AI assistant
Lukoil — Governance Information 2011
Dec 31, 2011
6488_rns_2011-12-31_9eaac6a2-98a7-4d85-82fd-1eb5ad7cec2f.pdf
Governance Information
Open in viewerOpens in your device viewer
APPROVED by the Board of Directors of Open Joint Stock Company "Oil company "LUKOIL" Minutes No.10 of 25 May 2012
OAO "LUKOIL"
2011
CORPORATE GOVERNANCE REPORT
| 1. Compliance with Corporate Governance Code3 | |
|---|---|
| 2. Board of Directors 4 |
|
| 3. Board Committees 7 |
|
| 4. President and the Management Committee8 | |
| 5. Audit Commission9 | |
| 6. Preparation of Financial Statements9 | |
| 7. External Audit 12 |
|
| 8. Internal Control and Internal Audit; Risk Management12 | |
| 9. Shareholder Relations14 |
1. Compliance with Corporate Governance Code
As a Russian corporation OAO "LUKOIL" (hereinafter, LUKOIL or the Company) conducts its business in compliance with the Corporate Governance Code (the Code) recommended in 2002 by the Federal Commission for the Securities Markets of Russia (FCSM) for application by the Russian joint stock companies. The Code is available at the web-site of the Federal Service for the Financial Markets of Russia (FSFM) at: http://www.fcsm.ru/ru/legislation/corp_management_study/corp_codex/.
The Code is a voluntary standard that includes multiple provisions covering various areas of business of a joint stock company. FSFM identified the most important provisions of the Code which must be observed by the issuers seeking a listing at Russian stock exchanges. LUKOIL fully complies with these requirements, and its shares and Rouble bonds are the blue chips (A1 level) of the Russian Stock Exchange MICEX. LUKOIL on a quarterly basis submits the reports on compliance with corporate governance standards to this stock exchange, and discloses its internal documents evidencing such compliance.
As regards the Code in general LUKOIL includes in its annual reports approved by the General Shareholders Meetings the detailed information on compliance with the Code using the form provided by the FSFM. At present LUKOIL is in full compliance with most of the Code's provisions; however, there is a number of exceptions. The main ones are the following:
The Company's Board of Directors has three committees described below under Board Committees. The Code recommends that a corporate conflicts resolution committee be created in a joint stock company in addition to such committees. The Company does not presently have such a committee. However, the Company does not exclude that such a committee may be set up in the future when there is a sufficient number of issues which the Code recommends to delegate to such committee. However, the Company has long had units in charge of shareholder and investor relations. The activities of such units are further described under Shareholder Relations.
The Company's unit in charge of internal control and internal audit, which was functioning in 2011, reported to the Company's President (see also Internal Control, Internal Audit and Risk Management).1 All material documents of the Company relating to internal control and internal audit are approved by the Board subject to prior recommendations from the Audit Committee. The competence of the Audit Committee also includes the assessment of the efficiency of the Company's internal control procedures and development of improvement proposals, and performance efficiency assessment of the Company's unit in charge of internal control and internal audit.
The Secretary of the Board who in 2011 was Head of the Board Office and member of the Company's Management Committee, acts as the corporate secretary of the Company2 . In the meantime, the majority of the organizational issues associated with preparation and procedures of the general shareholders meetings, review of shareholders' applications, contacts with the registrar, are handled by the unit which is in charge of shareholder relations. This unit has efficiently performed these functions since the first years of the Company's existence (see also Shareholder Relations).
Further, in certain respects the Company striving to apply the best international practices exceeds the requirements of the Code. In particular, the Code recommends that the number of independent directors be at least one fourth of the entire board. The Company annually assesses
1 Since February 2012 due to LUKOIL's restructuring the functions of control and internal audit have been
transferred to the Company's units reporting to the Vice President for Control and Internal Audit. 2
Since February 2012 – Vice President, Chief of Staff of OAO "LUKOIL"
the independence of its directors in line with the Code, and in recent years more than half of the LUKOIL Board have been independent.
The Company has the Code of Business Conduct and Ethics of OAO "LUKOIL" which is a set of norms and rules of individual and collective behavior of the Company's employees. This document addresses, in particular, such issues as relations between Company's employees, relations with the business partners, shareholders, governmental agencies and public organizations, environmental issues, industrial safety and prevention of conflicts of interests. The Code of Business Conduct and Ethics is available at the Company's web-site at: http://www.lukoil.com/static_6_5id_2101_.html.
To implement the Code of Business Conduct and Ethics, identify violations and take requisite action, the Company set up the Business Conduct and Ethics Commission.
2. Board of Directors
The Board is responsible for general management of the Company's business except for the reserved matters of the General Shareholders Meeting.
The key functions of the Board include designation of the Company's priority areas of the Company's business, strategic, medium term and annual planning, assessment of performance results, preparation of the General Shareholders Meetings, formation of the Management Committee as a collective executive body, approval of transactions in accordance with the existing legislation and the Company Charter, and other matters.
The eleven-member Board is elected by the General Shareholders Meeting by cumulative voting (the candidates for whom the largest number of votes was cast are deemed elected).
The Company must include the election of the Board members in the agenda of the annual General Shareholders Meeting (see also Shareholder Relations). Nominations to the Board may be made by holders of at least 2% of the voting shares within 30 days from the end of the fiscal year.
The Board members are elected to serve until the next annual General Shareholders Meetings and may be re-elected any number of times.
The General Shareholders Meeting may early terminate the office of all Board members.
Fees and compensations to all Board members are established by the General Shareholders Meeting. In its annual reports the Company includes information on the aggregate fees and compensations received by the Board members during the year in question.
As regards the composition of the Board the Company seeks to maintain the necessary balance between the experience, professional skills, knowledge of the Company's business, as well as independence and objectivity in their judgments and decisions.
As of the approval date hereof the Board is comprised of the Chairman of the Board (who is a non-executive director), two executive directors (President of the Company and the First Executive Vice President), and six independent directors (based on the criteria of the Corporate Governance Code of the Russian FCSM) and two non-executive directors.3 .
Details on the Company's Board members, including their vitaes, are disclosed by the Company in its annual report.
3 The data are specified in view of the fact that in January 2012 A.N. Shokhin's tenure as a Board member exceeded
7 years; for this reason he cannot be considered independent director according to the Code criteria.
The Board activities are based on the Board's Work Plan.
There is a number of matters reviewed by the Board on an annual basis in line with the Russian laws and the Company's customary practices:
- − in January the Board pulls together the preliminary operational results of LUKOIL Group for the past year and sets the goals for the current year and short term goals, and in the course of this exercise it identifies the priority areas of business for the current year and performs a comparative review of the Company's operational performance for the recent years;
- − in April the Board attends to the preparation of the General Shareholders Meeting, and, in particular, it designates the record date, approves the agenda, the text and the forms of voting ballots, performs a preliminary review of draft resolutions on the agenda items, and handles other organizational issues;
- − at its meeting in May the Board issues a preliminary approval of the Annual Report of OAO "LUKOIL" for the past year which is then submitted to the General Shareholders Meeting for approval, and summarizes the results of its operations, hears the reports on the committees' annual performance and on execution of the Board's instructions, and assesses its own performance during the year;
- − since 2011 the Board approves the OAO "LUKOIL" Corporate Governance Report in May;
- − in June at its first meeting the newly elected Board elects the Chairman from among its members, and based on the recommendation of the Board Chairman appoints the Secretary of the Board and elects committee members;
- − in July the Board forms the Management Committee of OAO "LUKOIL" and determines the key terms and conditions of contracts to be entered into with its members. In furtherance of the Federal Law On Joint Stock Companies the Board establishes the maximum remuneration of the Auditor of LUKOIL, and at the same meeting approves the work plan of the Board for the period until the next annual General Shareholders Meeting;
- − in August it summarizes the preliminary results of LUKOIL Group's business for the first six months of the year and reviews budget and investment programs performance in the current year;
- − in November the Board sets the key parameters for the Medium Term Plan of LUKOIL Group for the period of 3 years;
Once every two years the Board approves the adjusted LUKOIL Group 10-year strategic development program (latest approved in December 2011).
In 2011 the Board also approved a number of important documents to improve corporate governance:
- − Regulations on Internal Control and Internal Audit at OAO "LUKOIL and the Risk Management Policy of OAO "LUKOIL" (Minutes No. 7 of April 26, 2011, as part of the "Report by the Internal Audit Service of the Company and study of the Company's existing risk management system");
- − Regulations on the Risk Management Committee (Minutes No. 13 of July 19, 2011, as part of the "Improvement of the Company's Risk Management System");
− Regulations on the organisation and conduct of control and audit reviews at OAO "LUKOIL" (Minutes No. 22 of December 1, 2011).
Apart from the above resolutions, the Board also reviewed in more detail and developed an action plan for development of certain LUKOIL Group business units. This work was performed with a focus on the following issues:
- Benchmarking of the Company's activities: research & development (Minutes No. 1 of January 13, 2011);
- On progress in the development of deposits in the Northern Caspian (Minutes No. 7 of April 26, 2011);
- On reforming the Accounting System at LUKOIL Group companies (Minutes No. 16 of August 31, 2011);
- Progress report on the Company's gas projects (Minutes No. 19 of October 27, 2011);
- On the use of new technologies and innovation for oil and gas exploration and production (Minutes No. 22 of December 1, 2011).
To better familiarize the Board members with the regions of the Company's operation, the Company has introduced the practice of offsite Board meetings. In 2011 the meeting dedicated to the development of the North Caspian fields took place in Astrakhan. To be more specific, it was dedicated to the Progress Report on the North Caspian Fields Development; a decision was made to consider further implementation of the Caspian projects top priority in terms of oil and gas short- and mid-term production enhancement.
The procedure for convening and holding the meetings of the Board is governed by the LUKOIL Board Regulations.
The Board meetings may be held in person and by absentee voting/ballot. In 2011 the Board held 8 meetings in person and 16 meetings by ballot. To determine whether the quorum is present for the Board meeting to be held and for the purposes of determining the voting results, a written opinion of the absent Board members on the agenda matters received by the Secretary before the beginning of the meeting is taken into account. Thus, the Board member who has provided his or her written opinion before the start of the meeting is deemed to have taken part in the Board meeting.
| Date of the meeting, | January 13, | April 26, | May 20, | June 23, | July 19, | August 31, | October 27, | December |
|---|---|---|---|---|---|---|---|---|
| No. of the minutes | 2011 | 2011 | 2011 | 2011 | 2011 | 2011 | 2011 | 01, 2011 |
| Board Member | No.1 | No. 7 | No. 9 | No.12 | No. 13 | No. 16 | No. 19 | No. 22 |
| V.I. Grayfer | + | + | + | - | + | + | + | + |
| (Chairman of the | ||||||||
| Board) | ||||||||
| Dr. V.Yu. | + | + | + | + | + | + | + | + |
| Alekperov | ||||||||
| I.V. Belikov* | + | + | + | |||||
| V.V. Blazheev | + | + | + | + | + | + | + | + |
| D. Wallette* | + | + | + | |||||
| H.O. Gref | + | + | + | − | + | + | + | + |
| I.S. Ivanov | + | + | + | + | + | + | + | + |
| R.U. Maganov | + | + | + | + | + | + | + | + |
| R. Matzke** | + | + | + | + | + |
Information on Participation in Meetings held in Person in 2011
| S.A. Mikhailov | + | + | + | + | + | + | + | + |
|---|---|---|---|---|---|---|---|---|
| M. Mobius | + | + | + | + | + | + | + | + |
| G. Moscato ** | + | + | + | + | + | |||
| A.N. Shokhin | + | + | + | + | + | + | + | + |
* member of LUKOIL Board until June 23, 2011
** member of LUKOIL Board since June 23, 2011
In pursuance of the Human Resources and Compensation Committee recommendations, in 2010 the Board approved the performance evaluation criteria for the Board and its Committees, while the performance is assessed by interviewing the Board members. In 2011 the Board members assessed the Board's and the committees' performance based on the approved criteria. In May 2011 the Board summarized the performance assessment results and gave a favorable evaluation of its 2010 performance based on the said results.
The activities by the Board and its committees were supported in 2011 by the Office of the Board – responsible for preparation of the meetings of the Board and the Board committees, collection and preliminary analysis of the materials relating to the matters on the agenda of the meetings, their classification and preparation of the draft resolutions. Based on the proposals of the Board members and the Management Committee members, the Office of the Board prepared and submitted the work plans of the Board to the Board and the plans of the meetings of the Board committees to the Board committees for approval.
The Office of the Board procured that the reference materials required for passing of resolutions on the matters on the agenda were provided to the Board members and made sure the documents were translated into the foreign language, if required.
The Russian and the foreign members of the Board enjoy equal access to the Company's information. Simultaneous interpreting into English is provided at all meetings.
3. Board Committees
For the purposes of preliminary analysis of certain crucial issues and preparation of recommendations for the Board for passing of resolutions in respect of such matters, three Board committees have been established that act pursuant to the relevant committee regulations approved by Board. The Committee members are elected at the meeting of the new Board for the period until the next Board is elected by the General Shareholders Meeting. Information on the Committee structure is provided by the Company in its annual report.
The Audit Committee analyzes the efficiency of internal control and audit in LUKOIL and LUKOIL's financial statements. It is responsible for nominating the Company's auditor, evaluating the auditor's opinion, evaluating the objectivity and independence of the Company's auditor.
The members of the Audit Committee are elected from among the non-executive directors. The Committee has at least three members. At least one member of the Committee must be an independent director.
In 2011 the Audit Committee held 5 meetings in person; recommendations were given with regard to preliminary approval of the Company's 2010 Annual Report, as well as approval of the local regulations on risk management and internal control and audit. The Committee also analyzed the Auditor's Report on OAO "LUKOIL" Financial Statements, developed recommendations on the selection of the Company's Auditor and its remuneration.
The Human Resources and Compensation Committee determines the policy and standards of selection of candidates for the Board members, Management Committee and the Company's President and prepares the preliminary evaluation of the nominated members of the Management Committee and the Company's President.
This Committee also provides recommendations for the Board of Directors on priority areas related to human resources and the remuneration of the Company's management bodies and the Audit Commission.
The members of the Human Resources and Compensation Committee are elected from among the non-executive directors. The Committee has at least three members. At least one member of the Committee must be an independent director.
In 2011 the Human Resources and Compensation Committee held 5 meetings in person and 3 meetings by ballot. The Committee provided the Board with the recommendations with regard to the size and membership of the Company's Management Committee, principal terms and conditions of the agreements with the Management Committee members and the Company's President, the remuneration of the Board members and the Audit Commission, approval of the local regulations on long-term incentives as well as the other issues within the scope of the Committee's competence.
The Strategy and Investment Committee prepares proposals for the Board to establish priorities in the Company's activities and develop the Company's long-term development strategy.
It is responsible, among other things, for preparation of recommendations for the Board regarding the amount of dividend to be paid on the shares and the procedure for payment thereof.
A minimum of three Board members are elected as the members of the Strategy and Investment Committee. At least one member of the Committee must be an independent director.
In 2011 the Strategy and Investment Committee held three meetings in person and one meeting by ballot. One of the important issues reviewed by the Committee on November 17, 2011 was preliminary study of the Strategic Development Program of the LUKOIL Group for 2012-2021 in view of the Group's innovative development and recommendations to the Board with regard to its approval.
4. President and the Management Committee
The President is appointed by the General Shareholders Meeting for a five-year term and also serves as the Chairman of the Management Committee. The President is responsible for the dayto-day management of the Company and acts within his/her scope of responsibility, as determined by LUKOIL's Charter. In 2011 the Annual General Shareholders Meeting appointed V. Yu. Alekperov as President of OAO "LUKOIL".
The Management Committee chaired by the Chairman of the Management Committee is an executive body of the Company responsible for the Company's day-to-day management.
The members of the Management Committee are appointed annually by the Board. Within one month following election of the Board by the General Shareholders Meeting, the Company's President submits to the Board for approval a proposal concerning the number of the Management Committee members and the nominated persons. The Board may decline specific Management Committee nominees, but may only approve those members of the Management Committee which have been nominated by the President.
The term of office of the Management Committee members runs from the time of their approval by the Board and until the Board has approved the new members of the Management Committee. Any member of the Management Committee may, at any time, be dismissed by the Board upon the President's proposal. The President may in the course of the year nominate other members of the Management Committee for the Board approval.
The President convenes the Management Committee meetings as required. As a rule, they are held on a weekly basis. The agenda of the Management Committee meeting is determined by the President, including on the basis of the agenda proposals submitted by the Management Committee members.
The Management Committee's competence is set forth in the Company's Charter.
The principal terms and conditions of the contracts entered into with the President and the Management Committee members are determined by the Board. For this purpose, the votes of the Board members who are also the President and/or the members of the Company's Management Committee are disregarded.
In its annual reports the Company includes information on the aggregate fees and compensations received by the Management Committee members during the year in question.
5. Audit Commission
The Audit Commission audits the accuracy of LUKOIL's financial statements in accordance with the Russian laws and generally controls the Company's financial and business activities. The members of the Audit Commission are elected on an annual basis at each Annual General Shareholders Meeting to serve until the next General Shareholders Meeting. The Commission has three members. The General Shareholders Meeting may early terminate the office of all or any of the Audit Commission members.
A shareholder or any person nominated by a shareholder may be member of the Audit Commission. A member of the Audit Commission may not concurrently serve on the Board or the Management Committee or be the Company's President.
The remuneration payable to the members of the Audit Commission is approved by the General Shareholders Meeting.
The Audit Commission may require that an extraordinary General Shareholders Meeting be convened and may at any time audit the Company's financial and business operations. In addition, the Audit Commission must conduct an audit pursuant to a resolution of the General Shareholders Meeting, the Board or on request of any shareholder or shareholders holding in the aggregate at least 10% of the Company's voting stock.
6. Preparation of Financial Statements
LUKOIL regularly prepares and discloses US GAAP annual and interim consolidated financial statements (see also Shareholder Relations).
In addition, OAO "LUKOIL", as a Russian company, and its Russian subsidiaries prepare financial statements in accordance with the Russian Accounting Standards ("RAS").
The Company implements various internal controls at all stages of the accounting process and preparation of its consolidated financial statements. Such practice ensures accuracy of the published financials and the information on which Company's management relies. The key internal controls and procedure of the Company include the following.
Distribution of Authority and Responsibility
Preparation of US GAAP consolidated financial statements is challenging since the majority of Russian companies in the LUKOIL Group (hereinafter, the Group) do not themselves prepare the US GAAP statements. Such Group companies prepare RAS financial statements, whereas such RAS statements are converted to US GAAP on a centralized basis by LUKOIL's Accounting Service. Certain Russian and foreign subsidiaries do prepare the US GAAP statements which are used for the purposes of consolidated financial statements.
At all stages of preparation of the financial statements (for individual subsidiaries and consolidated statements), the responsibilities in the LUKOIL Group are clearly delineated:
| LUKOIL Group companies | Financial Statements | Responsibility | ||
|---|---|---|---|---|
| Russian companies that prepare RAS | RAS | CEO, Chief Accountant |
||
| and US GAAP statements themselves | US GAAP | CEO, Chief Accountants |
||
| Russian companies that prepare RAS | RAS | CEO, Chief Accountant |
||
| statements themselves but do not prepare US GAAP statements themselves |
US GAAP | Accounting Service of OAO "LUKOIL" | ||
| Russian companies that do not prepare RAS and US GAAP statements |
RAS | CEO, Head of Regional Accounting Centre |
||
| themselves and are serviced by the Regional Accounting Centres |
US GAAP | Accounting Service of OAO "LUKOIL" | ||
| Foreign companies | US GAAP | CEO, Chief Accountant |
||
| OAO "LUKOIL" | US GAAP, consolidated | President, Vice President, Chief Accountant of OAO "LUKOIL" |
We believe that such distribution of responsibilities ensures the adequate accuracy of the financial and operational data used.
Disclosure of Consolidated Financial Statements. The Company discloses its consolidated financial statements on a quarterly basis. Interim consolidated financial statements of the Group and the Auditor's Reviews are disclosed annually as of March 31, June 30 and September 30. Audited annual financial statements and additional information about oil and gas production are disclosed annually as of December 31. The Company publishes both the interim and annual financial statements along with its MD&As.
There is a tendency observed towards successive reporting term reduction. Currently the Company publishes its interim consolidated financial statements not later than two months after the end of the reporting period.
Internal Audits. The Company has an internal audit service (see also Internal Control, Internal Audit and Risk Management) which, among other things, audits the accuracy of the financial statements of LUKOIL Group companies. Further, the Company's Accounting Service has its own procedures ensuring additional control over adequate preparation of the financial statements by the subsidiaries. Such procedures include:
- field inspections with a view to confirming that the financial statements of the Group companies are correct and accurate;
- regular advice to the Group companies on accounting issues (RAS and US GAAP), attention to complicated accounting issues. Annual field workshops for the accountants of the Group companies at which the Company's approved application practices of certain standards (including newly adopted) are communicated to them;
- The Company's Accounting Service has developed review and reconciliation procedures for various items of financial statements of the Group companies, and it controls the accuracy of the Group companies' financial statements (under RAS and US GAAP);
- with a view to minimizing the human factor effect the supplied financial and performance data is rechecked, both for individual Group companies and at the consolidated level.
Interaction between the units. Preparation of consolidated US GAAP statements requires cooperation between the Department for International Accounting under LUKOIL's Accounting Service and various units in the Company itself and the Group companies. A regular exchange and additional review of information form part of such cooperation. The factual data prepared by the Accounting Service is also used by various units of the Company for purposes of adjusting the preliminary operating results and determining the key operational parameters for the Company's subsidiaries and other goals.
The staff of the Accounting Service together with the staff of the units reporting to the Vice President for Control and Internal Audit, as well as those of the other Company's units and its subsidiaries are involved in the activities of the audit commissions of the subsidiaries. This ensures additional control by the Company's Accounting Service over the accuracy of information supplied by the subsidiaries.
Unified Accounting Policy of the Group. The Company has the US GAAP accounting policy approved by the Management Committee. The US GAAP accounting policy is reviewed at least once a year; the amendments are made by the order of OAO "LUKOIL". Adoption of a new accounting policy requires its approval by the Company's Management Committee. The US GAAP accounting policy is binding on all LUKOIL Group companies that prepare independent US GAAP statements.
Since the Company itself and its major subsidiaries are domiciled in Russia, the President annually approves the RAS accounting policy which is applied internally, and the requirements towards the accounting policies of the Russian subsidiaries.
The centralized development of the accounting policies (under RAS and US GAAP) ensures unified principles of accounting and reporting similar transactions, and facilitates the comparability of subsidiaries and affiliates' performance.
Centralized Decision-Making Process. The Company has a system in place that ensures centralized decision-making where necessary and delegation of powers to optimize the Group management processes. The same applies to the accounting services of the Group. Centralized decision-making process of the Group applies to the following accounting related matters:
- organization of the accounting processes in subsidiaries (a subsidiary may maintain its accounts independently or have them maintained by a specialized subsidiary);
- auditor selection matters (for significant subsidiaries of the Group);
- timeline for preparation of annual and quarterly statements of the Group companies, due date for the audit of the financial statements;
- RAS and US GAAP accounting policies;
- appointment of subsidiaries' chief accountants;
- automation of accounting processes.
Employee training. All employees of the Company's Accounting Service engaged in preparation of US GAAP consolidated financial statements have a degree in accounting or finance. Many of them are certified accountants (under Russian and international standards) and are members of the professional accounting societies in Russia, UK and USA. Some accounting staff members have academic degrees in accounting and finance.
The Company is striving to provide additional training to its Accounting Service employees. Employees involved in the preparation of the US GAAP consolidated financial statements regularly receive advanced training, sponsored both by the Company that organizes training and workshops, and on their own.
7. External Audit
The auditor of the Company's RAS statements is annually approved by the General Shareholders Meeting as required by the Russian laws. In the course of preparations to the annual General Shareholders Meeting the Audit Committee of the Board makes a nomination of the recommended auditor to be subsequently approved by the General Shareholders Meeting.
When entering into an agreement with the auditor of its US GAAP consolidated financial statements the Company's management also works from a recommendation made by the Audit Committee.
To ensure enhanced control over the business of the Group companies and higher accuracy of the information received the auditor of the financial statements of the significant Group companies (under RAS – for major Russian Group companies; under US GAAP – for major foreign Group companies) is now the same auditor as the auditor of the Company's US GAAP consolidated financial statements.
The Company's auditor is independent. The auditor's independence is determined by the generally accepted US auditing standards and internal control procedures of the auditor itself.
In order to maintain its independence and pursuant to the audit standards the Company's auditor regularly replaces the main audit partner at least once every seven years. The audit partner was last replaced four years ago.
The scope of advisory and other non-audit services performed by our auditor is insignificant as compared to the scope and fees for the work related to the audit of financial statements of LUKOIL Group.
8. Internal Control and Internal Audit; Risk Management
The Company has in place a system of internal controls and internal audit designed to protect the interests and rights of the Company shareholders, safekeeping of the Company's assets by preventing, tracing and eliminating the cases of violation of the applicable requirements.
The key documents setting forth the structure, purpose and functions of the system of internal controls and internal audit of the Company are the Regulations on Internal Control and Internal Audit at OAO "LUKOIL" and the Regulations on the organisation and conduct of control and audit reviews at OAO "LUKOIL" approved by the Board.
The following participants are involved in the control and auditing functions at various levels as part of the internal control and internal audit systems:
- Board and its Audit Committee,
- the President of the Company,
- specialised OAO "LUKOIL" unit for control and internal audit, which in 2011 was represented by the Main Division for Control, Internal Audit and Risk Management, while since February 2012 – units reporting to the Vice President for Control and Internal Audit (hereinafter, the Unit for Control and Internal Audit),
- specialised control and internal audit units of LUKOIL Group companies,
- structural units of LUKOIL,
- Audit commissions of LUKOIL Group companies.
The Vice President for Control and Internal Audit reports directly to the Company's President covering all issues of its activities. Based on his performance results he informs the President and, on the President's instruction, the management and structural units of LUKOIL on any identified material violations in the operations of the Group, the reasons and circumstances of such violations and the proposed remedies. He also reports on the violations identified to the Audit Committee.
The Unit for Control and Internal Audit develops general corporate internal controls used for control and auditing activities, ensures their consistent application, exercises functional control over the activities of the special units for control and internal audit of the Company's subsidiaries and coordinates the control activities of other bodies involved in internal control, other than the Board, the Audit Committee and the President.
The special units for control and internal audit of the LUKOIL Group companies fulfill their functions in view of the work plans agreed upon by the Vice President for Control and Internal Audit of OAO "LUKOIL", which allows them to coordinate their control and auditing activities, ensure that the risk-oriented approach to planning of controls and audits is used.
Internal control and audit cover all areas of the Company's business, including: LUKOIL Group's compliance with the laws of the jurisdictions in which the LUKOIL Group companies conduct their business; implementation of resolutions of the Company's management units and its local regulations; procuring safekeeping of assets (property) of the LUKOIL Group companies and their efficient use, ensuring accuracy of managerial reporting and financial statements.
The controls and audits reveal the current state of the internal control system of the LUKOIL Group companies, trace their functional drawbacks and help develop measures to eliminate them.
The special units of the Company and its subsidiaries for control and internal audit exercise monitoring of the measures taken by the LUKOIL Group companies to eliminate the revealed violations and drawbacks.
Internal control of finance operations is implemented at all levels of document processing, from source documents to financial (accounting) statements. In addition, the special units for control and internal audit on a regular basis monitor compliance of LUKOIL Group companies with the requirements of the applicable laws, accounting policies and other local regulations of the Company relating to financial reporting.
The audit commissions of the Russian companies of LUKOIL Group audit annually the financial (accounting) statements before submitting the same to the General Shareholders (Members) Meeting.
The control programs and procedures implemented by the Company are fairly efficient, but the Company is constantly striving to improve them. Thus, in the first quarter of 2012 the Board developed and approved the new documents governing the activities by the Company and its subsidiaries with regard to internal control and audit, namely: Regulations on Assessment of Internal Audit at OAO "LUKOIL", and Programme to Improve the Quality of Internal Audit at OAO "LUKOIL" for the period 2012–2016.
The Company believes that the existing internal regulations, approved methods and procedures of internal control, operating special units for control and internal audit, prompt remedial actions in relation to the identified violations and deficiencies indicate that the Company has an efficient system of internal controls and audits in place.
The Company's risk management practices primarily focus on mitigation of key risks, including the risk of loss, the risk of failure to achieve the targets, and the risk of other adverse factors.
The Audit Committee of the Board is empowered, to the extent of its functions, to assess the Company's risk management and to issue the relevant recommendations to the Company's Board.
The Audit Committee submits annual performance reports to the Board which, among other things, include recommendations on the improvement of the risk management system.
The Risk management system implemented by the LUKOIL Group companies is fairly efficient, but the Group is constantly striving to improve it.
Thus, according to the Risk Management Policy of OAO "LUKOIL" approved by the Board and in view of the recommendations provided by the Board's Audit Committee, the Regulations on the Risk Management Committee was approved in 2011. The Risk Management Committee is a collegial body under the Company's President.
The following documents were developed at the end of 2011 and approved in the first quarter of 2012 by virtue of OAO "LUKOIL" Executive Order: Procedure for Risk Identification, Assessment, Selection of Ways of Risk Response and Risk Monitoring; Methodology for Risk Identification, Description and Assessment of LUKOIL Group companies.
The managers of the Company's key business segments manage the risks in accordance with the existing corporate requirements.
The Company conducts regular risk assessment and includes the risk-related information in its books and records, which are available to the public.
9. Shareholder Relations
The Company annually holds the annual General Shareholders Meeting which pursuant to the Russian laws must be held not earlier than two months and not later than six months after the end of the fiscal year.
The agenda of the annual General Meeting must include the election of members of the Board and the Audit Commission; the approval of the Company's Auditor; the approval of the annual report, annual financial statements, including the profit and loss statement of the Company; the distribution of profit and loss based on the results of the financial year, including dividend distribution. The annual General Shareholders Meeting may pass resolutions on any other matters within its competence.
Proposals to the agenda of the General Shareholders Meeting and nominations to the Board, the Audit Commission and the Counting Commission of the Company, and the position of the Company's President may be made by the holders in aggregate of at least 2 percent of the voting shares of the Company within 30 days from the end of the fiscal year. In addition to the matters proposed to be included in the agenda by shareholders, and in the absence of such proposals, in the absence or lack of nominations made by shareholders to form the relevant body of the Company the Board may expand the agenda and make nominations at its own discretion. The Company's Charter identifies the matters in respect of which a decision may only be adopted by the General Meeting on the Board's submission.
The annual General Shareholders Meeting is generally held in a combined form enabling the shareholders to personally attend and vote at the meeting or to mail completed voting ballots.
To facilitate the shareholders' access to the materials for the meeting such materials (including the annual report prepared in accordance with the FSFM's requirements) are posted on the Company's web-sites in Russian and in English. In preparation for the General Shareholders Meeting the Company grants equal access to information for Russian and non-Russian shareholders, including the holders of depositary receipts.
The Company considers its relations with all categories of shareholders equally important. These functions are performed by the Investor Relations Department which maintains relations with both institutional and individual shareholders.
The Company seeks to promptly inform its shareholders and other stakeholders about any developments in its business.
The Company regularly discloses its US GAAP consolidated financial statements and publishes MD&As (see also "Preparation of Financial Statements"). Disclosure of financial statements is generally accompanied by a presentation by senior managers of the Company and executives of the Accounting Service directly involved in the preparation thereof. Such presentations are broadcasted on the Company's web-site, with questions to the participants of the presentation taken, inter alia, via the Internet. The Company's representatives also take part in conferences and other events arranged for institutional investors and analysts.
The Company annually releases and publishes on its website Analyst Databooks and LUKOIL Fact Books. These books provide summary information about the Company for a 5-year period. The former book contains numerical information in the form of tables and diagrams and the latter contains more data of descriptive and historical nature.
Information on various aspects of the Company's business is also distributed through the press service.
As a result of 1990s privatization of the Company and the companies which subsequently became its subsidiaries a large number of individual minority holders residing in all constituent components of the Russian Federation have been entered in the shareholder register of LUKOIL. The Investor Relations Department, inter alia, interacts with such minority shareholders and, in particular, advises them on stock exchange trading and exercise of their shareholder rights and provides the necessary information regarding the Company and its registrar.
The Company has a special compliance office in charge of procuring compliance with the disclosure requirements of the Russian and applicable international laws. All information required to be disclosed is posted on the Company's web-sites in Russian and in English.
The Company's Charter, the Regulations on the Procedure for Preparing and Holding the General Shareholders Meeting, the Regulations on the Board, and other important regulations of the Company are available on its web-site http://www.lukoil.com/static_6_5id_2101_.html.