The Ministry of Health of the Republic of Belarus added COVID-19 to the list of diseases that endanger public health on March 5. Some countries closed the boarders for entry and exit. Meanwhile, all Belarusian limited liability and additional liability companies, open and closed joint-stock companies shall hold the annual general shareholders meetings till March 31. This Q&A touches upon the issues that can concern shareholders right now.
Is it possible to participate in the annual general meeting without being present in person?
No. You or your representative shall be in the meeting because the meeting must be held in person. Absentee ballot voting will not be appropriate for the annual general meeting due to the legislative requirements. However, you could consider this option as suitable for extraordinary meetings on other issues if you plan to hold them in the nearest future.
It is possible to empower another shareholder or the third party. If your business partner which is another shareholder of the company has authorized any person to participate in the meeting, that does not prevent you from authorizing the same person for participation as well.
Here are some examples:
1. when there are shareholders being both residents of Belarus and non-residents: non-resident shareholder can grant the power of attorney to the resident (shareholder, director or deputy director, attorney, another third party);
2. when all the shareholders are non-residents or residents: it is possible to authorize the one shareholder for decision-making on behalf of all shareholders or empower the resident (shareholder, director or deputy director, attorney, another third party). It becomes easier if all shareholders are in the same location as it will probably become possible to meet.
How to formalize authorities of representative correctly?
If you have no full confidence to a chosen representative, you can give a power of attorney with specifically identified authorities. For example:
“vote “in favour of” the following issues:
1. to elect I. Ivanov, S. Sidorov, P. Petrov as members of the Board of Directors,
2. to elect F. Smirnov as the Company’s internal auditor”.
Is it possible to present the power of attorney’s copy instead of the original at the meeting?
Postal services can work with delays, and there is a risk that the power of attorney can just not reach its recipient in time. We consider that in the companies where shareholders have constructive relations it can be sufficient to present a scanned copy. It is important to send an original document to the representative as soon as possible and to reflect authority to certify copies of the documents issued by the grantor. This will allow the representative to certify the presented scanned copy.
At the same time, you should be ready that an original document even with apostille (legalization) and translation into Russian or Belarusian (if the power of attorney was made in other language) might be required at the meeting due to the legislative requirements.
What to do if I cannot find a representative?
As this is an emergency situation, you may request to hold a meeting with use of videoconference tools.
The legislation neither provides, nor prohibits this opportunity directly. The decision-making process on the issues of election of the Board of Directors members, internal officer, approval of the annual reports, distribution of profits and losses (these decisions are made at the annual shareholders general meeting) is possible only in person. This form means joint presence of shareholders during discussion of the issues according to the agenda of the meeting and making decisions on them.
Consequently, the option to hold an annual general shareholders meeting with use of videoconference tools seems to be appropriate. It is vital that the minutes of such meeting are signed by all who took part in it. List of the persons registered for participation in the meeting with their signatures in it shall be the annex to the minutes. The notes on holding the meeting with use of videoconference tools as well as on correct notifications of all participants about the place, date and form of meeting are highly recommended to be made. The minutes of the meeting can be drafted by a chairman and sent to one of the participants for signature. This participant then sends the document to another one and so on, if necessary. Finally, the minutes of the meeting signed by all the participants should be sent to the company. It is recommended to collect signatures on a scanned copy at first, and alongside to send the original from one to another for signature.
Is it possible to postpone an annual general meeting?
There is no direct option to reschedule the annual general shareholders meeting according to the legislation. There is also no direct liability for failure to meet the deadline as well. This is why it seems possible to hold the meeting after the specified date, but we highly recommend to arrange it as soon as possible and highly preferable before March 31 (the deadline for having the annual general shareholders meeting under the legislation). This is very important because company’s annual accounting balance sheet shall be submitted to the tax authority before March 31 and it shall be approved at the meeting before submission.
What consequences I can face as a shareholder if I cannot take part in the meeting?
As a general rule, it is obligatory that shareholders having over 50% of total votes are present to ensure a quorum. And to make a decision on a regular agenda of the annual meeting then it is enough to vote by over 50% of presented votes. Thus, in fact, a situation is possible when the decisions would be taken by over 25% of total votes.
If somebody cannot take part in the meeting, this person cannot exercise their right to vote. Thus, the decisions taken by the meeting can differ from those desired by this shareholder. If the number of votes of the shareholder is significant, the meeting might not take place because of the lack of a quorum.
Can I appeal the decisions made at the general meeting if I failed to participate because of restrictions related to coronavirus?
A shareholder has a chance to appeal the decisions if there are violations of:
1. requirements (mandatory provisions) of the legislation or the company’s article of association alongside with the rights and legitimate interests of this shareholder who voted against or did not take part in the voting procedure;
2. requirements (mandatory provisions) of the legislation or the company’s article of association in case this shareholder voted in favor of this decision;
3. rights and legitimate interests of this shareholder who did not take part in the voting procedure because of the absence or inappropriate notification about holding the general meeting;
4. rights and legitimate interests of this shareholder and voting of this shareholder against could influence the voting results.
However, it is important to understand that the appeal may be rejected if:
1. the appealed decision affects the rights and legitimate interests of the shareholder, but the requirements (mandatory provisions) of the legislation or the company’s article of association are not violated and along with this voting of this shareholder, who voted against or was absent while informed about holding the general meeting properly, could not influence the voting results;
2. the shareholder voted in favor of the appealed decision of the general meeting and this decision was made according to the requirements (mandatory provisions) of the legislation or the article of association.
Chances to have the lawsuit satisfied are less if the number of votes of a specific shareholder could not influence the voting results and if the implementation of the decision did not cause losses of the shareholder.
Even if the court cancels the decision of the annual general meeting with a regular agenda (approval of the annual reports, election of an internal auditor and Board of Directors’ members), the company’s activities will not be affected significantly. Appealing the decisions in the company without substantive conflicts isn’t worth it.
Moreover, the deadline for appeal shall be met, this is as follows: 3 months for open and closed joint-stock companies, 2 months for limited and additional liability companies. The period starts from the day when the shareholder knew or should have known about the decision made on the general meeting. So, as a rule, it starts from the day of making the decision for those who participated in the meeting, and after receiving the minutes of the meeting by post for those who did not take part.
How to get ready for similar situations in future?
It seems reasonable to adjust the article of association in order to consider the peculiarities of the company’s bodies activities in case of “emergency”. The main aspects (although they are not directly allowed under the legislation) are meeting cancellation and postponement as well as holding the meetings of the company’s bodies online and establishing the procedure of signing the minutes of such meetings.

