Pre-Annual General Meeting Information • Sep 18, 2020
Pre-Annual General Meeting Information
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This document is important and requires your immediate attention.
If you are in any doubt about the action you should take, you should seek your own personal financial advice from your stockbroker, bank, solicitor, fund manager or other independent financial adviser, which, if you are taking advice in the United Kingdom, is duly authorised under the Financial Services and Markets Act 2000, or an appropriately authorised independent financial adviser if you are in a territory outside the United Kingdom.
If you have sold or otherwise transferred your shares in NCC Group plc, please forward this document to the stockbroker, bank or other agent through whom the sale or transfer was effected, for transmission to the purchaser or transferee.
The health and wellbeing of the Company's shareholders, employees and customers is of paramount importance and never more so with the extraordinary challenges presented by the Covid-19 pandemic. This significantly restricts our ability to follow our usual AGM format and, having regard to their own safety and that of others, in particular should "stay at home" measures or other restrictions be in force at the time, shareholders are respectfully asked not to attend the AGM, especially as the meeting is being held at the Company's offices where we do have a small number of key employees undertaking essential work.
Although the situation is constantly evolving, and whilst the government has introduced temporary legislation relating to AGMs, the Board still intends to convene and hold the 2020 AGM. It does seem likely that some form of social distancing will be necessary for the foreseeable future and we need to ensure the safety of the limited number of people whose attendance is essential, in particular those needed to comply with legal requirements. It may be that, should restrictions be lifted, shareholders choosing to attend will be allowed access to the AGM on the day, but should legislation be in place as envisaged, this will not be possible and the AGM will be a "closed" meeting. In any event, the result of the poll vote will be made available as soon as possible after the meeting on our website.
We hope all our shareholders will understand the need for this restriction in the interests of the health and wellbeing of our employees and our shareholders themselves.
(the 'Company')
(Registered in England with company registration number 4627044)
Registered office:
XYZ Building 2 Hardman Boulevard Spinningfields Manchester M3 3AQ
Dear shareholder
Notice is hereby given that the 2020 Annual General Meeting (AGM) of the Company will be held at the offices of NCC Group plc, XYZ Building, 2 Hardman Boulevard, Spinningfields, Manchester M3 3AQ at 10.30 am on Tuesday 20 October 2020.
The formal notice of AGM (the 'Notice') is set out on pages 6 to 9 and the explanatory notes on each resolution to be considered at this year's AGM appear on pages 3 to 5.
Although we are respectfully asking shareholders not to attend the AGM in light of the Covid-19 pandemic, please complete and return the proxy form we have sent to you. The Company's Registrar, Equiniti, must receive the completed proxy form, at the address on the form, by no later than 10.30 am on 16 October 2020. Alternatively, you can vote using our CREST proxy voting service following the procedures set out in the CREST Manual.
The directors of the Company (the 'Directors') believe that the resolutions set out in the Notice are likely to promote the success of the Company and are in the best interests of the Company and of the shareholders as a whole. Accordingly, they recommend you vote in favour of each resolution as they intend to do in respect of their own beneficial shareholdings in the Company, which amount in aggregate to 331,275 shares representing approximately 0.12 per cent of the existing ordinary share capital of the Company (excluding treasury shares).
Yours faithfully
Chris Stone Chair
Resolutions 1 to 14 (inclusive) and resolutions 19 to 22 will be proposed as ordinary resolutions. This means that, for each of those resolutions to be passed, more than 50 per cent of the votes cast must be in favour of the resolution. Resolutions 15 to 18 (inclusive) will be proposed as special resolutions. This means that, for each of those resolutions to be passed, not less than 75 per cent of the votes cast must be in favour of the resolution.
The Directors will present to the shareholders at the AGM the accounts for the previous financial year, on this occasion for the year ended 31 May 2020, together with the Strategic Report and the reports of the Directors and the auditor.
The Directors' Remuneration Report is included in full on pages 74 to 92 of the Company's 2020 Annual Report and Accounts (the '2020 Annual Report') and provides details of the remuneration paid to the Directors of the Company in respect of the year ended 31 May 2020 and, for the purposes of this resolution, does not include the parts of the Directors' Remuneration Report containing the Directors' remuneration policy, which is set out on pages 77 to 83.
In accordance with the Companies Act 2006 (the 'Companies Act'), this resolution to approve the Directors' Remuneration Report (other than the Directors' remuneration policy) is advisory only and therefore no entitlement to remuneration is conditional on it.
In accordance with the Companies Act, the Company proposes an ordinary resolution to approve the Directors' remuneration policy contained in the Directors' Remuneration Report. The proposed policy is set out on pages 77 to 83 of the 2020 Annual Report. The vote on this resolution is binding and, if passed, will mean that remuneration payments and payments for loss of office can only be made to Directors or former Directors in accordance with the approved policy. The Company is required to ensure that a vote on its remuneration policy takes place at least every three years, unless it is proposed that the policy is to be changed before the expiry of the three year period, in which case the Company will propose a new resolution to approve the amended policy. The previous vote on the Company's existing Directors' remuneration policy was held in September 2017 and the policy is due to expire at the 2020 AGM.
Subject to approval at the AGM, the proposed Directors' remuneration policy will take effect from the end of the AGM and will replace the existing policy as approved by shareholders in 2017.
Final dividends are to be approved by shareholders. However, they cannot be more than the amount the Board recommends. The Board is recommending a final dividend of 3.15p per ordinary share for the year ended 31 May 2020. If shareholders approve the recommended dividend, it will be paid on 6 November 2020 to shareholders on the register at the close of business on 9 October 2020.
The auditor of the Company is required to be appointed or reappointed at each AGM at which accounts are presented. An assessment of the effectiveness, independence and objectivity of the auditor has been undertaken by the Audit Committee, which has recommended to the Board that KPMG LLP be reappointed as auditor. The Board confirms that: (1) the recommendation is free from influence by a third party; and (2) no contractual term of the kind mentioned in Article 16(6) of the EU Regulation 537/2014 has been imposed on the Company. Accordingly, shareholder approval is being sought pursuant to resolution 5 to reappoint KPMG LLP as auditor of the Company.
Resolution 6 proposes that the Audit Committee be authorised to determine the level of the auditor's remuneration.
Under the Company's Articles of Association (the 'Articles'), Directors appointed by the Board are required to submit themselves for election at the first AGM following their appointment. There have been no Directors appointed to the Board since the 2018 AGM; therefore, in accordance with the UK Corporate Governance Code every Director will stand for re-election at the AGM.
Biographical details of each Director standing for re-election can be found on pages 52 and 53 of the 2020 Annual Report together with their skills and experience which support the reasons why their contributions are, and continue to be, important to the Company's long-term sustainable success.
The Board supports the re-election of each Director, as it believes that the particular knowledge and experience of each Director, as described in their biographies as set out in the 2020 Annual Report, assist in ensuring that the Board has an appropriate balance of skills and experience for the requirements of the business. The Board has confirmed, following a performance review, that each of the Directors standing for re-election continues to perform effectively and demonstrates commitment to their role. The Board has considered whether each of the Non-Executive Directors is free of any relationship that could materially interfere with the exercise of their independent judgement and has determined that each Non-Executive continues to be considered independent.
Resolution 14 renews a similar authority given at last year's AGM and is in two parts.
In line with guidance issued by the Investment Association, if passed, paragraph 14(a) of resolution 14 will authorise the Directors to allot shares in the Company (and to grant rights to subscribe for, or to convert any security into, shares in the Company) up to an aggregate nominal amount of £930,217 (representing 93,021,700 ordinary shares). This amount represents approximately one-third of the issued ordinary share capital of the Company as at 3 September 2020 (being the latest practicable date before the publication of this document).
In addition, if passed, paragraph 14(b) of resolution 14 will authorise the Directors to allot ordinary shares in the Company (and to grant rights to subscribe for, or to convert any security into, ordinary shares in the Company) in connection with a rights issue only up to a further aggregate nominal amount of £930,217 (representing 93,021,700 ordinary shares). This amount represents approximately one-third of the issued ordinary share capital of the Company as at 3 September 2020 (being the latest practicable date before the publication of this document).
If given, these authorities will expire at the conclusion of the Company's next AGM. It is the Directors' intention to renew the allotment authority each year.
As at the date of this document, no ordinary shares are held by the Company in treasury.
The Directors have no current intention of allotting new ordinary shares other than in relation to the Company's share schemes. However, the Directors consider that it is in the best interests of the Company to have the authorities available so that they have the maximum flexibility permitted by institutional shareholder guidelines to allot shares or grant rights without the need for a general meeting should they determine that it is appropriate to do so to respond to market developments or to take advantage of business opportunities as they arise. The Board recommends that this authority be renewed.
Generally, if the Directors wish to allot new shares or other equity securities (within the meaning of section 560 of the Companies Act) for cash, then under the Companies Act they must first offer such shares or securities to shareholders in proportion to their existing holdings. These statutory pre-emption rights may be disapplied by shareholders.
Resolutions 15 and 16, which will be proposed as special resolutions, will enable the Directors to allot equity securities for cash or sell treasury shares for cash without first offering them to shareholders
pro rata to their existing holdings. The resolutions take a similar form to the resolutions passed at last year's AGM.
The powers proposed under resolution 15 will be limited to allotments or sales of ordinary shares:
This resolution renews the authority obtained at last year's AGM. If given, the authority granted under resolution 15 will expire on the conclusion of the AGM of the Company to be held in 2021.
The powers proposed under resolution 16 will be limited to allotments or sales of ordinary shares:
This resolution renews the authority obtained at last year's AGM. If given, the authority granted under resolution 16 will expire on the conclusion of the AGM of the Company to be held in 2021.
In accordance with the Pre-Emption Group's Statement of Principles, the Directors confirm that they do not intend to issue more than 7.5 per cent of the issued ordinary share capital of the Company on a non-pre-emptive basis (except in connection with an acquisition or specified capital investment as referred to above) in any rolling three year period without prior consultation with shareholders. As noted in relation to resolution 14 above, the Directors have no current intention of issuing ordinary shares other than in relation to the Company's employee share schemes.
The Directors believe it is in the interests of the Company and its shareholders to have the flexibility to purchase its own shares and this resolution seeks authority from shareholders to do so.
Resolution 17, which will be proposed as a special resolution, renews a similar authority given at last year's AGM. The Directors presently have no intention of exercising the authority sought under resolution 17, but consider the authority desirable to provide maximum flexibility in the management of the Company's capital base. If passed, and in considering whether to use this authority, the Directors will take into account factors including the financial resources of the Company, the Company's share price and future funding opportunities. The Directors would only use this authority if they believed that to do so would result in an increase in earnings per share and promote the success of the Company for the benefit of its shareholders as a whole. If any purchases of ordinary shares are made pursuant to this authority, it is intended that such ordinary shares will either be cancelled, held in treasury or used to satisfy options exercised under the Company's share schemes, in each case in accordance with the provisions of the Companies Act. While held in treasury, the shares are not entitled to receive any dividend or dividend equivalent (apart from any issue of bonus shares) and have no voting rights. The Directors will have regard to institutional shareholder guidelines which may be in force at the time of any such purchase, holding or resale of shares held in treasury. Any purchases of ordinary shares would be by means of market purchases on the London Stock Exchange.
This resolution would be limited to 27,906,500 ordinary shares, representing approximately 10 per cent of the issued equity share capital of the Company as at 3 September 2020 (being the latest practicable date prior to publication of this document). The authority also sets minimum and maximum prices at which shares may be bought. The renewed authority will remain in force until the conclusion of the Company's 2021 AGM. The Directors intend to seek renewal of this power at each AGM.
The total number of options to subscribe for ordinary shares for all share schemes of the Company which were outstanding as at 3 September 2020 (being the latest practicable date prior to publication of this document) was 8,542,712, which represents approximately 3.06 per cent of the Company's issued share capital and would represent 3.40 per cent of the Company's issued share capital if the full authority to repurchase ordinary shares as proposed by resolution 17 was exercised.
As at 3 September 2020 (being the latest practicable date prior to publication of this document), the Company holds no shares in treasury.
Resolution 18 enables the Company to hold general meetings (other than AGMs) on 14 clear days' notice. The Articles currently permit such notice period, but this resolution is required in order to comply with the Shareholders' Rights Regulations.
The Company intends only to use the shorter notice period where the flexibility would be helpful given the business of the meeting and where the Company considers it is to the advantage of shareholders as a whole. In accordance with the Companies Act, the Company must make a means of electronic voting available to all shareholders for that meeting in order to be able to call a general meeting on less than 21 clear days' notice.
If passed, the resolution will be effective until the Company's next AGM, when it is intended that a similar resolution will be proposed.
Resolution 19 deals with political donations. Under the Companies Act 2006, political donations to any political parties, independent election candidates or political organisations or the incurring of political expenditure are prohibited unless authorised by shareholders in advance. What constitutes a political donation, a political party, a political organisation, or political expenditure is not easy to decide, as the legislation is capable of wide interpretation. Sponsorship, subscriptions, payment of expenses, paid leave for employees fulfilling public duties and support for bodies representing the business community in policy review or reform may fall within this.
Therefore, notwithstanding that the Company has not made a political donation in the past, and has no intention either now or in the future of making any political donation or incurring any political expenditure in respect of any political party, political organisation or independent election candidate, the Board has decided to put forward resolution 19. This will allow the Company to support the community and put forward its views to wider business and government entities without running the risk of being in inadvertent breach of the law. As permitted under the Companies Act 2006, resolution 19 also covers any political donations made, or political expenditure incurred, by any subsidiaries of the Company. This authority will expire at the end of the next AGM of the Company.
Resolutions 20, 21 and 22 seek approval for the establishment of a new Long Term Incentive Plan (LTIP), Restricted Share Plan (RSP) and Deferred Annual Bonus Share Plan (DABS Plan) (together the 'New Plans') and any equivalent overseas plan to each of those plans that the Company may wish to operate from time to time.
The Company currently operates the NCC Group Long Term Incentive Plan (the 'Existing LTIP') and the NCC Group Deferred Annual Bonus Plan (the 'Existing DABS Plan'). The Existing LTIP was adopted in 2013 and the Existing DABS Plan was adopted as a schedule to the Existing LTIP in 2014.
Shareholder approval is being sought for the LTIP and the DABS Plan as the Existing LTIP and the Existing DABS Plan will expire in 2023 and the Company wishes to refresh and update those plans now and align them with current market practice. Approval is also sought for the RSP to allow for the grant of restricted share awards to employees of the Company. Other than as part of a buyout of existing entitlements at the time of recruitment, the Company's proposed new remuneration policy for which approval is being sought at the AGM will not permit grants to be made to Executive Directors under the RSP. The rules of the proposed RSP also prohibit awards which are not permitted by the Company's remuneration policy in place from time to time.
A summary of the principal terms of the proposed New Plans is set out in the Appendix to this Notice of AGM.
The rules of the proposed New Plans will be available for inspection during normal business hours on Monday to Friday (excluding bank holidays) at the Company's registered office at XYZ Building, 2 Hardman Boulevard, Spinningfields, Manchester M3 3AQ and at the offices of DLA Piper UK LLP, at 160 Aldersgate Street, Barbican, London EC1A 4HT, from the date of this document until the close of the Annual General Meeting and at the place of the Annual General Meeting for at least 15 minutes before and during the meeting.
Notice is hereby given that NCC Group plc (the 'Company') will hold its Annual General Meeting at the offices of NCC Group plc, XYZ Building, 2 Hardman Boulevard, Spinningfields, Manchester M3 3AQ at 10.30 am on 20 October 2020 to consider and, if thought fit, pass the following resolutions.
Resolutions 1 to 14 (inclusive) and resolutions 19 to 22 will be proposed as ordinary resolutions and resolutions 15 to 18 (inclusive) will be proposed as special resolutions. The Directors have determined that all the resolutions to be put to a vote at the AGM will be decided on a poll:
body or stock exchange or by virtue of shares being represented by depositary receipts or any other matter,
provided that this authority shall expire at the conclusion of the next Annual General Meeting of the Company, save that the Company shall be entitled to make offers or agreements before the expiry of such authority which would or might require shares to be allotted or Rights to be granted after such expiry and the Directors shall be entitled to allot shares and grant Rights pursuant to any such offer or agreement as if this authority had not expired and all unexercised authorities previously granted to the Directors to allot shares and grant Rights be and are hereby revoked.
and such power shall expire on the conclusion of the next Annual General Meeting of the Company, save that the Company may before such expiry make an offer or agreement which would or might require equity securities to be allotted or treasury shares to be sold after such expiry, and the Board may allot equity securities or sell treasury shares in pursuance of such an offer or agreement as if the power conferred by this resolution had not expired.
and such power shall expire on the conclusion of the next Annual General Meeting of the Company, save that the
Company may before such expiry make an offer or agreement which would or might require equity securities to be allotted or treasury shares to be sold after such expiry, and the Directors may allot equity securities or sell treasury shares in pursuance of such an offer or agreement as if the power conferred by this resolution had not expired.
and (unless revoked, varied or renewed) this authority shall expire at the conclusion of the next Annual General Meeting, provided that the Company may, before such expiry, make a contract to purchase its own shares which would or might be executed wholly or partly after such expiry, and the Company may make a purchase of its own shares in pursuance of such contract as if the authority hereby conferred had not expired.
(as such terms are defined in the Companies Act 2006) during the period beginning with the date of the passing of this resolution and ending at the end of the next Annual General Meeting of the Company provided that the authorised sum referred to in paragraphs (a), (b) and (c) above may be comprised of one or more amounts in different currencies which, for the purposes of calculating the said sum, shall be converted into Pounds Sterling at the exchange rate published in the London edition of the Financial Times on the date on which the relevant donation is made or expenditure incurred (or the first business day thereafter) or, if earlier, on the day in which the Company enters into any contract or undertaking in relation to the same provided that,
in any event, the aggregate amount of political donations and political expenditure made or incurred by the Company and its subsidiaries pursuant to this resolution shall not exceed £75,000.
Company Secretary 3 September 2020
Registered office: XYZ Building 2 Hardman Boulevard Spinningfields Manchester M3 3AQ
In order for a proxy appointment or instruction made using the CREST service to be valid, the appropriate CREST message (a 'CREST Proxy Instruction') must be properly authenticated in accordance with CREST's specifications and must contain the information required for such instructions, as described in the CREST Manual, which can be viewed at www.euroclear.com. The message, regardless of whether it constitutes the appointment of a proxy or an amendment to the instruction given to a previously appointed proxy, must, to be valid, be transmitted so as to be
received by the issuer's agent (ID RA19) by 10.30 am on 16 October 2020. For this purpose, the time of receipt will be taken to be the time (as determined by the timestamp applied to the message by the CREST Applications Host) from which the issuer's agent is able to retrieve the message by enquiry to CREST in the manner prescribed by CREST. After this time any change of instructions to proxies appointed through CREST should be communicated to the appointee through other means.
CREST members and, where applicable, their CREST sponsors or voting service providers should note that there are no special procedures in CREST for any particular messages. Normal system timings and limitations will therefore apply in relation to the input of CREST Proxy Instructions. It is the responsibility of the CREST member concerned to take (or, if the CREST member is a CREST personal member or sponsored member or has appointed a voting service provider(s), to procure that his CREST sponsor or voting service provider(s) take(s)) such action as shall be necessary to ensure that a message is transmitted by means of the CREST system by any particular time. In this connection, CREST members and, where applicable, their CREST sponsors or voting service providers are referred, in particular, to those sections of the CREST Manual concerning practical limitations of the CREST system and timings.
The Company may treat as invalid a CREST Proxy Instruction in the circumstances set out in Regulation 35(5)(a) of the Uncertificated Securities Regulations 2001.
If the AGM were to be adjourned for any reason, then only those shareholders registered in the Register at 6.30 pm on the day which is two working days prior to the day fixed for the adjourned meeting will be eligible to attend.
will be available for inspection at registered office of the Company and at the offices of DLA Piper UK LLP, 160 Aldersgate Street, London EC1A 4HT, during usual business hours on any weekday
(Saturdays, Sundays and public holidays excluded) from the date of this Notice until the date of the AGM and at the place of the AGM from at least 15 minutes prior to and until the conclusion of the AGM.
The Company may not require the shareholders requesting any such website publication to pay its expenses in complying with sections 527 or 528 of the Companies Act. Where the Company is required to place a statement on a website under section 527 of the Companies Act, it must forward the statement to the Company's auditor not later than the time when it makes the statement available on the website. The business which may be dealt with at the AGM includes any statement that the Company has been required under section 527 of the Companies Act to publish on a website.
The principal terms of the New Plans are set out below:
1.1 The New Plans give participants the right to receive shares subject to certain conditions and continued employment.
3.1 Awards may be made under the New Plans to employees and Executive Directors of the NCC Group (the 'Group'), subject to any awards granted to Executive Directors being permitted by the Company's remuneration policy which applies from time to time (the 'Remuneration Policy'). Non-Executive Directors will not be eligible to participate in the New Plans.
An award may be granted at any other time if the Committee considers that exceptional circumstances exist to justify the grant at such other time.
4.2 No awards can be granted under the New Plans after the tenth anniversary of their approval by the shareholders.
Awards granted under the New Plans can take the form of:
Awards will be settled in shares. The Committee will have discretion to settle entitlements in cash but it is not intended that this discretion would be exercised except in exceptional circumstances.
Where an award is to vest, the Committee has discretion to reduce (including to nil) the extent to which that award vests if it considers that the vesting level does not reflect the underlying performance (financial or otherwise) of the participant or the Group or if, at the Committee's discretion, any other circumstances justify such reduction.
The Committee may defer the vesting of awards wholly or partly or may alter the terms of a conditional share award such that it becomes an option if an event occurs which causes the Committee to consider that such deferral or alteration is appropriate.
Awards may (and will, in the case of Directors) be subject to a further deferral period, which will normally be two years, during which the shares may not be sold, save to raise proceeds to cover tax liabilities payable by the participant on the vesting of exercise of the award. In the case of participants who are Executive Directors of the Company, any deferral periods will be in compliance with the Remuneration Policy.
The Committee may determine that participants will receive a payment in cash or shares equal to the value of dividends that would have been payable on the shares that vested over the vesting period (and, in the case of an award in the form of an option, over any deferral period to the extent that the option is not exercised during that deferral period). This amount may assume reinvestment in further shares and may include or exclude special dividends.
(b) an error in assessing a performance condition which affects the extent to which an award vests or is released or, in the case of the DABS Plan, any performance condition applicable to the bonus in respect which the award was made; or
(c) a material failure of risk management in, or any serious reputational damage to, any Group company or business unit; or
(c) awards which take the form of options will generally remain exercisable until the later of six months after the date on which the award vests or six months after the cessation of employment. In the case of death, vested options will generally remain exercisable for 12 months from the date of death. The Committee may extend these exercise periods up to ten years from the date of grant.
Participants who leave may be subject to post-employment holding requirements in relation to any shares they have acquired or acquire after leaving pursuant to awards granted under the New Plans in accordance with the terms of any post-employment shareholding policy adopted by the Company from time to time.
12.1 If there is a change of control of the Company:
Unless the Committee determines otherwise, options will remain exercisable for one month after the date of the change of control and will lapse at the end of that period.
12.2 On a change of control or any internal reorganisation, participants may be required to exchange their awards for equivalent awards in a different company.
16.1 In the event of a conflict between this summary of the principal terms of the New Plans and the rules of the New Plans, the rules of the New Plans will prevail.
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