Appointing ASA as your proxy: Frequently asked questions

  1. What do I write on the paper proxy form?
    Please fill in ‘Australian Shareholders Association’ (in full) in the box where you write in the name of your proxy appointee.
  2. What is the difference between a directed and undirected proxy?
    There will be a list of resolutions to be considered at the AGM on the proxy form. You can select either ‘For’, ‘Against’ or ‘Abstain’ for each resolution or leave the boxes blank. A directed proxy is where you select ‘For’, ‘Against’ or ‘Abstain’ for the resolutions.
    An undirected proxy is where you do not select any of these options and ASA will vote your proxies in accordance with our published voting intentions.
  3. Where do I send the proxy form?
    Please send the form back to the share registry. Do not send it to the ASA office, as we’d have to redirect the form to the share registry which will add to the postage time.
  4. How do I appoint ASA as my proxy online?
    You will receive an email with a link to vote online. Enter name of your proxy, Australian Shareholders Association and either direct which way you want the ASA monitor to vote, or leave the proxy open. The form may require you to indicate whether your proxy is an individual or a body corporate,  ASA is a body corporate. ASA will appoint one of our company monitors as its representative to attend the meeting on ASA’s behalf to vote your proxies.
  5. What happens if I have sent in my proxy form and ASA does not monitor the company or attend the meeting?
    ASA aims to monitor the ASX200 so we do not attend meetings for all listed entities. If ASA does not attend the meeting and you have given ASA a directed proxy, the chairman of the meeting will vote those proxies in accordance with your wishes. If you have given ASA an undirected proxy, then the proxies will not be voted. ASA encourages members to give ASA a directed proxy for companies we do not monitor. Please also note that standing proxies are undirected. View the full list of monitored companies and upcoming AGMs.
  6. Can I still attend the AGM if I have appointed the ASA as my proxy?
    A proxy, including a standing proxy (see below), does not preclude a shareholder from attending a company meeting. You can still attend and sign in as a “visitor”, although this does not come with rights to speak or vote because the voting rights remains assigned to the proxyholder. In some cases, the registry staff will ask you whether you wish to revoke the proxy.
    You can attend as a “non-voting shareholder”, which allows you to ask questions or make comments, without voting, or, if you like, suspend or revoke the proxy at the registration desk for the meeting. This will allow you to vote at the meeting. If you have appointed the ASA as a standing proxy, the standing proxy will continue for other meetings of the company.
  7. Do I need to be an ASA member to appoint the ASA as my proxy?
    No, so feel free to tell your family and friends about the importance of appointing ASA as proxy as well. ASA welcomes proxies from non-members but only our members can view our voting intentions.

Standing proxies

  1. Do I need to complete a separate standing proxy form for each company I hold shares in?
    As there are different forms for each share registry, this depends on the share registry. BoardRoom, Computershare and Link accept multiple companies on the same form provided the HIN is the same across the holding. For other registries you’ll need to complete a separate form for each company. Find out more on standing proxies.
  2. I’ve sent in standing proxy forms to the share registries but have not received a confirmation. How do I know whether my standing proxy form has been received?
    Share registries do not issue confirmation letters, so it may be worth contacting the share registry by phone to confirm that your standing proxies are in place.
  3. How do I find out which companies I have appointed ASA as a standing proxy?
    The ASA does not receive information about who has appointed the ASA as a proxy (whether it is an ordinary proxy or standing proxy) or the companies to which an appointment relate. You will need to contact the share registry to confirm this.
  4. I’ve appointed the ASA as my standing proxy, but I am still receiving the AGM package of documents. Can I ignore them?
    You will still receive the AGM package of documents, whether you have a standing proxy or not. This will allow you to revoke your proxy for a particular meeting or give us a directed proxy. We encourage you to read the AGM materials but you can ignore the proxy form included in the package if you wish to retain your standing proxy, which is an undirected proxy.
  5. I recently bought more shares in a company where I have a standing proxy in place. Do I need to fill in a new standing proxy form?
    No. If you acquire more shares under the same HIN or SRN (such as via a dividend reinvestment), your standing proxy will apply to these new shares. Please note, however, that you will need to complete a separate standing proxy form if the holding is under a different SRN or HIN.
  6. How do I revoke my standing proxy?
    Simply write to the share registry and advise them that you wish to revoke a standing proxy.