RE:ANYBODY?? I know with mailing dates, record dates and meeting dates time-lines and then having them change the meeting date coupled with revisions 3 years ago to the National Instruments guidelines governing these actions and with some twists added by what province you registered in and if the meeting is a general annual or a special and if there is to be a vote or not...( deep inhale)... it can get a little confusing.
I have included a small clip from the guidelines that should clear it up a little. To start with if you note one of the highlighted passages in the following, they had to push the original meeting date forward 10 days because they set both the mailing date and the record date 30 days prior to the meeting date when in fact the record date had to be 40 days prior. Since the meeting date is now moved forward to May 30 (Because of an original error in the record date) it in turn allows their mailing date to move forward to May 1 from April 20, at the latest.
Now you are probably wondering what this "Mailing date" is. That is date you are to receive all the necessary information and at the same time is when said information is to be filed on Sedar. So Shackle to cut a long story short, you should now know what the heck is going on no later than May 1
In the fall of 2012, under National Instruments 54-101 and 51-102, the CSA introduced the concept of Notice & Access, effective February 11, 2013. This instrument enables issuers to change their existing mail packs to a single NOTICE outlining the meeting date, time, venue and provide information on how to ACCESS the proxy materials online.
Notice & Access issuer benefits:
- Reduction in printing and postage costs
- Reduced environmental impact as no longer printing high volume of materials
Important things to note:
- Record date must be set no less than 40 calendar days prior to your meeting date.
- Mailing date must be no less than 30 calendar days prior to your meeting date.
- The proxy package must include a Notice and the Proxy or Voting Instruction Form.
- Holders must have the ability to request a full proxy package at no charge to them, for a one year period.
- Any requests for materials received before the meeting date must be fulfilled within 3 business days. Fulfillment must be completed within 10 calendar days for requests after meeting date.
- Proxy materials must be posted on SEDAR and a non SEDAR site for a one year period from the date of the mailing.