2020: Identification documents required for attending the annual general meeting

Identification documents required for attending the annual general meeting

Shareholders who are natural persons are kindly requested to bring along a valid photo identification document. Shareholders who are legal persons are additionally requested to present a valid registry card.

Shareholder representatives are kindly requested to bring along a valid photo identification document and the valid proxy (original). The proxy may be either an unattested proxy or a notarized proxy. If the entity represented is a legal person, the representative is also requested to bring a valid excerpt of the registry card.

In case AS Tallinna Vesi’s shareholder is a legal person registered in a foreign country, the valid excerpt of the registry card must be either legalized or authenticated with a document certificate apostille and such document must have a notarised translation into Estonian attached thereto.

The representatives’ proxies that have been issued in a foreign country must be notarized and translated into Estonian and the notarized proxies must be either legalized or authenticated with a document certificate apostille, and such document must have a notarised translation into Estonian attached thereto. This requirement regarding the proxies applies also if a shareholder who is a natural person, issues a proxy to a representative in a foreign country.

Should a shareholder require a proxy form to appoint a representative, the relevant proxy form is available here and the prefilled proxy form by which a shareholder authorises Mrs. Mailis Kullerkupp-Jõekaar, the Chief Lawyer of the Company, to vote on their behalf, is available here.

Should a shareholder use the proxy form to appoint a representative, there are three alternatives for the submission of a proxy. NB! With respect to a proxy to be issued to Mrs. Mailis Kullerkupp-Jõekaar, please follow the instructions for the submission of the proxy at the bottom of the proxy form.

1. A shareholder or a shareholder’s legal representative may fill out the proxy form in an electronic format, print and sign it in accordance with the document authentication instructions outlined above, and thereafter send the original proxy to the representative. Upon registration for the general meeting, the representative must submit the proxy (original) along with the other necessary documents.
2. A shareholder or a shareholder’s legal representative may fill out the proxy form in an electronic format, sign it digitally and e-mail it to tvesi@tvesi.ee by the end of day (23:59 p.m. GMT+2) on 27 May 2020 at the latest. This alternative is available to those shareholders who have the opportunity of using a digital signature (ID-card, digi-ID or Mobiil-ID). If the proxy has been sent by using this option, there is no need to submit the proxy upon registration for the general meeting.
3. A shareholder or a shareholder’s legal representative may fill out the proxy form in an electronic format, print and sign it. Thereafter, the signed proxy may be scanned and e-mailed to tvesi@tvesi.ee and the original may either be sent by post to the address: Ädala 10, Tallinn 10614, so that it is received on 27 May 2020 at the latest, or the representative must bring the original proxy to the general meeting and submit it along with the other necessary documents upon registration for the general meeting.

If a proxy form has not been properly filled out or submitted as required, AS Tallinna Vesi is entitled not to deem such proxy to be a document certifying the right of representation and may disregard such proxy.