“A FTSE100 Company Secretary asks whether anyone has ever sent out the notice of AGM and the Annual Report separately? Is anyone aware of any company having done so?”
Given the postage costs involved in sending the 2 out separately, would you not delay the physical posting of the Annual Report if there was some “late braeaking” news that you needed to hold the AGM Notice back to include (since it is the AGM Notice, not the Annual Report, posting that is time critical)?
Sorry can’t think of hearing of a company that did send them separately.
FTSE SMALL CAPsaid
I have always sent the notice out at the same time as sending the report and accounts. I am not aware of a business sending them out at differing times.
FTSE 250said
I have never done it at either of the companies where I have been Company Secretary. I think it would only be worth doing if you had a really good reason.
FTSE SMALL CAPsaid
We have always posted the Annual Report and AGM documents on the same day. There are examples of other companies that have issued documents and then sent out a revised notice of AGM (e.g. Xenergy Power in 2011). May create confusion and negative on the environmental front. Check with registrar and/or lawyer.
AIMsaid
About 5 years back, my AIM company had some late breaking issues with its Notice content. To stick to our publication timetable, we mailed the Annual Report on the pre-planned date and followed it up a week later with the Notice and a covering letter – all well within the required time limits.
FTSE 250said
I am not aware of us ever having sent these documents out separately. I’m nervous enough about the postal service but then our AGM notice period spans Christmas and New Year. I recall in the dim and distant past an occasioin when our lawyers took comfort from the fact that both documents had been posted together as they worried about something that hadn’t been explicitly mentioned in the meeting notice. This may no longer be relevant but I always like to play safe.
Sorry I can’t offer a lifeline.
FTSE 250said
We looked into this ourselves earlier in the year when we were unsure of timings in Annual Report printing and other matters. We concluded that whilst it was unusual it was not the first time a Company would have done this. Unfortunately, I can’t find the examples from others, which were a few years ago I think from memory.Think we asked our registrar to confirm.
FTSE SMALL CAPsaid
I have always sent out the notice with the report because some of the info in the report must be within 1 month of the AGM date and the AGM notice period is normally a month.
Given the postage costs involved in sending the 2 out separately, would you not delay the physical posting of the Annual Report if there was some “late braeaking” news that you needed to hold the AGM Notice back to include (since it is the AGM Notice, not the Annual Report, posting that is time critical)?
Sorry can’t think of hearing of a company that did send them separately.
I have always sent the notice out at the same time as sending the report and accounts. I am not aware of a business sending them out at differing times.
I have never done it at either of the companies where I have been Company Secretary. I think it would only be worth doing if you had a really good reason.
We have always posted the Annual Report and AGM documents on the same day. There are examples of other companies that have issued documents and then sent out a revised notice of AGM (e.g. Xenergy Power in 2011). May create confusion and negative on the environmental front. Check with registrar and/or lawyer.
About 5 years back, my AIM company had some late breaking issues with its Notice content. To stick to our publication timetable, we mailed the Annual Report on the pre-planned date and followed it up a week later with the Notice and a covering letter – all well within the required time limits.
I am not aware of us ever having sent these documents out separately. I’m nervous enough about the postal service but then our AGM notice period spans Christmas and New Year. I recall in the dim and distant past an occasioin when our lawyers took comfort from the fact that both documents had been posted together as they worried about something that hadn’t been explicitly mentioned in the meeting notice. This may no longer be relevant but I always like to play safe.
Sorry I can’t offer a lifeline.
We looked into this ourselves earlier in the year when we were unsure of timings in Annual Report printing and other matters. We concluded that whilst it was unusual it was not the first time a Company would have done this. Unfortunately, I can’t find the examples from others, which were a few years ago I think from memory.Think we asked our registrar to confirm.
I have always sent out the notice with the report because some of the info in the report must be within 1 month of the AGM date and the AGM notice period is normally a month.