HC-1 HC-1 The Board
HC-1.1 HC-1.1 Principle
HC-1.1.1
All
licensees must be headed by an effective, collegial and informed Board of Directors ('the Board').October 2019HC-1.2 HC-1.2 Role and Responsibilities
HC-1.2.1
All directors must understand the Board's role and responsibilities under the Bahrain Commercial Companies Law (2001), as amended and any other laws or regulations that may govern their responsibilities from time to time. In particular:
(a) The Board's role as distinct from the role of the shareholders (who elect the Board and whose interests the Board serves) and the role of officers (whom the Board appoints and oversees); and(b) The Board's fiduciary duties of care and loyalty to thelicensee and the shareholders (see HC-2.1).October 2019HC-1.2.2
The Board's role and responsibilities include but are not limited to:
(a) Approving and reviewing at least annually the overall business performance and strategy for thelicensee ;(b) Reviewing regularly the implementation of the strategy and operational performance;(c) Causing financial statements to be prepared which accurately disclose thelicensee's financial position;(d) Monitoring management performance;(e) Reviewing regularly the level of risk;(f) Approving and reviewing at least annually systems and controls framework (including policies);(g) Approving the agenda for shareholders' meetings;(h) Monitoring conflicts of interest and preventing abusive related party transactions;(i) Assuring equitable treatment of shareholders including minority shareholders; and(j) Setting out clearly and reviewing on a regular basis who has authority to enter thelicensee into contractual obligations.Amended: January 2020
Added: October 2019HC-1.2.3
With respect to Subparagraph HC-1.2.2(j), the Board should set a materiality threshold so that contractual obligations above this set threshold are regularly reported to the Board. In setting the materiality threshold, the Board will consider the financial impact the contractual obligation may have in relation to its capital.
October 2019HC-1.2.4
The members of the board of directors are responsible both individually and collectively for performing the responsibilities outlined in Paragraph HC-1.2.2 and must have sufficient expertise as a Board to understand the important issues relating to operation and control of the
licensee . Although the Board may delegate certain functions to committees or management, it may not delegate its ultimate responsibility to ensure that an adequate, effective, comprehensive and transparent corporate governance framework is in place. This statement must be clearly communicated to Board members andsenior management. October 2019HC-1.2.5
When a member of the board of directors is inducted, the chairman of the Board, or the
licensee's legal counsel or compliance officer, or other individual delegated by the chairman of the board, should review the Board's role and duties with that person, particularly covering legal and regulatory requirements and Module HC (see also HC-4.3.1).October 2019HC-1.2.6
The
licensee should have a written appointment agreement with each director which recites the directors' powers and duties and other matters relating to his appointment including his term, the time commitment envisaged, the committee assignment if any, hisremuneration and expense reimbursement entitlement, and his access to independent professional advice when that is needed.October 2019HC-1.2.7
The Board should adopt a formal Board charter or other statement specifying matters which are reserved to it, which should include but need not be limited to the specific requirements and responsibilities of board directors.
October 2019Additional Guidance
HC-1.2.8
In assessing the
licensee's strategic plans (see Paragraph HC-1.2.2), the CBB would expect the Board to address thelicensee's current and future aspirations with respect to its position in the market place, its size, products, value and other key aspirations that would be considered important by investors. Furthermore, the Board should demonstrate that it is able to identify proactively and understand the significant risks that thelicensee faces in achieving its business objectives. A description of thelicensee's strategy should be included in the annual financial statements.October 2019HC-1.2.9
The Board must have effective policies and processes in place for:
(a) Ensuring a formal and transparent Board nomination process;(b) Appointingsenior managers , and ensuring that they have the necessary integrity, technical and managerial competence, and experience;(c) Overseeing succession planning, and minimising undue reliance on key individuals;(d) Reviewing keysenior management and Boardremuneration packages and ensuring such packages are consistent with the corporate values and strategy of thelicensee and encourage prudent risk taking;(e) Monitoring and evaluating management's performance in implementing agreed strategy and business plans, and ensuring appropriate resources are available; and(f) Approving budgets and reviewing performance against those budgets.October 2019HC-1.2.10
The Board must be able to demonstrate that the
licensee's operations, individually and collectively:(a) Are measured, monitored and controlled by appropriate, effective and prudent risk management systems commensurate with the scope of thelicensee's activities. The systems must produce information on a timely basis, and in a form and quality appropriate to the needs of the different recipients;(b) Are supported by an appropriate control environment. The risk management and financial reporting functions must be independent of business lines and must be run by individuals not involved with the day-to-day running of the various business areas; and(c) Make effective use of the work of internal and external auditors.October 2019HC-1.3 HC-1.3 Composition
HC-1.3.1
The Memorandum and Articles of Association of
licensees must adequately set out procedures for the appointment, removal and retirement ofdirectors .October 2019HC-1.3.2
The Board should have a minimum of 3 members and no more than 5 members, and should regularly review its size and composition to ensure that it is small enough for efficient decision-making yet large enough to have members who can contribute from different specialties and viewpoints. The Board should recommend changes in Board size to the shareholders when a needed change requires amendment of the
licensee's Memorandum of Association.October 2019HC-1.3.3
It is not expected that every Board member is proficient in all areas, but collectively the Board is expected to have the required expertise. The CBB expects Board members to undertake relevant training on a regular basis to help them fulfill their responsibilities as board members.
October 2019HC-1.3.4
Potential
non-executive directors should be made aware of their duties before their nomination, particularly as to the time commitment required. Where applicable, the Nominating Committee should regularly review the time commitment required from eachnon-executive director and should require eachnon-executive director to inform the Committee before he accepts any Board appointments to another company. One person should not hold more than three directorships in public companies in Bahrain with the provision that no conflict of interest may exist, and the Board should not propose the election or reelection of any director who does.October 2019HC-1.3.5
To fulfil its responsibilities outlined in Section HC-1.2, the Board of
licensees must periodically assess its composition and size and, where appropriate, reconstitute itself and its committees by selecting newdirectors to replace long-standing members or those members whose contributions to thelicensee or its committees is not adequate.October 2019HC-1.3.6
To demonstrate compliance with Rule HC-1.3.5, the Board should be able to demonstrate that it regularly considers (e.g. every one or two years) the mix of executive, non-executive and independent non-executive
Directors , and skills and experience, that it requires. See also Paragraph HC-1.3.2.October 2019HC-1.3.7
A Board member must not serve in two or more competing
licensees .October 2019HC-1.3.8
The appointment of Board members is conditional on the approval of the CBB (See Section AU-1.2).
October 2019HC-1.4 HC-1.4 Decision Making Process
HC-1.4.1
The Board must be collegial and deliberative, to gain the benefit of each individual director's judgment and experience.
October 2019HC-1.4.2
The Board must meet frequently but in no event less than four times a year. All directors must attend the meetings whenever possible and the directors must maintain informal communication between meetings.
October 2019HC-1.4.3
Individual board members must attend at least 75% of all Board meetings in a given financial year to enable the Board to discharge its responsibilities effectively (see table below). Voting and attendance by proxies for board meetings are prohibited at all times.
Meetings per year 75% Attendance requirement 4 3 5 4 6 5 7 5 8 6 9 7 10 8 October 2019HC-1.4.4
The absence of Board members at Board and committee meetings must be noted in the meeting minutes. In addition, Board attendance percentage must be reported during any general assembly meeting when Board members stand for re-election (e.g. Board member XYZ attended 95% of scheduled meetings this year).
October 2019HC-1.4.5
The chairman should take an active lead in promoting mutual trust, open discussion, constructive dissent and support for decisions after they have been made.
October 2019HC-1.4.6
In the event that a Board member has not attended at least 75% of Board meetings in any given financial year, the
licensee must immediately notify the CBB indicating which member has failed to satisfy this requirement, his level of attendance and any mitigating circumstances affecting his non-attendance. The CBB shall then consider the matter and determine whether disciplinary action, including disqualification of that Board member pursuant to Article 65 of the CBB Law, is appropriate. Unless there are exceptional circumstances, it is likely that the CBB will take disciplinary action.October 2019HC-1.4.7
To meet its obligations under Rule HC-1.4.3 above, the Board should meet preferably no less than four times per year. The CBB recommends that meetings should take place once every quarter to address the Board's responsibilities for management oversight and performance monitoring. Furthermore, Board rules should require members to step down if they are not actively participating in Board meetings. Board members are reminded that non-attendance at board meetings does not absolve them of their responsibilities as directors. It is important that each individual director should allocate adequate time and effort to discharge his responsibilities. All Directors are expected to contribute actively to the work of the Board in order to discharge their responsibilities and should make every effort to attend board meetings where major issues are to be discussed.
Licensees are encouraged to amend their Articles of Association to provide for telephonic and videoconference meetings. Participation in board meetings by means of video or telephone conferencing is regarded as attendance and may be recorded as such.October 2019HC-1.4.8
The chairman must ensure that all directors receive an agenda, minutes of prior meetings, and adequate background information in writing before each Board meeting and when necessary between meetings. All directors must receive the same Board information. At the same time, directors have a legal duty to inform themselves and they must ensure that they receive adequate and timely information and must study it carefully.
October 2019HC-1.4.9
The Board must maintain adequate records of its meetings, such that key decisions and how they are arrived at can be traced.
October 2019HC-1.5 HC-1.5 Independence of Judgment
HC-1.5.1
The Board must ensure that it has at least one
independent director , in order to provide sufficient independent scrutiny of management.October 2019HC-1.5.2
Every director must bring independent judgment to bear in decision-making. No individual or group of directors must dominate the Board's decision-making and no one individual must have unfettered powers of decision.
October 2019HC-1.5.3
Executive directors must provide the Board with all relevant business and financial information within their cognizance, and must recognise that their role as a director is different from their role as an officer.October 2019HC-1.5.4
Non-executive directors must be fully independent of management and must constructively scrutinise and challenge management including the management performance ofexecutive directors .October 2019HC-1.5.5
The chairman of the Board should be an
independent director so that there will be an appropriate balance of power and greater capacity of the Board for independent decision making.October 2019HC-1.5.6
The chairman and/or deputy chairman must not be the same person as the CEO.
October 2019HC-1.5.7
The Board should review the independence of each director at least annually in light of interests disclosed by them. Each
independent director shall provide the Board with all necessary and updated information for this purpose.October 2019HC-1.5.8
Where an
independent director has served three consecutive terms on the board, such director will lose his/her independence status and must not be classified as anindependent director if reappointed.Added: January 2020HC-1.5.9
Where a Chief Executive Officer of an
ancillary service provider licensee , who is also a Board member, no longer occupies the CEO position, whether due to resignation, retirement or termination, his/her Board Membership must also be immediately terminated.Added: January 2020HC-1.6 HC-1.6 Directors' Access to Independent Advice
HC-1.6.1
The Board should ensure that individual directors have access to independent legal or other professional advice at the
licensee's expense whenever they judge this necessary to discharge their responsibilities as directors and this must be in accordance with thelicensee's policy approved by the Board.October 2019HC-1.6.2
Whenever a director has serious concerns which cannot be resolved concerning the running of the
licensee or a proposed action, he should consider seeking independent advice and should ensure that the concerns are recorded in the Board minutes and that any dissent from a Board action is noted or delivered in writing.October 2019HC-1.6.3
Upon resignation, a
non-executive director should provide a written statement to the chairman, for circulation to the Board, if he has any concerns such as those in Paragraph HC-1.6.3.October 2019HC-1.7 HC-1.7 Directors' Communication with Management
HC-1.7.1
The Board should encourage participation by management regarding matters the Board is considering, and also by management members who by reason of responsibilities or succession, the CEO believes should have exposure to the directors.
October 2019HC-1.8 HC-1.8 Committees of the Board
HC-1.8.1
While the evaluation is a responsibility of the entire board, it should be organised and assisted by an internal board committee and, when appropriate, with the help of external experts.
October 2019HC-1.8.2
The Board or a committee may invite non-directors to participate in, but not vote at committee meetings so that the committee may gain the benefit of their advice and expertise in financial or other areas.
October 2019HC-1.8.3
Committees should act only within their mandates and therefore the Board must not allow any committee to dominate or effectively replace the whole Board in its decision-making responsibility.
October 2019HC-1.8.4
Committees may be combined provided that no conflict of interest might arise between the duties of such committees.
October 2019HC-1.8.5
Every committee should have a formal written charter similar in form to the model charter.
Amended: April 2020
Added: October 2019