National Instrument 54-101 – Proxy Solicitation requirements

We administer your requirements to communicate with both registered and non-registered shareholders and can provide you with the ability to complete National Instrument 54-101 – Proxy Solicitation requirements.

  • Our full range of services includes:
    • Assisting clients with the preparation of the meeting planner in accordance with National Instrument 54-101 and other applicable legislation or regulations
    • Preparing and filing the Notices of Meeting with CDS, on SEDAR and, where required, with stock exchange(s)
    • Preparing and distributing the intermediary search request and tabulating responses
    • Providing our client with the material quantities and delivery instructions
    • Distributing the proxy materials and annual financial statements by mail or e-mail to registered shareholders
    • Distributing the proxy materials and annual financial statements by mail or e-mail to Non-Objecting Beneficial Owners (NOBOs)
    • Forwarding proxy materials and annual financial statements to intermediaries or Broadridge for onward mailing to non-registered shareholders
    • Providing our clients with a Confirmation of Mailing and will file it on SEDAR on their behalf, if requested
    • Providing our clients with the required Affidavit of Mailing
    • Receiving, authenticating and tabulating proxies from registered shareholders, NOBOs and intermediaries
    • Providing our clients with unlimited 24/7 secure online access to proxy data and reports
    • Reviewing and helping with the meeting script, voting procedures and location set-up
    • Providing the appropriate number of staff to register all attendees and act as scrutineer
    • Preparing the preliminary report on the attendance at the meeting and, if required, distributing and tabulating ballots, as well as, providing report(s) on ballots
    • Preparing the final report on attendance, as well as, attendance lists and a SEDAR voting results report

    Facilitation of the Supplemental Mailing List and Financial Statement Mailings involve:
    • Receiving requests for annual and/or interim financial statements, from shareholders, and posting to the supplemental mailing list
    • Maintaining the annual and/or interim financial statement supplemental mailing list
    • Providing our clients with the material quantities and delivery instructions prior to each scheduled mailing
    • Distributing the annual and/or interim financial statements by mail or e-mail to shareholders on the supplemental mailing list.
    • Providing our clients with a Confirmation of Mailing and will file it on SEDAR on their behalf, if requested