This policy simplifies and clarifies the essential elements of shareholder meetings. It applies to shareholders, the board of directors and all staff working on shareholder relations.
In this sample, annual shareholder meetings shall be held within six months of the end of each fiscal year. A minimum notice of 21 days shall be given in writing to each shareholder of record at the end of the fiscal period under report. All proposed resolutions will be provided to shareholders along with their notice and the company’s annual report and financial statements. All shareholders will be provided with voting proxies in the event that they cannot attend the meeting.