Transfer
Agent Services from
Continental Stock Transfer.
At Continental Stock we offer all the services you
would expect — and more. For information on the following services,
click any of the links below. We encourage you to view the partners section
on this site. Our partners provide a variety of specialized services
that compliment Continental’s service offerings.
System/Facilities
Proxy
General Guide / Meeting and Proxy Services
Annual
/ Special Meeting Sequence Flow Chart
Internet Services
Dividend Payments and DRP
Escheatment Services
Reorganization Department Services
System/Facilities
Continental has the technology — all of it. We
use the latest version of SunGard’s CSSII system, the most widely
accepted and recognized stock transfer processing system in the country.
The flexibility of this
system allows us to remote to SunGard’s facility with extreme up-time
dependability. Processing is accurate, reliable and very cost effective.
All work is backed up daily and our disaster-recovery programs are tested
regularly.
Our system offers features which are more than competitive
with any other agent. Work is processed in an online environment. Imaging
technology
has been incorporated and we even have ContinentaLink, an extremely comprehensive
Internet service which continues to grow in importance with our clients
as we continue to enhance it and add features. A demo of this service
is available on this web site.
Naturally, we will retain a cutting edge
position in Internet systems’ development.
More information on our Internet service is contained in the Internet
section of this presentation.
For more information, contact dgress@continentalstock.com
To Top of Page  Proxy
NOTE: For full information
on this topic please click to see our new Annual
Meeting Guide.
Proxy continues as one of Continental’s strongest
areas, a fact which pleases us — and our clients — since this
area tends to draw extreme visibility, at least once a year.
At Continental,
we do it all — whatever the client needs! All Annual Meeting
activities are coordinated by our full-time Proxy staff of specialists.
As a client you are provided with an updated annual meeting informational
packet similar to the example contained in the General
Guide / Meeting and Proxy Services section. This suggests timing for the delivery and
movement of materials and contains
comments
on any
changes
to procedures
which
will
improve
voting results. Generally speaking, we work closely with our clients
and their outside vendors, coordinating the development of a proxy card,
its printing,
the ordering of suitable envelopes and the timing for the receipt and
mailing
of the materials. All of this is done in concert with the handling of
street name materials.
Click here to see flow chart depicting a typical Annual
Meeting sequence.
You may elect Internet access to proxy tabulation
as well as offering Internet and telephonic voting to your shareholders.
Both of these methods
offer
convenience and cost savings. Finally, electronic delivery of material
over the Internet is available to subscribing shareholders.
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Proxy and Meeting Services
NOTE: For full information
on this topic please click to see our new Annual
Meeting Guide.
The Proxy Department
handles a wide variety of important and very visible functions surrounding
client
corporations’ Annual and Special Meetings. Close attention to detail
and timeframes by experienced personnel insure a successful Meeting. Important
functions involved in the process include: the setting of the proxy record
date, printing of materials, tallying of proxies, broker searches and attendance
at the Meeting as the Inspector of Election. The process begins with notification.
The client will provide Continental with the record and meeting dates.
At this time, the services to be provided
to insure a successful vote will be determined. If requested, arrangements
for the telephonic and Internet voting of proxies are made. The meeting
dates and service requirements are recorded on the department "Events" calendar.
A number of important steps then occur, some simultaneously.
• The client
will request that ADP and non-ADP brokers forward to Continental the
amount of material needed for shares held in "street name."
• Continental will send search
cards to brokers requesting the number of proxy cards needed.
• Once the
search cards are returned and ADP and non-ADP brokers have responded,
Continental will provide the client with the number of sets of materials
required
for
street
positions.
• Continental will produce a record date shareholder list reflecting
the number of shares held by each shareholder and establish these numbers
within our system after the total number is verified against the number of shares
outstanding.
• Testing is performed within the system to insure the accuracy
of the information.
• The proxy card proof is approved and cards are first printed
and then imprinted with the specific shareholder information and vote
total.
• Proxy materials, including proxy cards, are mailed.
Returned proxies are examined for accuracy
and shareholder comments and then voted. Votes obtained via the Internet
of telephonic system are
automatically entered into the system. Prior to the Meeting a report
summarizing all
voting results is produced. This report shows both voted and unvoted
positions. Total voted continue to be updated and a final vote total
is provided to
company officials at the Meeting. An experienced Inspector of Election
is available to attend the Meeting to manage any voting and provide
final results.
A record of the results along with other documentation
is kept on the client file.
The above sequence is intended to be descriptive
of the process. Additional steps, including interface sequences with
an outside solicitor and
daily communications with the client have been omitted.
To Top of Page  General Guide/Meeting and Proxy Services
NOTE: For full information
on this topic please click to see our new Annual
Meeting Guide.
Continental Stock
Transfer is pleased to provide this general guide
to several of our services related to your Annual
or Special Meeting. Your understanding of our
capabilities and timeframes for the delivery
of services will allow us to serve you better
and will assure you of the quality you expect.
Though this guide addresses several issues, no
attempt has been made to cover every detail or
even every service we provide. You are encouraged
to contact Gail
Schweda with
any question. We welcome these and are happy
to assist you.
• The Securities
and Exchange Commission (SEC) requires issuers to provide banks, brokers,
etc. with notice of a record date at least 20 business days prior
to the record date of an Annual Meeting and as soon as practicable prior
to a Special Meeting.
• Banks and Brokers must receive proxy materials
for "routine" meeting
in time to allow them to mail the material to beneficial holders at least
15 days prior to the meeting. Since banks and brokers require between
2-5 business days to mail, materials should be scheduled to arrive at
least
20
days prior
to the
meeting
date. This timetable will allow banks and brokers to vote the shares
without
shareholder direction. Continental should receive all material approximately
25 days prior to the meeting to ensure a timely delivery to the banks
and brokers.
• Continental furnishes materials to banks and brokers only
upon request. We do not initiate any calls to firms which have not requested
materials.
In addition, we cannot be responsible for any shortage of material. The
printing of the Annual report and the proxy material usually occurs prior
to our receipt of a full response from the banks and brokers. With only
limited information, Continental can only suggest a quantity that may
be adequate. Re-printing of material, if required, is the responsibility
of
the issuer.
• Continental strongly recommends that issuers allow a minimum
of 30 days (more if a consent item is on the agenda) between the mailing
date
of proxy
material and the meeting date. This 30 day allowance is especially necessary
during the period between April and June, the heavy proxy season. Hence,
using this suggested timeframe and allowing for compliance with various
rules set forth by the Exchanges and the SEC, it is recommended that
the record date be set approximately 50 days prior to the meeting date.
• It
is extremely important that you notify us of any record date as soon
as possible and certainly no later than the business day prior to
such
record date.
• Your
notification of any record date should be confirmed to us in writing
and explicitly detail the services you are authorizing us to perform.
For example, indicate the item(s) to be mailed, the party which will
mail broker
search cards and proxy material and the parties which will tabulate proxies,
provide envelopes, etc.
• Please bear in mind that we generally require
at least three (3) business days after the record date to generate lists,
labels, etc. in order to
commence a mailing. Hence, materials should be in our offices by the
record date, if at all possible.
• After your notification to us of a
record date, we will communicate with the Depository Trust Company (Cede & Co.)
to establish the record date. Shortly thereafter, you will receive a
letter from us requesting that you
send Cede & Co. a letter instructing them to send Continental a listing
of their participants holding your stock (Omnibus Proxy) for tabulation
purposes. You will receive the hardcopy of this listing soon after the
record date of your meeting.
• Special Meetings and Annual
Meetings with "controversial" or "non-routine"
proposals require shareholder response in order
for banks and brokers to vote. Timing is more
critical in these instances. Banks and brokers
should
receive the material to be mailed to beneficial
holders at least 40 days in advance of these
meetings.
• Continental will only provide proxy
solicitation of the "street" upon
specific request. Should you require the street vote to pass a proposal,
we can deploy our experienced staff to work to obtain the highest percentage
of votes possible. This service is available for routine, non-routine
and special meetings.
Separately, we would like to remind you that the
State of New York routinely demands the escheatment of shares from
dormant accounts. Escheatment
can be avoided if contact with a shareholder is documented. It is important
that you forward us all written communications from New York and non-US
shareholders so that we can annotate contact with these accounts on
our recordfile. Non-dividend paying clients for which we do not tabulate
proxies
should forward a copy of all proxies voted by New York and non U.S.
shareholders, again, so that the recordfile can be annotated.
We recommend
that this letter be shared with your counsel and/or public relations
firm, since they play an important role in coordinating dates,
the printing of material and filings with the regulatory agencies.
We
hope you find this information useful and again encourage you to contact
us with any questions.
For more
information, contact Gail Schweda, gschweda@continentalstock.com.
NOTE: For full information
on this topic please click to see our new Annual
Meeting Guide.
To Top of Page  Internet Services
Continental Stock Transfer was the first Agent to make
Internet services optionally available to each of its clients through
ContinentaLink. Today, we have
established ourselves as an experienced innovator among agents using
the web. Our web services continue to evolve in helpful
ways. We will continue to enhance this service to meet the growing and
diverse needs of all our clients.
As an added benefit to clients, we are
able to maintain shareholders’ e-mail
addresses on our database and separate the total file into an "e-holders" and "other" shareholders
to manage communications and minimize cost.
Our Internet services can
be modified to meet the individual needs of clients. Three choices are
available. "Internet Voting Only" is available for annual and
special meetings. "Shareholder Access" provides shareholder
inquiry access through use of a secure PIN routine to the following features:
• Full shareholder profile.
• Complete share holdings.
• Dividend payment and check payment history.
• Dividend reinvestment history.
• Address change option.
• E-mail availability.
• Tax and withholding information.
• W-2 form view/print.
"Client Access" allows corporate
clients full access to all shareholder records, plus the following:
• A wide variety of analytical and statistical reports.
• Shareholder summaries.
• A label routine.
• A complete menu of options to enhance DRP processing,
including, customization for each client’s DR Plan, a sign-up menu
(print/mail or electronically submit option), provision for optional
cash sign-up or ACH debiting
Reporting is an especially strong feature
of ContinentaLink. Desired reports can be scheduled or requested anytime.
These can be delivered
in a variety
of methods, including e-mail delivery in just minutes after your request.
Reports are in Microsoft Excel format, an extremely useful feature, which
will
allow information to be incorporated into other documents easily.
We encourage
you to "test drive" the Shareholder Access portion
of our ContinentaLink service by going to continentalstock.com, clicking "ContinentaLink,
Full Service" and then selecting "Sample Account" on the
following page.
For more information, contact Donald Gress, dgress@continentalstock.com.
To Top of Page  Dividend Payments and DRP Continental Stock Transfer offers
a complete range of dividend payment and DRP services. We are very flexible
in our approach
and we offer all
available options. For example, we happily work with clients wanting
a customized check or DRP statement and we will work with you to be certain
your priorities — not ours — are met. Likewise, we do not
insist that you draw your check on our bank. We will work with clients
which want
dividend checks drawn on the bank of their choosing. Finally, we have
all the services, including:
• EFT services, including payment services and solicitation of new accounts.
• Internet access to dividend and DRP historical information.
• Flexibility to handle any DRP option, including periodic debits for
optional cash and safekeeping.
• DRP enrollment over the Internet.
For more information, contact either Anthony Antonio, aantonio@continentalstock.com.
To Top of Page  Escheatment Services
Continental
provides a full range of Abandoned Property and Escheatment services. The
process begins after an account is noted as "lost." This typically
occurs after mail is returned
and it cannot be successfully re-delivered. At this point, the account
is coded
in our system and any property due the holder is held. If the account holder
provides us with updated account information, we document the changes and
release any property.
Once an account has been coded as "Lost," under
SEC Regulations, we are required to search for a more current address.
Continental uses
an outside search firm to assist in this process.
Should the account remain "abandoned" and
be potentially subject to state escheatment regulations, Continental
will send a "Due Diligence" mailing
to the account’s last known address. Validated updated information
we receive at this point will be added to our records and we will forward
any property we hold to the holder.
Escheatment on a yearly basis to all states is required. In this step,
a listing of all accounts subject to escheatment, along with all unclaimed
property is sent to the state of last known address. Property abandoned
by any foreign account and accounts with incomplete addresses (no state
of residence listed) is escheated to the state of incorporation of the
issuing company. A copy of the final escheatment report is sent to our
client companies for their records.
Escheated property may be claimed
by the shareholder or the estate of the shareholder. Contact with Continental
should be made in writing to
confirm
information related to the escheated account. We will then send a letter
to the claimant and provide a contact point in the appropriate state
to make a claim for the property.
For more information, contact Anthony Antonio, aantonio@continentalstock.com
To Top of Page  Reorganization Department Services
Continental has the
experienced and highly motivated, long tenured staff to handle all types
of corporate reorganizations, such as:
| Tender Offers |
Redemptions |
| Mergers |
Conversions |
| Exchange Offers |
Rights Offering |
| Odd-Lot Buy/Backs |
Stock Split |
| Dutch Auctions |
Subscriptions |
All Corporate Actions services are handled
on an individual basis to ensure accuracy, compliance with stock transfer
regulations and expediency
to the satisfaction
of the clients and shareholders.
Challenged by the complexities of Reorganization
on a daily basis, our staff handles jobs ranging from the basic to
the most complicated types of corporate
actions. In addition to processing the "paperwork" the staff is required
to interact with clients and shareholders. Each job has specific requirements
that calls for the know-how that is acquired only from handling some of the
industry’s
largest and most difficult transactions. All work must comply with the established
rules and guidelines of the Stock Transfer Agency and the S.E.C.
When a client
selects Continental Stock Transfer as their Stock Transfer & Registrar/Exchange
Agent, they get:
A. Direct access to the department Manager;
B. Complete mailing services;
C. Examination of surrendered securities;
D. Correspondence to the presenter on items
requiring additional documentation and
outstanding items;
E. Updating Reports (if requested) on the process
of the on-going action;
F. Necessary tax information and reporting to the
appropriate Government Agencies;
G. Escheatment of aged unexchanged items to the
various State Agencies.
Our progressive technologies and our commitment to
the needs of each individual client and shareholder allows us to process
all reorganizations with the
assurance of accuracy and timeliness.
Continental Stock Transfer & Trust Company
17 Battery Place • New York, NY 10004
212.509.4000
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