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Title：

Sample Template for XXX Co., Ltd. Rules of Procedure for Board of Directors Meetings  CH

Amended Date： 2020.06.03 
Categories： Corporate Governance
Article Content Content Search Article No. Search Legal Basis Amended Article Legislative History Chinese

Title： Sample Template for XXX Co., Ltd. Rules of Procedure for Board of Directors Meetings(2008.05.07)
Date：
Article 4     (Meeting notification and meeting materials)
    The designated unit responsible for the board meetings of this Corporation shall be ＿＿______ . .
    The unit responsible for board meetings shall draft agenda items and prepare sufficient meeting materials, and shall deliver them together with the notice of the meeting.
    A director who is of the opinion that the meeting materials provided are insufficient may request their supplementation by the unit responsible for board meetings. If a director is of the opinion that materials concerning any proposal are insufficient, the deliberation of such proposal may be postponed by a resolution of the board of directors.
Article 5     (Preparation of attendance book and other documents; attendance by proxy)
    When a board meeting is held, an attendance book shall be provided for signing-in by attending directors, which shall be made available for future reference.
    Directors shall attend board meetings in person. A director unable to attend in person may appoint another director to attend the meeting in his or her place in accordance with this Corporation's articles of incorporation. Attendance by videoconference will be deemed attendance in person.
    A director who appoints another director to attend a board meeting shall in each instance issue a proxy form stating the scope of authorization with respect to the reasons for convening the meeting.
    The proxy referred to in paragraph 2 may be the appointed proxy of only one person.
Article 8     (Reference materials, non-voting participants, and holding board meetings)
    When a board meeting is held, the management (or the designated unit responsible for the board meetings) shall furnish the attending directors with relevant materials for ready reference.
    As merited by the content of a proposal to be put forward at a board meeting, a non-director manager from a relevant department may be notified to attend the meeting as a non-voting participant, and when necessary, certified public accountants, attorneys, or other professionals retained by this Corporation may also be invited to attend the meeting as non-voting participants.
    The chair shall call the board meeting to order at the appointed meeting time and when more than one-half of all the directors are in attendance.
    If one-half of all the directors are not in attendance at the appointed meeting time, the chair may announce postponement of the meeting time, provided that no more than two such postponements may be made. If the quorum is still not met after two postponements, the chair shall reconvene the meeting in accordance with the procedures in Article 3, paragraph 2.
    The number of "all directors," as used in the preceding paragraph and in Article 16, paragraph 2, subparagraph 2, shall be counted as the number of directors then actually in office.
Article 9     (Documentation of a board meeting by audio or video)
    Proceedings of a board meeting shall be recorded in their entirety in audio or video, and the recording shall be retained for a minimum of 5 years. The record may be retained in electronic form.
    If any litigation arises with respect to a resolution of a board meeting before the end of the retention period of the preceding paragraph, the relevant audio or video record shall be retained until the conclusion of the litigation.
    Where a board meeting is held by videoconference, the audio or video documentation of the meeting constitutes part of the meeting minutes and shall be retained for the duration of the existence of this Corporation.
Article 11     (Discussion of proposals)
    A board meeting shall follow the agenda given in the meeting notice. However, the agenda may be changed with the approval of a majority of directors in attendance at the board meeting.
    The chair may not declare the meeting closed without the approval of a majority of the directors in attendance at the meeting.
    At any time during the course of a board meeting, if the number of directors sitting at the meeting does not constitute a majority of the attending directors, then upon the motion by a director sitting at the meeting, the chair shall declare a suspension of the meeting, in which case Article 8, paragraph 3 shall apply mutatis mutandis.
Article 12     (Matters requiring discussion at a board meeting)
    The matters listed below as they relate to this Corporation shall be raised for discussion at a board meeting:
  1. The Corporation's business plan.
  2. Annual and semi-annual financial reports.
  3. Adoption or amendment of an internal control system pursuant to Article 14-1 of the Securities and Exchange Act.
  4. Adoption or amendment, pursuant to Article 36-1 of the Securities and Exchange Act, of any handling procedures for material financial or business transactions, such as the acquisition or disposal of assets, derivatives trading, loans of funds to others, and endorsements or guarantees for others.
  5. The offering, issuance, or private placement of equity-type securities.
  6. The appointment or discharge of a financial, accounting, or internal audit officer.
  7. Any matter that, under Article 14-3 of the Securities and Exchange Act or any other law, regulation, or bylaw, must be approved by resolution at a shareholders meeting or board meeting, or any material matter as may be prescribed by the competent authority.
    With respect to a matter that, under Article 14-3 of the Securities and Exchange Act, must be approved by resolution at a board meeting, any and all independent directors of this Corporation shall attend the meeting in person or appoint another independent director to attend the meeting as proxy. If an independent director objects to or expresses reservations about such a matter, it shall be recorded in the board meeting minutes; if an independent director intends to express an objection or reservation but is unable to attend the meeting in person, then unless there is a legitimate reason to do otherwise, that director shall issue a written opinion in advance, which shall be recorded in the board meeting minutes.
Article 13     (Voting—I)
    When the chair at a board meeting is of the opinion that a proposal has been discussed sufficiently to put it to a vote, the chair may announce the discussion closed and call a vote.
    When a proposal comes to a vote at a board meeting, if no attending director voices an objection following an inquiry by the chair, the proposal will be deemed approved. If there is an objection following an inquiry by the chair, the proposal shall be brought to a vote.
    One voting method for proposals at a board meeting shall be selected by the chair from among those below, provided that when an attending director has an objection, the chair shall seek the opinion of the majority to make a decision:
  1. A show of hands or a vote by voting machine.
  2. A roll call vote.
  3. A vote by ballot.
  4. A vote by a method selected at this Corporation's discretion.
    "Attending directors," as used in the preceding two paragraphs, does not include directors that may not exercise voting rights pursuant to Article 15, paragraph 1.
Article 15     (Recusal system for directors)
    When a director or a juristic person that the director represents is an interested party in relation to an agenda item, and such a relationship is likely to prejudice the interest of this Corporation, that director may express opinions and answer questions, but shall recuse himself or herself from the discussion or the voting on the item, and may not exercise voting rights as proxy for another director.
    Where a director is prohibited by the preceding paragraph from exercising voting rights with respect to a resolution at a board meeting, the provisions of Article 180, paragraph 2 of the Company Act apply mutatis mutandis in accordance with Article 206, paragraph 2 of the same Act.
Article 16     (Meeting minutes and sign-in matters)
    Discussions at a board meeting shall be recorded in the meeting minutes, and the minutes shall fully and accurately state the matters listed below:
  1. The meeting session (or year) and the time and place of the meeting.
  2. The name of the chair.
  3. The directors' attendance at the meeting, including the names and the number of directors in attendance, excused, and absent.
  4. The names and titles of those attending the meeting as non-voting participants.
  5. The name of the minute taker.
  6. The matters reported at the meeting.
  7. Discussion items: For each proposal, the method of resolution and the result, a summary of the comments of any director, supervisor, expert, or other personnel, and their objections or reservations and any recorded or written statements, and any opinion issued in writing by an independent director pursuant to Article 12, paragraph 2.
  8. Extraordinary motions: The name of the mover, the method of resolution and the result, a summary of the comments of any director, supervisor, expert, or other personnel, and their objections or reservations and any recorded or written statements.
  9. Other matters required to be recorded.
    The occurrence of any of the following circumstances, with respect to a resolution passed at a board meeting, shall be stated in the meeting minutes and shall be publicly announced and filed on the website of the Market Observation Post System designated by the Financial Supervisory Commission, Executive Yuan, within 2 days from the date of the meeting:
  1. Any objection or expression of reservations by an independent director expresses of which there is a record or written statement.
  2. A resolution is adopted with the approval of two-thirds or more of all directors, without having been passed by the audit committee of this Corporation.
    The attendance book constitutes part of the minutes for each board meeting and shall be retained for the duration of the existence of this Corporation.
    The minutes of a board meeting shall bear the signature or seal of both the chair and the minute taker, and a copy of the minutes shall be distributed to each director and supervisor within 20 days after the meeting. The minutes shall be deemed important corporate records and appropriately preserved during the existence of this Corporation.
    The meeting minutes of paragraph 1 may produced and distributed in electronic form.
Article 17     (Principles with respect to the delegation of powers by the board)
    With the exception of matters required to be discussed at a board meeting under Article 12, paragraph 1, when the board of directors appoints a party to exercise the powers of the board in accordance with applicable laws and regulations or this Corporation’s articles of incorporation, the levels of such delegation and the content or matters it covers shall be definite and specific, and carried out in accordance with the principles below:
Article 18     (Meetings of board of managing directors)
    The provisions of Article 2, Article 3, paragraph 2, Articles 4 to 6, Articles 8 to 11, and Articles 13 to 16 apply, mutatis mutandis, to this Corporation's meetings of the board of managing directors, provided that when meetings of the board of managing directors are held at regular intervals of 7 days or less, notices of such meetings may be given to each managing director before 2 days before the meeting.
Article 19     (Supplementary provisions)
    These Rules of Procedure shall be adopted by the approval of meeting of the board of directors and shall be reported to the shareholders meeting. The board of directors may be authorized to adopt, by resolution, any future amendments to these Rules.