10 Best Practices for a Smooth Annual Meeting

Check your key dates and coordinate with Computershare to ensure your filings, mailings and other key milestones are met. Computershare provides a Meeting Calendar as part of Issuer Online to assist you with planning, which also includes information about requirements for both standard and Notice & Access mailings.

Choose a meeting site that is central and accessible. Ensure that there is clear signage throughout the venue, including directions to the meeting room, registration desk, washrooms and coat check.

Key Votes: Make sure that management, board members and employee plan trustees vote! This is especially important if shares are held beneficially as votes must be received by the intermediary in advance of the published proxy cut-off, either as a vote for management, or as an appointment for the beneficial holder to be allowed to vote in person at the meeting. These votes may affect the overall outcome of the meeting, or may be needed to allow for people to move and second motions.

There are always benefits to rehearsing, no matter what the event. Allow management to practice presentations and the question and answer section of the meeting. Have staff check the audio-visual, translation and other equipment, and review the role of each individual, including movers and seconders at the meeting. Remind any staff assisting at the meeting to create a helpful and friendly atmosphere and ensure they understand procedures for any unexpected or emergency situations that may arise.

The Scrutineer is an important part of the meeting process; they register meeting attendees, provide attendance and voting reports to the meeting secretary, tabulate any ballots called at the meeting, and speak to securityholders about any questions or concerns they may have. Your Scrutineer needs:

1. A registration table with sufficient space and access to power outlets.

2. An advance copy of the relevant sections of the meeting script so they understand their role during the formal part of the meeting and can prepare appropriately.

3. Details of any attendees that can be pre-registered, such as directors or management, or anyone you may want to be alerted about as they arrive.

It can be helpful to distribute a meeting agenda and code of conduct or protocol at registration, so attendees understand the expectations for the meeting. The code of conduct may include, for example, voting procedures, whether phones or photos are allowed, or any specific procedures that will be followed for asking questions, such as limits on time or number of questions asked.

Have a plan to deal with the press, expected or unexpected activists or protestors, and any other unexpected events; include building security as part of your plan.

Your Scrutineer is working with your securityholder records and voting results. It is important to provide them with a secure location to ensure confidentiality and security of sensitive information.

If you are aware of activists in advance of the meeting, you should engage with them as soon as possible so they are aware of and understand the code of conduct for the meeting. It is preferable that they voice their concerns in advance of the meeting rather than at the meeting. Advance discussions held in a non-public venue can often defuse or reduce some of their concerns, and allow for a meeting where the activist still has the opportunity to express themselves, but in a way that you are prepared for.

Have all necessary documents on hand at the meeting, such as the Affidavit of Mailing and copies of meeting material. Computershare, as your Scrutineer, will be prepared with the required proxy and voting reports, proxy appointments, ballots, and record date shareholder file.