Pre-Annual General Meeting Information • May 22, 2020
Pre-Annual General Meeting Information
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If you are in any doubt as to what action you should take, you are recommended to seek your own financial advice from your stockbroker or other independent adviser authorised under the Financial Services and Markets Act 2000.
If you have recently sold or transferred all of your shares in US Solar Fund PLC, please forward this document, together with the accompanying documents, as soon as possible either to the purchaser or transferee or to the person who arranged the sale or transfer so they can pass these documents to the person who now holds the shares.
(incorporated in England & Wales registered number 11761009)
Date of AGM: 11:00 a.m. on Tuesday, 23 June 2020
Place of AGM: Herbert Smith Freehills LLP, Exchange House, Primrose Street, EC2A 2EG
To be valid Forms of Proxy for use at the Annual General Meeting must be completed and returned in accordance with the instructions printed thereon to the office of the Company's Registrar, Computershare Investor Services PLC, The Pavilions, Bridgwater Road, Bristol BS99 6ZY or delivered by hand (during office hours only) to the same address as soon as possible and in any event so as to arrive by not later than 11.00 a.m. on Friday, 19 June 2020.
Directors: Gill Nott Jamie Richards Rachael Nutter
Registered Office: The Scalpel 18th Floor 52 Lime Street London EC3M 7AF
Date: 22 May 2020
Following the recent publication of the Company's annual report and financial statements for the year ending 31 December 2019, please now find enclosed the notice of the annual general meeting (the "Notice of AGM") of US Solar Fund PLC (the "Company") which will be held at Herbert Smith Freehills LLP, Exchange House, Primrose Street, EC2A 2EG at 11.00 a.m. on Tuesday, 23 June 2020 to transact the business set out in the resolutions below.
The Notice of AGM sets out the business to be considered at the meeting and the purpose of this letter is to outline the special arrangements that will be in place at this year's AGM and to explain certain elements of that business to you.
As you may know, we are required by law to hold an AGM within six months of our financial year end. Given the unprecedented circumstances, the Board will be moving forward with the AGM but has decided to put in place contingency arrangements that mean the AGM will not follow its usual format. Only the statutory, formal business (consisting of voting on the resolutions proposed in the Notice of AGM) to meet the minimum legal requirements will be conducted and the AGM will proceed as set out below:
Although this is a very unusual approach, the Board considers that given the social distancing measures currently in force and in light of the latest published government guidance, proceeding with a "technical" AGM is in the best interests not only of the Company, but also of each of its individual shareholders.
Of course, if circumstances change and if social distancing measures are further relaxed before the AGM, the Company will notify shareholders of any changes to the proposed format for the AGM as soon as possible via RIS and its website (www.ussolarfund.co.uk/).
Shareholders are asked to complete and return the Form of Proxy in accordance with the instructions printed thereon to Computershare Investor Services PLC, The Pavilions, Bridgwater Road, Bristol BS99 6ZY, as soon as possible and in any event by not later than 11.00 a.m. on Friday, 19 June 2020.
We will announce the proxy voting results to the London Stock Exchange and publish them on our website following conclusion of the AGM.
If you have a question relating to the business of the meeting or a question for the Board or the Investment Manager that you had been planning to ask at the AGM, please send it by email to USSolarFund-[email protected]. To the extent that it is appropriate to do so, we will respond to any questions received in a Q&A which will be posted on our website, in advance of the AGM. Please note all questions should be submitted by close of business on Tuesday, 16 June 2020.
Further, the Investment Manager will endeavour to make available a presentation to shareholders in advance of the AGM. The presentation is expected to be available on the Company's website (www.ussolarfund.co.uk/) prior to the last date for submission of proxy votes, being 11.00am on Friday, 19 June 2020.
The Board will continue to monitor the Government's advice and urges all shareholders to comply with any restrictions in place at the time of the AGM.
The Board regrets not being able to hold a more typical AGM this year, but we hope you appreciate the reasons behind these changes. We believe they are in the best interest of our shareholders. That said, we recognise that receiving an email, letter, announcement or website update is no substitute for being able to meet with your Board and your Investment Manager. Accordingly, the Board, in consultation with the Investment Manager, will endeavour to provide Shareholders with a further opportunity to engage with the Company later in the year and will be providing Shareholders with trading updates as soon as it is appropriate to do so.
The Companies Act 2006 (the "Companies Act") requires the directors of a public company to lay before the company in general meeting copies of the annual report, directors' report and its auditor's report in respect of each financial year. These are contained in the Company's annual report and financial statements for the period ended 31 December 2019 (the "2019 Annual Report"). Accordingly, a resolution to receive the 2019 Annual Report is included as an ordinary resolution. As described above, shareholders in the Company ("Shareholders") are invited to send any questions they may have on the 2019 Annual Report to the Board in advance of the AGM. To the extent that it is appropriate to do so, we will respond to them in a Q&A which will be posted on our website, in advance of the AGM.
The directors' remuneration report can be found on pages 54 to 56 of the 2019 Annual Report and is subject to an advisory vote by Shareholders, which is proposed as an ordinary resolution. It details the payments that have been made to Directors during the year, in accordance with the current remuneration policy.
The remuneration report will be presented to Shareholders on an annual basis.
The directors' remuneration policy, can be found on pages 54 to 54 of the 2019 Annual Report, and is subject to a binding vote by Shareholders every three years. If approved the policy will take effect immediately after the end of the AGM.
Resolution 4 proposes to approve the Company's existing dividend policy to pay four interim dividends per year.
Under the Company's articles of association (the "Articles of Association"), the Board is authorised to approve the payment of interim dividends without the need for the prior approval of Shareholders.
Having regard to corporate governance best practice relating to the payment of interim dividends without the approval of a final annual dividend by a company's shareholders, the Board has decided to seek express approval from Shareholders of its dividend policy to pay four interim dividends per year. This dividend policy remains unchanged to that disclosed in prospectus published by the Company in February 2019 in connection with its initial public offering.
It should be noted that the dividend policy (and the Company's target dividend) is not a profit forecast and dividends will only be paid to the extent permitted in accordance with the Companies Act.
The Company's articles of association specify that any director who has been appointed by the Board of directors during the year shall hold office only until the next annual general meeting of the Company. Each of the existing Directors, Gill Nott, Jamie Richards and Rachael Nutter, will therefore retire from office with effect from the conclusion of the AGM and will stand for re-election by the Shareholders. Josephine Tan resigned as a Director of the Company with effect from 15 May 2020. Ms Tan is taking up a new executive position that would not be compatible with the time commitment required to remain on the Board of the Company. The Board is working through a recruitment process to find a new non-executive director to replace Ms. Tan.
Brief biographies of each member of the Board standing for re-election can be found on page 31 of the 2019 Annual Report.
Resolution 8 relates to the appointment of Deloitte LLP as the Company's auditors to hold office until the conclusion of the Company's next annual general meeting. This resolution is recommended by the Company's audit committee and endorsed by the Board. Accordingly, it is proposed, as an ordinary resolution, to appoint Deloitte LLP as the Company's auditors. Similarly, resolution 9 authorises the Directors, upon recommendation from the Company's Audit Committee, to fix the auditors' remuneration.
The Directors, having regard to the audit committee's recommendation, consider that the level of consultancy related non-audit fees to audit fees undertaken by Deloitte LLP is appropriate for the advisory work required to be undertaken for the period ended 31 December 2019 and that these do not create a conflict of interest on the part of the independent auditor.
This resolution seeks authority for the Company to make market purchases of its own Ordinary Shares and is proposed as special resolution. If passed, the resolution gives authority for the Company to purchase up to 29,993,839 of its ordinary shares, or, if less, 14.99 per cent. of the Company's issued ordinary share capital immediately prior to the passing of the resolution (excluding treasury shares).
The resolution specifies the minimum and maximum prices which may be paid for any Ordinary Shares purchased under this authority. The authority will expire on the earlier of 22 September 2021 and the Company's next annual general meeting.
The directors do not currently have any intention of exercising the authority granted by this resolution. The directors will only exercise the authority to purchase ordinary shares where they consider that such purchases will be in the best interests of Shareholders generally and will result in an increase in earnings per ordinary share.
The Company may either cancel any shares it purchases under this authority or transfer them into treasury (and subsequently sell or transfer them out of treasury or cancel them). The directors currently intend to cancel all shares purchased under this authority.
The Company does not have any options or outstanding share warrants.
The Companies Act requires the Company to give at least 21 clear days' notice for a general meeting of the Company (other than the AGM), unless the Company:
The Company would like to preserve its ability to call general meetings (other than the AGM) on less than 21 clear days' notice. Resolution 11 seeks such approval. It is intended that this shorter notice period would be used where the flexibility is merited by the business of the meeting and is thought to be in the interests of the shareholders as a whole. Should this resolution be approved it will be valid until the end of the next AGM in 2021 (when it is intended that a similar resolution will be proposed).
All Shareholders, whose names appear on the register of members at the record date shown below, are encouraged to vote via proxy at the AGM.
Accordingly, please:
In each case, your completed proxy appointment must be received by the Registrar by no later than 11.00 a.m. on Friday, 19 June 2020.
| Date on which proxies must be received | 11.00 a.m. on Friday, 19 June 2020 |
|---|---|
| Record date to vote at the meeting | close of business on Friday, 19 June 2020 |
Shareholders' attention is drawn to the resolutions to be proposed at the AGM, and the corresponding notes, set out below. Resolutions 1 to 9 will be proposed as ordinary resolutions and resolutions 10 to 11 will be proposed as special resolutions.
Full details of the resolutions are set out below. The Directors consider that all of the resolutions to be proposed at the AGM are in the best interests of the Company and its members as a whole.
Accordingly, the Board unanimously recommends that Shareholders vote in favour of the resolutions to be proposed at the AGM as each of the Directors intend to do in relation to the Ordinary Shares in respect of which they have voting control.
If you have any questions that you would like to put to the Board or the Investment Manager please contact the Company Secretary, by email: [email protected], by no later than 11.00 a.m. on Friday, 19 June 2020.
Yours sincerely
Gill Nott Chair US Solar Fund PLC
Notice is hereby given that the annual general meeting of US Solar Fund PLC will be held at Herbert Smith Freehills LLP, Exchange House, Primrose Street, EC2A 2EG at 11.00 a.m. on Tuesday, 23 June 2020 to transact the business set out in the resolutions below.
Ordinary resolutions 1 to 9 (inclusive) require more than 50 per cent. of the votes cast to be in favour in order for the resolutions to be passed. Special resolutions 10 to 11 require at least 75 per cent. of the votes cast to be in favour in order for the resolutions to be passed.
c) the maximum price (excluding expenses) which may be paid for each ordinary share is an amount equal to the higher of:
ii) the higher of:
Susan Fadil for and on behalf of JTC (UK) Limited as Company Secretary Date: 22 May 2020
Registered Office: The Scalpel 18th Floor 52 Lime Street London EC3M 7AF
Company's registrar or delivered by hand (during office hours) to the same address as soon as possible and in any event so as to arrive by not later than 11.00 a.m. on Friday, 19 June 2020.
4.12. Given current circumstances, only the chairman of the meeting should be appointed as your proxy. If another individual is appointed, they may be refused entry to the AGM and will be unable to represent you.
6.1. Although a corporation which is a Shareholder is entitled under the Companies Act and the Company's Articles of Association to appoint one or more corporate representatives who may exercise, on its behalf, all its powers as a Shareholder provided that no more than one corporate representative exercises powers over the same share, Shareholders should note that any corporate representative that attends the AGM in person may be refused entry.
8.1. This year, the Company will not be taking any questions at the AGM. Instead, Shareholders are invited to submit their questions to [email protected]. To the extent that it is appropriate to do so, we will respond to any questions received in a Q&A which will be posted on our website, in advance of the AGM. Please note all questions should be submitted by 11.00 a.m. on Tuesday, 16 June 2020.
9.1. Under section 527 of the Companies Act, Shareholders meeting the threshold requirements set out in that section have the right to require the Company to publish on a website a statement setting out any matter relating to: (i) the audit of the Company's accounts (including the auditor's report and the conduct of the audit) that are to be laid before the AGM; or (ii) any circumstances connected with an auditor of the Company ceasing to hold office since the previous meeting at which annual accounts and reports were laid in accordance with section 437 of the Companies Act. The Company may not require the Shareholders requesting any such website publication to pay its expenses in complying with sections 527 or 528 of the Companies Act. Where the Company is required to place a statement on a website under section 527 of the Companies Act, it must forward the statement to the Company's auditor not later than the time when it makes the statement available on the website. The business which may be dealt with at the AGM includes any statement that the Company has been required under section 527 of the Companies Act to publish on a website.
11.1. Voting on all resolutions will be conducted by way of a show of hands. As soon as practicable following the meeting, the results of the voting will be announced via a regulatory information service and also placed on the Company's website.
12.1. Copies of the letters of appointment of the non-executive directors' and the Company's articles of association are available for inspection at the Company's registered office during normal business hours.
13.1. Except as provided above, Shareholders who have general queries about the meeting should telephone Computershare Investor Services PLC on 0370 703 6253 Calls are charged at the standard geographic rate and will vary by provider. Calls outside the United Kingdom will be charged at the applicable international rate. We are open between 09:00 - 17:30, Monday to Friday excluding public holidays in England and Wales. No other methods of communication will be accepted.
13.2. You may not use any electronic address provided in this notice of Annual General Meeting, or in any related documents for communicating with the Company for the purposes other than those expressly stated.
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