PROXY (without voting instructions) REF. NO: XXXXXX PIN CODE: XXXX
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- Susan Jefferson
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1 REF. NO: XXXXXX PIN CODE: XXXX If the shareholder is a legal entity, please name the person who will represent the entity: NOTICE OF ATTENDANCE/Voting prior to the meeting The undersigned will attend the Ordinary General Meeting on 25 April 2016 and vote for: ORDINARY GENERAL MEETING IN TOMRA Systems ASA will be held on 25 April 2016 at 17:00 CET at TOMRA, Drengsrudhagen 2, 1372 Asker, Norway. Record date is 18 April 2016 Name of person representing the entity (To grant proxy, use proxy form below) A total of [XX] own shares other shares in accordance with enclosed Power of Attorney shares This notice of attendance must be received by DNB Bank ASA no later than 16:00 CET on 21 April Notice of attendance may be sent electronically through TOMRA s website or through VPS Investor Services. Advance votes may only be cast electronically through or through Investor Services. To access the electronic system for notification of attendance through TOMRA s website, the reference number and PIN code must be stated. The Notice of attendance may also be sent by genf@dnb.no. Post: DNB Bank ASA, Registrar s Department, POB 1600 Sentrum, 0021 Oslo, Norway. Place/Date Shareholder s signature. (To be signed only by the shareholder who will attend the AGM in person. To grant proxy, use proxy form below) PROXY (without voting instructions) REF. NO: XXXXXX PIN CODE: XXXX This proxy form is to be used for a proxy without voting instructions. To grant proxy with voting instructions, see page 2. If you are unable to attend the Ordinary General Meeting in person, this proxy may be used by a person authorised by you, or you may send the proxy without naming a proxy holder. In such case, the proxy will be deemed to be given to the Chair of the Board of Directors or a person authorized by him. The proxy form should be received by DNB Bank ASA, Registrar s Department no later than 16:00 CET on 21 April The proxy may be sent electronically through TOMRA s website or through VPS Investor Services. It may also be sent by genf@dnb.no. Post: DNB Bank ASA, Registrar s Department, POB 1600 Sentrum, 0021 Oslo, Norway. The undersigned: "etternavn + fornavn hereby grants (tick one of the two): The Chairman of the Board of Directors (or a person authorised by him), or Name of proxy holder (in capital letters) a proxy to attend and vote for my/our shares at the Ordinary General Meeting in TOMRA Systems ASA on 25 April Place/Date Shareholder s signature (Signature only when granting a proxy) With regard to rights of attendance and voting, reference is made to the Norwegian Public Limited Liability Companies Act, in particular Chapter 5. If the shareholder is a company, the company s certificate of registration must be attached to the proxy.
2 PROXY (with voting instructions) REF. NO: XXXXXX PIN CODE: XXXX This proxy form is to be used for a proxy with voting instructions. If you are unable to attend the Ordinary General Meeting in person, you may use this proxy form to give voting instructions. You may grant a proxy with voting instructions to a person authorised by you, or you may send the proxy without naming the proxy holder, in which case the proxy will be deemed to have been given to the Chair of the Board of Directors or a person authorised by him. The proxy must be dated and signed. The proxy form must be received by DNB Bank ASA, Registrar s Department no later than 16:00 CET on 21 April It may be sent by genf@dnb.no. Post: DNB Bank ASA, Registrar s Department, POB 1600 Sentrum, 0021 Oslo, Norway. The undersigned: "etternavn + fornavn hereby grants (tick one of the two): The Chairman of the Board of Directors (or a person authorised by him), or Name of proxy holder (in capital letters) a proxy to attend and vote for my/our shares at the Ordinary General Meeting in TOMRA System ASA on 25 April The votes shall be exercised in accordance with the instructions below. Please note that if any items below are not voted on (not ticked off), this will be deemed to be an instruction to vote for the proposals in the notice. However, if any motions are made from the floor in addition to or replacement of the proposals in the notice, the proxy holder may vote or abstain from voting at his discretion. In such case, the proxy holder will vote on the basis of his reasonable understanding of the motion. The same applies if there is any doubt as to how the instructions should be understood. Where no such reasonable interpretation is possible, the proxy holder may abstain from voting. AGENDA ORDINARY GENERAL MEETING 2016 For Against Abstention 1 Opening of the general meeting by the chairman of the board of directors. Registration of attending shareholders, including shareholders represented by proxy 2 Election of the chairperson of the meeting 3 Election of one person to sign the minutes of the general meeting together with the chairperson of the meeting 4 Approval of the notice of the meeting and the agenda 5 Report by the management on the status of the company and the group 6 Approval of the annual accounts and the annual report for 2015 for the company and the group, including proposal for declaration of dividend 7 Advisory vote regarding declaration from the board of directors on the fixing of salaries and other remunerations to senior executives 8 Binding vote regarding remuneration in shares to senior executives 9 Consideration of the board of directors statement on corporate governance (no voting) 10 Determination of remuneration for the board of directors 11 Determination of remuneration for the nomination committee 12 Approval of remuneration for the auditor 13 Election of the shareholder elected members of the board of directors 14 Election of members of the nomination committee 15 Power of attorney regarding acquisition and disposal of treasury shares 16 Power of attorney regarding private placements of newly issued shares in connection with mergers and acquisitions Place/Date Shareholder s signature (Only when granting proxy with voting instructions) With regard to rights of attendance and voting, reference is made to the Norwegian Public Limited Liability Companies Act, in particular Chapter 5. If the shareholder is a company, the company s certificate of registration must be attached to the proxy.
3 Notice of annual general meeting in Tomra Systems ASA Notice is hereby given by the board of directors for the annual general meeting in Tomra Systems ASA on 25 April 2016 at CET at the offices of the company in Drengsrudhagen 2, Asker, Norway. Registration of attendees will take place from CET. The following matters shall be dealt with: 1. Opening of the general meeting by the chairman of the board of directors. Registration of attending shareholders, including shareholders represented by proxy. 2. Election of the chairperson of the meeting. 3. Election of one person to sign the minutes of the general meeting together with the chairperson of the meeting. 4. Approval of the notice of the meeting and the agenda. 5. Report by the management on the status of the company and the group. 6. Approval of the annual accounts and the annual report for 2015 for the company and the group, including proposal for declaration of dividend. 7. Advisory vote regarding declaration from the board of directors on the fixing of salaries and other remunerations to senior executives. 8. Binding vote regarding remuneration in shares to senior executives. 9. Consideration of the board of directors statement on corporate governance (no voting). 10. Determination of remuneration for the board of directors. 11. Determination of remuneration for the nomination committee. 12. Approval of remuneration for the auditor. 13. Election of the shareholder elected members of the board of directors. 14. Election of members of the nomination committee. 15. Power of attorney regarding acquisition and disposal of treasury shares. 16. Power of attorney regarding private placements of newly issued shares in connection with mergers and acquisitions. * * * 1
4 INFORMATION ON SHAREHOLDERS RIGHTS, INCLUDING HOW SHAREHOLDERS MAY PARTICIPATE AND VOTE AT THE GENERAL MEETING Shares in the company and the right to vote for shares On the date of this notice there are issued shares in the company. The company s articles of association do not contain any restrictions on voting rights. Each share gives the right to one vote at the general meeting, cf. the Securities Trading Act section 5-9, second paragraph, nevertheless voting rights may not be used for shares held by the company itself or its subsidiaries. Shareholders are entitled to attend the general meeting and exercise voting rights by attending in person or by proxy. A shareholder has the right to cast votes for the number of shares owned which are registered in the Norwegian Registry of Securities (VPS) five working days prior to the general meeting (the company s articles of association section 5) 18 April Shareholders rights The shareholders right to add items to the agenda of the general meeting has expired, cf. the Public Limited Liability Act section 5-11 second sentence. A shareholder may put forward proposals for resolutions relating to matters that are due to be covered at the general meeting. A shareholder may require board members and the general manager to give available information concerning circumstances that may affect the judgment of: 1. approval of the annual accounts and the annual report; 2. matters submitted to the shareholders for resolution/approval; and 3. the company s financial position, including business activities in other companies of which the company has an involvement in, and other matters to be dealt with by the general meeting, apart from information that cannot be disclosed without causing disproportionate damage to the company. In the event that it is necessary to collect information and therefore said request for information cannot be met at the general meeting, a written reply shall be drafted within two weeks after the general meeting. The reply shall be made available to the shareholders at the business premises of the company and shall be sent to every shareholder that has requested such information. If the reply is regarded as essential to the judgement and consideration of the matters listed in paragraph 1-3 above, the reply shall be sent to every shareholder with a known address. Registration to the general meeting and voting by proxy Shareholders wishing to attend the general meeting, in person or by proxy, may notify the company by using the attached registration form or proxy with the procedures and within the deadlines specified therein. Registration and submitting of the proxy may also be done electronically as described in the attached registration form and proxy. 2
5 * * * The board of directors proposal to the annual accounts and annual report for 2015, including the statement on corporate governance, and the auditor s statement are in accordance with the company s articles of association section 7 only available at the company s website Shareholders who wish to receive the aforementioned documentation by ordinary mail, may contact the company at telephone number or investor.relations@tomra.com. This notice and attached forms for registration and proxy, as well as the board of directors declaration on the fixing of salaries and other remunerations to senior executives, are also available at the company s website. The board of directors and the administration welcome all shareholders to attend the ordinary general meeting. 16 March 2016 TOMRA SYSTEMS ASA The board of directors 3
6 DETAILED ACCOUNTS ON AND PROPOSAL FOR RESOLUTIONS IN CERTAIN MATTERS ON THE ANNUAL GENERAL MEETING IN TOMRA SYSTEMS ASA 25 APRIL 2016 Matter 6: Approval of the annual accounts and the annual report for 2015 for the company and the group, including proposal for declaration of dividend The annual report with the annual accounts, director s report and auditor s report for 2015 are made available on the company s website. The board of directors proposes that the general meeting passes the following resolution: The annual report and annual accounts for 2015 are approved. An ordinary dividend of NOK 1.75 per share shall be distributed. Eligible for dividend for a share is the one being owner of the share by the end of 25 April The shares will be traded on Oslo Stock Exchange excluding dividend as from 26 April The dividend shall be paid on or about 9 May Matter 7: Advisory vote regarding declaration from the board of directors on the fixing of salaries and other remunerations to senior executives The board of directors has prepared a declaration with guidelines on the fixing of salaries and remunerations to senior executives, cf. the Public Limited Liability Companies Act section 6-16a. The declaration is included in the annual report on page 21 and is also published as separate document on the company s website. The declaration is only available in English. The general meeting s approval of the guidelines for the fixing of salaries and remunerations of senior executives is of an advisory nature to the board of directors. However, the approval of the guidelines regarding remuneration in the form of shares, subscription rights, options, and other forms of remuneration linked to shares or the development of the share price in the company or in other companies within the group, are binding for the board of directors, cf. the Public Limited Liability Companies Act section 5-6, subsection 3, third sentence, cf. section 6-16a, subsection 2, fourth sentence. In accordance with the resolution passed on the annual general meeting in 2008, the company established a share saving program under which employees in the group may purchase shares at a 16.67% discount to market value. The discount is subject to, inter alia, that the employee retains ownership of the shares for at least one year. The program is limited to shares per year. The shares will be sold to the employees from the company s holding of treasury shares. Thus, a continuation of the program depends on the general meeting passing a resolution authorising the company to purchase and dispose of treasury shares. The advisory and binding guidelines are subject to separate votes. The board of directors proposes that the general meeting passes the following resolution with respect to the advisory guidelines: The general meeting endorses the advisory guidelines in the declaration from the board of directors on the fixing of salaries to senior executives pursuant to the Public Limited Liability Companies Act section 6-16a. 1
7 Matter 8: Binding vote regarding remuneration in shares to senior executives. Reference is made to matter 7. The advisory and binding guidelines are subject to separate votes. The board of directors proposes that the general meeting passes the following resolution with respect to the binding guidelines: The general meeting endorses the binding guidelines in the declaration from the board of directors on the fixing of salaries to senior executives pursuant to the Public Limited Liability Companies Act section 6-16a. Matter 10: Determination of remuneration for the board of directors The nomination committee proposes that the general meeting passes the following resolution: For the period April 2015 to April 2016, the members of the board of directors are remunerated as follows (last year s figures in brackets): Chairman of the board: NOK (NOK ) External board members: NOK (NOK ) Internal board members: NOK (NOK ) In addition, chair persons and external members of the compensation committee, audit committee and corporate responsibility committee are to be given an annual remuneration of NOK (NOK ) and NOK (NOK ), respectively. The nomination committee proposes therefore an increase in the remunerations of approx. 2.75% which is in line with the expected salary increases in Norway. The remuneration for internal members of the board is assumed to cover board responsibilities and time for preparation. Time spent in board meetings is assumed to be covered by the employees normal wages. Matter 11: Determination of remuneration for the nomination committee The nomination committee proposes that the general meeting passes the following resolution: The chairperson and members of the nomination committee are to be given an annual compensation of NOK (NOK ) and NOK (NOK ), respectively. Matter 12: Approval of remuneration for the auditor The Board proposes that the general meeting passes the following resolution: The auditor s fee of NOK for audit of the annual accounts for 2015 of Tomra Systems ASA is approved. 2
8 Matter 13: Election of shareholder elected members of the board of directors The nomination committee has recommended the following people as board members in Tomra Systems ASA for the next period: Chairperson: Board member: Board member: Board member: Board member: Matter 14: Jan Svensson (re-election) Aniela Gabriela Gjøs (re-election) Bodil Sonesson (re-election) Pierre Couderc (re-election) Linda Bell (re-election) Election of members of the nomination committee The nomination committee has recommended the following people as members of the nomination committee of Tomra Systems ASA for the next period: Chairperson: Member: Member: Matter 15: Tom Knoff (re-election) Eric Douglas (re-election) Hild Kinder (re-election) Power of attorney regarding acquisition and disposal of treasury shares The current power of attorney, given to the board on last year s general meeting, to acquire up to treasury shares, expires at the general meeting. The board of directors suggests a new power of attorney to acquire and dispose up to treasury shares. The board of directors requests that shares bought may be utilised for the share saving program described in matter 7 of this notice. The board of directors proposes that the general meeting passes the following resolution: In accordance with the Public Limited Liabilities Act section 9-4 the board of directors is hereby granted authority to acquire and dispose of treasury shares. The power of attorney remains in force until the next annual general meeting. The company may acquire shares up to a total par value of NOK The price paid for each share may not be less than NOK 10 or higher than NOK 200. The acquisitions shall be made on the stock exchange within a normal spread. Treasury shares may only be disposed of in order to carry out the share saving program for the group s employees. 3
9 The power of attorney will enter into force once it is registered by the Norwegian Register of Business Enterprises. Matter 16: Power of attorney regarding private placements of newly issued shares in connection with mergers and acquisitions The board of directors has in the last years been authorised to effect share capital increases by private placements of newly issued shares and as compensation for mergers and acquisitions. The current power of attorney expires at this general meeting. The board of directors proposes that a new power of attorney is granted so as to enable the board of directors to effect such actions in the future as well. The board of directors proposes that the general meeting passes the following resolution: The board of directors is hereby authorised to increase the share capital by up to NOK equivalent to up to 10% of the current share capital by subscription of new shares. The power of attorney may only be employed in connection with mergers and acquisitions of companies or businesses. The shareholder s pre-emptive rights pursuant to the Public Limited Liability Companies Act section 10-4 may be disapplied. The power of attorney encompasses non-cash share contributions and the right to assume special obligations on the company, as well as a decision on a merger. The power of attorney shall be valid until the next annual general meeting in the company. If the power of attorney is utilised, the board of directors may amend section 4 of the articles of association accordingly. 4
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