Section 156 & 165

1. Overview

The Board.Vision Director’s Disclosure module enables Directors and CEOs to manage, declare, and circulate statutory disclosures under the Singapore Companies Act:

• Section 156: Disclosure of Directorship Appointments.

• Section 165: Disclosure of shareholdings, debentures, rights, and interests in related corporations (including year-end audit disclosures).

2. Section 156 Disclosures

Step A: Adding a New Directorship Appointment or Interest

1. Log in to https://dd.board.vision/. 

2. Under Section 156, click + Add Interest.

3. Enter the details:

   • Company UEN & Name

   • Designation / Nature of Office (e.g., Director, CEO, Deputy Chairman)

   • Date of Appointment

4. Enter Company Secretary Information.

5. Attach supporting documents or appointment letters if required.

6. Click Confirm Appointment / Interest.

7. Choose whether it requires circulation and click Confirm.

Step B: Circulating Section 156 Disclosures on behalf of Director (with supporting document)

1. Click Prepare Disclosure.

2. Under the 'Prepared Disclosures' tab: Select the Section 156 Disclosure checkbox to preview.

3. Click Edit Distribution List to review and manage the recipients.

4. Click Yes, Circulate with Supporting Document.

Note on Supporting Documents:

The supporting document (e.g., the Director's email approval saved as a PDF) is for internal audit and documentation purposes. It will not be attached or circulated in the email notification sent to other recipients.

Step C: Circulating Section 156 Disclosures after the Director has approved online (supporting document not required)

1. Click Prepare Disclosure.

2. Under the 'Approved Disclosures' tab: Select the Section 156 Disclosure checkbox to preview.

3. Click Edit Distribution List to review and manage the recipients.

4. Click Yes, Circulate.

3. Section 165 Disclosures (Shareholdings & Related Companies)

Step A: Managing Shareholdings & Interest

1. Under Director’s Disclosure, go to Section 165.

2. Click + Add Shareholdings and enter the company UEN, name, and country of registration.

3. Click Add Interest.

4. State whether securities are held in own name or in trust by nominee or family member.

5. Choose security type (e.g., Ordinary Shares or Bonds).

6. Click +Add New / Add New Interest.

7. Enter the security information as required and if it requires circulation. Then click Confirm and Update.

Step B: Grouping Related Companies

• Under Director’s Disclosure Section 165, go to Related Companies.

• To add a company to an existing grouping: Mouse-over the the group (as shown highlighted in green) > select company > click Save Changes.

• To create a new group (e.g., SMRT Related Companies Group): Click Add Related Companies > create a group name > select companies > click Create Group.

Step C: Circulating Section 165 Disclosures (with supporting document)

1. Click Prepare Disclosure.

2. Under the 'Prepared Disclosures' tab: Select the Section 165 Disclosure checkbox to preview.

3. Click Edit Distribution List to review and manage the recipients.

4. Click Yes, Circulate with Supporting Document.

Note on Supporting Documents:

The supporting document (e.g., the Director's email approval saved as a PDF) is for internal audit and documentation purposes. It will not be attached or circulated in the email notification sent to other recipients.

Step D: Circulating Section 165 Disclosures after the Director has approved online (supporting document not required)

1. Click Prepare Disclosure.

2. Under the 'Approved Disclosures' tab: Select the Section 165 Disclosure checkbox to preview.

3. Click Edit Distribution List to review and manage the recipients.

4. Click Yes, Circulate.

Step E: Disclosures Upon Appointment

To declare existing shareholdings in related companies when joining a new board.

• Go to Section 165.
• Select Shareholdings by Appointment Date.
• Click Add Disclosure.
• Enter Company Name, Appointment and Appointment Date.
• Click Notify Director.
• Select the Section 165 Disclosure checkbox to preview.

• Click Edit Distribution List to review and manage the recipients.

• Click Yes, Circulate with Supporting Document, OR

• Click Yes, Circulate if the Director has approved online for you to circulate on their behalf.

Note on Supporting Documents:

The supporting document (e.g., the Director's email approval saved as a PDF) is for internal audit and documentation purposes. It will not be attached or circulated in the email notification sent to other recipients.

4. Year-End Disclosures (Annual Audit Preparation)

4.1 Prepare Year-End Disclosure

1. Navigate to Section 165 and select Year-End Disclosure.

2. Click on Add Year End Disclosure.

3. Enter Company Name, Start Type, Start Date and Financial Year End date.

4.2 Grouping Companies (to consolidate the year-end disclosure for related companies)

1. Select SN of all related companies.
2. Click Add Group icon.
3. Enter Group Name.

To add new companies to existing grouping:

1. Click the Pen icon (next to the grouping name).
2. Select companies you would like to add.

4.3 Send Year-End Disclosure

1. Select SN and click Notify Director.

2. Select the Section 165 Disclosure checkbox to preview.

3. Click Edit Distribution List to review and manage the recipients.

4. Click Yes, Circulate with Supporting Document, OR

5. Click Yes, Send if the Director has approved online for you to circulate on their behalf.

Note on Supporting Documents:

The supporting document (e.g., the Director's email approval saved as a PDF) is for internal audit and documentation purposes. It will not be attached or circulated in the email notification sent to other recipients.

Summary Matrix

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