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IML's AGM service offers a fast and accurate solution to poll votes alongside an automated registration process that links meeting attendees with their voting rights. The system uses IML’s electronic Communicator keypads to record votes, weighting each one according to the number of shares held. Resolution results are available instantly and can be displayed live to shareholders immediately.

 

REGISTRATION

Attendees are registered quickly and efficiently, thereby removing long queues. At a recent, high-profile event, 2500 shareholders were registered without delays, with an average registration time per shareholder of under 20 seconds.

All types of attendees (shareholders, corporate representatives, proxies, guests and press are registered on arrival. Once delegates have registered, they are issued with a Smartcard, which, when inserted into a keypad, will assign them their correct voting rights based on the size and class of their holding.

 

ELECTRONIC POLLS

Registration and voting can run simultaneously at a number of locations. A poll is conducted on every resolution with keypad screens confirming votes have been cast. Split voting can be performed live while a vote is taking place and amended resolutions can be added instantaneously.

 

VOTE MONITOR

A live information monitor for the Chairman, Secretary and Scrutineer displays up-to-date information, including details of all attendees and proxy vote status. Potential swing as a result of live votes cast can be viewed prior to the event and a results summary allows vote status to be previewed before the poll is closed.

 

REPORTS

Reports can be produced within minutes allowing results to be released to the stock exchange without delay. A full audit trail and scrutineers report are created together with results by resolution, meeting attendees, votes by attendee and overridden proxy votes.

The meeting process:

1.     ATTEND

Shareholder attendance cards are scanned on arrival, simplifying and speeding up the registration process. Corporate representatives, proxies, guests and press are registered at this point and their details added to the meeting database allowing them to be tracked via the vote monitor, affording greater transparency.

 

 

2.     REGISTER

A Smartcard is issued to the shareholder containing a reference number which is linked in with the voting rights. No confidential shareholder information is stored on the card so if it is lost, it can easily be cancelled and replaced.

 

 

3.     MONITOR

Attendees can stay focused on the meeting using the vote monitor which keeps track of details including attendee information and a preview of polls showing potential swing.

 

 

4.     VOTE

With the Smartcard inserted into the handset, the shareholder votes on the resolutions. Unlike a show of hands, the vote is instantly recorded, improving shareholder perception through efficient use of modern technology. A message on the handset screen confirms that the vote has been cast. Split votes can also be performed live while a vote is taking place.

 

 

5.     RESULTS

Results are displayed instantly on screen with the option of showing abstentions. The results screen can be fully configured to reflect your company’s branding.

 

6.     REPORT

Reports are produced automatically, including the scrutineer’s report. An archive of the event containing all reports and the meeting audit is burnt onto CD.

 

CLIENT TESTIMONIAL 

"IML’s electronic keypads modernised our AGM and kept it in-line with changing times and technology. More importantly, they have held us and our practices fully accountable and transparent.

I firmly believe that electronic voting is the future of AGMs and will become standard practice at all AGM’s, providing shareholders with a familiar format they can have complete confidence in."

Sarah Billington, Manager Shareholder Services – British Airways.