Frequently Asked Questions

Who handles proxy form and voting management for AGMs?

The company secretary is responsible for handling proxy forms and voting management for AGMs. This involves preparing and distributing proxy forms to shareholders, ensuring the forms meet legal requirements and align with the Corporations Act and ASX Listing Rules.

The proxy form should clearly explain how shareholders can appoint a proxy, vote on resolutions, and submit their forms. For ASX-listed companies, the company secretary ensures the forms are included with the Notice of Meeting (NOM) and submitted to the ASX for review before distribution.

During the AGM, the company secretary oversees the voting process, ensuring that proxy votes are accurately recorded and counted. They manage real-time voting (in physical or virtual meetings) and ensure transparency and compliance throughout the process. After the meeting, voting results are announced and lodged with the ASX if required.

Outsourcing proxy management to governance professionals is a practical solution for companies with complex voting requirements or large shareholder bases. These experts use advanced tools to streamline the process, ensuring accuracy, efficiency, and compliance with regulatory standards. Proper management of proxy forms and voting enhances shareholder confidence and ensures the AGM runs smoothly.