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Belmont Resources Inc. — AGM Information 2023
Jun 28, 2023
44030_rns_2023-06-28_022fa138-334e-43d9-93ce-5c0464752f20.pdf
AGM Information
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TSX.V: BEA FSE: L3L2
615 – 800 West Pender Street, Vancouver, BC, V6C 2V6 George Sookochoff – Phone: 604-505-4061; Email: [email protected] Gary Musil – Phone: 604-787-7356; Email: [email protected]
INFORMATION CIRCULAR
(As at June 23, 2023 except as indicated)
BELMONT RESOURCES INC. (the “Company”) is providing this information circular (the “Information Circular”) and a form of proxy in connection with management’s solicitation of proxies for use at the annual general meeting (the “Meeting”) of the Company to be held on July 28, 2023 and at any adjournments thereof. Unless the context otherwise requires, when we refer in this Information Circular to the Company, its subsidiaries are also included. The Company will conduct its solicitation by mail and officers and employees of the Company may, without receiving special compensation, also telephone or make other personal contact. The Company will pay the cost of solicitation.
APPOINTMENT OF PROXYHOLDER
The purpose of a proxy is to designate persons who will vote the proxy on a shareholder’s behalf in accordance with the instructions given by the shareholder in the proxy. The persons whose names are printed in the enclosed form of proxy are officers or Directors of the Company (the “Management Proxyholders”).
A shareholder has the right to appoint a person other than a Management Proxyholder, to represent the shareholder at the Meeting by striking out the names of the Management Proxyholders and by inserting the desired person’s name in the blank space provided or by executing a proxy in a form similar to the enclosed form. A proxyholder need not be a shareholder.
VOTING BY PROXY
Only registered shareholders or duly appointed proxyholders are permitted to vote at the Meeting. Shares represented by a properly executed proxy will be voted or be withheld from voting on each matter referred to in the Notice of Meeting in accordance with the instructions of the shareholder on any ballot that may be called for and if the shareholder specifies a choice with respect to any matter to be acted upon, the shares will be voted accordingly.
If a shareholder does not specify a choice and the shareholder has appointed one of the Management Proxyholders as proxyholder, the Management Proxyholder will vote in favour of the matters specified in the Notice of Meeting and in favour of all other matters proposed by management at the Meeting.
The enclosed form of proxy also gives discretionary authority to the person named therein as proxyholder with respect to amendments or variations to matters identified in the Notice of the Meeting and with respect to other matters which may properly come before the Meeting. At the date of this Information Circular, management of the Company knows of no such amendments, variations or other matters to come before the Meeting.
COMPLETION AND RETURN OF PROXY
Completed forms of proxy must be deposited at the office of the Company’s registrar and transfer agent, Olympia Trust Company, Suite 1900, 925 West Georgia Street, Vancouver, BC V6C 3L2, by fax to 403-668-8307, by email to [email protected] OR by via internet at https://css.olympiatrust.com/pxlogin and enter the 12-digit control number shown on reverse not later than forty-eight (48) hours, excluding Saturdays, Sundays and holidays, prior to the time of the Meeting, unless the chairman of the Meeting elects to exercise his discretion to accept proxies received subsequently.
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IMPORTANT INFORMATION FOR NON-REGISTERED HOLDERS
Only shareholders whose names appear on the records of the Company as the registered holders of shares or duly appointed proxyholders are permitted to vote at the Meeting. Most shareholders of the Company are “nonregistered” shareholders because the shares they own are not registered in their names but instead registered in the name of a nominee such as a brokerage firm through which they purchased the shares; bank, trust company, trustee or administrator of self-administered RRSP’s, RRIF’s, RESP’s and similar plans; or clearing agency such as The Canadian Depository for Securities Limited (a “Nominee”). If you purchased your shares through a broker, you are likely a non-registered holder.
In accordance with securities regulatory policy, the Company has distributed copies of the Meeting materials, being the Notice of Meeting, this Information Circular and the Proxy, to the Nominees for distribution to non-registered holders.
Nominees are required to forward the Meeting materials to non-registered holders to seek their voting instructions in advance of the Meeting. Shares held by Nominees can only be voted in accordance with the instructions of the nonregistered holder. The Nominees often have their own form of proxy, mailing procedures and provide their own return instructions. If you wish to vote by proxy, you should carefully follow the instructions from the Nominee in order that your Shares are voted at the Meeting.
If you, as a non-registered holder, wish to vote at the Meeting in person, you should appoint yourself as proxyholder by writing your name in the space provided on the request for voting instructions or proxy provided by the Nominee and return the form to the Nominee in the envelope provided. Do not complete the voting section of the form as your vote will be taken at the Meeting.
Non-registered holders who have not objected to their Nominee disclosing certain ownership information about themselves to the Company are referred to as "non-objecting beneficial owners ("NOBOs"). Those non-registered holders who have objected to their Nominee disclosing ownership information about themselves to the Company are referred to as "objecting beneficial owners" ("OBOs").
The Company is not sending the Meeting materials directly to NOBOs in connection with the Meeting, but rather has distributed copies of the Meeting materials to the Nominees for distribution to NOBOs.
The Company does not intend to pay for Nominees to deliver the Meeting materials and Form 54-101F7 – Request for Voting Instructions Made by Intermediary to OBOs. As a result, OBOs will not receive the Meeting Materials unless their Nominee assumes the costs of delivery.
NOTICE AND ACCESS
The Company is not sending the Meeting materials to Shareholders using "notice-and-access", as defined under National Instrument 54-101 Communication with Beneficial Owners of Securities of a Reporting Issuer and National Instrument 51-102 Continuous Disclosure Obligations.
Copies of the documents incorporated herein by reference may be obtained by a Shareholder upon request without charge from the Company at Suite 615 – 800 West Pender Street, Vancouver, BC, V6C 2V6. These documents are also available through the internet on SEDAR, which can be accessed at www.sedar.com.
REVOCABILITY OF PROXY
Any registered shareholder who has returned a proxy may revoke it at any time before it has been exercised. In addition to revocation in any other manner permitted by law, a registered shareholder, his attorney authorized in writing or, if the registered shareholder is a corporation, a corporation under its corporate seal or by an officer or attorney thereof duly authorized, may revoke a proxy by instrument in writing, including a proxy bearing a later date. The instrument revoking the proxy must be deposited at the registered office of the Company, at any time up to and including the last business day preceding the date of the Meeting, or any adjournment thereof, or with the chairman of the Meeting on the day of the Meeting. Only registered shareholders have the right to revoke a proxy. Non registered holders who wish to change their vote must, at least seven days before the Meeting, arrange for their Nominees to revoke the proxy on their behalf.
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VOTING SHARES AND PRINCIPAL HOLDERS THEREOF
The Company is authorized to issue an unlimited number of common shares without par value of which 63,883,272 shares were issued and outstanding as at June 23, 2023. Persons who are registered shareholders at the close of business on June 23, 2023 will be entitled to receive notice of and vote at the Meeting and will be entitled to one vote for each share held. The Company has no other classes of voting securities.
Only registered Shareholders as of the record date are entitled to receive notice of, and to attend and vote at, the Meeting or any adjournment or postponement of the Meeting.
To the knowledge of the directors and executive officers of the Company no person beneficially owns, directly or indirectly, or exercised control or direction over, Shares carrying more than 10% of the voting rights attached to all outstanding Shares of the Company.
DOCUMENTS INCORPORATED BY REFERENCE
The following documents filed with the securities commissions or similar regulatory authorities in British Columbia and Alberta are specifically incorporated by reference into, and form an integral part of, this information circular:
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Audited Consolidated Financial Statements and Management’s Discussion and Analysis for the year ended January 31, 2023;
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Interim Financial Statements and Management’s Discussion and Analysis for the period ended October 31, 2022;
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Interim Financial Statements and Management’s Discussion and Analysis for the period ended July 31, 2022; and
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Interim Financial Statements and Management’s Discussion and Analysis for the period ended April 30, 2022.
ADVANCE NOTICE BYLAW
At the Company’s annual general and special meeting held on August 27, 2013, the Shareholders approved an Advance Notice Bylaw (the “Policy”) and further authorized the alteration to the Company’s Articles to include advance notice provisions with respect to the timing and format of director nominations. The full text of the Policy was attached to the Company’s information circular dated July 23, 2013 and filed on SEDAR on May 27, 2013 at www.sedar.com under the Company’s profile. The following information is intended as a brief summary of the Policy and is qualified in its entirety by the full text of the Policy.
The purpose of the Advance Notice Policy is to provide Shareholders, directors and management of the Company with a clear framework for nominating directors of the Company. To be timely, a Nominating Shareholder (as defined in the Advance Notice Policy) must send notice to the Corporate Secretary of the Company:
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(a) in the case of an annual meeting of Shareholders, not less than 30 days nor more than 65 days prior to the date of the annual meeting of Shareholders; provided, however, that in the event that the annual meeting of Shareholders is to be held on a date that is less than 50 days after the date on which the first public announcement of the date of the annual meeting was made, notice by the Nominating Shareholder may be given not later than the close of business on the 10th day following the notice date; and
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(b) in the case of a special meeting (which is not also an annual meeting) of Shareholders called for the purpose of electing directors, not later than the close of business on the 15th day following the day on which the first public announcement of the date of the special meeting of Shareholders was made.
To be in proper written form, a Nominating Shareholder's notice must be addressed to the Corporate Secretary of the Company, and must set forth:
- (a) as to each person whom the Nominating Shareholder proposes to nominate for election as a director:
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(i) the name, age, business address and residential address of the person;
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(ii) the present principal occupation or employment of the person and the principal occupation or employment within the five years preceding the notice;
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(iii) the citizenship of such person;
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(iv) the shareholdings of the person; and
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(v) a statement as to whether such person would be “independent”;
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(b) the full particulars regarding any oral or written proxy, contract, agreement, arrangement, understanding or relationship pursuant to which such Nominating Shareholder has a right to vote or direct the voting of any shares of the Company; and
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(c) any other information relating to such Nominating Shareholder that would be required to be made in a dissident's proxy circular in connection with solicitations of proxies for election of directors pursuant to the Business Corporations Act (British Columbia) and applicable securities laws.
RECEIPT OF FINANCIAL STATEMENTS
The directors will place before the Meeting the financial statements for the year ended January 31, 2023 together with the auditors’ report thereon.
NUMBER OF DIRECTORS
The Articles of the Company provide for a Board of no fewer than three directors and no greater than a number as fixed or changed from time to time by majority approval of the Shareholders. At the Meeting, Shareholders will be asked to pass an ordinary resolution to set the number of directors of the Company for the ensuing year at three (3). The number of directors will be approved if the affirmative vote of the majority of Shares present or represented by proxy at the Meeting and entitled to vote are voted in favour of setting the number of directors at three (3). Management recommends the approval of the resolution to set the number of directors of the Company at three (3).
Management recommends the approval of the resolution to set the number of directors of the Company at three (3).
ELECTION OF DIRECTORS
At present, the directors of the Company are elected at each annual general meeting and hold office until the next annual general meeting, or until their successors are duly elected or appointed in accordance with the Company’s Articles or until such director’s earlier death, resignation or removal. In the absence of instructions to the contrary, the enclosed form of proxy will be voted for the nominees listed in the form of proxy. All of the nominees listed in the Form of Proxy are presently members of the Board.
Pursuant to the Advance Notice Policy of the Company adopted by the Board of Directors, any additional director nominations for the Meeting must have been received by the Company in compliance with the Advance Notice Policy, as noted above, no later than the close of business on June 27, 2023.
Management of the Company proposes to nominate the persons named in the table below for election by the Shareholders as directors of the Company. Information concerning such persons, as furnished by the individual nominees, is as follows:
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| Name, Jurisdiction of Residence and Position |
Principal Occupation or Employment and, if not a Previously Elected Director, Occupation During the Past 5 Years |
Previous Service as a Director |
Number of Common Shares Beneficially Owned, Controlled or Directed, Directly or Indirectly(1)(2) |
|---|---|---|---|
| George Sookochoff Vancouver, BC President, CEO and Director |
Businessman; Chief Executive Officer and President of Belmont Resources Inc. (TSX-V) Nov.12, 2019 to present); President of GGX Gold Corp.(TSX-V) April 2019 to Sept. 2019; Executive Vice-President of Golden Dawn Minerals (TSX-V) Aug. 2017 to Feb. 2019; President & CEO of International PBX Ventures Ltd. (TSX-V) Jan. 2008 to June 2012 Owner/Consultant of CanKor Capital Inc. since Jan. 2013 |
October 10, 2019 to present | 1,246,000 |
| Gary Musil New Westminster, BC CFO, Corporate Secretary and Director |
Businessman; Chief Financial Officer and Director of Belmont Resources Inc. (TSX-V) (Dec. 1999 to present); CFO of Highbank Resources Ltd. (TSX-V) from 1988 to July 8, 2022; Director of Highbank Resources Ltd. from 1988 to present; CEO, President of Highbank Resources Ltd. from July 8, 2022 to present; and Owner/Consultant of Musil G. Consulting Services Ltd. |
August 14, 1992 to present | 1,627,749(3) |
| James H. Place Oliver, BC Director |
Owner/Consultant of Geomorph Consulting; Chief Executive Officer and President of Highbank Resources Ltd. (TSX-V, FSE) from November 1,2015 to July8,2022 |
January 31, 2018 to present | 535,000 |
NOTES:
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(1) Shares beneficially owned, directly or indirectly, or over which control or direction is exercised, as at June 23, 2023
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(2) Holdings do not include stock options held and warrants convertible into common shares held, if any
(3) Of which 592,500 are held indirectly
The term of office of those nominees set out above, who are presently directors, will expire as of the date of the Meeting. All of the directors who are elected at the Meeting will have their term of office expire at the next annual general meeting or at such time when their successors are duly elected or appointed in accordance with the Company’s Articles of Incorporation and Bylaws, or with the provisions of applicable corporate legislation or until such director’s earlier death, resignation or removal.
Management does not contemplate that any of its nominees will be unable to serve as directors. If any vacancies occur in the nominees listed above before the Meeting, then the Designated Persons intend to exercise discretionary authority to vote the common shares represented by proxy for the election of any other persons as directors.
Management recommends the approval of each of the nominees listed above for election as directors of the Company for the ensuing year.
No proposed Director is to be elected under any arrangement or understanding between the proposed Director and any other person or company, except the Directors and executive officers of the Company acting solely in such capacity.
Orders
To the knowledge of the Company, no proposed Director:
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(a) is, as at the date of the Information Circular, or has been, within 10 years before the date of the Information Circular, a Director, chief executive officer (“CEO”) or chief financial officer (“CFO”) of any company (including the Company) that:
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(i) was the subject, while the proposed Director was acting in the capacity as Director, CEO or CFO of such company, of a cease trade or similar order or an order that denied the relevant company access to any exemption under securities legislation, that was in effect for a period of more than 30 consecutive days; or
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(ii) was subject to a cease trade or similar order or an order that denied the relevant company access to any exemption under securities legislation, that was in effect for a period of more than 30 consecutive days, that was issued after the proposed Director ceased to be a
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Director, CEO or CFO but which resulted from an event that occurred while the proposed Director was acting in the capacity as Director, CEO or CFO of such company; or
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(b) is, as at the date of this Information Circular, or has been within 10 years before the date of the Information Circular, a Director or executive officer of any company (including the Company) that, while that person was acting in that capacity, or within a year of that person ceasing to act in that capacity, became bankrupt, made a proposal under any legislation relating to bankruptcy or insolvency or was subject to or instituted any proceedings, arrangement or compromise with creditors or had a receiver, receiver manager or trustee appointed to hold its assets; or
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(c) has, within the 10 years before the date of this Information Circular, become bankrupt, made a proposal under any legislation relating to bankruptcy or insolvency, or become subject to or instituted any proceedings, arrangement or compromise with creditors, or had a receiver, receiver manager or trustee appointed to hold the assets of the proposed Director; or
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(d) has been subject to any penalties or sanctions imposed by a court relating to securities legislation or by a securities regulatory authority or has entered into a settlement agreement with a securities regulatory authority; or
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(e) has been subject to any penalties or sanctions imposed by a court or regulatory body that would likely be considered important to a reasonable securityholder in deciding whether to vote for a proposed Director.
The following Directors of the Company hold Directorships in other reporting issuers as set out below:
| Name of Director | Name of Other Reporting Issuer |
|---|---|
| Gary Musil | Highbank Resources Ltd. Peak Minerals Ltd. Highrock Resources Ltd. |
| James H. Place | Hi-View Resources Inc. Rock Edge Resources Ltd. Peak Minerals Ltd. Stearman Resources Ltd. Highrock Resources Ltd. |
STATEMENT OF EXECUTIVE COMPENSATION
Compensation Discussion and Analysis
The Company’s compensation philosophy for its Named Executive Officers is designed to attract well qualified individuals in what is essentially an international market by paying competitive base management fees plus short and long term incentive compensation in the form of stock options or other suitable long term incentives. The Board of Directors meets to discuss and determine executive compensation without reference to formal objectives, criteria or analysis. In making its determinations regarding the various elements of executive compensation, the Board of Directors does not benchmark its executive compensation program, but from time to time does review compensation practices of companies of similar size and stage of development to ensure the compensation paid is competitive within the Company’s industry and geographic location while taking into account the financial and other resources of the Company.
The duties and responsibilities of the President and CEO are typical of those of a business entity of the Company’s size in a similar business and include direct reporting responsibility to the Board, overseeing the activities of all other executive and management consultants, representing the Company, providing leadership and responsibility for achieving corporate goals and implementing corporate policies and initiatives.
Elements of Compensation
The Company’s executive compensation policy consists of an annual base salary and long-term incentives in the form of stock options granted under the Company’s Stock Option Plan.
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The base salaries paid to officers of the Company are intended to provide fixed levels of competitive pay that reflect each officer’s primary duties and responsibilities and the level of skill and experience required to successfully perform their role. The Company intends to pay base salaries to officers that are competitive with those for similar positions in the mining industry to attract and retain executive talent in the market in which the Company competes for talent. Base salaries of officers are reviewed annually by the Board of Directors.
Compensation Policies and Risk Management
The Board of Directors considers the implications of the risks associated with the Company’s compensation policies and practices when determining rewards for its officers. In 2012, the Board of Directors conducted its initial review and the Company intends to review at least once annually the risks, if any, associated with the Company’s compensation policies and practices.
Executive compensation is comprised of short-term compensation in the form of a base salary and long-term ownership through the Company’s Stock Option Plan. This structure ensures that a significant portion of executive compensation (stock options) is both long-term and “at risk” and, accordingly, is directly linked to the achievement of business results and the creation of long-term shareholder value. As the benefits of such compensation, if any, are not realized by officers until a significant period of time has passed, the ability of officers to take inappropriate or excessive risks that are beneficial to their compensation at the expense of the Company and the shareholders is extremely limited. Furthermore, the short-term component of executive compensation (base salary) represents a relatively small part of the total compensation. As a result, it is unlikely an officer would take inappropriate or excessive risks at the expense of the Company or the shareholders that would be beneficial to their short-term compensation when their long-term compensation might be put at risk from their actions.
Due to the small size of the Company and the current level of the Company’s activity, the Board of Directors is able to closely monitor and consider any risks which may be associated with the Company’s compensation policies and practices. Risks, if any, may be identified and mitigated through regular Board meetings during which financial and other information of the Company are reviewed. No risks have been identified arising from the Company’s compensation policies and practices that are reasonably likely to have a material adverse effect on the Company.
Hedging of Economic Risks in the Company’s Securities
The Company has not adopted a policy prohibiting Directors or officers from purchasing financial instruments that are designed to hedge or offset a decrease in market value of the Company’s securities granted as compensation or held, directly or indirectly, by Directors or officers. However, the Company is not aware of any Directors or officers having entered into this type of transaction.
Share-Based and Option-Based Awards
The Company’s Stock Option Plan has been and will be used to provide share purchase options which are granted in consideration of the level of responsibility of the executive as well as his or her impact or contribution to the longerterm operating performance of the Company. In determining the number of options to be granted to the executive officers, the Board takes into account the number of options, if any, previously granted to each executive officer, and the exercise price of any outstanding options to ensure that such grants are in accordance with the policies of the TSX Venture Exchange, and closely align the interests of the executive officers with the interests of shareholders.
The Board of Directors as a whole has the responsibility to administer the compensation policies related to the executive management of the Company, including option-based awards.
Compensation Governance
Options are granted at the discretion of the Board of Directors, which considers factors such as how other junior exploration companies grant options and the potential value that each optionee is contributing to the Company. The number of options granted to an individual is based on such considerations.
Summary Compensation Table
For the purpose of this Information Circular:
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“compensation securities” includes stock options, convertible securities, exchangeable securities and similar instruments including stock appreciation rights, deferred share units and restricted stock units granted or issued by the Company or one of its subsidiaries (if any) for services provided or to be provided, directly or indirectly to the Company or any of its subsidiaries (if any);
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“CEO” of the Company means each individual who acted as chief executive officer of the Company or acted in a similar capacity for any part of the most recently completed financial year;
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“CFO” of the Company means each individual who acted as chief financial officer of the Company or acted in a similar capacity for any part of the most recently completed financial year; and
“Named Executive Officer” or “NEO” means each of the following individuals:
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(a) each individual who served as chief executive officer (“CEO”) of the Company, or who performed functions similar to a CEO, during any part of the most recently completed financial year,
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(b) each individual who served as chief financial officer (“CFO”) of the Company, or who performed functions similar to a CFO, during any part of the most recently completed financial year,
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(c) the most highly compensated executive officer of the Company or any of its subsidiaries (if any) other than individuals identified in paragraphs (a) and (b) at the end of the most recently completed financial year whose total compensation was more than $150,000 for that financial year, and (d) each individual who would be an NEO under paragraph (c) but for the fact that the individual was neither an executive officer of the Company or its subsidiaries, nor acting in a similar capacity, at the end of that financial year.
Director and Named Executive Officer Compensation, Excluding Compensation Securities
The following table (presented in accordance with National Instrument Form 51-102F6V (the “Statement of Executive Compensation”) sets forth compensation for each of George Sookochoff the Chief Executive Officer (the “CEO”) and Gary Musil the Chief Financial Officer (the “CFO”) (together the “NEOs”) as at January 31, 2023 (for the two most recently completed financial years). The table also includes Geoffrey D.G. Peretz, Vojtech Agyagos and Laurence Sookochoff, former directors of the Company.
| Table of | compensation excluding compensation securities | compensation excluding compensation securities | compensation excluding compensation securities | ||||
|---|---|---|---|---|---|---|---|
| Name and position | Year | Salary, consulting fee, retainer or commission ($) |
Bonus ($) |
Committee or meeting fees ($) |
Value of Perquisites ($) |
Value of all other compensation ($) |
Total compensation ($) |
| George Sookochoff CEO, President and Director |
2023 2022 |
120,000 120,000 |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
120,000 120,000 |
| James H. Place(1) Former CEO, former President and current Director |
2023 2022 |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
| Gary Musil CFO, Corporate Secretary and Director |
2023 2022 |
60,000 60,000 |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
60,000 60,000 |
| Geoffrey D.G. Peretz(2) Director |
2023 2022 |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
| Vojtech Agyagos(3) Former CEO and former President |
2023 2022 |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
| Laurence Sookochoff(4) Director |
2023 2022 |
3,500 1,000 |
Nil Nil |
Nil Nil |
Nil Nil |
Nil Nil |
3,500 1,000 |
NOTES:
(1) James H. Place resigned as President/CEO effective November 12, 2019
(2) Geoffrey Peretz resigned as a director effective November 28, 2022
(3) Vojtech Agyagos resigned as the Chairman of the Board and a director of the Company on November 9, 2021
(4) Laurence Sookochoff did not stand for re-election at the August 31, 2022 Annual General Meeting
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Stock Options and Other Compensation Securities
The following table sets out all compensation securities granted or issued to each NEO and director (or former director) by the Company for services provided or to be provided, directly or indirectly, to the Company in the most recently completed financial year (January 31, 2023).
| Compensation Securi | ties | ||||||
|---|---|---|---|---|---|---|---|
| Name and position | Type of compensatio n security |
Number of compensation securities, number of underlying securities, and percentage of class |
Date of issue or grant |
Issue, conversion or exercise price ($) |
Closing price of security or underlying security on date of grant ($) |
Closing price of security or underlying security at year end ($) |
Expiry date |
| George Sookochoff CEO, President and Director |
Stock Option | 500,000 | March 4, 2022 | 0.10 | 0.07 | 0.045 | March 4, 2027 |
| Gary Musil CFO, Corporate Secretary and Director |
Stock Option | 300,000 | March 4, 2022 | 0.10 | 0.07 | 0.045 | March 4, 2027 |
| James H. Place Director (former CEO, former President) |
Stock Option | 50,000 | March 4, 2022 | 0.10 | 0.07 | 0.045 | March 4, 2027 |
| Laurence Sookochoff Director(1) |
Stock Option | 175,000 | March 4, 2022 | 0.10 | 0.07 | 0.045 | March 4, 2027 |
Notes:
(1) Laurence Sookochoff did not stand for re-election at the August 31, 2022 Annual General Meeting
Exercise of Compensation Securities by Directors and NEOs
During the financial year ended January 31, 2023, the following NEO or directors exercised compensation securities.
| Exercise of Compensation Securities | Exercise of Compensation Securities | ||||
|---|---|---|---|---|---|
| Number of Common Shares Underlying Exercised Options |
Option Exercise Price ($) |
Date of Exercise | Closing Price of Security on Date of Exercise ($) |
Difference Between Exercise Price and Closing Price on Date of Exercise ($) |
Total Value on Date of Exercise ($) |
| 125,000 | 0.06 | Aug. 4, 2022 | 0.06 | Nil | Nil |
Stock Option Plans and Other Incentive Plans
The Company has adopted a stock option plan (the “Option Plan”) pursuant to which the Board may grant options (the “Options”) to purchase common shares of the Company (the “Shares”) to NEOs, directors and employees of the Company or affiliated corporations and to consultants retained by the Company.
The purpose of the Option Plan is to attract, retain, and motivate NEOs, directors, employees and other service providers by providing them with the opportunity, through options, to acquire an interest in the Company and benefit from the Company’s growth. Under the Option Plan, the maximum number of Shares reserved for issuance, including Options currently outstanding, is equal to 10% of the Shares outstanding from time to time (the “10% Maximum”). The 10% Maximum is an “evergreen” provision, meaning that, following the exercise, termination, cancellation or expiration of any Options, a number of Shares equivalent to the number of options so exercised, terminated, cancelled or expired would automatically become reserved and available for issuance in respect of future Option grants.
The number of Shares which may be the subject of Options on a yearly basis to any one person cannot exceed 5% of the number of issued and outstanding Shares at the time of the grant. Options may be granted to any employee, officer, director, consultant, affiliate or subsidiary of the Company exercisable at a price which is not less than the market price of common shares of the Company on the date of the grant. The directors of the Company may, by resolution, determine the time period during which any option may be exercised (the “Exercise Period”), provided that the Exercise Period does not contravene any rule or regulation of such exchange on which the Shares may be listed. All Options will terminate on the earliest to occur of (a) the expiry of their term; (b) the date of termination of an optionee’s employment, office or position as director, if terminated for just cause; (c) 90 days (or such other
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period of time as permitted by any rule or regulation of such exchange on which the Shares may be listed) following the date of termination of an optionee’s position as a director or NEO, if terminated for any reason other than the optionee’s disability or death; (d) 30 days following the date of termination of an optionee’s position as a consultant engaged in investor relations activities, if terminated for any reason other than the optionee’s disability, death, or just cause; and (e) the date of any sale, transfer or assignment of the Option.
Options are non-assignable and are subject to early termination in the event of the death of a participant or in the event a participant ceases to be a NEO, director, employee, consultant, affiliate, or subsidiary of the Company, as the case may be. Subject to the foregoing restrictions, and certain other restrictions set out in the Option Plan, the Board is authorized to provide for the granting of Options and the exercise and method of exercise of options granted under the Option Plan.
The TSX Venture Exchange requires listed companies that have “rolling” stock option plans in place to receive shareholder approval for such plans on a yearly basis at the company’s annual Shareholders meeting. The last shareholders meeting was held on August 31, 2022 and approval was granted.
A copy of the Plan is available for review and at the offices of the Company at Suite 615, 800 West Pender Street, Vancouver, BC, V6C 2V6, during normal business hours up to and including the date of the Meeting. Refer to “Particulars of Matters To Be Acted Upon – Approval and Ratification of Stock Option Plan”.
Employment, Consulting and Management Agreements
Management functions of the Company are not, to any substantial degree, performed other than by directors or NEOs of the Company.
Neither the Company, nor its subsidiaries, has a contract, agreement, plan or arrangement that provides for payments to a NEO following or in connection with any termination (whether voluntary, involuntary or constructive), resignation, retirement, a change of control of the Company or its subsidiaries, or a change in responsibilities of the NEO following a change in control, other than:
George Sookochoff – Effective November 15, 2019 the Company entered into a management agreement and engaged Cankor Capital Inc. and George Sookochoff (the “Consultants”) to provide consulting services to the Company for a term of six months. The Company has agreed to pay the Consultants $5,000 per month for the first 90 days and $7,500 per month for a further 180 days. The agreement was amended on August 1, 2020 to a monthly remuneration of $10,000.
The agreement with the Consultants also provides that the Company may terminate the agreement at any time by giving written notice of termination. In the event of termination of the agreement by the Company for any reason other than default, the parties agreed that the Company shall pay out the balance of the agreement. In the event of termination for default, either party may terminate the agreement upon the happening of any one of the following events:
-
(a) the bankruptcy, insolvency, winding-up or dissolution, in which event the agreement shall terminate immediately upon delivery of a notice to terminate to the party which is bankrupt, insolvent, winding-up or dissolving, as the case may be, by the other party; or
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(b) a breach of the agreement by a party that continues for more than 10 days after written notice of such breach is given by the other party, in which event the agreement shall terminate immediately upon the delivery of a notice to terminate to the defaulting party by the other party.
In addition, termination for Change of Control provisions were agreed upon whereby the Consultants may terminate the agreement in the 60 day period following a Change of Control, by giving the Company 30 days written notice of their intent to do so, in which case the Consultants shall provide the Company with an executed standard form of release.
The agreement with the Consultants is in good standing.
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Gary Musil - Effective November 1, 2012, the Company entered into a 3[rd] amendment to the office services agreement with Gary Musil pursuant to which Mr. Musil would be paid a monthly salary of $5,000 per month, plus reasonable expenses.
The agreement with Mr. Musil also provides that the Company may terminate the agreement at any time by giving written notice of termination. In the event of termination of the agreement by the Company for any reason other than default, the parties agreed that the Company shall pay an amount that is six (6) times the salary within 15 business days of the date of termination (the “Musil Termination Payment”). In the event of termination for default, either party may terminate the agreement upon the happening of any one of the following events:
-
(a) the bankruptcy, insolvency, winding-up or dissolution, in which event the agreement shall terminate immediately upon delivery of a notice to terminate to the party, which is bankrupt, insolvent, winding-up or dissolving, as the case may be, by the other party; or
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(b) a breach of the agreement by a party that continues for more than 10 days after written notice of such breach is given by the other party, in which event the agreement shall terminate immediately upon the delivery of a notice to terminate to the defaulting party by the other party.
In addition, termination for Change of Control provisions were agreed upon whereby Mr. Musil may terminate the agreement in the 60-day period following a Change of Control, by giving the Company 30 days written notice of his intent to do so, in which case:
-
(a) Mr. Musil shall provide the Company with an executed standard form of release; and
-
(b) the Company shall pay to Mr. Musil the Musil Termination Payment, plus an additional six (6) months’ salary for each year of service, up to a maximum severance of twentyfour (24) month’s salary, within thirty (30) business days of the date of termination.
The agreement with Mr. Musil is in good standing.
With respect to the above, “Change of Control” means any event, including an amalgamation, merger or consolidation that causes:
-
(i) a third party to own or control, directly or indirectly, 50% or more of the voting shares of the Company;
-
(ii) a third party to own or control, directly or indirectly, sufficient voting shares in the Company to elect a majority of the directors of the Company;
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(iii) an assignment, sale, or transfer by the Company of all or substantially all of the Company’s business to a third party or to an affiliate or a wholly owned subsidiary; or
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(iv) an assignment, sale, or transfer by the Company of all or substantially all of the Company’s assets to a third party or to an affiliate or a wholly owned subsidiary.
Estimated Incremental Payments on Change of Control
Under the terms of the agreement with Cankor Capital Inc. and George Sookochoff, the estimated incremental payments, payables and other benefits that would be triggered (calculated as of January 31, 2023) total approximately $240,000.
Under the terms of the agreement with Mr. Musil, the estimated incremental payments, payables and other benefits that would be triggered by or could result in the event of Mr. Musil termination by the Company without cause, resignation for good cause or termination without cause by the Company following a change of control of the Company (calculated as of January 31, 2023) total approximately $120,000.
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Oversight and Description of Director and NEO Compensation
Compensation of Directors
Compensation of directors of the Company is reviewed annually and determined by the Board. The level of compensation for directors is determined after consideration of various relevant factors, including the expected nature and quantity of duties and responsibilities, past performance, comparison with compensation paid by other issuers of comparable size and nature, and the availability of financial resources.
In the Board’s view, there is, and has been, no need for the Company to design or implement a formal compensation program for directors. While the Board considers Option grants to directors under the Option Plan from time to time, the Board does not employ a prescribed methodology when determining the grant or allocation of Options. Other than the Option Plan, as discussed above, the Company does not offer any long-term incentive plans, share compensation plans or any other such benefit programs for directors.
Compensation of NEOs
Compensation of NEOs is reviewed annually and determined by the Board. The level of compensation for NEOs is determined after consideration of various relevant factors, including the expected nature and quantity of duties and responsibilities, past performance, comparison with compensation paid by other issuers of comparable size and nature, and the availability of financial resources. In the Board’s view, there is, and has been, no need for the Company to design or implement a formal compensation program for NEOs.
Elements of NEO Compensation
Salary
The Company’s CEO and CFO receive annual salaries. The Board reviews salaries annually to ensure that they reflect each respective NEO’s performance and experience in fulfilling his/her role. Due to the relatively small size of the Company, limited cash resources, and the early stage and scope of the Company’s operations, NEOs receive limited salaries relative to industry standards. The Board does not currently have any plan in place to materially increase NEOs’ salaries.
Option Plan
As discussed above, the Company provides an Option Plan to motivate NEOs by providing them with the opportunity, through Options, to acquire an interest in the Company and benefit from the Company’s growth. The Board does not employ a prescribed methodology when determining the grant or allocation of Options to NEOs. Other than the Option Plan, the Company does not offer any long-term incentive plans, share compensation plans, retirement plans, pension plans, or any other such benefit programs for NEOs.
Pension Disclosure
No pension, retirement or deferred compensation plans, including defined contribution plans, have been instituted by the Company and none are proposed at this time.
SECURITIES AUTHORIZED FOR ISSUANCE UNDER EQUITY COMPENSATION PLANS
The following table sets forth the Company’s compensation plans under which equity securities are authorized for issuance as at the end of the most recently completed financial year (January 31, 2023).
| Plan Category | Number of Securities to be issued upon exercise of outstanding options (a) |
Weighted average exercise price of outstanding options (b) |
Number of securities remaining available for future issuance under equity compensation plans (excluding securities reflected in column (a)) (c) |
|---|---|---|---|
| Equity compensation plans approved by securityholders |
5,370,000 | $0.10 | 1,018,327 |
| Equity compensation plans not approved by securityholders |
N/A | N/A | N/A |
| Total | 5,370,000 | $0.12 | 1,018,327 |
NOTES Based on issued and outstanding of 63,883,272 as of January 31, 2023
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INDEBTEDNESS OF DIRECTORS AND EXECUTIVE OFFICERS
As of June 23, 2023, there was no indebtedness outstanding of any current or former Director, executive officer or employee of the Company which is owing to the Company or to another entity which is the subject of a guarantee, support agreement, letter of credit or other similar arrangement or understanding provided by the Company entered into in connection with a purchase of securities or otherwise .
No individual who is, or at any time during the most recently completed financial year was, a Director or executive officer of the Company, no proposed nominee for election as a Director of the Company and no associate of such persons:
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(i) is or at any time since the beginning of the most recently completed financial year has been, indebted to the Company; or
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(ii) whose indebtedness to another entity is, or at any time since the beginning of the most recently completed financial year has been, the subject of a guarantee, support agreement, letter of credit or other similar arrangement or understanding provided by the Company,
in relation to a securities purchase program or other program.
INTEREST OF CERTAIN PERSONS IN MATTERS TO BE ACTED UPON
Except as set out herein, no person who has been a Director or executive officer of the Company at any time since the beginning of the Company’s last financial year, no proposed nominee of management of the Company for election as a Director of the Company and no associate or affiliate of the foregoing persons, has any material interest, direct or indirect, by way of beneficial ownership or otherwise, in matters to be acted upon at the Meeting other than the election of Directors.
INTEREST OF INFORMED PERSONS IN MATERIAL TRANSACTIONS
No informed person or proposed Director of the Company and no associate or affiliate of the foregoing persons has or has had any material interest, direct or indirect, in any transaction since the commencement of the Company’s most recently completed financial year or in any proposed transaction which in either such case has materially affected or would materially affect the Company.
APPOINTMENT OF AUDITOR
Dale, Matheson, Carr-Hilton, Labonte LLP, Chartered Professional Accountants, are the auditors of the Company. Unless otherwise instructed, the proxies given pursuant to this solicitation will be voted for the re-appointment of Dale, Matheson, Carr-Hilton, Labonte LLP, Chartered Professional Accountants, as the auditors of the Company to hold office for the ensuing year.
MANAGEMENT CONTRACTS
No management functions of the Company are performed to any substantial degree by a person other than the Directors or executive officers of the Company.
CORPORATE GOVERNANCE DISCLOSURE
National Policy #58-201 establishes corporate governance guidelines which apply to all public companies. The Company has reviewed its own corporate governance practices in light of these guidelines. In certain cases, the Company’s practices comply with the guidelines, however, the Board considers that some of the guidelines are not suitable for the Company at its current stage of development and, therefore, these guidelines have not been adopted. National Instrument #58-101 mandates disclosure of corporate governance practices which disclosure is set out below.
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Independence of Members of Board
During the 2023-year end, the Board consisted of three (3) Directors, one of which was/is independent based upon the tests for independence set forth in National Instrument #52-110 (“NI 52-110”). George Sookochoff and Gary Musil are not independent. James Place is independent.
Management Supervision by Board
The operations of the Company do not support a large Board of Directors and the Board has determined that the current constitution of the Board is appropriate for the Company’s current stage of development. Independent supervision of management is accomplished through choosing management who demonstrate a high level of integrity and ability and having strong independent Board members. The independent Director is however able to meet at any time without any members of management including the non-independent Directors being present. Further, supervision is performed through the audit committee which is composed of a majority of independent Directors who meet with the Company’s auditors without management being in attendance . The independent Director also has access to the Company’s legal counsel and its officers.
Risk Management
The Board of Directors is responsible for adoption of a strategic planning process, identification of principal risks and implementing risk management systems, succession planning and the continuous disclosure requirements of the Company under applicable securities laws and regulations.
Participation of Directors in Other Reporting Issuers
The participation of the Directors in other reporting issuers is described in the table provided under “Election of Directors” in this Information Circular.
Orientation and Continuing Education
While the Company does not have formal orientation and training programs, new Board members are provided with:
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information respecting the functioning of the Board of Directors, committees and copies of the Company’s corporate governance policies;
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access to recent, publicly filed documents of the Company, technical reports and the Company’s internal financial information;
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access to management and technical experts and consultants; and
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a summary of significant corporate and securities responsibilities.
Board members are encouraged to communicate with management, auditors and technical consultants, to keep themselves current with industry trends and developments and changes in legislation with management’s assistance and to attend related industry seminars and visit the Company’s operations. Board members have full access to the Company’s records.
Ethical Business Conduct
The Board views good corporate governance as an integral component to the success of the Company and to meet responsibilities to shareholders. The Board has adopted a Code of Conduct and has instructed its management and employees to abide by the Code.
Nomination of Directors
The Board has responsibility for identifying potential Board candidates. The Board assesses potential Board candidates to fill perceived needs on the Board for required skills, expertise, independence and other factors. Members of the Board and representatives of the Company’s industry are consulted for possible candidates.
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Compensation of Directors and the CEO
As of the 2023-year end, the independent Director was James Place. This Director has the responsibility for determining compensation for the Directors and senior management.
To determine compensation payable, the independent Director’s review compensation paid for Directors and CEOs of companies of similar size and stage of development in the mineral exploration industry and determine an appropriate compensation reflecting the need to provide incentive and compensation for the time and effort expended by the Directors and senior management while taking into account the financial and other resources of the Company. In setting the compensation, the independent Director annually reviews the performance of the CEO in light of the Company’s objectives and consider other factors that may have impacted the success of the Company in achieving its objectives.
Board Committees
As the Directors are actively involved in the operations of the Company and the size of the Company’s operations does not warrant a larger board of Directors, the Board has determined that additional committees beyond the audit committee and corporate governance committee are not necessary at this stage of the Company’s development.
Assessments
The Board does not consider that formal assessments would be useful at this stage of the Company’s development. The Board conducts informal annual assessments of the Board’s effectiveness, the individual Directors and each of its committees. To assist in its review, the Board conducts informal surveys of its Directors.
Nomination and Assessment
The Board determines new nominees to the Board, although a formal process has not been adopted. The nominees are generally the result of recruitment efforts by the Board members, including both formal and informal discussions among Board members and the President and CEO. The Board monitors but does not formally assess the performance of individual Board members or committee members or their contributions.
Expectations of Management
The Board expects management to operate the business of the Company in a manner that enhances shareholder value and is consistent with the highest level of integrity. Management is expected to execute the Company’s business plan and to meet performance goals and objectives.
AUDIT COMMITTEE
During the financial year end January 31, 2023, the Company did not have a duly constituted audit committee.
External Auditor Service Fees (By Category)
The aggregate fees billed by the Company’s external auditors in each of the last two fiscal years for audit fees are as follows:
| Financial Year | Audit Fees | Audit Related | Tax Fees | All Other Fees |
|---|---|---|---|---|
| Ending | $ | Fees $ | $ | $ |
| January 31, 2023 | 34,000 | 415 | 2,000 | Nil |
| January 31, 2022 | 24,000 | 305 | 1,750 | Nil |
Exemption in Section 6.1 of NI 52-110
The Company is relying on the exemption in Section 6.1 of NI 52-110 from the requirement of Parts 3 (Composition of the Audit Committee) and 5 (Reporting Obligations). As a result, the members of the Audit Committee are not required to be “independent” or “financially literate” within the meaning of the instrument; however, the Company is required to provide on an annual basis the disclosure requiring its audit committee in this information circular.
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The Board determines new nominees to the Board, although a formal process has not been adopted. The nominees are generally the result of recruitment efforts by the Board members, including both formal and informal discussions among Board members and the President and Chief Executive Officer. The Board monitors but does not formally assess the performance of individual Board members or committee members or their contributions.
CORPORATE GOVERNANCE COMMITTEE
During the financial year end 2023, the members of the board’s Corporate Governance Committee was James Place who is independent and Gary Musil who is non-independent. The charter for the Communications and Corporate Disclosure Policy is attached hereto as Schedule “B”.
The Corporate Governance Committee has been given the responsibility of developing and recommending to the Board the Company’s approach to corporate governance and assisting members of the Board in carrying out their duties. The Corporate Governance Committee also reviews new and modified rules and policies applicable to the governance of listed corporations to assure that the Company remains in full compliance with such requirements as are applicable to the Company.
The Corporate Governance Committee’s overall responsibility is to ensure that the Company meets applicable legal, regulatory and (self regulatory) business principles and ‘codes of best practice’ of corporate behavior and conduct.
PARTICULARS OF OTHER MATTERS TO BE ACTED UPON
Approval and Ratification of Stock Option Plan
On August 31, 2022 the board approved the adoption of a new Stock Option Plan (the “Plan”) for the Company. The Plan will replace the Company’s existing stock option plan which was originally adopted by the directors of the Company in 2013. The purpose of adopting a new stock option is to bring the Company’s stock option plan in line with the current TSX Venture Exchange policy on Security Based Compensation (Policy 4.4) that was amended on November 24, 2021. The information below is a summary of the Plan and should be read in conjunction with the full text of the Plan which will be accessible on the Company’s SEDAR profile at www.sedar.com. Any definitions or capitalized terms used or referenced below have the same meaning attributed to them in the Plan.
The purpose of the Plan is to give to eligible persons as additional compensation, the opportunity to participate in the success of the Company by granting to such individuals Options, exercisable over periods of up to ten (10) years as determined by the board of directors of the Company, to buy shares of the Company at a price not less than the Market Price prevailing on the date the Option is granted less applicable discount, if any, permitted by the policies of the Exchange and approved by the Board.
The key terms of the Plan are reflected in the disclosure below.
KEY TERMS SUMMARY
Administration The Board shall, without limitation, have full and final authority in their discretion, but subject to the express provisions of the Plan, to interpret the Plan, to prescribe, amend and rescind rules and regulations relating to the Plan and to make all other determinations deemed necessary or advisable in respect of the Plan. Except as set forth in certain sections of the Plan and subject to any required prior Exchange approval, the interpretation and construction of any provision of the Plan by the Board shall be final and conclusive. Administration of the Plan shall be the responsibility of the appropriate officers of the Company and all costs in respect thereof shall be paid by the Company.
Number of Shares The maximum aggregate number of Shares that are issuable pursuant to security-based compensation granted or issued under the Plan and all of the Company's other previously established or proposed security based compensation plans (to which the following limits apply under Exchange policies):
17
-
(a) to all Optionees as a group (including for greater certainty Insiders (as a group) shall not exceed 10% of the total number of issued and outstanding Shares on a non-diluted basis at any point in time;
-
(b) to Insiders (as a group) in any 12-month period shall not exceed 10% of the total number of issued and outstanding Shares on a non-diluted basis on the Grant Date, unless the Company has obtained the requisite disinterested shareholder approval pursuant to applicable Exchange policies;
-
(c) to any one Optionee (including, where permitted under applicable policies of the Exchange, any companies that are wholly owned by such Optionee) in any 12-month period shall not exceed 5% of the total number of issued and outstanding Shares on a non-diluted basis on the Grant Date, unless the Company has obtained the requisite disinterested shareholder approval pursuant to applicable Exchange policies.
-
(d) to any one Consultant in any 12-month period shall not exceed 2% of the total number of issued and outstanding Shares on a non-diluted basis on the Grant Date;
-
(e) to Investor Relations Service Providers (as a group) in any 12- month period shall not exceed 2% of the total number of issued and outstanding Shares on a non-diluted basis on the Grant Date, and Investor Relations Service Providers shall not be eligible to receive any security-based compensation other than Options if the Shares are listed on the TSX Venture Exchange at the time of any issuance or grant; and
-
(f) to Eligible Charitable Organizations (as a group) shall not exceed 1% of the total number of issued and outstanding Shares on a non-diluted basis on the Grant Date.
Securities
Participation
Option Price
Exercise Period
Cessation of Employment
Each Option entitles the holder thereof to purchase one Share at an exercise price determined by the Board.
Any directors, officers, Employees, Management Company Employees, Consultants and Eligible Charitable Organizations of the Company and its subsidiaries (collectively "Eligible Persons").
The Option Price under each Option shall be not less than the Market Price on the Grant Date less the applicable discount permitted under the policies of the Exchange.
The exercise period of an Option will be the period from and including the grant date up to 4:00 p.m. Pacific Time on the expiry date that will be determined by the Board at the time of grant (the “Expiry Date”), provided that the Expiry Date of an Option will be no later than the tenth anniversary of the Grant Date of the Option.
If an Optionee ceases to be an Eligible Person, his or her Option shall be exercisable as follows:
- (a) Death or Disability If the Optionee ceases to be an Eligible Person, due to his or her death or Disability or, in the case of an Optionee that is a company, the death or Disability of the person who provides management or consulting services to the Company or to any entity controlled by the Company, the Option then held by the Optionee shall be exercisable to acquire Vested Unissued Option Shares at any time up to but not after the earlier of:
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-
i. 365 days after the date of death or Disability; and
-
ii. the Expiry Date;
-
(b) Termination For Cause If the Optionee or, in the case of a Management Company Employee or a Consultant Company, the Optionee’s employer, ceases to be an Eligible Person as a result of termination for cause as that term is interpreted by the courts of the jurisdiction in which the Optionee, or, in the case of a Management Company Employee or a Consultant Company, of the Optionee’s employer, is employed or engaged; any outstanding Option held by such Optionee on the date of such termination, whether in respect of Option Shares that are Vested or not, shall be cancelled as of that date.
-
(c) Early Retirement, Voluntary Resignation or Termination Other than For Cause If the Optionee or, in the case of a Management Company Employee or a Consultant Company, the Optionee’s employer, ceases to be an Eligible Person due to his or her retirement at the request of his or her employer earlier than the normal retirement date under the Company’s retirement policy then in force, or due to his or her termination by the Company other than for cause, or due to his or her voluntary resignation, the Option then held by the Optionee shall be exercisable to acquire Vested Unissued Option Shares at any time up to but not after the earlier of the Expiry Date and the date which is 90 days (30 days if the Optionee was engaged in Investor Relations Activities) after the Optionee or, in the case of a Management Company Employee or a Consultant Company, the Optionee’s employer, ceases to be an Eligible Person.
Acceleration Events
If at any time when an Option granted under the Plan remains unexercised with respect to any Unissued Option Shares, an Offer is made by an offeror, the Board may, upon notifying each Optionee of full particulars of the Offer and subject to the approval of the Exchange with respect to Investor Relations Service Providers, declare all Option Shares issuable upon the exercise of Options granted under the Plan, Vested, and declare that the Expiry Date for the exercise of all unexercised Options granted under the Plan is accelerated so that all Options will either be exercised or will expire prior to the date upon which Shares must be tendered pursuant to the Offer. The Board shall give each Optionee as much notice as possible of the acceleration of the Options under this section, except that not less than 5 business days’ notice is required and more than 30 days’ notice is not required.
- Amendments
The Board may from time to time, subject to applicable law and to the prior approval, if required, of the shareholders (or disinterested shareholders, if required), Exchange or any other regulatory body having authority over the Company or the Plan, suspend, terminate or discontinue the Plan at any time, or amend or revise the terms of the Plan or of any Option granted under the Plan and the Option Agreement relating thereto, provided that no such amendment, revision, suspension, termination or discontinuance shall in any manner adversely affect any Option previously granted to an Optionee under the Plan without the consent of that Optionee.
As of the date of this Information Circular, the Company had 4,670,000 Options issued and outstanding, as follows:
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| Holder of Options | Number of Options Held | Exercise Price | Issue Date | Term |
|---|---|---|---|---|
| Directors (who are not also executive officers) of the Company, as a group(1) |
250,000 400,000 225,000 |
0.06 0.10 0.10 |
Aug. 28, 2020 Oct. 21, 2021 March 4, 2022 |
Five Years Five Years Five Years |
| Executive officers of the Company, as a group(2) |
400,000 800,000 800,000 450,000 |
0.06 0.10 0.10 0.07 |
Aug. 28, 2020 Oct. 21, 2021 March 4, 2022 Jan. 29,2021 |
Five Years Five Years Five Years Five Years |
| Consultants of the Company, as a group. |
100,000 300,000 245,000 200,000 500,000 |
0.10 0.10 0.06 0.10 $0.10 |
Nov. 9, 2021 June 7, 2021 Aug. 28, 2020 Oct. 21, 2021 Sept. 2, 2022 |
Five Years Three Years Five Years Five Years Three Years |
Notes:
(1) This information applies to 3 directors of the Company.
(2) This information applies to 2 executive officers of the Company
Pursuant the policies of the TSX Venture Exchange, the adoption by the Company of the Plan requires approval of the Company’s shareholders by ordinary resolution. Accordingly, at the Meeting, the shareholders of the Company will be asked to pass the following resolution (the “Stock Option Plan Resolution”):
“BE IT RESOLVED THAT:
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the Company’s 2023 Stock Option Plan be approved, and that in connection therewith a maximum of 10% of the issued and outstanding Common Shares at the time of each grant be approved for granting as options; and
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any director or officer of the Company be authorized and directed to do all acts and things and to execute and deliver all documents required, as in the opinion of such director or officer may be necessary or appropriate in order to give effect to this resolution.”
The Board unanimously recommends that each Shareholder vote FOR the Stock Option Plan Resolution.
Management knows of no other matters to come before the Meeting other than those referred to in the Notice of Meeting. Should any other matters properly come before the Meeting, the shares represented by the Instrument of Proxy solicited hereby will be voted on such matters in accordance with the best judgment of the persons voting by proxy.
ADDITIONAL INFORMATION
Additional information relating to the Company is on SEDAR at www.sedar.com Shareholders may contact the Company at Suite 615, 800 West Pender Street, Vancouver, BC, V6C 2V6 to request copies of the Company’s financial statements and MD&A.
Financial information is provided in the Company’s comparative financial statements and MD&A for its most recently completed financial year which are filed on SEDAR.
OTHER MATTERS
Management of the Company is not aware of any other matter to come before the Meeting other than as set forth in the notice of Meeting. If any other matter properly comes before the Meeting, it is the intention of the persons named in the enclosed form of proxy to vote the shares represented thereby in accordance with their best judgment on such matter.
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APPROVAL OF THE BOARD
The contents of this Information Circular have been approved, and the delivery of it to each Shareholder of the Company entitled thereto and to the appropriate regulatory agencies has been authorized, by the Board.
DATED at Vancouver, BC, this 27[th] day of June, 2023.
BY ORDER OF THE BOARD OF BELMONT RESOURCES INC.
GEORGE SOOKOCHOFF, CEO and President
SCHEDULE "A" AUDIT COMMITTEE CHARTER
I. Mandate
The primary function of the audit committee (the “Committee”) is to assist the Board of Directors in fulfilling its financial oversight responsibilities by reviewing the financial reports and other financial information provided by the Company to regulatory authorities and shareholders, the Company’s systems of internal controls regarding finance and accounting, and the Company’s auditing, accounting and financial reporting processes. Consistent with this function, the Committee will encourage continuous improvement of, and should foster adherence to, the Company’s policies, procedures and practices at all levels. The Committee’s primary duties and responsibilities are to:
-
Serve as an independent and objective party to monitor the Company’s financial reporting and internal control system and review the Company’s financial statements.
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Review and appraise the performance of the Company’s external auditors.
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Provide an open avenue of communication among the Company’s auditors, financial and senior management and the Board of Directors.
II.
Composition
The Committee shall be comprised of three directors as determined by the Board of Directors, the majority of whom shall be free from any relationship that, in the opinion of the Board of Directors, would interfere with the exercise of his or her independent judgment as a member of the Committee.
At least one member of the Committee shall have accounting or related financial management expertise. All members of the Committee that are not financially literate will work towards becoming financially literate to obtain a working familiarity with basic finance and accounting practices. For the purposes of the Company’s Charter, the definition of “financially literate” is the ability to read and understand a set of financial statements that present a breadth and level of complexity of accounting issues that are generally comparable to the breadth and complexity of the issues that can presumably be expected to be raised by the Company’s financial statements.
The members of the Committee shall be elected by the Board of Directors at its first meeting following the annual shareholders’ meeting. Unless a Chair is elected by the full Board of Directors, the members of the Committee may designate a Chair by a majority vote of the full Committee membership.
III. Meetings
The Committee shall meet a least twice annually , or more frequently as circumstances dictate. As part of its job to foster open communication, the Committee will meet at least annually with the Chief Financial Officer and the external auditors in separate sessions.
- IV. Responsibilities and Duties
To fulfill its responsibilities and duties, the Committee shall:
Documents/Reports Review
-
Review and update this Charter annually.
-
Review the Company’s financial statements, MD&A and any annual and interim earnings, press releases before the Company publicly discloses this information and any reports or other financial information (including quarterly financial statements), which are submitted to any governmental body, or to the public, including any certification, report, opinion, or review rendered by the external auditors.
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External Auditors
-
Review annually the performance of the external auditors who shall be ultimately accountable to the Board of Directors and the Committee as representatives of the shareholders of the Company.
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Obtain annually, a formal written statement of external auditors setting forth all relationships between the external auditors and the Company, consistent with Independence Standards Board Standard 1.
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Review and discuss with the external auditors any disclosed relationships or services that may impact the objectivity and independence of the external auditors.
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Take, or recommend that the full Board of Directors take, appropriate action to oversee the independence of the external auditors.
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Recommend to the Board of Directors the selection and, where applicable, the replacement of the external auditors nominated annually for shareholder approval.
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At each meeting, consult with the external auditors, without the presence of management, about the quality of the Company’s accounting principles, internal controls and the completeness and accuracy of the Company’s financial statements.
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Review and approve the Company’s hiring policies regarding partners, employees and former partners and employees of the present and former external auditors of the Company.
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Review with management and the external auditors the audit plan for the year-end financial statements and intended template for such statements.
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Review and pre-approve all audit and audit-related services and the fees and other compensation related thereto, and any non-audit services, provided by the Company’s external auditors. The pre-approval requirement is waived with respect to the provision of non-audit services if:
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i. the aggregate amount of all such non-audit services provided to the Company constitutes not more than five percent of the total amount of revenues paid by the Company to its external auditors during the fiscal year in which the non-audit services are provided;
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ii. such services were not recognized by the Company at the time of the engagement to be non-audit services; and
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iii. such services are promptly brought to the attention of the Committee by the Company and approved prior to the completion of the audit by the Committee or by one or more members of the Committee who are members of the Board of Directors to whom authority to grant such approvals has been delegated by the Committee.
Provided the pre-approval of the non-audit services is presented to the Committee’s first scheduled meeting following such approval such authority may be delegated by the Committee to one or more independent members of the Committee.
Financial Reporting Processes
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In consultation with the external auditors, review with management the integrity of the Company’s financial reporting process, both internal and external.
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Consider the external auditors’ judgments about the quality and appropriateness of the Company’s accounting principles as applied in its financial reporting.
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Consider and approve, if appropriate, changes to the Company’s auditing and accounting principles and practices as suggested by the external auditors and management.
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Review significant judgments made by management in the preparation of the financial statements and the view of the external auditors as to appropriateness of such judgments.
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Following completion of the annual audit, review separately with management and the external auditors any significant difficulties encountered during the course of the audit, including any restrictions on the scope of work or access to required information.
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Review any significant disagreement among management and the external auditors in connection with the preparation of the financial statements.
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Review with the external auditors and management the extent to which changes and improvements in financial or accounting practices have been implemented.
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Review any complaints or concerns about any questionable accounting, internal accounting controls or auditing matters.
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Review certification process.
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Establish a procedure for the confidential, anonymous submission by employees of the Company of concerns regarding questionable accounting or auditing matters.
Risk Management
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To review, at least annually, and more frequently, if necessary, the Company’s policies for risk assessment and risk management (the identification, monitoring, and mitigation of risks).
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To inquire of management and the independent auditor about significant business, political, financial and control risks or exposure to such risk.
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To request the external auditor’s opinion of management’s assessment of significant risks facing the Company and how effectively they are being managed or controlled.
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To assess the effectiveness of the over-all process for identifying principal business risks and report thereon to the Board.
Other
- Review any related-party transactions.
V. Annual Work Plan
| nnual Work Plan | ||
|---|---|---|
| Spring | Fall | |
| Review audit plan and year-end statements template | | |
| Review accounting systems and procedures | | |
| Review auditors’ letter of recommendation | | |
| Review financial and accounting human resources | | |
| Review Committee’s charter and membership | | |
| Review and recommend year-end financial statements | | |
| Review MD&A | | |
| Review external auditors’ work, independence and fees | | |
| Recommend auditors for the ensuing year | | |
| Review Risk Management Performance | | |
| Review and reassess the adequacy of the Code of Ethics for | | |
| Financial Reporting Officers | ||
| Review any proposed prospectus filings or similar filings | | |
SCHEDULE “B” COMMUNICATIONS AND CORPORATE DISCLOSURE POLICY
GENERAL
The Board has adopted a communications and corporate disclosure policy which covers communication with the press, analysts and shareholders; release of corporate information in news releases and other corporate disclosure documents; disclosure of technical information; and maintenance and disclosure of information on the Company's website. The Company expects strict adherence of its directors, officers and employees with insider trading restrictions, and requires confidentiality clauses in employment agreements so as to protect the confidentiality of Company information.
The Board has instructed management to annually provide a copy of this policy to each of the Company's directors, officers and employees. This policy is administered and reviewed annually by the Corporate Governance Committee, along with recommendations for any required changes made to the Board.
If you have any questions regarding the contents of this disclosure policy and how it applies to you or you are unsure whether or not you may trade in a given circumstance, you should contact the Chief Financial Officer or President and Chief Executive Officer for assistance.
OBJECTIVE AND SCOPE
The objective of this disclosure policy is to ensure that communications to the investing public about the Company is:
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(a) timely, complete, factual and accurate; and
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(b) broadly disseminated in accordance with all applicable legal and regulatory requirements.
This disclosure policy confirms in writing our existing disclosure policies and practices. Its goal is to raise awareness of the Company’s approach to disclosure among the board of directors, senior management, employees and consultants.
This disclosure policy extends to all employees, consultants, contractors and the boards of directors of the Company, its subsidiaries and limited partnerships and those individuals authorized to speak on behalf of the Company, its subsidiaries or limited partnerships. It covers disclosures in documents filed (with the securities regulators) and written statements made in the Company’s annual and quarterly reports, news releases, letters to shareholders, presentations by senior management and information contained on the Company’s Website and other electronic communications. It extends to oral statements made in meetings and telephone conversations with analysts and investors, interviews with the media as well as speeches, press conferences and conference calls.
DISCLOSURE POLICY RESPONSIBILITY
The Corporate Governance Committee is responsible for overseeing the Company’s disclosure practices (the “Committee”). The Committee will set standards for a preliminary assessment of materiality and will determine when developments justify public disclosure. The Committee will meet as conditions require and minutes of the Committee’s meetings will be maintained and available to the Company’s Board of Directors. It is essential that the Committee be kept fully apprised of all pending material developments relating to the Corporation in order to evaluate and discuss those events and to determine the appropriateness and timing for public release of information. If it is deemed that the information should remain confidential, the Committee will determine how that inside information will be controlled and whether any regulatory filings on a confidential basis need to be made.
The Committee will review and update, if necessary, this disclosure policy on an annual basis or as needed to ensure compliance with changing regulatory requirements. The Committee will report to the board of directors as requested.
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DISCLOSURE OF MATERIAL INFORMATION
Material information is information relating to the business, operations or securities of the Corporation that would reasonably be expected to significantly affect the value or market price of the issuer or a security of the issuer.[1]
Securities legislation requires that all material information must be disclosed to the public by way of news release as soon as practicable.[2] In complying with the requirement to disclose forthwith all material information under applicable laws and stock exchange rules, the Corporation will adhere to the following basic disclosure principles:
- Material information will be publicly disclosed immediately via news release. Examples of potentially material information include, but is not limited to, the following:
Changes in Corporate Structure
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changes in share ownership that may affect control of the company
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major reorganizations, amalgamations, or mergers
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take-over bids, issuer bids, or insider bids
Changes in Capital Structure
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the public or private sale of additional securities
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planned repurchases or redemptions of securities
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planned splits of common shares or offerings of warrants or rights to buy shares
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any share consolidation, share exchange, or stock dividend
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changes in a company’s dividend payments or policies
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the possible initiation of a proxy fight
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material modifications to rights of security holders
Changes in Financial Results
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a significant increase or decrease in near-term earnings prospects
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unexpected changes in the financial results for any periods
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shifts in financial circumstances, such as cash flow reductions, major asset write-offs or write-downs
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changes in the value or composition of the company’s assets
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any material changes in the company’s accounting policy
Changes in Business and Operations
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any development that affects the company’s resources, technology, products or markets
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a significant change in capital investment plans or corporate objectives
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major labour disputes or disputes with a major contractors or suppliers
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significant new contracts, products, patents, or services or significant losses of contracts or business
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significant discoveries by resource companies
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changes to the board of directors or executive management, including the departure of the company’s President and CEO, CFO, or Chief Operating Officer (or persons in equivalent positions)
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the commencement of, or developments in, material legal proceedings or regulatory matters
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waivers of corporate ethics and conduct rules for officers, directors, and other key employees
1 This definition is contained in the Securities Act (British Columbia), R.S.B.C. 1996, Chapter 418. 2 Sections 85 of Securities Act (British Columbia)
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any notice that reliance on a prior audit is no longer permissible
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de-listing of the company’s securities or their movement from one quotation system or exchange to another
Acquisitions and Dispositions
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significant acquisitions or dispositions of assets, property or joint venture interests
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acquisitions of other companies, including a take-over bid for, or merger with, another company
Changes in Credit Arrangement
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the borrowing or lending of a significant amount of money
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any mortgaging or encumbering of the company’s assets
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defaults under debt obligations, agreements to restructure debt, or planned enforcement procedures by a bank or any other creditors
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changes in rating agency decisions
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significant new credit arrangements
An immediate statement containing the major points of the material information is the first objective. Additional details may follow in a further news release. When several significant actions are resolved or occur at one time, disclosure of all should be released immediately so that the full implications may be assessed by the public.
Certain developments will require disclosure at the proposal stage or before an event actually occurs if the proposal gives rise to material information at that stage. Announcement of an intention to proceed with a transaction or activity giving rise to material information should be made when a decision has been made to proceed by the board of directors or senior management with the expectation of concurrence from the board of directors. Updates should be announced on a regular basis unless the original announcement indicated that an update would be disclosed on a specific date. In addition, prompt disclosure is required of any material change to the proposed transaction or to the previously disclosed information.
While it is the responsibility of the Committee to determine what information is material in the context of the Company’s business, the Company may consult with market surveillance of the stock exchange on which the Company’s shares are traded when in doubt as to whether disclosure should be made.
- In certain circumstances, the Committee may determine that such disclosure may be unduly detrimental to the Company (for example if release of the information would prejudice negotiations in a corporate transaction), in which case the information will be immediately brought to the attention of the board of directors and will be kept confidential until the Committee determines it is appropriate to publicly disclose. (In such circumstances, the Committee will cause a confidential material change report to be filed with the applicable securities regulators and will periodically (at least every 5 days) review its decision to keep the information confidential (also see “Rumours”). The Committee will only withhold material information from public disclosure where there is a reasonable basis to do so and when the basis for maintaining confidentiality ceases to exist, shall promptly disclose such material information to the public.
At any time when material information is withheld from the public, the Company is under a duty to take precautions to keep such information completely confidential. Such information should not be disclosed to any officers, consultants, employees, contractors or advisors of the Company except in the necessary course of business. The Company shall also make sure that there is no selective disclosure of confidential information to third parties. The Company should ensure that when such information is disclosed in the necessary course of business all recipients are aware that it must be kept confidential. If the material information being treated as confidential becomes disclosed in some manner, the Company shall promptly disclose the material information publicly in the proper manner.
- Disclosure must include any information, the omission of which would make the rest of the disclosure misleading (half truths are misleading).
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- Unfavourable material information must be disclosed as promptly and completely as favourable information.
The guiding principle should be to communicate clearly and accurately the nature of the information, without including unnecessary details, exaggerated reports or editorial commentary designed to colour the investment community’s perception of the announcement one way or the other.
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No selective disclosure. Previously undisclosed material information must not be disclosed to selected individuals (for example, in an interview with an analyst or in a telephone conversation with an investor). If previously undisclosed material information has been inadvertently disclosed to an analyst or any other person not bound by an express confidentiality obligation, such information must be broadly disclosed immediately via news release.
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Disclosure on the Company’s website alone does not constitute adequate disclosure of material information.
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Disclosure must be corrected immediately if the Company subsequently learns that earlier disclosure by the Company contained a material error at the time it was given.
TRADING RESTRICTIONS AND BLACKOUT PERIODS
It is illegal for anyone to purchase or sell securities of any public company with knowledge of material information affecting that company that has not been publicly disclosed.[3] Except in the necessary course of business, it is also illegal for anyone to inform any other person of material non-public information. Therefore, insiders and employees with knowledge of confidential or material information about the Company or counter-parties in negotiations of material potential transactions, are prohibited from trading shares in the Company or any counter-party until the information has been fully disclosed and a reasonable period of time has passed for the information to be widely disseminated.
Trading blackout periods will apply to those insiders or employees with access to material undisclosed information during periods when financial statements are being prepared but results have not yet been publicly disclosed.
Blackout periods may be prescribed from time to time by the Committee as a result of special circumstances relating to the Company pursuant to which insiders of the Company would be precluded from trading in securities of the Company. All parties with knowledge of such special circumstances should be covered by the blackout. Such parties may include external advisors such as legal counsel, investment bankers and counter-parties in negotiations of material potential transactions. The CEO and or CFO will inform all such parties of the imposition and the subsequent termination of each blackout period.
MAINTAINING CONFIDENTIALITY
Any insider or employee privy to confidential information is prohibited from communicating such information to anyone else, unless it is necessary to do so in the course of business. Efforts will be made to limit access to such confidential information to only those who need to know the information and such persons will be advised that the information is to be kept confidential.
Communication by e-mail leaves a physical track of its passage that may be subject to later decryption attempts. All confidential information being transmitted over the Internet must be secured by the strongest encryption methods available. Where possible, employees or insiders should avoid using e-mail to transmit confidential information.
Outside parties privy to undisclosed material information concerning the Company will be told that they must not divulge such information to anyone else, other than in the necessary course of business. Such outside parties will confirm their commitment to non-disclosure in the form of a written confidentiality agreement.
3 Section 57.2, Securities Act (British Columbia), S.B.C. 2004, Chapter 43
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In order to prevent the misuse or inadvertent disclosure of material information, the procedures set forth below should be observed at all times:
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Documents and files containing confidential information should be kept in a safe place to which access is restricted to individuals who “need to know” that information in the necessary course of business and code names should be used if necessary.
-
Confidential matters should not be discussed in places where the discussion may be overheard, such as elevators, hallways, restaurants, airplanes or taxis.
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Confidential matters should not be discussed on wireless telephones or other wireless devices.
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Confidential documents should not be read or displayed in public places and should not be discarded where others can retrieve them.
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Employees must ensure they maintain the confidentiality of information in their possession outside of the office as well as inside the office.
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Transmission of documents by electronic means, such as by fax or directly from one computer to another, should be made only where it is reasonable to believe that the transmission can be made and received under secure conditions.
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Unnecessary copying of confidential documents should be avoided and documents containing confidential information should be promptly removed from conference rooms and work areas after meetings have concluded. Extra copies of confidential documents should be shredded or otherwise destroyed.
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Access to confidential electronic data should be restricted through the use of passwords.
DESIGNATED SPOKESPERSONS
The Company designates a limited number of spokespersons responsible for communication with the investment community, regulators or the media. The President and CEO, the Chairman and, if appointed, the communications officer shall be the official spokespersons for the Company. Individuals holding these offices may, from time to time, designate others within the Company to speak on behalf of the Company as backups or to respond to specific inquiries.
Employees who are not authorized spokespersons must not respond under any circumstances to inquiries from the investment community, the media or others, unless specifically asked to do so by an authorized spokesperson. All such inquiries shall be referred to the President and CEO or communications officer.
NEWS RELEASES
Once the Committee determines that a development is material, it will authorize the issuance of a news release, unless the Committee determines that such developments must remain confidential for the time being, in which case appropriate confidential filings will be made and control of that inside information is instituted. Should a material statement inadvertently be made in a selective forum, the Company will immediately issue a news release in order to fully disclose that information.
If the stock exchange(s) upon which shares of the Company are listed is open for trading at the time of a proposed announcement, prior notice of a news release announcing material information must be provided to the market surveillance department to enable a trading halt, if deemed necessary by the stock exchange(s). If a news release announcing material information is issued outside of trading hours, market surveillance must be notified before the market opens.
Annual and interim financial results will be publicly released as soon as practicable following board approval or review.
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News releases will be disseminated through an approved news wire service that provides simultaneous national and/or international distribution. News releases will be transmitted to all stock exchange members, relevant regulatory bodies, major business wires, national financial media and, at the option of the Company, the local media in areas where the Company has its headquarters or operations.
News releases will be posted on the Company’s website immediately after release over the news wire. The news release page of the website shall include a notice that advises the reader that the information posted was accurate at the time of posting but may be superseded by subsequent news releases.
Where technical information (such as exploration results) is being disseminated through a news release, the news release will be reviewed by an appropriate expert to ensure the news release contains accurate information and does not omit any material information. Technical information will be disseminated by the Company in accordance with securities regulations including National Instrument 43-101 Standards for Disclosure of Mineral Projects.
CONFERENCE CALLS
Conference calls may be held for quarterly earnings and major corporate developments, whereby discussion of key aspects is accessible simultaneously to all interested parties, some as participants by telephone and others in a listen-only mode by telephone or via a webcast over the internet. The call will be preceded by a news release containing all relevant material information. At the beginning of the call, a Company spokesperson will provide appropriate cautionary language with respect to any forward-looking information and direct participants to publicly available documents containing the assumptions, sensitivities and a full discussion of the risks and uncertainties.
The Company will provide advance notice of the conference call and webcast by issuing a news release announcing the date and time and providing information on how interested parties may access the call and webcast. In addition, the Company may send invitations to analysts, institutional investors, the media and others invited to participate. Any non-material supplemental information provided to participants will also be posted to the Website for others to view. A tape recording of the conference call and/or an archived audio webcast on the Internet will be made available following the call for a minimum of 30 days, for anyone interested in listening to a replay.
The Committee will hold a debriefing meeting immediately after the conference call and if such debriefing uncovers selective disclosure of previously undisclosed material information, the Company will immediately disclose such information broadly via news release.
RUMOURS
The Company generally does not comment, affirmatively or negatively, on rumours. This also applies to rumours on the internet. The Company’s spokespersons will respond consistently to those rumours, saying, “It is our policy not to comment on market rumours or speculation.” Should the stock exchange request that the Company make a definitive statement in response to a market rumour that is causing significant volatility in the stock, the Committee will consider the matter and decide whether to make a policy exception.
CONTACTS WITH ANALYSTS, INVESTORS AND THE MEDIA
Disclosure in individual or group meetings does not constitute adequate disclosure of information that is considered material non-public information. If the Company intends to announce material information at an analyst or shareholder meeting or a press conference or conference call, the announcement must be preceded by a news release.
The Company recognizes that meetings with analysts and significant investors are an important element of the Company’s investor relations program. The Company will meet with analysts and investors on an individual or small group basis as needed and will initiate contacts or respond to analyst and investor calls in a timely, consistent and accurate fashion in accordance with this disclosure policy.
The Company will provide only non-material information through individual and group meetings, in addition to regular publicly disclosed information, recognizing that an analyst or investor may construct this information into a mosaic that could result in material information. The Company cannot alter the materiality of information by breaking down the information into smaller, non-material components.
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The Company may maintain a “frequently asked questions” section on its website and will provide the same sort of detailed, non-material information to individual investors or reporters that it has provided to analysts and institutional investors.
Spokespersons will keep notes of telephone conversations with analysts and investors and where practicable more than one Company representative will be present at all individual and group meetings. A debriefing will be held after such meetings and if such debriefing uncovers selective disclosure of previously undisclosed material information, the Company will immediately take steps to ensure that a full public announcement is made. Such steps will include contacting the market surveillance of the stock exchange on which the Company’s shares are traded and requesting that trading be halted pending the issuance of a news release and pending such issuance of the news release notifying all parties who have knowledge of the information that such information is material and that it has not been generally disclosed.
REVIEWING ANALYST DRAFT REPORTS AND MODELS
It is the Company’s policy to review, upon request, analysts’ draft research reports or models. The Company will review the report or model for the purpose of pointing out errors in fact based on publicly disclosed information. It is the Company’s policy, when an analyst inquires with respect to his/her estimates, to question an analyst’s assumptions if the estimate is significantly outside of the range of “Street” estimates and/or the Company’s published earnings guidance. The Company will limit its comments in responding to such inquiries to non-material information. The Company will not confirm, or attempt to influence, an analyst’s opinions or conclusions and will not express comfort with the analyst’s model and earning estimates.
In order to avoid appearing to “endorse” an analyst’s report or model, the Company will provide its comments orally or will attach a disclaimer to written comments to indicate the report was reviewed only for factual accuracy.
DISTRIBUTING ANALYST REPORTS
Analyst reports are proprietary products of the analyst’s firm. Re-circulating a report by an analyst may be viewed as an endorsement by the Company of the report. For these reasons, the Company will not provide analyst reports through any means to persons outside of the Company including posting such information on its website. The Company may post on its website a complete list, regardless of the recommendation, of all the investment firms and analysts who provide research coverage on the Corporation. If provided, such list will not include links to the analysts’ or any other third-party Website or publications.
FORWARD-LOOKING INFORMATION
Generally, the Company should not disclose forward looking information (“FLI”) unless required by law to do so, or unless the Company believes such disclosure will enhance a reasonable investor’s investment decision, whether positively or negatively.
Should the Company determine it has a reasonable basis and elects to disclose forward-looking information in continuous disclosure documents, speeches, conference calls, etc., the following guidelines will be observed.
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FLI, if deemed material, will be broadly disseminated via news release, in accordance with this disclosure policy.
-
The FLI will be clearly identified as forward looking.
-
The Company will identify all material assumptions and factors used in the preparation of the FLI.
-
The FLI will be accompanied by a reasonable, meaningful cautionary statement that identifies, in very specific terms, the risks, uncertainties and material factors that may cause the actual results to differ materially from those projected in the statement.
-
The FLI will be accompanied by a statement that disclaims the Company’s intention or obligation to update or revise the FLI, whether as a result of new information, future events or otherwise. Notwithstanding this
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disclaimer, should subsequent events prove past statements about current trends to be materially off target, the Company may choose to issue a news release explaining the reasons for the difference. In this case, the Company will update its guidance on the anticipated impact on revenue and earnings (or other key metrics).
-
Any oral FLI (such as those made in conference calls, analyst interviews or “road shows”) must be accompanied by a statement:
-
(a) that the statement is “forward-looking;”
-
(b) that actual results may differ materially from those projected in the forward-looking statement; and
-
(c) that additional information concerning factors that could cause actual results to differ from those projected is contained in an identified, readily available written document (for example, one of the Company’s periodic reports).
MANAGING EXPECTATIONS
The Company will try to ensure, through its regular public dissemination of quantitative and qualitative information that analysts’ estimates are in line with the Company’s own expectations. The Company will not confirm, or attempt to influence, an analyst’s opinions or conclusions and will not express comfort with analysts’ models and earnings estimates.
If the Company has determined that it will be reporting results materially below or above publicly held expectations, it will disclose this information in a news release in order to enable discussion ‘without risk of selective disclosure’.
QUIET PERIODS
In order to avoid the potential for selective disclosure or even the perception or appearance of selective disclosure, the Company may observe a quarterly quiet period, during which the Company will not initiate or participate in any meetings or telephone contacts with analysts and investors and no earnings guidance will be provided to anyone, other than responding to unsolicited inquiries concerning factual matters. The quiet period should commence on the first day of the month following the end of a quarter and end with the issuance of a news release disclosing quarterly results.
DISCLOSURE RECORD
The CFO will maintain a five-year file containing all public information about the Company, including continuous disclosure documents, news releases, analysts’ reports, transcripts or tape recordings of conference calls, debriefing notes, notes from meetings and telephone conversations with analysts and investors, and newspaper articles.
RESPONSIBILITY FOR ELECTRONIC COMMUNICATIONS (INCLUDING THE COMPANY’S WEBSITE)
This disclosure policy also applies to electronic communications. Accordingly, officers and personnel responsible for written and oral public disclosures shall also be responsible for electronic communications. The CEO (or delegate) is ultimately responsible for updating the investor relations section of the Corporation’s website and is responsible for monitoring all Company information placed on the website to ensure it is accurate, complete, up-to-date and in compliance with relevant securities laws.
Investor relations material shall be contained within a separate section of the Company’s website and shall include a notice that advises the reader that the information posted was accurate at the time of posting but may be superseded by subsequent disclosures. All data posted to the website, including text and audiovisual material, shall show the date such material was issued. Any material changes in information must be updated immediately. The CEO (or delegate) will maintain a log indicating the date that material information is posted and/or removed from the investor relations website. The minimum retention period for material corporate information on the website shall be two years.
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Disclosure on the Company’s website alone does not constitute adequate disclosure of information that is considered material, non-public information. Any disclosures of material information on its website will be preceded by the issuance of a news release.
The CEO (or delegate) shall also be responsible for responses to electronic inquiries. Only public information or information which could otherwise be disclosed in accordance with this disclosure policy shall be utilized in responding to electronic inquires.
In order to ensure that no material undisclosed information is inadvertently disclosed, employees and insiders are prohibited from participating in Internet chat rooms or newsgroup discussions on matters pertaining to the Company’s activities or its securities. Insiders or employees who encounter a discussion pertaining to the Company should advise the President and CEO immediately, so the discussion may be monitored.
LIABILITY TO INVESTORS IN THE SECONDARY MARKET
Newly enacted legislation now gives investors in the secondary market the right to sue any public company and key related people for making public misrepresentations about the company or for failing to make timely disclosure as required by law.
The legislation provides secondary market investors with limited right of action against an issuer of securities, its directors, responsible senior officers, “influential persons” (i.e., large shareholders with influence over disclosure), auditors and other responsible experts. Secondary market investors now have the right to seek limited compensation for damages suffered at a time when the issuer had made, and not corrected, public disclosure (either written or oral) that contained an untrue statement of a material fact or failed to make required material disclosure.
Investors have the right to sue whether or not they actually relied on the misrepresentation or failure to make timely disclosure.
The issuer and other possible defendants would have varying defences based on the responsibility for the disclosure. For some types of disclosure, a person has a defence if that person conducted due diligence. For other types of disclosure, the person is not liable unless the plaintiff proves that the person knew about the misrepresentation, deliberately avoided acquiring knowledge or was guilty of gross misconduct in making the misrepresentation .
In order to limit potential exposure, the Committee will conduct or cause to be conducted a reasonable investigation of the disclosure to be released such that the Committee would be satisfied that there would be no reasonable grounds to believe that the document or oral statement contains any misrepresentation. Similarly, the Committee will conduct or cause to be conducted a reasonable investigation to ensure that there would be no reasonable grounds to believe that a failure to make timely disclosure would occur.
Strict adherence to the Company’s disclosure policy will minimize exposure to potential liabilities under current and proposed legislation.
COMMUNICATION AND ENFORCEMENT
New directors, officers, consultants, contractors and employees will be provided with a copy of this disclosure policy, and they must sign an acknowledgement as having received it and that they will comply with this Disclosure Policy. This Disclosure Policy will be circulated to all employees and insiders of the Corporation on an annual basis and whenever changes are made and as a term of their engagement, must sign an acknowledgement as having received it and that they will comply with this Business Code.
If you have any questions regarding the contents of this disclosure policy and how it applies to you or you are unsure whether or not you may trade in a given circumstance, you should contact the President and CEO, or CFO for assistance.
All employees or insiders who violate this disclosure policy may face disciplinary action up to and including termination of his or her employment or relationship with the Company without notice. The violation of this
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disclosure policy may also violate certain securities laws. If it appears that an employee or insider may have violated such securities laws, the Company may refer the matter to the appropriate regulatory authorities, which could lead to penalties, fines or imprisonment.
EFFECTIVE DATE
This Policy was implemented by the Board on June 1, 2015.