Annual Meetings

We have helped hundreds of companies coordinate and setup their annual meetings. Shareholder meetings are usually a time of high visibility, tight deadlines and pressure. From R&T's Shareholder Meeting Coordination form to the one-stop shopping for typesetting and printing provided by our affiliate, Commerce Financial Printers, we take a lot of the stress and needless hassle out of the process.

The first step in starting the annual meeting process is to notify your account executive as soon as possible that a shareholder meeting is pending. Shareholder meeting coordination usually begins several months before the annual meeting record date and even further in advance of this date if "householding" or alternate/electronic delivery is planned (suppression of the annual report and proxy statement). SEC broker search rules require notification to the "street" at least 20 business days before the annual meeting record date. Requirements vary for special meetings. Even if the record date has not been determined, early contact with your account executive will start the planning processes and help avoid costly mistakes.

R&T provides full proxy services, including:

• Performing the initial broker-search
• Assistance with setting up the format and printing of the proxy material
• Distribution of the proxy material to registered shareholders and brokers
• Distribution of material to 401K and employee stock purchase plan participants
• Handling special voting requirements such as cumulative voting, charitable foundation voting allocations and ratio voting for share classes
• Tabulation of employee plans and forwarding voting results to Plan trustees
• Electronic voting via the telephone and Internet
• Receipt, review and tabulation of proxies
• Rejection and return of deficient proxies
• Certifying mailing and voting results
• On-line, real-time proxy inquiry capabilities
• On-line, real-time proxy reports including how-voted and unvoted registers
  (Click Here for more info on IRIS Proxy Reports)
• Acting as Inspector of Election
• Interfacing with ADP for street voting collection
• Paying broker bills
• Setting up householding and electronic delivery to reduce out-of-pocket expenses

R&T can also help you reduce the out-of-pocket expenses related to the meeting process. We provide cost-cutting alternatives including postage-saving ideas, householding and electronic delivery and more.

To get started, you can download the Shareholder Meeting Coordination form from this web site. If you have any questions regarding the form, please contact your account executive.