1. Key Stakeholder Identification and Prioritisation
This section identifies the Company's key stakeholder groups and their primary interests and engagement mechanisms.
| Stakeholder Group | Primary Interests/Concerns | Key Engagement Mechanisms/Channels (e.g., AGM, Website, Newsletter, One-on-one meetings, Surveys) | Frequency of Engagement | Responsible Department/Person |
| Shareholders | Financial performance, Dividends, Governance, Strategy, Share Price | Annual General Meeting (AGM), Interim Results Presentations, Integrated Report, Investor Relations Website, Investor Calls | Annually, Bi-annually, Ad-hoc | Company Secretary, CFO, CEO |
| Employees | Working conditions, Remuneration, Career development, Job security, Culture | Internal Communications (Intranet, Newsletter), Employee Surveys, Performance Reviews, Union Engagements (if applicable) | Quarterly, Annually, Ongoing | HR Department, Department Heads |
| Customers | Product/Service quality, Value for money, Customer service, Innovation, Data privacy | Customer Service Channels, Surveys, Feedback forms, Social Media, Product Launches, Key Account Management | Ongoing, Annually, Ad-hoc | Sales & Marketing, Customer Service |
| Suppliers/Vendors | Fair payment terms, Stable relationship, Ethical sourcing, Contract terms | Procurement Meetings, Supplier Portals, Relationship Managers, Annual Reviews | Quarterly, Annually, Ongoing | Procurement, Operations |
| Regulators (e.g., CIPC, SARS) | Compliance with laws, Reporting accuracy, Industry standards, Licensing | Statutory Filings, Regulatory Updates, Direct Correspondence, Industry Forums | Ongoing, Annually, Ad-hoc | Company Secretary, Finance, Legal |
| Government (National, Provincial, Local) | Economic contribution, Job creation, Tax contribution, Compliance, Local development | Policy Engagements, Industry Associations, Specific Project Meetings | Ad-hoc, As required | CEO, Legal, Corporate Affairs |
| Community | Local impact, Job creation, Environmental impact, Social investment, Local procurement | Community Forums, CSR Programs, Public Meetings, Local Partnerships | Annually, Ad-hoc | CSR/Sustainability, Operations |
| Media | Company news, Financial results, Crisis communications, Industry insights | Press Releases, Media Briefings, Interviews, Spokesperson Engagement | Ad-hoc, As required | Marketing/Communications |
| Lenders/Creditors | Financial stability, Covenant compliance, Repayment capacity, Business strategy | Regular Reporting, Lender Meetings, Covenant Certificates | Quarterly, Bi-annually | CFO, Finance Team |
| Industry Associations | Industry trends, Policy advocacy, Networking, Best practices | Industry Conferences, Committee Meetings, Workshops | Quarterly, Annually | Relevant Department Heads, CEO |
2. Annual General Meeting (AGM) Plan and Agenda (Example for Shareholders)
This section provides a detailed plan for the Company's Annual General Meeting.
1. Pre-AGM Preparations:
- Schedule AGM: Schedule the AGM for [Insert Date of AGM] at [Insert Time] at [Insert Venue/Virtual Platform], ensuring compliance with the Companies Act, No. 71 of 2008 (South Africa) notice period requirements. (Yes/No)
- Notice and Agenda Distribution: Prepare and distribute the formal notice of the AGM, detailed agenda, proxy forms, and all supporting documents (e.g., Integrated Annual Report, Auditor's Report, proposed resolutions) to shareholders within statutory timelines. (Yes/No)
- Integrated Annual Report (IAR) / Annual Financial Statements: Ensure the IAR/AFS are finalised, approved by the Board, audited, and made available to shareholders in advance. (Yes/No)
- Shareholder Questions: Establish a mechanism for shareholders to submit questions in advance of the AGM to allow for thorough preparation of responses. (Yes/No)
- Logistics & Technology: Confirm all logistical arrangements (venue, catering, security, registration) or virtual platform readiness (testing, technical support). (Yes/No)
- Director & Auditor Attendance: Confirm attendance of all Directors (especially the Audit & Social and Ethics Committee Chairs) and the external auditor. (Yes/No)
2. AGM Agenda (Proposed):
- Opening and Welcome: Formal opening by the Chairperson, quorum confirmation.
- Procedural Matters: Adoption of agenda, confirmation of proxy votes, explanation of voting procedures.
- Review of Company Performance:
- Presentation by the CEO on strategic highlights, operational performance, and key achievements for the period.
- Presentation by the CFO on financial performance, including key financial statements, ratios, and future outlook (with clear visual aids like graphs, charts, and tables).
- Board and Committee Reports: Presentation of the Board's report, Audit Committee report, Social and Ethics Committee report, and other committee reports.
- Auditor's Report: Presentation by the external auditor on their report on the Annual Financial Statements.
- Resolutions for Approval (e.g.):
- Approval of Annual Financial Statements.
- Re-appointment of external auditors and authorisation of directors to determine remuneration.
- Election/Re-election of directors (as per MOI and Companies Act).
- Approval of remuneration policy and implementation report (where applicable).
- Approval of share incentive schemes or other corporate actions.
- Approval of any special resolutions (e.g., amendments to MOI, share repurchases).
- Open Floor for Stakeholder Questions: Dedicated session for shareholders to raise questions and comments regarding the Company's performance, governance, and strategy.
- Ensure responses are transparent, accurate, and relevant.
- Vote on Resolutions: Formal voting process.
- Results Announcement: Announcement of voting results (preliminary if final results will follow).
- Closing Remarks: Chairperson's closing statement.
3. Post-AGM Activities:
- Minutes Approval: Draft and approve minutes of the AGM promptly. (Yes/No)
- CIPC Filings: File all necessary resolutions and forms with CIPC. (Yes/No)
- Communication of Results: Communicate AGM results to relevant stakeholders (e.g., SENS for listed companies, press release, website update). (Yes/No)
- Follow-up on Actions: Assign and track actions arising from stakeholder questions or resolutions. (Yes/No)
3. General Stakeholder Engagement Oversight Checklist for the Board
This checklist outlines the Board's broader oversight responsibilities concerning stakeholder engagement beyond just the AGM.
1. Stakeholder Strategy and Policy:
- Has the Board reviewed and approved a comprehensive Stakeholder Engagement Policy that defines principles, processes, and responsibilities for engaging with key groups? (Yes/No)
- Is the stakeholder engagement strategy aligned with the Company's overall business strategy and sustainability objectives? (Yes/No)
- Are the Company's Material Issues (e.g., from an Integrated Reporting context) clearly linked to relevant stakeholder interests? (Yes/No)
2. Engagement Effectiveness and Feedback Mechanisms:
- Are there established channels for two-way communication with each key stakeholder group? (Yes/No)
- How does the Company collect and respond to stakeholder feedback (e.g., customer surveys, employee grievances, community complaints, investor queries)? (Yes/No)
- Are key feedback insights regularly reported to relevant management teams and, where appropriate, to the Board or its committees? (Yes/No)
- Is there a process for measuring the effectiveness of engagement activities? (Yes/No)
3. Risk Management and Disclosure:
- Has the Board assessed the potential risks arising from inadequate or ineffective stakeholder engagement (e.g., reputational damage, regulatory fines, operational disruption)? (Yes/No)
- Are significant stakeholder concerns and their potential impact on the business integrated into the Company's overall risk management framework? (Yes/No)
- Are stakeholder engagement efforts and outcomes adequately disclosed in the Integrated Annual Report or other relevant public documents? (Yes/No)
4. Ethical Conduct and Transparency:
- Does the Company uphold principles of transparency, honesty, and ethical conduct in all its stakeholder interactions? (Yes/No)
- Are there clear guidelines for handling sensitive information and managing conflicts of interest during engagement? (Yes/No)
- Is there a clear channel for stakeholders to report concerns or unethical behaviour (e.g., whistleblowing facility)? (Yes/No)
4. Board Resolution for Stakeholder Engagement Plan Acknowledgment
RESOLVED THAT:
- The Board of Directors of [Company Name] hereby acknowledges receipt and has reviewed the Company's Stakeholder Engagement Plan, including the detailed Annual General Meeting (AGM) plan, and the processes for identifying, prioritising, and engaging with key stakeholder groups.
- The Board affirms its commitment to fostering transparent, constructive, and ethical relationships with all stakeholders to support the Company's long-term sustainability and value creation.
- Management is hereby directed to:
- Execute the Stakeholder Engagement Plan as approved, ensuring compliance with all relevant statutory and regulatory requirements, including the Companies Act, No. 71 of 2008 (South Africa).
- Provide regular updates to the Board on significant stakeholder engagement activities, key feedback received, and any emerging stakeholder-related risks.
- Continuously review and improve the effectiveness of stakeholder engagement strategies based on feedback and evolving best practices.
Signed by the Chairperson on behalf of the Board:
[Chairperson's Full Name & Signature]
Chairperson of the Board
Date: [Date of Board Meeting where reviewed/approved]
5. Supporting Documents (To be attached to the Board Pack)
- Full Stakeholder Engagement Policy (if a new version or significant update).
- Draft Notice of AGM and Proxy Form.
- Draft AGM Agenda and proposed resolutions.
- Integrated Annual Report/Annual Financial Statements for review.
- Summary of key questions received from shareholders in advance.
- Feedback reports from other key stakeholder engagements (e.g., employee survey highlights, key customer feedback trends).
