Important Information About Continental Stock Transfer
Annual
Meeting Guide
2012
Stage 3: Vote Tabulation and Annual Meeting
Proxy/Annual Meeting Guide
Stage 3: Vote Tabulation and Annual Meeting
After all your decisions, planning, and work, you want results! The following describes the steps that will get you the results you need.
Tabulation
Your shareholders are of two general types, registered holders (those appearing on the records of the transfer agent) and beneficial or "street" holders (those with positions with a bank or broker). Since the typical company will have the majority of its shares in beneficial positions, the mailing of proxy materials and the collection of votes by Broadridge is extremely important to the outcome of your voting results.
Continental will mail directly to the registered holders, and collect their votes by Internet, telephone, and/or return mail. Votes from registered holders are tabulated as they are returned. Continental receives the Broadridge vote totals electronically, beginning 15 calendar days prior to the Meeting date, if materials were received and mailed by Broadridge to the beneficial holders more than 25 calendar days prior to the meeting date. If materials were mailed by Broadridge less than 25 calendar days prior to the Meeting date, the first vote will be transmitted 10 calendar days prior to the Meeting date. We will get updates daily until the morning of the Meeting. There are entities besides Broadridge that mail to beneficial owners and forward votes received directly to us for inclusion in the total vote.
Please be aware that your voting totals may appear low until the first votes held in street name are received from Broadridge. You may view updated, real-time results on the ContinentaLink website, 24/7.
Click here to view Exhibit: To access Online Proxy Information Access.
Click here to visiw Exhibit: Sample Proxy Totals.
If you believe your vote totals appear abnormally low, contact our Proxy Department to discuss options available to you. These options include:
• Request a voted/not-voted list of your largest holders so you will be able to identify holders that should be contacted directly.
• Contact Broadridge to determine the status of shares voted/not-voted by institutions and brokers. You may also request that Broadridge furnish you a voted/not-voted NOBO list so that you may contact the beneficial shareholders directly.
• Continental can perform a second mailing to unvoted shareholders to prompt their response.
• Duplicate proxy cards can be sent via express mail, fax, or e-mail to key positions to expedite returns.
• Discuss strategies with your proxy solicitor or consider retaining one.
Annual Meeting
To conduct your Annual Meeting, the following documents are required:
• Annual Meeting script.
• Oath of Inspector of Election (signed and notarized).
• Shareholder Ballot.
• Certified Shareholder List.
• Affidavit of Mailing.
• Proxy Committee Ballot.
• Certification of Final Votes.
A few days prior to the Meeting date, you should plan to discuss the logistics of the Annual Meeting with us. This discussion will ensure that we understand our role in the Meeting. Also, we need to know where the final tabulation reports, including the affidavit of mailing, should be sent (if we are not attending the Meeting).
After the Meeting, the Inspector will present a final certification of the votes and all voted proxies.
Opening Page | Introduction | Stage 1: Preparation
Stage 2: Mailing | Previous Page
Stage 3: Vote Tabulation and Annual Meeting