Integral Transfer Agency

Proxy Meeting Planning Guide (NI-54-101)

(Disclaimer: This form is intended as a guideline only. Further interpretation or questions should be directed to your legal counsel.)

Type of Meeting
Who is mailing directly to the NOBO Holders?
If "Broadridge" do you want a copy of the NOBO Holders list?
How do you wish to pay for distribution to the OBO holders?
Beneficial Holder – Material Selection:
Who is mailing directly to the Registred Shareholders (i.e. Transfer Agency List)?

SEDAR Filer:

DESCRIPTION OF MATERIALS BEING MAILED
(PLEASE CHECK ALL THAT APPLY)

Proxy:
Notice of Meeting:
Information Circular:
Annual Report:
Financial Statements:
Other:
Integral supplies for mailing:
Mailings to:

Timetable

Indicates where "Integral" can act on your behalf

ACTIVITY DEADLINE DATE*1 RESPONSIBILITY
NOTICE of Record and Meeting Dates At least 25 days before RECORD DATE
Request Participant Listings from Depositories (CDS & DTC) At least 25 days before RECORD DATE
Mail Search Cards to Intermediaries At least 20 days before RECORD DATE
Publish Meeting Date At least 7 days before RECORD DATE CDS & Co
RECORD DATE 30 - 50/60 days before MEETING DATE*2
Deliver Bulk Materials to Intermediaries in Canada At least 21 plus 6 clear business days before MEETING DATE (Canadian Intermediaries require 3 clear business days to distribute materials)
Deliver Bulk Materials to Intermediaries in U.S. At least 21 plus 6 clear business days before MEETING DATE (U.S. Intermediaries require 5 clear business days to distribute materials)
Year-end Financials Companies listed on the CSE must file their year-end Financial Statements within 140 days of their fiscal year-end. ISSUER
MAIL DATE At least 21 days before MEETING DATE
ESTABLISH A PROXY CUT-OFF TIME Not more than 48 hours (excluding weekends and holidays) before Meeting time ISSUER
MEETING DATE Not more than 15 months after previous Annual Meeting, if IPO, not more than 18 months after going Public ISSUER

*1 If the calculated date falls on a Saturday, Sunday or Holiday, the business day prior to the calculated date would apply.

*2 Determination of Record Date under:

  • The Business Corporations Act (Alberta) allows for a maximum of 50 days.
  • The Business Corporations Act (BC), The Ontario Business Corporations Act (OBCA), The Quebec Business Corporations Act and; The Canada Business Corporations Act allow for maximum of 60 days.