
Operation of the Board
The Board meets formally at least six times a year,
with additional board or committee meetings arranged
when required. The directors have regular interaction
with the Fund Managers, representatives of the corporate
secretary and other employees of the Manager between
formal meetings. The Board has a formal schedule of
matters specifically reserved for its decision, which
includes setting strategy and providing oversight of
performance against agreed measures. All matters
that are not delegated to the Manager under the
management agreement are reserved for the Board’s
decision. The Board approves any changes to the
structure and capital arrangements for the Company,
including any corporate events, has oversight of financial
reporting and assesses the effectiveness of the internal
control framework. The Board approves annual and
half-year results, communications with shareholders,
the appointment of new directors, oversees corporate
governance matters and is responsible for determining
the remuneration of directors.
The Board keeps its schedule of matters reserved
and terms of reference for each committee
under regular review, and these are available at
www.hendersoneuropeantrust.com. Reports on the
activities undertaken by each committee during the
reporting period are set out on pages 44–52.
Each board meeting follows a formal agenda,
which includes a review of the Company’s investment
performance, financial position, compliance with
the investment parameters, a review of shareholder
movements along with any sales and marketing activities
undertaken and any other relevant business matters to
ensure that control is maintained over the Company’s
affairs. Employees of the Manager attend relevant
sections of board meetings enabling the directors to
discuss the affairs of the Company and to probe further
on any matters of concern. The Board receives and
considers regular reports from the Manager and ad hoc
reports and information from other parties as required.
The Board has engaged third-party service providers to
deliver the operations of the Company. Janus Henderson
has been appointed to manage the investment portfolio,
and provides the day-to-day accounting, company
secretarial, administrative, sales and marketing activities.
The Company has appointed a depositary, HSBC Bank plc,
which in turn appoints the custodian for the safe custody
of the Company’s assets. The Company has appointed
a registrar, Equiniti Limited, to maintain the register of
members and assist shareholders with queries about
their holdings. Each of these principal contracts was
entered into after full and proper consideration by the
Board of the quality and cost of the services offered,
including the control systems in operation in so far
as they relate to the affairs of the Company. The Board
and its committees maintain oversight of the third-party
service providers through regular and ad hoc reporting.
The Board meets annually with representatives of service
providers to discuss amongst other matters performance,
service levels, their value for money, information security
and business resilience. The Manager ensures that
all directors receive, in a timely manner, relevant
management, regulatory and financial information, to
allow them to discharge their responsibilities and enable
smooth functioning of the Board and its committees.
The Board has direct access to the advice and services
of the nominated chartered secretary who represents
the Corporate Secretary, Janus Henderson Secretarial
Services UK Limited, a subsidiary of Janus Henderson
with its own reporting lines and audited internal controls.
There are processes and controls in place to ensure that
there is a clear distinction between the two entities,
particularly when dealing with any conflicts or issues
between the Company and Janus Henderson. The
Corporate Secretary is responsible to the Board for
ensuring compliance with Board and committee
procedures and applicable rules and regulations.
The proceedings at all board and committee meetings
are minuted, with any director’s concerns recorded in
the minutes. The Board has the power to appoint or
remove the Secretary in accordance with the terms
of the management agreement.
Any correspondence from shareholders addressed to
the Chair or to the Company received by Janus Henderson
is forwarded to the Chair in line with the established
procedures in place and is submitted to the next board
meeting or earlier, as appropriate. The Board, the Fund
Managers and the Corporate Secretary operate in a
supportive, cooperative and open environment.
Arrangements with directors
Appointment, tenure and retirement
The Board may appoint directors at any time. Any director
so appointed stands for election by shareholders at the
next annual general meeting in accordance with the
provisions of the Company’s articles of association
(the “Articles”).
The Board considers a potential candidate’s other
commitments on appointment and then annually
through the performance evaluation process to ensure
that directors have sufficient time to commit to the
Company. A schedule of directors’ other commitments
is reviewed at each board meeting and directors are
required to seek the Chair’s approval prior to accepting
further appointments. The Chair seeks the Senior
Independent Director’s approval before accepting
further appointments.
The directors, including the Chair of the Board, are
generally expected to serve for no more than nine years,
other than in exceptional circumstances, subject to a
satisfactory Board effectiveness review. This ensures the
regular refreshment of the Board and its committees and
forms an integral part of the Board’s succession planning.
All directors stand for re-election by shareholders annually
in keeping with the provisions of the AIC Code.
The Articles permit shareholders to remove a director
before the end of their term by passing an ordinary
resolution at a general meeting. An appointment may be
terminated by either party giving written notice without
compensation payable.
Corporate governance report continued
42
Henderson European Trust plc Annual Report