As each proxy is different, it is important that you team up with a professional that knows what they are doing. Colonial is able to provide you and your shareholders complete, professional, and integrous support. Whether you are sending full-sets or the notice-only for your annual meeting, our dedicated account representative will guide you through the entire process.

Issuers engaged in stock transfer services with Colonial that use Colonial for their annual meeting, can greatly benefit from the following:

• Shareholders can vote and inquire about their stock simultaneously.
• 90% of the time we have done a meeting for you in the past and know what is expected.
• We know your company and your shareholders, and more importantly... you know us.
• Real time reports, tabulations, online voting and toll-free support.

Colonial's Notice and Access Services

The new Notice and Access rule, effective January 1, 2009, requires issuers to post annual meeting materials on an internet website accessible to shareholders. Our state-of-the-art proxy platform is compliant with SEC hosting requirements and includes real time Online Proxy Voting. Please view our Notice and Access page on the right for specific details concerning the rule.

How can this help you? With the ability to eliminate paper and postage costs, your company will be able to lower costs and focus more on obtaining effective shareholder voting results.

Our services include:

• Free consultation and cost analysis of prior meetings
• Broker Search and Distribution
• Integrate with proxy service handlers (ie. Broadridge), including setup, maintenance, fulfillments and tabulations
• Perform Edgar Filing of Proxy Statements and Notices
• Material Document Conversion and Web Hosting
• Typeset, print and mail proxy notice to shareholders
• Fulfillment material request handling (for those that request paper copies)
• Secure real time internet and telephone voting with toll-free technical assistance
• Mailing of 2nd Notice to selected groups by share ownership.
• Meeting logistic analysis and preparation
• Inspector of elections
• Unvoted Proxy Solicitation and Maintenance (by largest shareholder)
• Voting Tabulation
• Detailed voting and statistical report generation in real time

How does it work? Your shareholders will receive a proxy notice that includes the meeting time and place, a control number for voting, and a website link for viewing materials. Shareholders then can enter the link into an internet browser to view materials. While viewing materials, shareholders are able to, at the click of a button, view the materials in HTML or PDF format, request paper copies, sign up for future email distribution, and vote their shares. After voting their shares they can request a confirmation of their vote to be sent by email. If they are not experienced with the internet, they can call our Toll-Free Phone Number on the proxy notice to vote over the phone.

Instructions for setting up your Notice and Access Annual Meeting are in the Annual Meeting Information Form.

Annual Meeting Preparation

To prepare for your annual meeting, you should first submit the Annual Meeting Information Form below.

Annual Meeting Information Form - There are some useful guidelines in the Annual Meeting Information Form that should help you setup your Annual Meeting. Please be sure to send in the Annual Meeting Information Form 70-80 days in advance for Notice and Access Annual Meetings and at least 60 days in advance if you are mailing full sets. Upon receipt Colonial will initiate the broker search.

The following information should be used as a guide when planning the Record, Mailing, and Annual Meeting Dates:

• At least 20 business days prior to the record date, the broker search needs to be initiated by sending in the Annual Meeting Information Form. (SEC Rule 14a-13 requires that a Broker Search should take place at least 20 business days prior to the record date for an Annual Meeting. Consult your securities attorney for specific SEC notification rules.)
• At least 8 business days between the record date and mail date is required.
• At least 3 business days between the definitive proxy statement SEC Filing date and mail date is required.
• At least 40 calendar days is required between the mailing and meeting dates if you are sending the Notice only. If you are planning on sending a full set delivery with the Notice, the materials do not need to be sent the full 40 calendar days in advance of the meeting. Please be sure to plan enough time between the mailing and meeting dates to allow shareholders plenty of time to return their proxies.

If you are mailing Full Sets with the Notice, please adhere to all the date planning above except for the required 40 calendar days between the mailing and meeting dates.