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Form Of Proxy For Shareholder Meeting

Form Of Proxy For Shareholder Meeting Template for New Zealand

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Key Requirements PROMPT example:

Form Of Proxy For Shareholder Meeting

"I need a Form of Proxy for Shareholder Meeting for our listed NZ company's AGM in March 2025, including electronic submission options and capability for both physical and virtual attendance."

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Document background
The Form of Proxy for Shareholder Meeting is a fundamental document in New Zealand corporate governance, essential for facilitating shareholder participation in company decision-making processes. This document is required when shareholders wish to exercise their voting rights but cannot attend meetings in person. It must comply with the Companies Act 1993 and, for listed companies, the Financial Markets Conduct Act 2013 and NZX Listing Rules. The form typically includes shareholder details, proxy appointment sections, specific voting instructions for each resolution, and submission guidelines. In New Zealand's corporate environment, this document plays a crucial role in ensuring effective shareholder representation and maintaining good corporate governance practices.
Suggested Sections

1. Company Identification: Full legal name of the company, company number, and registered office

2. Meeting Details: Date, time, place of the meeting, and whether it's an annual or special general meeting

3. Shareholder Information: Space for shareholder's full name, address, and CSN/Holder number if applicable

4. Proxy Appointment: Section for naming the proxy and any alternate proxy, with clear fields for their contact details

5. Voting Instructions: Clear format for indicating voting preferences for each resolution (For, Against, Abstain, Proxy Discretion)

6. Signing and Dating: Space for shareholder's signature (or authorized representative) and date

7. Submission Instructions: Clear instructions on how and when to submit the proxy form, including deadline and submission methods

Optional Sections

1. Online Submission Details: Include when electronic submission of proxies is available, providing relevant portal information and access codes

2. Corporate Representative: Include when the shareholder might be a corporate entity, providing space for corporate authorization details

3. Multiple Holder Requirements: Include when shares might be held jointly, requiring multiple signatures

4. Participation Instructions: Include for hybrid or virtual meetings, providing details for online participation

5. Power of Attorney: Include when allowing for execution under power of attorney, with space for relevant documentation details

Suggested Schedules

1. Notes to Proxy Form: Explanatory notes on how to complete the form, proxy rights and responsibilities

2. Resolution Details: Detailed description of each resolution to be voted on, if not included in the notice of meeting

3. Electronic Submission Guide: Step-by-step guide for electronic submission if available

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Energy

Mining

Transportation

Real Estate

Telecommunications

Professional Services

Consumer Goods

Agriculture

Construction

Education

All sectors with corporate entities

Relevant Teams

Legal

Corporate Secretariat

Compliance

Investor Relations

Corporate Governance

Corporate Affairs

Shareholder Services

Board Support

Administrative Support

Relevant Roles

Company Secretary

Corporate Lawyer

Legal Counsel

Compliance Officer

Corporate Governance Manager

Investor Relations Manager

Board Secretary

Chief Legal Officer

General Counsel

Shareholder Services Manager

Corporate Affairs Director

Legal Administrator

Governance Coordinator

Industries
Companies Act 1993: Primary legislation governing company operations in New Zealand, including provisions for shareholder meetings, proxy appointments, and voting procedures (particularly sections 153-158 regarding proxies)
Financial Markets Conduct Act 2013: Contains requirements for proxy forms and shareholder communications for listed companies, including disclosure requirements and investor protection provisions
NZX Listing Rules: Contains specific requirements for proxy forms for listed companies, including timing of proxy appointments and content requirements for proxy forms
Contract and Commercial Law Act 2017: Provides the legal framework for contract formation and execution, relevant to the binding nature of proxy appointments
Company Constitution: While not legislation, the company's constitution must be reviewed as it may contain specific requirements for proxy forms and appointment procedures
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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