Marrelli Trust Company Limited offers Scrutineering Services to ensure that your meeting runs smoothly and that voting integrity is maintained. We also finalize the tabulation onsite and ensure your final results are ready for presentation. If ballots are required, our Scrutineer will objectively oversee the counting of the vote and ensure that the proxy voting rules are followed. Once the tabulation is complete, we provide you with the final tabulations […]
Proxy Voting Cut-Off Time
Best practices suggest setting your proxy cut-off time 48 hours before the meetingHaving a proxy cut-off of 48 hours before the meeting allows time to:
Search Cards
You are required by regulation to initiate a material search and distribute search cards to intermediaries for your mailing requirements to beneficial securityholders.
Non-Objecting Beneficial Owners(NOBOs)
National Instrument 54-101 provides Issuers with the option to mail meeting materials directly to Non-Objecting Beneficial Owners (NOBOs). NOBOs are beneficial owners who have indicated that the Issuer can know who they are. Beneficial securityholders have the option of being an Objecting Beneficial Owner (OBO) which means that their contact and ownership information must remain private. Beneficial securityholders are investors who hold their securities through an Intermediary. The Intermediary typically […]
Notice To CDS For Publication
Marrelli Trust Company Limited will arrange publication of your Meeting Date notice in the Globe and Mail and LaPresse (when applicable) via the Canadian Depositary for Securities (CDS) on your behalf as required by regulations. Regulatory Requirement [Section 5.2 NI-54-101; Section 134 CBCA; Reg. 43.3]: 7 days before your record date your meeting Date must be published via CDS or in a national newspaper. Your ad will appear in the […]
Record Date
The record date should be set at least 35 days before the meeting provided. If utilizing Notice & Access, they set the record date no less than 40 days before the meeting. National Instrument 54-101 specifies a record date “shall be no fewer than 30 and no more than 60 days before the meeting date for Non-Notice & Access mailings and no fewer than 40 and no more than 65 […]
The Arrival of AGM Materials
Regulations require setting the Record Date with a minimum of 30 and a maximum of 60 days before MeetingDate (see note 2). MTCL requires printed materials at least 2 business days (and no later than 24 hours) prior to the Mailing Date. Broadridge Canada requires receipt of material at least 3 business days prior to the Mailing Date Broadridge US requires receipt of material at least 5 business days prior […]
Mailing Date
The regulatory deadline require at least 21 days plus 4 business days before Meeting Date to send materials to beneficial holders (NI 54-101, section 2.12) If utilizing Notice & Access, the material must be distributed at least 30 days before the meeting date, and material sent to intermediaries must be sent at least 33 or 34 days before the meeting date, depending on the mailing method to be used (NI […]
Questions to Consider Before Planning your Meeting
What type of meeting are you holding? Is it an Annual General Meeting (AGM), an Annual and Special Meeting, or a Special Meeting?