Shareowner action can be complicated, just like the cartoon to the left from Nearing Zero. We’ll try to point you to proven strategies that work.
Please e-mail me and let me know what other resources should be included on this page.
Before even thinking about filing proxy proposals, make sure you are voting your proxies. Seeing how funds vote before the meeting can often be helpful. Primary sources include: ProxyDemocracy, CalSTRS, and OTPP (Ontario Teachers Pension Plan).
The most fundamental resource for filing proposals is the Electronic Code of Federal Regulations, specifically § 240.14a-8 Shareholder proposals. One of the best up-to-date (2011) booklets on Filing a Shareowner Proposal is from the Council of Institutional Investors. This provides the basics. See also, AFL-CIO page How to File a Shareholder Resolution. For model proposal language, see ICCR’s list of 2012 Shareholder Resolutions.
It is always easier to borrow language from prior submission than it is to write your proposal from scratch. Two of the best sources for finding proposals that have withstood challenges (they only include measures that made it to the proxy) are:
- ICCR’s Shareholder Proposal Database (limited to proposals of its own members)
- ProxyMonitor.org (brought to us by the conservative Manhattan Institute for Policy Research and limited to Fortune 250 companies; good sorting capabilities)
Supplement the above with SEC: Staff Legal Bulletin No. 14B (CF) on Shareholder Proposals Staff Legal Bulletin No. 14C (CF), SEC Staff Legal Bulletin No. 14F (CF), and the latest Staff Legal Bulletin No. 14G (CF), which address the issues of what is needed to evidence stock ownership for the purpose of filing a shareowner proposal and use of websites in shareowner proposals. Be sure to confirm whether you broker or bank is a DTC participant by checking DTC’s member participant list. If it isn’t, you will need to take at least one additional step.
A shareholder could satisfy Rule 14a-8(b)(2)(i) by obtaining and submitting two proof of ownership statements verifying that, at the time the proposal was submitted, the required amount of securities were continuously held for at least one year – one from the shareholder’s broker or bank confirming the shareholder’s ownership, and the other from the DTC participant confirming the broker or bank’s ownership.
However, as Staff Legal Bulletin No. 14G (CF) clarifies, two letters are not needed if the broker and clearing bank are within the same overall firm.
SEC Rule 14a-8 Proposals of Security Holders, Division of Corporation Finance, Shareholder Proposal No-Action Letters Issued Under Exchange Act Rule 14a-8– contains alpha and chronological listings of letters from companies requesting the SEC to take “no action” if they exclude a shareowner proposal and includes responses from shareowners defending their right to submit proposals. Shareholder Proposals: SEC Staff’s Role explains the process.
This is a valuable source when you have to defend your proposals to the SEC. You can expect a no-action request for many proposals about 40 days from your submission date. While I would never recommend supporting statements that are unnecessarily inflammatory, it is good to see SEC staff rejecting no-action requests based on such allegations. See DavisPolk Briefing memo, SEC Staff Declines to Exclude Proposals on the Basis of Inflammatory or Incorrect Supporting Statements.
Also be aware of Incoming No-Action Requests Under Exchange Act Rule 14a-8. These are requests that are just entering the system, without responses.
Re the $2000 threshold, the SEC looks back within the 60 calendar days before the date the shareowner submits the proposal to determine if it was valued at least at that amount at some time.
If you hope to get a majority vote for your proposal, be aware of how shareowner advisors are likely to recommend. The best quick summary I’ve seen for 2013 comes from Weil, Head’s Up for 2013 Proxy Season: Guidance for How to Address ISS and Glass Lewis Policy Changes.
As You Sow, Proxy Preview, the “Bible for socially progressive foundations, religious groups, pension funds, and tax-exempt organizations.”
FactSet’s corporate governance database, SharkRepellent, provides takeover defense and corporate governance data for more than 5,600 U.S. incorporated public companies.
Investor Voice – You can hire this experienced group to file and pass your resolution.
Northwest Corporate Accountability Project: Somewhat dated but worth scanning through for advice around filing resolutions.
Preparing for “Proxy Access” Shareholder Proposals – Advice for companies
10 Tips for Dealing with Shareholder Proposals by Rick E. Hansen, Counsel, Chevron Corporation – download pdf on next page
VotePal.com – They’ve proven anyone can run a proxy contest. How about you?
Want to change SEC rules or procedures? Send your comments to the SEC’s Investor Advisory Committee. I you also send your comments to me, James McRitchie, I can often get the word out and help you lobby for change.