company’s 25th
Annual General Meeting and briefed them the agenda of the meeting.
The meeting was informed that the Company received five (5) proxy forms which represent
232.7 million shares of the Company. There were five (5) shareholders who had appointed
the Chairman as their proxies.
The meeting was also briefed by the Chairman on the meeting procedure and the voting
process. Pursuant to Article 70 of the Company’s Articles of Association, the Chairman
demanded all resolutions put to the vote shall be decided on a poll. The polling process was
administered by Mega Corporate Services Sdn Bhd and scrutinized by Cygnus IT Solutions
PLT appointed by the Company.
2. NOTICE OF MEETING
The meeting agreed to take the notice as read as it was incorporated in the Annual Report
dated 29th April 2022 and was duly dispatched to all members.
3. AGENDA 1 – TO RECEIVE AND ADOPT THE AUDITED FINANCIAL STATEMENTS
The Meeting was informed that the Audited Financial Statements with the Auditors report
thereon were duly approved by the Board Members on 20th April 2022. As explained in the
Explanatory Note 2 to the notice of Meeting, the Audited Financial Statement was tabled for
discussion only and would not put into vote.
The Chairman then declared that the Audited Financial Statements with the Auditors report
for the financial year end 31st December 2021 been tabled and received.
4. AGENDA 2 – ORDINARY RESOLUTION 1
DIVIDEND PAYMENT
The following resolution was duly passed as an Ordinary Resolution:-
“To approve the payment of first and final single tier dividend of 1.20 cents for the year
ended 31st December 2021.”
(There should be shareholder discussions, objections, and clarifications.
5. AGENDA 3 – ORDINARY RESOLUTION 2
PAYMENT OF DIRECTORS’ FEES
The following resolution was duly passed as an Ordinary Resolution:-
“To approve the payment of Directors’ Fees in respect of the year ended 31st December
2021.”
6. AGENDA 4 – ORDINARY RESOLUTION 3
PAYMENT OF DIRECTORS’ BENEFIT
The following resolution was duly passed as an Ordinary Resolution:-
“To approve the payment of Directors’ benefits (other than Directors’ fees) to Non-Executive
Directors in respect of the financial year ended 31st December 2021.”
7. AGENDA 5 – ORDINARY RESOLUTION 4
RE-ELECTION OF DIRECTOR
The following resolution was duly passed as an Ordinary Resolution:-
“To re-elect YBhg Dato’ Ir. Abdullah bin Abd Rahman who shall retire as Director of the
Company pursuant to Article 84 of the Company’s Articles of Association.”
8. AGENDA 6 – ORDINARY RESOLUTION 5
RE-ELECTION OF DIRECTOR
The following resolution was duly passed as an Ordinary Resolution:-
“To re-elect YBhg Admiral Tan Sri Dato’ Seri Panglima Ahmad Kamarulzaman bin Hj Ahmad
Badaruddin (Retired) who shall retire as Director of the Company pursuant to Article 84 of
the Company’s Articles of Association.”
9. AGENDA 6 – ORDINARY RESOLUTION 5
RE-ELECTION OF DIRECTOR
The following resolution was duly passed as an Ordinary Resolution:-
“To re-elect Fadzilah binti Mohd Salleh who shall retire as Director of the Company pursuant
to Articles 84 of the Company’s Articles of Association.”
10. AGENDA 8 – ORDINARY RESOLUTION 7
APPOINTMENT OF AUDITORS
The following resolution was duly passed as an Ordinary Resolution:-
“To re-appoint Mazars PLT as Auditors of the Company to hold office until the conclusion of
the next Annual General Meeting and to authorise the Directors to fix their remuneration.”
11. AGENDA 9 – ORDINARY RESOLUTION 8
AUTHORITY FOR ALLOTMENT OF SHARES
The following resolution was duly passed as an Ordinary Resolution:-
“THAT subject always to the Companies Act, 2016 (“the Act”), the Articles of Association of
the Company and approvals from Bursa Malaysia Securities Berhad (“Bursa Securities”) and
any other governmental/regulatory authorities, the Directors of the Company be and are
hereby empowered, pursuant to Section 75 of the Act, to allot shares in the Company at any
time and upon such terms and conditions and for such purposes as the Directors of the
Company may, in their absolute discretion, deem fit provided that the aggregate number of
shares to be issued pursuant to this resolution does not exceed 10% of the total number of
issued shares of the Company for the time being AND THAT the Directors of the Company
be and are hereby empowered to obtain the approval for the listing of and quotation for the
additional shares so issued on Bursa Securities AND FURTHER THAT such authority shall
continue to be in force until the conclusion of the next Annual General Meeting of the
Company.”
12. AGENDA 10 – ORDINARY RESOLUTION 9
RENEWAL OF AUTHORITY TO PURCHASE COMPANY’S OWN SHARE
The following resolution was duly passed as an Ordinary Resolution:-
“THAT subject to compliance with all applicable rules, regulations and orders made pursuant
to the Companies Act, 2016 (“Act”), provisions in the Company’s Memorandum and Articles
of Association, the Main Market Listing Requirements of Bursa Malaysia Securities Berhad
(“Bursa Securities”) (“MMLR”) and any other relevant authorities, the Company be and is
hereby authorised to purchase such number of ordinary shares of the company as may be
determined by the Directors of the Company from time to time through Bursa Securities
upon such terms and conditions as the Directors may deem fit and expedient in the interest
of the Company PROVIDED THAT:-
1. The aggregate number of shares purchased does not exceed ten per centum (10%)
of the issued and paid-up share capital of the Company as quoted on Bursa
Securities as at the point of purchase;
2. The maximum fund to be allocated by the Company for the purpose of purchasing
such number of ordinary shares shall not exceed the retained profit account of the
Company. As at the financial year ended 31st December 2021, the audited retained
profit of the Company stood at RM7,093,922.53;
3. The renewal of authority conferred by this resolution will commence immediately
upon passing of this resolution and will continue to be in force until:(a) at the conclusion of the next AGM of the Company following the general meeting
in which the authorization is obtained, at which time it shall lapse unless by ordinary
resolution passed at that meeting, the authority is renewed either unconditionally or
subject to conditions; or
(b) the expiration of the period within which the next AGM of the Company is required
by law to be held; or
(c) revoked or varied by ordinary resolution passed by the shareholders of the
Company in a general meeting.
whichever occurs first;
AND THAT upon completion of the purchase(s) of the ordinary shares of the Company, the
Directors of the Company be and are hereby authorised to deal with the ordinary shares so
purchased in the following manners:(a) to cancel the ordinary shares so purchased; or
(b) to retain the ordinary shares so purchased as treasury shares for distribution as dividend
to shareholders and/or resell on Bursa Securities or subsequently cancel; or
(c) to retain part of the ordinary shares so purchased as treasury shares and cancel the
remainder; and
(d) in any other manner prescribed by the Act, rules, regulations and orders made pursuant
to the Act, the Listing Requirements of Bursa Securities and any other relevant authorities for
the time being in force.
AND THAT the Directors of the Company be and are hereby authorised to act and to take all
such steps as they may deem necessary or expedient in order to implement, finalise and
give full effect to the aforesaid share buy-back with full powers to assent to any conditions,
modifications, variations, and/or amendments as may be required or imposed by the relevant
authorities and to do all such acts and things (including executing all documents) as the
Board may deem fit and expedient in the best interest of the Company.”
13. POLLING RESULT
The meeting noted the polling results as verified by the Poll Scrutineer, a copy of which is
attached to this minute.
14. CLOSING
There be no further business the meeting closed at 11.15 a.m. with a vote of thanks to the
Chair.
Signed as a correct record.
TUN JEANNE BINTI ABDULLAH
Chairman
Date: 22nd June 2022
7.5 Edited Material
Minutes of Meeting of TRC Synergy Berhad
Held virtually at the broadcast venue at Board Room, 8th Floor, TRC Business Centre,
Jalan Andaman Utama, 68000 Ampang, Selangor on Wednesday, the 22nd June, 2022 at
10.30 a.m.
(An introduction paragraph stating the purpose or the objectives of the meeting is supposed
to be inserted here)
DIRECTORS
Present
TUN JEANNE BINTI ABDULLAH (Chairman)
TAN SRI DATO’ SRI SUFRI BIN HAJI MOHD ZIN
DATO’ ABDUL AZIZ BIN MOHAMAD
DATO’ RICHARD KHOO TENG SAN
ADMIRAL TAN SRI DATO’ SERI PANGLIMA AHMAD KAMARULZAMAN BIN HJ AHMAD
BADARUDDIN (Retired)
DATO’ Ir. ABDULLAH BIN ABD RAHMAN
DATO’ Sr. ABDULL MANAF BIN HJ HASHIM
FADZILAH BINTI MOHD SALLEH
SHAREHOLDERS:
As per the Attendance List
(The list of attendance should be included here)
IN ATTENDANCE
As per the list of Invitees
(The list of invitees should be included here)
1. PRELIMINARY
The meeting commenced at 10.30 a.m. with the requisite quorum being present.
The Chairman welcomed the shareholders, proxies, and invitees to the Company’s 25th
Annual General Meeting and briefed them on the agenda of the meeting.
The meeting was informed that the Company received five (5) proxy forms which represent
232.7 million shares of the Company. There were five (5) shareholders who had appointed
the Chairman as their proxies.
The meeting was also briefed by the Chairman on the meeting procedure and the voting
process. Pursuant to Article 70 of the Company’s Articles of Association, the Chairman
demanded all resolutions put to the vote shall be decided on a poll. The polling process was
administered by Mega Corporate Services Sdn Bhd and scrutinized by Cygnus IT Solutions
PLT appointed by the Company.
2. NOTICE OF MEETING
The meeting agreed to take the notice as read as it was incorporated in the Annual Report
dated 29th April 2022 and was duly dispatched to all members.
3. AGENDA 1 – TO RECEIVE AND ADOPT THE AUDITED FINANCIAL STATEMENTS
The Meeting was informed that the Audited Financial Statements with the Auditors report
thereon were duly approved by the Board Members on 20th April 2022. As explained in the
Explanatory Note 2 to the notice of Meeting, the Audited Financial Statement was tabled for
discussion only and would not be put to vote.
The Chairman then declared that the Audited Financial Statements with the Auditors report
for the financial year end 31st December 2021 have been tabled and received.
4. AGENDA 2 – ORDINARY RESOLUTION 1 – DIVIDEND PAYMENT
The following resolution was duly passed as an Ordinary Resolution
“To approve the payment of first and final single tier dividend of 1.20 cents for the year
ended 31st December 2021.”
(There should be a calculation of the dividend and a mention of shareholder discussions,
objections, and clarifications here)
5. AGENDA 3 – ORDINARY RESOLUTION 2 – PAYMENT OF DIRECTORS’ FEES
The following resolution was duly passed as an Ordinary Resolution:
“To approve the payment of Directors’ Fees in respect of the year ended 31st December
2021.”
(There should be a calculation of the dividend and a mention of shareholder discussions,
objections, and clarifications here)
6. AGENDA 4 – ORDINARY RESOLUTION 3 – PAYMENT OF DIRECTORS’ BENEFIT
The following resolution was duly passed as an Ordinary Resolution:
“To approve the payment of Directors’ benefits (other than Directors’ fees) to Non-Executive
Directors in respect of the financial year ended 31st December 2021.”
7. AGENDA 5 – ORDINARY RESOLUTION 4 – RE-ELECTION OF DIRECTOR
The following resolution was duly passed as an Ordinary Resolution:
“To re-elect Yang Berbahagia Dato’ Ir. Abdullah bin Abd Rahman who shall retire as Director
of the Company pursuant to Article 84 of the Company’s Articles of Association.”
8. AGENDA 6 – ORDINARY RESOLUTION 5 – RE-ELECTION OF DIRECTOR
The following resolution was duly passed as an Ordinary Resolution:
“To re-elect Yang Berbahagia Admiral Tan Sri Dato’ Seri Panglima Ahmad Kamarulzaman bin
Hj Ahmad Badaruddin (Retired) who shall retire as Director of the Company pursuant to
Article 84 of the Company’s Articles of Association.”
9. AGENDA 7 – ORDINARY RESOLUTION 5 – RE-ELECTION OF DIRECTOR
The following resolution was duly passed as an Ordinary Resolution:
“To re-elect Fadzilah binti Mohd Salleh who shall retire as Director of the Company pursuant
to Articles 84 of the Company’s Articles of Association.”
10. AGENDA 8 – ORDINARY RESOLUTION 7 – APPOINTMENT OF AUDITORS
The following resolution was duly passed as an Ordinary Resolution:
“To re-appoint Mazars PLT as Auditors of the Company to hold office until the conclusion of
the next Annual General Meeting and to authorise the Directors to fix their remuneration.”
11. AGENDA 9 – ORDINARY RESOLUTION 8 – AUTHORITY FOR ALLOTMENT OF
SHARES
The following resolution was duly passed as an Ordinary Resolution:
“THAT subject always to the Companies Act, 2016 (“the Act”), the Articles of Association of
the Company and approvals from Bursa Malaysia Securities Berhad (“Bursa Securities”) and
any other governmental/regulatory authorities, the Directors of the Company be and are
hereby empowered, pursuant to Section 75 of the Act, to allot shares in the Company at any
time and upon such terms and conditions and for such purposes as the Directors of the
Company may, in their absolute discretion, deem fit provided that the aggregate number of
shares to be issued pursuant to this resolution does not exceed 10% of the total number of
issued shares of the Company for the time being AND THAT the Directors of the Company
be and are hereby empowered to obtain the approval for the listing of and quotation for the
additional shares so issued on Bursa Securities AND FURTHER THAT such authority shall
continue to be in force until the conclusion of the next Annual General Meeting of the
Company.”
12. AGENDA 10 – ORDINARY RESOLUTION 9 – RENEWAL OF AUTHORITY TO
PURCHASE COMPANY’S OWN SHARE
The following resolution was duly passed as an Ordinary Resolution:
“THAT subject to compliance with all applicable rules, regulations and orders made pursuant
to the Companies Act, 2016 (“Act”), provisions in the Company’s Memorandum and Articles
of Association, the Main Market Listing Requirements of Bursa Malaysia Securities Berhad
(“Bursa Securities”) (“MMLR”) and any other relevant authorities, the Company be and is
hereby authorised to purchase such number of ordinary shares of the company as may be
determined by the Directors of the Company from time to time through Bursa Securities
upon such terms and conditions as the Directors may deem fit and expedient in the interest
of the Company PROVIDED THAT:
1.
The aggregate number of shares purchased does not exceed ten per centum (10%)
of the issued and paid-up share capital of the Company as quoted on Bursa Securities as at
the point of purchase;
2.
The maximum fund to be allocated by the Company for the purpose of purchasing
such number of ordinary shares shall not exceed the retained profit account of the Company.
As at the financial year ended 31st December 2021, the audited retained profit of the
Company stood at RM7,093,922.53;
3.
The renewal of authority conferred by this resolution will commence immediately
upon passing of this resolution and will continue to be in force until:
(a) at the conclusion of the next AGM of the Company following the general meeting in which
the authorization is obtained, at which time it shall lapse unless by ordinary resolution
passed at that meeting, the authority is renewed either unconditionally or subject to
conditions; or
(b) the expiration of the period within which the next AGM of the Company is required by law
to be held; or
(c) revoked or varied by ordinary resolution passed by the shareholders of the Company in a
general meeting.
whichever occurs first;
AND THAT upon completion of the purchase(s) of the ordinary shares of the Company, the
Directors of the Company be and are hereby authorised to deal with the ordinary shares so
purchased in the following manners:
(a) to cancel the ordinary shares so purchased; or
(b) to retain the ordinary shares so purchased as treasury shares for distribution as dividend
to shareholders and/or resell on Bursa Securities or subsequently cancel; or
(c) to retain part of the ordinary shares so purchased as treasury shares and cancel the
remainder; and
(d) in any other manner prescribed by the Act, rules, regulations and orders made pursuant
to the Act, the Listing Requirements of Bursa Securities and any other relevant authorities for
the time being in force.
AND THAT the Directors of the Company be and are hereby authorised to act and to take all
such steps as they may deem necessary or expedient in order to implement, finalise and
give full effect to the aforesaid share buy-back with full powers to assent to any conditions,
modifications, variations, and/or amendments as may be required or imposed by the relevant
authorities and to do all such acts and things (including executing all documents) as the
Board may deem fit and expedient in the best interest of the Company.”
13. POLLING RESULT
The meeting noted the polling results as verified by the Poll Scrutineer, a copy of which is
attached to this minute.
(There should be an attached polling result here)
14. CLOSING
There be no further business the meeting closed at 11.15 a.m. with a vote of thanks to the
Chair.
Signed as a correct record.
TUN JEANNE BINTI ABDULLAH
Chairman
Date: 22nd June 2022