Bylaws of the Board of Directors
of HuntsmanClariant Ltd
Muttenz, · , 2017
Note: The English version of the Bylaws is a translation of the German version of the Bylaws. The German version of the Bylaws prevails.
Table of Contents
1. |
The Board of Directors (BoD) | 3 | ||||||||
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1.1 | Function and Organization | 3 | |||||||
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1.2 | Constitution | 3 | |||||||
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1.3 | Committees | 3 | |||||||
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1.4 | Roles and Responsibilities | 4 | |||||||
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1.5 | Delegation | 5 | |||||||
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1.6 | Meetings | 5 | |||||||
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1.7 | Resolutions | 6 | |||||||
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1.8 | Resolutions under Foreign Law | 6 | |||||||
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1.9 | Minutes | 6 | |||||||
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1.10 | Documentation | 7 | |||||||
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1.11 | Conflicts of Interest | 7 | |||||||
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1.12 | Confidentiality, Return of Documents | 7 | |||||||
2. |
The Chairman | 7 | ||||||||
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2.1 | Roles and Responsibilities | 7 | |||||||
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2.2 | Responsibilities in Urgent Matters | 8 | |||||||
3. |
The Committees of the BoD | 9 | ||||||||
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3.1 | Chairman's Committee (CC) | 9 | |||||||
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3.1.1 | Composition |
9 | |||||||
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3.1.2 | Roles and Responsibilities |
9 | |||||||
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3.1.3 | Meetings and Quorum |
10 | |||||||
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3.1.4 | Minutes |
10 | |||||||
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3.2 | Compensation Committee (CoC) | 10 | |||||||
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3.2.1 | Composition |
10 | |||||||
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3.2.2 | Roles and Responsibilities |
10 | |||||||
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3.2.3 | Meetings |
11 | |||||||
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3.2.4 | Minutes |
11 | |||||||
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3.3 | Audit Committee (AC) | 11 | |||||||
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3.3.1 | Composition |
11 | |||||||
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3.3.2 | Duties and Authority |
11 | |||||||
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3.3.3 | Meetings |
12 | |||||||
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3.3.4 | Minutes |
12 | |||||||
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3.4 | Technology & Innovation Committee (TIC) | 12 | |||||||
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3.4.1 | Composition |
12 | |||||||
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3.4.2 | Roles and Responsibilities |
12 | |||||||
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3.4.3 | Meetings |
13 | |||||||
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3.4.4 | Minutes |
13 | |||||||
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3.5 | Other Committees |
13 | |||||||
4. |
The Chief Executive Officer (CEO) | 13 | ||||||||
5. |
The CEO and the Executive Committee (EC) | 13 | ||||||||
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5.1 | Composition | 13 | |||||||
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5.2 | Roles and Responsibilities | 14 | |||||||
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5.3 | Further Mandates | 14 | |||||||
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5.4 | Meetings and Quorum | 14 | |||||||
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5.5 | Confidentiality, Return of Documents | 15 | |||||||
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5.6 | Minutes | 15 | |||||||
6. |
Entry into Force | 15 |
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Pursuant to Article 23 of the Articles of Association of HuntsmanClariant AG / HuntsmanCyclone Ltd / HuntsmanClariant SA (the "Company"), the Board of Directors (the "BoD") issues these Bylaws (the "Bylaws"):
1. The Board of Directors (BoD)
According to the law and the Company's Articles of Association (the "Articles of Association"), the BoD is the supreme management body of the Company and simultaneously the supreme supervisory body of the Group.
The BoD consists of at least six and not more than twelve members.
The term of office of the members of the BoD is one year. They are elected and re-elected by the General Meeting, at the motion of the BoD.
Election and re-election are possible according to the rules set forth in the Articles of Association.
In the Merger Agreement dated · , 2017 between Clariant and Huntsman, both companies agreed that the Board of Directors shall consist of 12 members. Each company designated 6 members. In the event of a vacancy on the BoD before [third anniversary of the closing date], the members of the BoD (and their respective replacements) who were designated from the same company to the Merger Agreement as was the director whose departure from the Board of Directors created the vacancy may propose a person to be elected as Member of the BoD who shall replace the member who created the vacancy, which shall be supported by the other members of the BoD unless there are valid and reasonable reasons for not consenting to the proposal.
The former Chairman of Huntsman, Jon M. Huntsman, Sr., serves as elected member of the BoD as Chairman emeritus.
As long as and every time the Chairman emeritus stands for re-election, the BoD will propose to the shareholders' meeting and support the election or re-election of an alternate member of the BoD for the Chairman emeritus (Suppleant). Such alternate member of the BoD will be designated by the Chairman emeritus and must be a member of the Huntsman family, and shall be supported by the other members of the BoD unless there are valid and reasonable reasons for not consenting to the proposal.
1.2 Constitution
1.3 Committees
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The BoD elects the members of these Committees and their chairmen, including the Chairman of the Compensation Committee, annually at its constituent meeting for the period until the end of the next ordinary General Meeting.
The BoD may form further committees. It adopts the necessary rules to do so.
1.4 Roles and Responsibilities
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1.5 Delegation
1.6 Meetings
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1.7 Resolutions
The BoD is quorate when half its members are present. Members are also considered present when participating in a video conference or teleconference.
With the exception of the resolutions listed below, the BoD passes its resolutions by a simple majority of the votes cast.
Based on Art. 21 para. 3 of the Articles of Association the BoD passes the following resolutions for a period ending [third anniversary of the closing date] by the following majority requirement:
This provision is subject to Art. 21 para. 2 of the Articles of Association.
Resolutions on a tabled motion may be passed by circulation to the members by letter, fax or e-mail, unless a member of the BoD insists that the matter be discussed in a meeting.
1.8 Resolutions under Foreign Law
In cases where foreign law or practice requires that a resolution is documented by submitting minutes of a Board of Directors meeting or an excerpt of these minutes, resolutions passed by the CC are also deemed to be resolutions passed by the BoD. The BoD must be informed of all such resolutions in advance, unless the matter is urgent. The non-transferable and inalienable competences of the BoD as per Art. 716a SCO shall remain reserved.
1.9 Minutes
The Secretary takes minutes of material discussions and resolutions. Each set of minutes shall be approved at the next BoD meeting.
Minutes must be signed by the Chairman and the Secretary.
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1.10 Documentation
The members of the BoD have access to all documents and information they deem essential for exercising their duties. Outside BoD meetings, information requests shall be made through the Chairman. Following consultation between the Chairman and the CEO, any member of the BoD may meet with members of management to obtain information. In the event that the Chairman refuses an information request, the BoD shall decide whether or not to honor the application.
1.11 Conflicts of Interest
Each member of the BoD should arrange his or her personal and business affairs in such a manner as to avoid a conflict with the interests of the Company. If a conflict of interests occurs, the Board member in question must inform the Chairman of the BoD. Members of the BoD are obliged to abstain from the proceedings when matters are discussed that have a bearing on their personal interests or those of a closely associated individual or legal entity, or if it could reasonably be assumed that such interests could influence the relevant BoD member's decisions.
Transactions between the Company and members of the BoD or closely associated parties must be approved by the CC.
A "quiet period" is observed from one week before a BoD meeting until the resolutions or results have been announced to the media or to analysts. Absolutely no trading in HuntsmanClariant-related securities (except baskets, index papers, etc., provided that HuntsmanClariant does not represent more than 25% of the value) is allowed during this quiet period.
The Chairman of the BoD may, in his or her capacity as such or at the request of the CEO, order further quiet periods if any transactions are carried out that could affect the share price if they were made public.
Pursuant to the regulations of the Swiss Stock Exchange (SIX), the members of the BoD are obliged to inform the persons whose identities are regularly communicated by the General Counsel at training sessions on management transactions in writing and within two trading days of any transactions involving HuntsmanClariant-related securities.
1.12 Confidentiality, Return of Documents
The members of the BoD are obliged to maintain confidentiality towards third parties in respect of any information they may acquire during the performance of their duties. This obligation remains in force after the termination of their mandate.
Communication of the Group's affairs shall be carried out exclusively by the Chairman or CEO or persons authorized by them.
Business documents must be returned at the end of the member's term of office.
2. The Chairman
2.1 Roles and Responsibilities
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2.2 Responsibilities in Urgent Matters
The Chairman shall decide in cases falling under the competency of the BoD or of the CC if, exceptionally, the consent of the BoD or of the CC cannot be obtained in a timely manner due to the urgency of the circumstances provided that the Chairman has consulted to the extent practical with the CEO before taking a decision in urgent matters. The members of the BoD or of the CC shall be informed immediately of the decision taken, which shall be recorded in the minutes of the next meeting.
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3. The Committees of the BoD
The CC consists of the Chairman and the Vice Chairman or Vice Chairmen as well as additional non-executive members elected, if any. The composition of the CC shall be in compliance with the rules and regulations of the SIX, the New York Stock Exchange (NYSE) and any other securities exchange on which shares of the company are listed, in each case to the extent applicable.
3.1.2 Roles and Responsibilities
The CC is the liaison between the CEO and the BoD in accordance with the law, Articles of Association and the Bylaws. The CC ensures rapid decisions on the business activities of the Company and the Group.
The CC is the advisory body of the Chairman and the CEO. The CC supports the Chairman in implementation of corporate governance.
In extraordinary and urgent cases, after consultation with the CEO to the extent practical, the CC can adopt resolutions on matters for which the BoD is responsible under the present Bylaws when, exceptionally, in the Chairman's opinion, calling an extraordinary BoD meeting is inappropriate or impossible. This does not apply to the non-transferable and inalienable responsibilities of the BoD pursuant to Art. 716a SCO. The BoD must be informed of any such resolutions at its next meeting, and the resolutions must be recorded in the minutes of the BoD meeting. If the CC cannot be convened in time either, the provisions of Art. 2.2 of the Bylaws shall apply.
In particular, the CC assumes the following tasks:
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proposal of the Chairman, the selection of candidates for election and re-election to the BoD and the appointment of the CEO. In particular, it also expresses its opinion to the BoD concerning the candidates proposed by the CEO as members of the EC, Heads of Global Functions and Regional Service Heads.
The CC meets as often as it holds proper or when requested by one of its members, but at least before each meeting of the BoD. The CEO shall be invited to attend all meetings of the CC.
The CC is quorate if at least two of its members are present. It adopts resolutions by a majority of votes cast.
Resolutions may also be passed by telephone or by postal, e-mail or fax circular.
Minutes shall be kept of the deliberations and resolutions of the CC.
The approved wording of the minutes is signed by the Chairman and by the Secretary of the BoD and distributed to the members of the CC, the CEO and the Chief Financial Officer (CFO). Excerpts of the minutes concerning personnel decisions are forwarded to the chairman and to the secretary of the CoC.
The Chairman shall inform the BoD of the CC's activities and resolutions.
The CoC is composed of at least three non-executive members of the BoD, a majority of whom shall be independent. In each case, the General Meeting elects the members from among the members of the BoD for the period until the end of the next ordinary General meeting. If the chair is also an executive, he shall attend meetings only in an advisory capacity.
The CoC in principle has the tasks and responsibilities relating to issues of compensation of the BoD and Management in accordance with the Articles of Association.
The CoC approves employment contracts including complementary agreements governing departures and termination with the CEO and members of the EC. It takes note of planned appointments and reassignments of Heads of Global Business Units, Heads of Global
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Functions and Regional Service Heads, including their direct and indirect compensation packages.
The CoC has unrestricted access to rules and decisions governing compensation in the Company and the Group.
The CoC reviews the global incentive plans and defines the overall Group targets on which they depend, as well as the attainment of these targets.
The CoC defines its Charter in accordance with the Articles of Association and submits it to the BoD for approval.
The CoC reviews its tasks and responsibilities annually, in accordance with the Articles of Association and, if necessary, submits proposals for amendment to the BoD, for submission as motions to the General Meeting.
Each year the CoC reviews its own work methods and efficiency in the form of a self-assessment.
The CoC meets as needed or at the request of one of its members, but at least twice a year.
The CoC is quorate if at least two of its members are present. It adopts resolutions by a majority of votes cast. If votes are tied, the chair has the casting vote.
Resolutions may also be adopted by telephone or by postal, e-mail or fax circular.
Minutes shall be kept of the deliberations and of resolutions of the CoC.
The approved wording of the minutes is signed by the chair and by the secretary and distributed to the members of the CoC, the Chairman and the Secretary of the BoD.
The chair shall inform the BoD of the CoC's activities and resolutions.
The AC consists of three or four members of the BoD who must be independent and non-executive. The composition of the AC shall be in compliance with the rules and regulations of the SIX, the NYSE and any other securities exchange on which shares of the company are listed, in each case to the extent applicable. To the extent required by such regulations, the members of the AC must be financially literate.
The AC supports the BoD in those of its supreme oversight and financial auditing duties that cannot be delegated by forming its own opinion of the organization and functioning of the internal and external audit systems on the financial position of the Group, the quarterly and half-yearly results and their development as well as the annual and consolidated financial statements of the Group.
The AC assesses for the BoD valuation issues, risks, compliance, and regulatory matters.
The AC critically reviews the financial statements of the Group and the holding company financial statements. It checks the draft of the Annual Report and recommends this, with the Company's financial statements and the consolidated financial statements, to the BoD.
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The AC ensures the existence of an internal control system and risk management system that conform to legal requirements. It assesses the fitness for purpose of the internal audit system and risk management system and audits the Company's compliance with standards.
In accordance with 1.5.2, the AC may issue more specific guidelines on the Code of Conduct. The issuance of implementing provisions relating to the Code of Conduct remains reserved to the EC.
The AC assesses the performance and reports of the internal auditors, the members of the internal auditing team and their qualifications, the adequacy of their organization as well as the annual auditing plan and reports, and submits its assessment to the Chairman.
The AC is the liaison with the external auditors. It monitors the activities of the external auditors and their collaboration with the internal auditors. The AC also reviews the performance and fees of the external auditors and monitors their independence.
The CFO shall present all consulting mandates granted by the Group to the external auditors at AC meetings for information purposes. Consulting mandates to the external auditors, involving total fees greater than CHF 200,000, must be submitted to the AC for approval.
The AC defines its Charter and submits it to the BoD for approval.
The AC has unrestricted access to management, books and records.
Each year the AC reviews its own work methods and efficiency in the form of a self-assessment.
The AC meets as needed or at the request of one of its members, but at least four times a year.
The AC is quorate if at least two of its members are present. It adopts resolutions by a majority of votes cast. If votes are tied, the chair has the casting vote.
Resolutions may also be adopted by telephone or by postal, e-mail or fax circular.
Minutes are taken of the AC meetings, signed by the chair and the secretary and distributed to the members of the AC, the Chairman and the Secretary of the BoD.
The chair shall inform the BoD of the AC's activities and resolutions.
The TIC is made up of two to four members of the BoD with professional experience in the areas of research and development, innovation management, intellectual property and/or experience in information technology.
The TIC assesses the Group's innovation strategy, technology portfolio, protection of intellectual property and IT strategy. The TIC recommends actions to the BoD to stimulate research and development within the Group.
The TIC also assesses the innovation pipeline and recommends measures to optimize the innovative potential within the Group.
The TIC defines its Charter and submits it to the BoD for approval.
Each year the TIC reviews its own work methods and efficiency in the form of a self-assessment.
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The TIC meets as necessary, but at least twice a year.
The TIC is quorate if at least two of its members are present. It adopts resolutions by a majority of votes cast. If votes are tied, the chair has the casting vote.
Resolutions may also be adopted by telephone or by postal, e-mail or fax circular.
Minutes are taken of the TIC meetings, signed by the chair and the secretary and distributed to the members of the TIC, the Chairman and the Secretary of the BoD.
The chair shall inform the BoD of the TIC's activities and resolutions.
The BoD is authorized to create any other committee as is necessary to be in compliance with the rules and regulations of the SIX, the NYSE and any other securities exchange on which shares of the company are listed, in each case to the extent applicable.
4. The Chief Executive Officer (CEO)
5. The CEO and the Executive Committee (EC)
The EC consists of the CEO, the CFO and further members appointed by the BoD.
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The EC supports the CEO in fulfilling his tasks and responsibilities.
Subject to the other terms and conditions of these Bylaws, the BoD may delegate special or additional mandates and competences to the EC, the CEO or individual members or committees of the EC.
The EC usually meets once a month.
At the invitation of the CEO, employees who are not members of the EC may attend the meetings to report on individual agenda items in a non-voting capacity.
The members of the EC are obliged to maintain the confidentiality towards third parties in respect of information they acquire during the performance of their duties. This obligation remains in force after the termination of their mandate.
Business documents must be returned at the end of a member's term of office.
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Minutes are kept of all discussions and resolutions of the EC. The chair appoints a minutes secretary, who need not be a member of the EC.
The minutes of the EC are distributed to the members of the EC and to the Chairman and Secretary of the BoD.
The Bylaws were approved and put into effect by the Board of Directors of the Company at its meeting of · , 2017. They supersede the version dated December 8, 2016.
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