2. [Subsection 2 has been deleted by Act No. 3 of 2011]

Transcription

1 Part A : Application and general requirements of Chapter 84. Application of Chapter 1. This Chapter applies to: a) every public company, subject to sections 5(6) and 94(1); b) every company that is a state-owned company: i. except to the extent that the company has been exempted from the application of this Chapter, in terms of section 9; and ii. subject to subsection (3); and c) a private company, a personal liability company or a non-profit companyi. if the company is required by this Act or the regulations to have its annual financial statements audited every year: Provided that the provisions of Parts B and D of this Chapter will not apply to any such company; or ii. otherwise, only to the extent that the company's Memorandum of Incorporation so requires, as contemplated in section 34(2). 2. [Subsection 2 has been deleted by Act No. 3 of 2011] 3. In the case of a state-owned company: a) if there is a conflict between a provision of this Chapter and a provision of the Public Audit Act, 2004 (Act No. 25 of 2004), the provisions of that Act prevail; b) despite the provisions of this Chapter to the contrary, the state-owned company is not required to appoint an auditor for any financial year in respect of which the Auditor-General has elected, in terms of the Public Audit Act, 2004 (Act No. 25 of 2004), to conduct an audit of that enterprise; and c) in any year in which the state-owned company is required by this Chapter to appoint an auditor, any requirement in terms of the Public Audit Act, 2004 (Act No. 25 of 2004), to have the appointment of the company s auditor approved by the Auditor- General applies to that company, in addition to the relevant provisions of this Chapter. 4. Every company contemplated in subsection (1)(a) or (b) must appoint: a) a person to serve as company secretary, in the manner and for the purposes set out in Part B; b) a person to serve as auditor, in the manner and for the purposes set out in Part C; and c) an audit committee, in the manner and for the purposes set out in Part D. 5. A person who is disqualified in terms of section 69(8) to serve as a director of any particular company may not be appointed or continue to serve that company in any capacity mentioned in subsection (4), irrespective of whether that appointment is made: a) as required by this Chapter; or b) voluntarily, as contemplated in section 34(2). 6. If the board of a company fails to make an appointment as required by this Part:

2 a) the Commission may issue a notice to that company to show cause why the Commission should not proceed to convene a shareholders meeting for the purpose of making that appointment; and b) if the company fails to respond to a notice contemplated in paragraph (a) or, in responding, fails to satisfy the Commission that the board will make the appointment, or convene a shareholders meeting to make the appointment, within an acceptable period, the Commission may: i. give notice to the holders of the companyï s securities of a general meeting, and convene such a meeting, to make that appointment; and ii. assess a pro-rata share of the cost of convening the general meeting to each director of the company who knowingly permitted the company to fail to make the appointment in accordance with this Part. 7. A company that has been given notice contemplated in subsection (6)(a), or a director who has been assessed any portion of the costs of a meeting, as contemplated in subsection (6)(b), may apply to the Companies Tribunal to set aside the notice, or the assessment, in whole or in part. Part A : Application and general requirements of Chapter 85. Registration of company secretary and auditor 1. Every company that makes an appointment contemplated in section 84(4), irrespective of whether the company does so as required by that section or voluntarily as contemplated in section 34(2), must: a) maintain a record of its company secretaries and auditors, including, in respect of each person appointed as company secretary or auditor of the company: i. the name, including any former name, of each such person; and ii. the date of every such appointment; and b) if a firm or juristic person is appointed: i. the name, registration number and registered office address of that firm or juristic person; and ii. the name of any individual contemplated in section 90(3), if that section is applicable; and c) any changes in the particulars referred to in paragraphs (a) and (b), as they occur, with the date and nature of each such change. 2. To protect personal privacy, the Minister, by notice in the Gazette, may exempt from the application of subsection (1)(a) categories of names as formerly used by any person: a) before attaining majority, or by persons who have been adopted, married, divorced or widowed; or b) in other circumstances prescribed by the Minister. 3. Within 10 business days after making an appointment contemplated in subsection (1), or after the termination of service of such an appointment, a company must file a notice of the appointment or termination, as the case may be, subject to subsection (4).

3 4. The incorporators of a company may file a notice of the appointment of the company s first company secretary, auditor or audit committee as part of the company s Notice of Incorporation. Part B : Company secretary 86. Mandatory appointment of company secretary 1. A public company or state-owned company must appoint a company secretary. 2. Every company secretary, irrespective of whether the appointment is made as required by subsection (1) or in terms of a requirement in a company's Memorandum of Incorporation, as contemplated in sections 34(2) and 84(1)(c)(ii), musta) have the requisite knowledge of, or experience in, relevant laws; and b) be a permanent resident of the Republic, and remain so while serving in that capacity. 3. The first company secretary of a public company or state-owned company may be appointed bya) the incorporators of the company; or b) within 40 business days after the incorporation of the company, by either: i. the directors of the company; or ii. an ordinary resolution of the holders of the company s securities. 3A. The first company secretary of a company that is required only in terms of its Memorandum of Incorporation to appoint a company secretary as contemplated in sections 34(2) and 84(1)(c)(ii), must be appointeda) in accordance with subsection (3), if the requirement to appoint a company secretary applies to that company when it is incorporated; or b) within 40 business days after the date on which the requirement first applies to the company, by eitheri. the directors of the company; or ii. an ordinary resolution of the holders of the company's securities 4. Within 60 business days after a vacancy arises in the office of company secretary, the board must fill the vacancy by appointing a person whom the directors consider to have the requisite knowledge and experience.

4 Part B : Company secretary 87. Juristic person or partnership may be appointed company secretary 1. A juristic person or partnership may be appointed to hold the office of company secretary, provided that: a) every employee of that juristic person who provides company secretary services, or partner and employee of that partnership, as the case may be, satisfies the requirements contemplated in section 84(5); and b) at least one employee of that juristic person, or one partner or employee of that partnership, as the case may be, satisfies the requirements contemplated in section A change in the membership of a juristic person or partnership that holds office as company secretary does not constitute a casual vacancy in the office of company secretary, if the juristic person or partnership continues to satisfy the requirements of subsection (1). 3. If at any time a juristic person or partnership holds office as company secretary of a particular company: a) the juristic person or partnership must immediately notify the directors of the company if the juristic person or partnership no longer satisfies the requirements of subsection (1), and is regarded to have resigned as company secretary upon giving that notice to the company; b) the company is entitled to assume that the juristic person or partnership satisfies the requirements of subsection (1), until the company has received a notice contemplated in paragraph (a); and c) any action taken by the juristic person or partnership in performance of its functions as company secretary is not invalidated merely because the juristic person or partnership had ceased to satisfy the requirements of subsection (1) at the time of that action. Part B : Company secretary 88. Duties of company secretary 1. A company s secretary is accountable to the company s board. 2. A company secretary s duties include, but are not restricted to: a) providing the directors of the company collectively and individually with guidance as to their duties, responsibilities and powers; b) making the directors aware of any law relevant to or affecting the company; c) reporting to the company s board any failure on the part of the company or a director to comply with the Memorandum of Incorporation or rules of the company or this Act;

5 d) ensuring that minutes of all shareholders meetings, board meetings and the meetings of any committees of the directors, or of the company s audit committee, are properly recorded in accordance with this Act; e) certifying in the company s annual financial statements whether the company has filed required returns and notices in terms of this Act, and whether all such returns and notices appear to be true, correct and up to date; f) ensuring that a copy of the company s annual financial statements is sent, in accordance with this Act, to every person who is entitled to it; and g) carrying out the functions of a person designated in terms of section 33(3). Part B : Company secretary 88. Duties of company secretary 1. A company s secretary is accountable to the company s board. 2. A company secretary s duties include, but are not restricted to: a) providing the directors of the company collectively and individually with guidance as to their duties, responsibilities and powers; b) making the directors aware of any law relevant to or affecting the company; c) reporting to the company s board any failure on the part of the company or a director to comply with the Memorandum of Incorporation or rules of the company or this Act; d) ensuring that minutes of all shareholders meetings, board meetings and the meetings of any committees of the directors, or of the company s audit committee, are properly recorded in accordance with this Act; e) certifying in the company s annual financial statements whether the company has filed required returns and notices in terms of this Act, and whether all such returns and notices appear to be true, correct and up to date; f) ensuring that a copy of the company s annual financial statements is sent, in accordance with this Act, to every person who is entitled to it; and g) carrying out the functions of a person designated in terms of section 33(3). Part C : Auditors 90. Appointment of auditor 1. Upon its incorporation, and each year at its annual general meeting, a public company or state-owned company must appoint an auditor. 1A. A company referred to in section 84(1)(c)(i), or a company that is required only in terms of its Memorandum of Incorporation to have its annual financial statements audited as contemplated in sections 34(2) and 84(1)(c)(ii), must appoint an auditora) in accordance with subsection (1), if the requirement to have its annual financial statements audited applies to that company when it is incorporated; or

6 b) at the annual general meeting at which the requirement first applies to the company, and each annual general meeting thereafter 2. To be appointed as an auditor of a company, whether as required by subsection (1) or as contemplated in section 34(2), a person or firm: a) must be a registered auditor; b) in addition to the prohibition contemplated in section 84(5), must not be: i. a director or prescribed officer of the company; ii. an employee or consultant of the company who was or has been engaged for more than one year in the maintenance of any of the company s financial records or the preparation of any of its financial statements; iii. a director, officer or employee of a person appointed as company secretary in terms of Part B of this Chapter; iv. a person who, alone or with a partner or employees, habitually or regularly performs the duties of accountant or bookkeeper, or performs related secretarial work, for the company; v. a person who, at any time during the five financial years immediately preceding the date of appointment, was a person contemplated in any of subparagraphs (i) to (iv); or vi. a person related to a person contemplated in subparagraphs (i) to (v); and c) must be acceptable to the company s audit committee as being independent of the company, having regard to the matters enumerated in section 94(8), in the case of a company that has appointed an audit committee, whether as required by section 94, or voluntarily as contemplated in section 34(2). 3. If a company appoints a firm as an auditor, the individual determined by that firm, in terms of section 44(1) of the Auditing Profession Act, to be responsible for performing the functions of auditor must satisfy the requirements of subsection (2). 4. If a company that is required to appoint an auditor does not do so when it registers the incorporation of the company, the directors of the company must appoint the first auditor of the company within 40 business days after the date of incorporation of the company. 5. The first auditor of a company holds office until the conclusion of the first annual general meeting of the company. 6. A retiring auditor may be automatically reappointed at an annual general meeting without any resolution being passed, unless: a) the retiring auditor is: i. no longer qualified for appointment; ii. no longer willing to accept the appointment, and has so notified the company; or iii. required to cease serving as auditor, in terms of section 92; b) an audit committee appointed by the company in terms of this Act objects to the reappointment; or c) the company has notice of an intended resolution to appoint some other person or persons in place of the retiring auditor. 7. If an annual general meeting of a company does not appoint or reappoint an auditor the directors must fill the vacancy in the office in terms of the procedure contemplated in section 91 within 40 business days after the date of the meeting.

7 Part C : Auditors 91. Resignation of auditors and vacancies 1. The resignation of an auditor is effective when the notice is filed. 2. Subject to subsection (3), if a vacancy arises in the office of auditor of a company, the board of that company: a) must appoint a new auditor within 40 business days, if there was only one incumbent auditor of the company; and b) may appoint a new auditor at any time, if there was more than one incumbent, but while any such vacancy continues, the surviving or continuing auditor may act as auditor of the company. 3. Before making an appointment in terms of subsection (2): a) the board must propose to the company s audit committee, within 15 business days after the vacancy occurs, the name of at least one registered auditor to be considered for appointment as the new auditor; and b) may proceed to make an appointment of a person proposed in terms of paragraph (a) if, within five business days after delivering the proposal, the audit committee does not give notice in writing to the board rejecting the proposed auditor. 4. If a company appoints a firm as its auditor, any change in the composition of the members of that firm does not by itself create a vacancy in the office of auditor for that year, subject to subsection (5). 5. If, by comparison with the membership of a firm at the time of its latest appointment, less than one half of the members remain after a change contemplated in subsection (4), that change constitutes the resignation of the firm as auditor of the company, giving rise to a vacancy. 6. Section 89, read with the changes required by the context, applies with respect to an auditor of a company, hut a reference in that section to ''company secretary" must be regarded as referring to the company's auditor.

8 Part C : Auditors 92. Rotation of auditors 1. The same individual may not serve as the auditor or designated auditor of a company for more than five consecutive financial years. 2. If an individual has served as the auditor or designated auditor of a company for two or more consecutive financial years and then ceases to be the auditor or designated auditor, the individual may not be appointed again as the auditor or designated auditor of that company until after the expiry of at least two further financial years. 3. If a company has appointed two or more persons as joint auditors, the company must manage the rotation required by this section in such a manner that all of the joint auditors do not relinquish office in the same year. Part C : Auditors 93. Rights and restricted functions of auditors 1. The auditor of a company: a) has the right of access at all times to the accounting records and all books and documents of the company, and is entitled to require from the directors or prescribed officers of the company any information and explanations necessary for the performance of the auditor s duties; b) in the case of the auditor of a holding company, has the right of access to all current and former financial statements of any subsidiary of that holding company and is entitled to require from the directors or officers of the holding company or subsidiary any information and explanations in connection with any such statements and in connection with the accounting records, books and documents of the subsidiary as necessary for the performance of the auditor s duties; and c) is entitled to: i. attend any general shareholders meeting; ii. receive all notices of and other communications relating to any general shareholders meeting; and iii. be heard at any general shareholders meeting contemplated in this paragraph on any part of the business of the meeting that concerns the auditor s duties or functions. 2. An auditor may apply to a court for an appropriate order to enforce the rights set out in subsection (1)(a) or (b), and a court may: a) make any order that is just and reasonable to prevent frustration of the auditor s duties by the company or any of its directors, prescribed officers or employees; and

9 b) make an order of costs personally against any director or prescribed officer whom the court has found to have willfully and knowingly frustrated, or attempted to frustrate, the performance of the auditor s functions. 3. An auditor appointed by a company may not perform any services for that company: a) that would place the auditor in a conflict of interest as prescribed or determined by the Independent Regulatory Board for Auditors in terms of section 44(6) of the Auditing Profession Act; or b) as may be determined by the company s audit committee in terms of section 94(7)(d). Part D : Audit committees 94. Audit committees 1. This section: a) applies concurrently with section 64 of the Banks Act, to any company that is subject to that section of that Act, but subsections (2), (3) and (4) of this section do not apply to the appointment of an audit committee by any such company; and b) does not apply to a company that has been granted an exemption in terms of section 64(4) of the Banks Act. 2. At each annual general meeting, a public company or state-owned company, or other company that is required only by its Memorandum of Incorporation to have an audit committee as contemplated in sections 34(2) and 84(1)(c)(ii), must elect an audit committee comprising at least three members, unless: a) the company is a subsidiary of another company that has an audit committee; and b) the audit committee of that other company will perform the functions required under this section on behalf of that subsidiary company. 3. The first members of the audit committee may be appointed by: a) the incorporators of a company; or b) by the board, within 40 business days after the incorporation of the company. 4. Each member of an audit committee of a company must: a) be a director of the company, who satisfies any applicable requirements rescribed in terms of subsection (5); b) not be: i. involved in the day-to-day management of the company s business or have been so involved at any time during the previous financial year; ii. a prescribed officer, or full-time employee, of the company or another related or inter-related company, or have been such an officer or employee at any time during the previous three financial years; or iii. a material supplier or customer of the company, such that a reasonable and informed third party would conclude in the circumstances that the integrity, impartiality or objectivity of that director is compromised by that relationship; and

10 c) not be related to any person who falls within any of the criteria set out in paragraph (b). 5. The Minister may prescribe minimum qualification requirements for members of an audit committee as necessary to ensure that any such committee, taken as a whole, comprises persons with adequate relevant knowledge and experience to equip the committee to perform its functions. 6. The board of a company contemplated in section 84(1) must appoint a person to fill any vacancy on the audit committee within 40 business days after the vacancy arises. 7. An audit committee of a company has the following duties: a) To nominate, for appointment as auditor of the company under section 90, a registered auditor who, in the opinion of the audit committee, is independent of the company; b) to determine the fees to be paid to the auditor and the auditor s terms of engagement; c) to ensure that the appointment of the auditor complies with the provisions of this Act and any other legislation relating to the appointment of auditors; d) to determine, subject to the provisions of this Chapter, the nature and extent of any non-audit services that the auditor may provide to the company, or that the auditor must not provide to the company, or a related company; e) to pre-approve any proposed agreement with the auditor for the provision of nonaudit services to the company; f) to prepare a report, to be included in the annual financial statements for that financial year: i. describing how the audit committee carried out its functions; ii. stating whether the audit committee is satisfied that the auditor was iii. independent of the company; and commenting in any way the committee considers appropriate on the financial statements, the accounting practices and the internal financial control of the company; g) to receive and deal appropriately with any concerns or complaints, whether from within or outside the company, or on its own initiative, relating to: i. the accounting practices and internal audit of the company; ii. the content or auditing of the company s financial statements; iii. the internal financial controls of the company; or iv. any related matter; h) to make submissions to the board on any matter concerning the company s accounting policies, financial control, records and reporting; and i) to perform such other oversight functions as may be determined by the board. 8. In considering whether, for the purposes of this Part, a registered auditor is independent of a company, the audit committee of that company must: a) ascertain that the auditor does not receive any direct or indirect remuneration or other benefit from the company, except: i. as auditor; or ii. for rendering other services to the company, to the extent permitted in terms of subsection (7)(d); b) consider whether the auditor s independence may have been prejudiced: i. as a result of any previous appointment as auditor; or

11 ii. having regard to the extent of any consultancy, advisory or other work undertaken by the auditor for the company; and c) consider compliance with other criteria relating to independence or conflict of interest as prescribed by the Independent Regulatory Board for Auditors established by the Auditing Profession Act, in relation to the company, and if the company is a member of a group of companies, any other company within that group. 9. Nothing in this section precludes the appointment by a company at its annual general meeting of an auditor other than one nominated by the audit committee, but if such an auditor is appointed, the appointment is valid only if the audit committee is satisfied that the proposed auditor is independent of the company. 10. Neither the appointment nor the duties of an audit committee reduce the functions and duties of the board or the directors of the company, except with respect to the appointment, fees and terms of engagement of the auditor. 11. A company must pay all expenses reasonably incurred by its audit committee, including, if the audit committee considers it appropriate, the fees of any consultant or specialist engaged by the audit committee to assist it in the performance of its functions.