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PACIFIC BAY MINERALS LTD. — Proxy Solicitation & Information Statement 2023
Nov 27, 2023
42556_rns_2023-11-27_1884dfbf-1cd4-4b1c-ae34-6e8cc3049d01.pdf
Proxy Solicitation & Information Statement
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PACIFIC BAY MINERALS LTD.
INFORMATION CIRCULAR as at November 17, 2023
SOLICITATION OF PROXIES
This Information Circular is provided in connection with the solicitation of proxies by the management of Pacific Bay Minerals Ltd. (the “Company”) for use at the Annual General Meeting of the shareholders of the Company to be held on December 22, 2023 (the “Meeting”), at the time and place and for the purposes set out in the accompanying notice of meeting and at any adjournment thereof. The solicitation will be made by mail and may also be supplemented by telephone or other personal contact to be made without special compensation by directors, officers and employees of the Company. The Company will bear the cost of this solicitation. The Company will not reimburse shareholders, nominees or agents for the cost incurred in obtaining from their principals authorization to execute forms of proxy.
APPOINTMENT AND REVOCATION OF PROXY
Registered Shareholders
Registered shareholders may vote their common shares by attending the Meeting in person or by completing the enclosed proxy. Registered shareholders should deliver their completed proxies to Computershare Investor Services Inc., 9[th] Floor, 100 University Ave, Toronto, ON, M5J 2Y1 (by mail, telephone or internet according to the instructions on the proxy), not less than 48 hours (excluding Saturdays, Sundays and holidays) before the time for holding the Meeting, otherwise the shareholder will not be entitled to vote at the Meeting by proxy.
The persons named in the proxy are directors and officers of the Company and are proxyholders nominated by management. A shareholder has the right to appoint a person other than the nominees of management named in the enclosed instrument of proxy to represent the shareholder at the Meeting. To exercise this right, a shareholder must insert the name of its nominee in the blank space provided. A person appointed as a proxyholder need not be a shareholder of the Company.
A registered shareholder may revoke a proxy by:
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(a) signing a proxy with a later date and delivering it at the place and within the time noted above;
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(b) signing and dating a written notice of revocation (in the same manner as the proxy is required to be executed, as set out in the notes to the proxy) and delivering it to the registered office of the Company, 1507 – 1090 West Georgia Street, Vancouver, BC , V6E 3V7 at any time up to and including the last business day preceding the day of the Meeting, or any adjournment thereof at which the proxy is to be used, or to the Chairman of the Meeting on the day of the Meeting or any adjournment thereof,
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(c) attending the Meeting or any adjournment thereof and registering with the scrutineer as a shareholder present in person, whereupon such proxy shall be deemed to have been revoked; or
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(d) in any other manner provided by law.
Beneficial Shareholders
The information set forth in this section is of significant importance to many shareholders, as many shareholders do not hold their shares in the Company in their own name. Shareholders holding their shares through banks, trust companies, securities dealers or brokers, trustees or administrators of self-administered RRSP’s, RRIF’s, RESP’s and similar plans or other persons (any one
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of which is herein referred to as an “Intermediary”) or otherwise not in their own name (such shareholders herein referred to as “Beneficial Shareholders”) should note that only proxies deposited by shareholders appearing on the records maintained by the Company’s transfer agent as registered shareholders will be recognized and allowed to vote at the Meeting. If a shareholder’s shares are listed in an account statement provided to the shareholder by a broker, in all likelihood those shares are not registered in the shareholder’s name and that shareholder is a Beneficial Shareholder. Such shares are most likely registered in the name of the shareholder’s broker or an agent of that broker. In Canada the vast majority of such shares are registered under the name of CDS & Co., the registration name for The Canadian Depository for Securities, which acts as nominee for many Canadian brokerage firms. Shares held by brokers (or their agents or nominees) on behalf of a broker’s client can only be voted at the Meeting at the direction of the Beneficial Shareholder. Without specific instructions, brokers and their agents and nominees are prohibited from voting shares for the broker’s clients. Therefore, each Beneficial Shareholder should ensure that voting instructions are communicated to the appropriate party well in advance of the Meeting.
Regulatory policies require Intermediaries to seek voting instructions from Beneficial Shareholders in advance of shareholder meetings. Beneficial Shareholders have the option of not objecting to their Intermediary disclosing certain ownership information about themselves to the Company (such Beneficial Shareholders are designated as non-objecting beneficial owners, or “NOBOs”) or objecting to their Intermediary disclosing ownership information about themselves to the Company (such Beneficial Shareholders are designated as objecting beneficial owners, or “OBOs”).
In accordance with the requirements of National Instrument 54-101 Communication with Beneficial Owners of Securities of a Reporting Issuer , the Company has elected to send the notice of meeting, this Information Circular and a request for voting instructions (a “VIF”), instead of a proxy (the notice of Meeting, Information Circular and VIF or proxy are collectively referred to as the “Meeting Materials”) directly to the NOBOs and indirectly through Intermediaries to the OBOs. The Intermediaries (or their service companies) are responsible for forwarding the Meeting Materials to OBOs.
Meeting Materials sent to Beneficial Shareholders are accompanied by a VIF, instead of a proxy. By returning the VIF in accordance with the instructions noted on it, a Beneficial Shareholder is able to instruct the Intermediary (or other registered shareholder) how to vote the Beneficial Shareholder’s shares on the Beneficial Shareholder’s behalf. For this to occur, it is important that the VIF be completed and returned in accordance with the specific instructions noted on the VIF.
The majority of Intermediaries now delegate responsibility for obtaining instructions from Beneficial Shareholders to Broadridge Investor Communication Solutions (“Broadridge”) in Canada. Broadridge typically prepares a machine-readable VIF, mails these VIFs to Beneficial Shareholders and asks Beneficial Shareholders to return the VIFs to Broadridge, usually by way of mail, the Internet or telephone. Broadridge then tabulates the results of all instructions received and provides appropriate instructions respecting the voting of shares to be represented at the Meeting by proxies for which Broadridge has solicited voting instructions. A Beneficial Shareholder who receives a Broadridge VIF cannot use that form to vote shares directly at the Meeting. The VIF must be returned to Broadridge (or instructions respecting the voting of shares must otherwise be communicated to Broadridge) well in advance of the Meeting in order to have the shares voted. If you have any questions respecting the voting of shares held through an Intermediary, please contact that Intermediary for assistance.
In either case, the purpose of this procedure is to permit Beneficial Shareholders to direct the voting of the shares which they beneficially own. A Beneficial Shareholder receiving a VIF cannot use that form to vote common shares directly at the Meeting – Beneficial Shareholders should carefully follow the instructions set out in the VIF including those regarding when and where the VIF is to be delivered. Should a Beneficial Shareholder who receives a VIF wish to attend the Meeting or have someone else attend on their behalf, the Beneficial Shareholder may request a legal proxy as set forth in the VIF, which will grant the Beneficial Shareholder or their nominee the right to attend and vote at the Meeting.
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Only registered shareholders have the right to revoke a proxy. A Beneficial Shareholder who wishes to change its vote must, at least seven days before the Meeting, arrange for its Intermediary to revoke its VIF on its behalf.
All references to shareholders in this Information Circular and the accompanying instrument of proxy and notice of Meeting are to registered shareholders unless specifically stated otherwise.
The Meeting Materials are being sent to both registered and non-registered owners of the Company’s shares. If you are a Beneficial Shareholder and the Company or its agent has sent the Meeting Materials directly to you, your name and address and information about your holdings of the Company’s securities have been obtained in accordance with applicable securities regulatory requirements from the Intermediary holding on your behalf. By choosing to send the Meeting Materials to you directly, the Company (and not the Intermediary holding on your behalf) has assumed responsibility for (i) delivering the Meeting Materials to you and (ii) executing your proper voting instructions. Please return your voting instructions as specified in the VIF.
VOTING OF SHARES AND EXERCISE OF DISCRETION ON PROXIES
If a shareholder specifies a choice with respect to any matter to be acted upon, the shares represented by proxy will be voted or withheld from voting by the proxy holder in accordance with those instructions on any ballot that may be called for. In the enclosed form of proxy, in the absence of any instructions in the proxy, it is intended that such shares will be voted by the proxyholder, if a nominee of management, in favour of the motions proposed to be made at the meeting as stated under the headings in the notice of meeting accompanying this Information Circular. If any amendments or variations to such matters, or any other matters, are properly brought before the Meeting, the proxyholder, if a nominee of management, will exercise its discretion and vote on such matters in accordance with its best judgment.
The instrument of proxy enclosed, in the absence of any instructions in the proxy, also confers discretionary authority on any proxyholder other than the nominees of management named in the instrument of proxy with respect to the matters identified herein, amendments or variations to those matters, or any other matters which may properly be brought before the Meeting. To enable a proxyholder to exercise its discretionary authority a shareholder must strike out the names of the nominees of management in the enclosed instrument of proxy and insert the name of its nominee in the space provided, and not specify a choice with respect to the matters to be acted upon. This will enable the proxyholder to exercise its discretion and vote on such matters in accordance with its best judgment.
At the time of printing this Information Circular, management of the Company is not aware that any amendments or variations to existing matters or new matters are to be presented for action at the Meeting.
INTEREST OF CERTAIN PERSONS IN MATTERS TO BE ACTED UPON
The Company is not aware of any material interest, direct or indirect, by way of beneficial ownership of securities or otherwise, of each of the following persons in any matter to be acted upon at the Meeting other than the election of directors or the appointment of auditors:
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(a) each 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;
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(b) each proposed nominee for election as a director of the Company; and
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(c) each associate or affiliate of any of the foregoing.
VOTING SECURITIES AND PRINCIPAL HOLDERS OF VOTING SECURITIES
The authorized capital of the Company consists of an unlimited number of common shares. On November 17, 2023 (the “Record Date”), the Company had 30,971,584 common shares outstanding. All common shares in the capital of the Company are of the same class and each carries the right to one
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vote. Only those shareholders of record on the Record Date are entitled to attend and vote at the Meeting.
To the knowledge of the directors and executive officers of the Company, as of the date of this Information Circular, only those persons set forth below beneficially own, directly or indirectly, or exercise control or direction over, 10% or more of the common shares of the Company.
| Shareholder | Number of Common Shares |
Percentage of Common Shares |
|---|---|---|
| David H. Brett | 4,026,358 | 13.00% |
| David Schussler | 6,643,835 | 21.45% |
ELECTION OF DIRECTORS
The directors of the Company are elected annually and hold office until the next annual general meeting of the shareholders or until their successors are elected. The management of the Company proposes to fix the number of directors to be elected at four (4) and to nominate the persons listed below for election as directors of the Company to serve until their successors are elected or appointed. In the absence of instructions to the contrary, proxies given pursuant to the solicitation by the management of the Company will be voted for the nominees listed in this Information Circular. Management does not contemplate that any of the nominees will be unable to serve as a director. If any vacancies occur in the slate of nominees listed below before the Meeting, management will exercise discretion to vote the proxy for the election of any other person or persons as directors.
The following table sets out the names of the nominees for election as directors, the offices they hold within the Company, their occupations, the length of time they have served as directors of the Company, and the number of shares of the Company and its subsidiaries which each beneficially owns directly or indirectly or over which control or direction is exercised as of the date of the notice of meeting:
| Name, jurisdiction of | Principal | Director since | Number of common |
|---|---|---|---|
| residence and office held | occupation in the | shares beneficially | |
| last five years | owned | ||
| Reagan Glazier, BSc~~(1)~~ | Chairman and a | Since 2023 | 199,928 |
| Director, President and CEO | Director of the | ||
| British Columbia, Canada | Company, Project | ||
| Geologist, Surge | |||
| Copper | |||
| David H. Brett, MBA(1) (2) Director British Columbia, Canada |
Director of the Company, President. CEO & |
Since 1996 (also served 1985- 1992) |
4,026,358 |
| Director of Engold | |||
| Mines Ltd. | |||
| Cameron MacDonald Director British Columbia, Canada |
Director of the Company, Businessman |
Since July 1, 2022 |
500,000 |
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Name, jurisdiction of Principal Director since Number of common residence and office held occupation in the shares beneficially last five years owned
Frank S. Moyle ~~[(1) (2) ]~~ Director of the Since June 2019 Nil Director Company, British Columbia, Canada Geologist & Businessman
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(1) Members of the audit committee.
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(2) Members of the compensation committee.
The above information, including information as to common shares beneficially owned, has been provided by the respective directors individually.
No proposed director of the Company
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(a) is, as at the date of this Information Circular, or has been, within 10 years before the date of this Information Circular, a director, chief executive officer or chief financial officer of any company (including the Company) that,
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(i) was the subject:
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(A) of a cease trade order;
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(B) an order similar to a cease trade order; or
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(C) an order that denied the relevant company access to any exemption under securities legislation for a period of more than 30 consecutive days,
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while the proposed director was acting in the capacity as director, chief executive officer or chief financial officer; or
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(ii) was subject to:
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(A) a cease trade order;
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(B) an order similar to a cease trade order; or
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(C) an order that denied the relevant company access to any exemption under securities legislation for a period of more than 30 consecutive days,
after the proposed director was acting in the capacity as director, chief executive officer or chief financial officer and which resulted from an event that occurred while that person was acting in the capacity as director, chief executive officer or chief financial officer,
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(b) is, as at the date of this Information Circular, or has been within 10 years before the date of this 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;
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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
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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
- (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 securities regulatory authority or been subject to any other penalties or sanctions imposed by a court or regulatory body that would be likely to be considered important to a reasonable investor making an investment decision.
EXECUTIVE COMPENSATION
Compensation Discussion and Analysis
Interpretation
“Named executive officer” (“NEO”) means:
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(a) a Chief Executive Officer (“CEO”);
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(b) a Chief Financial Officer (“CFO”);
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(c) each of the three most highly compensated executive officers, or the three most highly compensated individuals acting in a similar capacity, other than the CEO and CFO, at the end of the most recently completed financial year whose total compensation was, individually, more than $150,000 for that financial year; and
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(d) each individual who would be a NEO under paragraph (c) but for the fact that the individual was neither an executive officer of the Company, nor acting in a similar capacity, at the end of that financial year.
The NEOs who are the subject of this Compensation Discussion and Analysis are David H. Brett, President and CEO, and Leanora Brett, CFO.
Compensation Program Objectives
The objectives of the Company’s executive compensation program are as follows:
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to attract, retain and motivate talented executives who create and sustain the Company’s continued success;
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to align the interests of the Company’s executives with the interests of the Company’s shareholders; and
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to provide total compensation to executives that is competitive with that paid by other companies of comparable size engaged in similar business in appropriate regions.
Overall, the executive compensation program aims to design executive compensation packages that meet executive compensation packages for executives with similar talents, qualifications and responsibilities at companies with similar financial, operating and industrial characteristics. The Company is a venture company involved in the mineral exploration industry and will not be generating significant revenues from operations for a significant period of time. As a result, the use of traditional performance standards, such as corporate profitability, is not considered by the Company to be appropriate in the evaluation of the performance of the NEOs.
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Purpose of the Compensation Program
The Company’s executive compensation program has been designed to reward executives for reinforcing the Company’s business objectives and values, for achieving the Company’s performance objectives and for their individual performances.
Elements of Compensation Program
The executive compensation program consists of a combination of base salary, performance bonus and stock option incentives.
Purpose of Each Element of the Executive Compensation Program
The base salary of a NEO is intended to attract and retain executives by providing a reasonable amount of non-contingent remuneration.
In addition to a fixed base salary, each NEO is eligible to receive a performance-based bonus meant to motivate the NEO to achieve short-term goals. The pre-established, quantitative target(s) used to determine performance bonuses are set each fiscal year. Awards under this plan are made by way of cash payments only, which payment are made at the end of the fiscal year.
Stock options are generally awarded to NEOs on an annual basis based on performance measured against set objectives. The granting of stock options upon hire aligns NEOs’ rewards with an increase in shareholder value over the long term. The use of stock options encourages and rewards performance by aligning an increase in each NEO’s compensation with increases in the Company’s performance and in the value of the shareholders’ investments.
Determination of the Amount of Each Element of the Executive Compensation Program
Compensation Committee
Compensation of the NEOs of the Company, other than that of the CEO, is reviewed annually by the CEO, who makes recommendations to the Compensation Committee. The Compensation Committee reviews the recommendations of the CEO and makes its own recommendations to the Board of Directors of the Company (the “Board”), which approves the compensation of the NEOs based on the recommendations of the Compensation Committee. Compensation for the CEO is reviewed annually by the Compensation Committee, which then makes recommendations to the Board. The Board approves the base salary of each NEO based on the recommendations of the Compensation Committee.
During the most recently completed financial year, the members of the Compensation Committee were David H. Brett and Frank S. Moyle.
Base Salary
The base salary review of each NEO takes into consideration the current competitive market conditions, experience, proven or expected performance, and the particular skills of the NEO. Base salary is not evaluated against a formal “peer group”. The Compensation Committee relies on the general experience of its members in setting base salary amounts.
Performance Bonuses
The Compensation Committee oversees the operation of the Corporation’s bonus plan by evaluating and approving the targets and the objectives to be met by the NEO and the amount of bonus payable at specific levels of attainment of those targets and objectives. The bonus for each individual NEO varies dependent upon the position and the factors considered in assessing the bonus amounts include, but are not limited to, expense control and attainment of specific strategic business goals.
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Stock Options
The Company has established a formal plan (the “Stock Option Plan”) under which stock options are granted to directors, officers, employees and consultants as an incentive to serve the Company in attaining its goal of improved shareholder value. The Board, based on recommendations of the Compensation Committee where appropriate, determines which NEOs (and other persons) are entitled to participate in the Company’s stock option plan; determines the number of options granted to such individuals; and determines the date on which each option is granted and the corresponding exercise price. For further information regarding the Stock Option Plan refer to “Particulars of Matters to be Acted On – Stock Option Plan”.
The Board makes these determinations subject to the provisions of the existing Stock Option Plan and, where applicable, the policies of the TSX Venture Exchange.
Previous grants of option-based awards are taken into account when considering new grants.
Link to Overall Compensation Objectives
Each element of the executive compensation program has been designed to meet one or more objectives of the overall program.
The fixed base salary of each NEO, combined with the granting of stock options, has been designed to provide total compensation which the Board believes is competitive with that paid by other companies of comparable size engaged in similar business in appropriate regions.
Summary Compensation Table
The following table presents information concerning all compensation paid, payable, awarded, granted, given, or otherwise provided, directly or indirectly, to NEOs by the Company and its subsidiaries for services in all capacities to the Company during the most recently completed financial year:
| Name and principal position |
Year | Salary ($) |
Share- based awards ($) |
Option- based awards ($) |
Non-equity incentive plan compensation ($) |
Non-equity incentive plan compensation ($) |
Pension value ($) |
All other compensation ($) |
Total compensation ($) |
|---|---|---|---|---|---|---|---|---|---|
| Annual incentive plans |
Long- term incentive plans |
||||||||
| David H. Brett President & CEO |
2022 2021 2020 |
Nil Nil 45,000 |
Nil Nil Nil |
Nil Nil Nil |
Nil Nil Nil |
Nil Nil Nil |
n/a n/a n/a |
Nil Nil Nil |
Nil Nil 45,000 |
| Leanora Brett CFO |
2022 2021 2020 |
30,000 30,000 30,000 |
Nil Nil Nil |
Nil Nil Nil |
Nil Nil Nil |
Nil Nil Nil |
n/a n/a n/a |
Nil Nil Nil |
30,000 30,000 30,000 |
Incentive Plan Awards - Outstanding Share-Based Awards and Option-Based Awards
The following table sets forth information in respect of all share-based awards and option-based awards outstanding at the end of the most recently completed financial year to the NEOs of the Company:
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| Option-based Awards | Option-based Awards | Share-based Awards | Share-based Awards | |||
|---|---|---|---|---|---|---|
| Name | Number of securities underlying unexercised options (#) |
Option exercise price ($) |
Option expiration date |
Value of unexercised in-the-money options ($) |
Number of shares or units of shares that have not vested (#) |
Market or payout value of share- based awards that have not vested ($) |
| David H. Brett |
200,000 | 0.15 | September 24, 2023 |
Nil |
Nil | Nil |
| Leanora Brett |
150,000 | 0.15 | September 24, 2023 |
Nil |
Nil | Nil |
Incentive Plan Awards – Value Vested or Earned During the Most Recently Completed Financial Year
The following table presents information concerning value vested with respect to option-based awards and share-based awards for each NEO during the most recently completed financial year:
| Name | Option-based awards – Value vested during the year ($) |
Share-based awards – Value vested during the year ($) |
Non-equity incentive plan compensation – Value earned during the year ($) |
|---|---|---|---|
| David H. Brett | Nil | Nil | Nil |
| Leanora Brett | Nil | Nil | Nil |
Pension Plan Benefits – Defined Benefits Plan
The Company does not have a Defined Benefits Pension Plan.
The Company does not have a Defined Contribution Pension Plan.
Termination and Change of Control Benefits
During the most recently completed financial year there were no employment contracts, agreement, plans or arrangements for payments to an NEO, at, following or in connection with any termination (whether voluntary, involuntary or constructive), resignation, retirement, a change in control of the Company or a change in an NEO’s responsibilities.
Director Compensation
Director Compensation Table
The following table sets forth information with respect to all amounts of compensation provided to the directors of the Company for the most recently completed financial year.
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| Name | Fees earned ($) |
Share- based awards ($) |
Option -based award s ($) |
Non-equity incentive plan compensation ($) |
Pension value ($) |
All other compensation ($) |
Total ($) |
|---|---|---|---|---|---|---|---|
| Frank S. Moyle | Nil | Nil | Nil | Nil | Nil | Nil | Nil |
| William H. Smith | Nil | Nil | Nil | Nil | Nil | Nil | Nil |
| Cameron Macdonald |
Nil | Nil | Nil | Nil | Nil | Nil | Nil |
| Antonio Vespa | Nil | Nil | Nil | Nil | Nil | Nil | Nil |
Share-Based Awards, Options-Based Awards and Non-Equity Incentive Plan Compensation
Incentive Plan Awards - Outstanding Share-Based Awards and Option-Based Awards
The following table sets forth information in respect of all share-based awards and option-based awards outstanding at the end of the most recently completed financial year to the directors of the Company:
| Option-based Awards | Option-based Awards | Share-based Awards | Share-based Awards | |||
|---|---|---|---|---|---|---|
| Name | Number of securities underlying unexercised options (#) |
Option exercise price ($) |
Option expiration date |
Value of unexercised in-the- money options ($) |
Number of shares or units of shares that have not vested (#) |
Market or payout value of share- based awards that have not vested ($) |
| Frank S. Moyle | 200,000 | 0.15 | September 24, 2023 |
Nil | Nil | Nil |
| William H. Smith | 200,000 | 0.15 | September 24, 2023 |
Nil | Nil | Nil |
| Cameron Macdonald | Nil |
Nil | Nil | Nil | Nil | Nil |
| Antonio Vespa | 150,000 | 0.15 | September 24, 2023 |
Nil | Nil | Nil |
Incentive Plan Awards – Value Vested or Earned During the Most Recently Completed Financial Year
The following table presents information concerning value vested with respect to option-based awards and share-based awards for the directors of the Company during the most recently completed financial year:
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| Name | Option-based awards – Value vested during the year ($) |
Share-based awards – Value vested during the year ($) |
Non-equity incentive plan compensation – Value earned during the year ($) |
|---|---|---|---|
| Frank S. Moyle | Nil | Nil | Nil |
| William H. Smith | Nil | Nil | Nil |
| Cameron Macdonald | Nil | Nil | Nil |
| Antonio Vespa | Nil | Nil | Nil |
SECURITIES AUTHORIZED FOR ISSUANCE UNDER EQUITY COMPENSATION PLAN
The following table sets out, as of the end of the most recently completed financial year, all required information with respect to compensation plans under which equity securities of the Company are authorized for issuance:
| Plan Category | Number of securities to be issued upon exercise of outstanding options, warrants and rights (a) |
Weighted-average exercise price of outstanding options, warrants and rights (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 |
900,000 | Nil | 1,641,158 |
| Equity compensation plans not approved by securityholders |
Nil | Nil | Nil |
| Total | 900,000 | 1,161,158 |
CORPORATE GOVERNANCE
Board of Directors
The Board of Directors presently has four directors, two of whom are independent. The definition of independence used by the Company is that used by the Canadian Securities Administrators, which is set out in section 1.4 of National Instrument 52-110 Audit Committees (“NI 52-110”). A director is independent if he has no direct or indirect material relationship to the Company. A “material relationship” is a relationship which could, in the view of the Board of Directors, be reasonably expected to interfere with the exercise of the director’s independent judgment. Certain types of relationships are by their very nature considered to be material relationships and are specified in section 1.4 of NI 52-110.
Cameron MacDonald and Frank Moyle are considered to be independent directors. David Brett and Reagan Glazier are not considered to be independent as David Brett was an executive officer within the last three years and Reagan Glazier is currently an executive officer.
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The Board believes that the principal objective of the Company is to generate economic returns with the goal of maximizing shareholder value, and that this is to be accomplished by the Board through its stewardship of the Company. In fulfilling its stewardship function, the Board’s responsibilities will include strategic planning, appointing and overseeing management, succession planning, risk identification and management, environmental oversight, communications with other parties and overseeing financial and corporate issues. Directors are involved in the supervision of management.
The Company has not developed written position descriptions for the Chair and the Chief Executive Officer. The Chair is not independent. Pursuant to the Business Corporations Act (British Columbia), directors must declare any interest in a material contract or transaction or a proposed material contract or transaction. Further, the independent members of the Board of Directors meet independently of management members when warranted. During the most recently completed financial year, the Board of Directors met 4 times and all members of the Board were in attendance at each meeting. The independent directors met 4 times without the non-independent members of the Board in attendance.
Other Directorships
The directors of the Company are also directors of the following other reporting issuers:
| Current Director / Nominee | Other Directorships of other Reporting Issuers |
|---|---|
| David H. Brett |
EnGold Mines Ltd. |
| William Smith~~(1)~~ | Prospex Energy PLC |
| Frank Moyle |
Nil |
| Antonio Vespa(~~2~~) | Nil |
| Cameron MacDonald | Aurwest Resources Corporation, Tenth Avenue Petroleum Corp. |
| Reagan Glazier |
Freegold Ventures Ltd, Starrpeak Mining Ltd. |
~~(1)~~ William Smith resigned from the board, effective March 23, 2023.
(2) Antonio Vespa resigned from the board, effective September 3, 2023. Orientation and Continuing Education
New directors of the Company are provided with a package of pertinent information about the Company which includes written information about the duties and obligations of directors, the business and operations of the Company and documents from recent board meetings. Specific details of the orientation of each new director are tailored to that director’s individual needs and areas of interest.
The Company also provides continuing education to directors by way of management presentations to ensure that their knowledge and understanding of the Company’s business remains current. The Company’s financial and legal advisers are also available to the Company’s directors.
Ethical Business Conduct
The Company has adopted a Code of Business Conduct and Ethics (the “Code”) which is intended to document the principles of conduct and ethics to be followed by the Company’s directors, officers and employees. The purpose of the Code is to:
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Promote integrity and deter wrongdoing
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Promote honest and ethical conduct, including the ethical handling of actual or apparent conflicts of interest.
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Promote avoidance of absence of conflicts of interest.
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Promote full, fair, accurate, timely and understandable disclosure in public communications made by the Company.
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Promote compliance with applicable governmental laws, rules and regulations.
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Promote and provide a mechanism for the prompt, internal reporting of departures from the Code.
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Promote accountability for adherence to the Code.
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Provide guidance to the Company’s directors, officers and employees to help them recognize and deal with ethical issues.
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To help foster a culture of integrity, honesty and accountability throughout the Company.
A copy of the Code is available from the Company’s offices. In the Board’s regular meetings, the Board considers the Company’s operations and business activities in light of the Code. 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.
Nomination of Directors
The Company does not have a formal process or committee for proposing new nominees for election to the Board of Directors. The nominees are generally the result of recruitment efforts by the Board members, including both formal and informal discussions among Board members.
Compensation
The Board has established a Compensation Committee which is responsible for reviewing the adequacy and form of compensation paid to the Company’s executives and key employees, and ensuring that such compensation realistically reflects the responsibilities and risks of such positions. In fulfilling its responsibilities, the Compensation Committee evaluates the performance of the chief executive officer and other senior management in light of corporate goals and objectives, and makes recommendations with respect to compensation levels based on such evaluations.
Other Board Committees
The Board has not established any committees other than the Audit and Compensation Committees.
Assessments
There is no formal committee with the responsibility for assessing the effectiveness of the Board of Directors as whole. The Board as a group regularly reviews its performance and assesses the effectiveness of the Board as a whole.
AUDIT COMMITTEE AND RELATIONSHIP WITH AUDITORS
General
The Audit Committee is a standing committee of the Board, the primary function of which is to assist the Board in fulfilling its financial oversight responsibilities, which will include monitoring the quality and integrity of the Company’s financial statements and the independence and performance of the Company’s external auditor, acting as a liaison between the Board and the Company’s external auditor, reviewing the financial information that will be publicly disclosed and reviewing all audit processes and the systems of internal controls management and the Board have established.
Audit Committee Charter
The Board has adopted an Audit Committee Charter, which sets out the Audit Committee’s mandate, organization, powers and responsibilities. The Audit Committee Charter is attached as Schedule “A” to this Information Circular.
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Composition
As the shares of the Company are listed on the TSX Venture Exchange (the “Exchange”), it is categorized as a venture issuer. As a result, the Company is exempt from the requirements of Part 3 ( Composition of the Audit Committee ) of NI 52-110.
During the financial year ended December 31, 2022, the Audit Committee consisted of the following three (3) directors. As a result of the resignation of William H. Smith from the board of directors of the Company, the Company appointed Reagan Glazier as a member of the audit committee, effective March 23, 2023. Also indicated is whether they are ‘independent’ and ‘financially literate’.
| Name of Member | Independent(1) | Financially Literate(2) |
|---|---|---|
| David H. Brett | No | Yes |
| Frank S. Moyle | Yes | Yes |
| William H. Smith |
Yes |
Yes |
~~(1)~~ A member of the Audit Committee is independent if he has no direct or indirect ‘material relationship’ with the Company. A material relationship is a relationship which could, in the view of the Board, reasonably interfere with the exercise of a member’s independent judgment. An executive officer of the Company, such as the President, is deemed to have a material relationship with the Company.
(2) A member of the Audit Committee is financially literate if he has 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 reasonably be expected to be raised by the Company’s financial statements.
Relevant Education and Experience
Audit Committee Oversight
David H. Brett, President, CEO, Director and a member of the Audit Committee, has a Master of Business Administration degree and has over 30 years experience managing public companies. His education and experience have involved careful analysis and consideration of financial statements, public disclosure policies, corporate governance practices, the design and implementation of appropriate internal financial controls, and ongoing compliance with the changing regulatory framework, with abundant specific experience pertaining to the disclosure of financial data relative to the resource sector.
Frank S. Moyle, Director and a member of the Audit Committee, is a geologist and businessman who obtained a Bs.C. in geology from UBC in 1995 and a B.Ed. from UBC in 2000. Mr. Moyle has worked extensively in the resource sector, including work with Pacific Bay on the Haskins Reed Project in Norther BC as well as work with BHP Minerals, Schlumberger Oilfield Services, and a number of junior exploration companies.
William H. Smith KC, Director and a member of the Audit Committee during 2022 is a lawyer with over 40 years of board, legal, finance and business experience with both private and public companies. Formerly a partner at McCarthy Tetrault LLP, Mr. Smith’s experience spans the natural resource, technology and industrial sectors in Canada and overseas. A respected leader in corporate governance best practices, Mr. Smith served as interim Director of the Alberta Securities Commission and has served on the boards of companies listed on the TSX Venture Exchange, the TSX, the London Stock Exchange, and AIM. Mr. Smith is presently a director of PFB Corporation and Prospex Energy PLC.
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Since the commencement of the Company’s most recently completed financial year, there has not been a recommendation of the Audit Committee to nominate or compensate an external auditor which was not adopted by the Board.
Reliance on Certain Exemptions
Since the commencement of the Company’s most recently completed financial year, the Company has not relied on the exemption in section 2.4 ( De Minimis Non-audit Services ) of NI 52-110. The Company is relying on the exemption set out in section 6.1.1(6) of NI 52-110 as a result of the resignation of William Smith.
Pre-Approval Policies and Procedures
The Audit Committee has not adopted specific policies and procedures for the engagement of non-audit services; however, as provided for in NI 52-110 the Audit Committee must pre-approve all non-audit services to be provided to the Company or its subsidiaries, unless otherwise permitted by NI 52-110.
External Auditor Service Fees (By Category)
| Financial Year Ending | Audit Fees(1) | Audit Related Fees (2) |
Tax Fees(3) | All Other Fees (4) |
|---|---|---|---|---|
| December31,2022 | $16,000 | Nil | Nil | Nil |
| December31,2021 |
$19,000 | Nil | Nil | Nil |
~~(1)~~ The aggregate fees billed by the Company’s auditor for audit fees.
(2) The aggregate fees billed for assurance and related services by the Company’s auditor that are reasonably related to the performance of the audit or review of the Company’s financial statements and are not disclosed in the ‘Audit Fees’ column.
(3) The aggregate fees billed for professional services rendered by the Company’s auditor for tax compliance, tax advice and tax planning.
- (4) The aggregate fees billed for professional services other than those listed in the other three columns.
Exemption
Pursuant to section 6.1 of NI 52-110, the Company is exempt from the requirements of Part 3 Composition of the Audit Committee and Part 5 Reporting Obligations of NI 52-110 because it is a venture issuer.
INDEBTEDNESS OF DIRECTORS AND SENIOR OFFICERS
None of the directors or executive officers of the Company or any subsidiary thereof, has more than “routine indebtedness” to the Company or any subsidiary thereof.
INTEREST OF INFORMED PERSONS IN MATERIAL TRANSACTIONS
Unless otherwise disclosed herein, no informed person or proposed nominee for election as a director, or any associate or affiliate of any of the foregoing, has or has had any material interest, direct or indirect, in any transaction or proposed transaction since the commencement of the Company’s most recently completed financial year, which has materially affected or will materially affect the Company or any of its subsidiaries, other than as disclosed by the Company during the course of the year or as disclosed herein.
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APPOINTMENT OF AUDITOR
The management of the Company intends to nominate Lancaster David Chartered Accountants of Vancouver, British Columbia for appointment as auditors of the Company. Forms of proxy given pursuant to the solicitation of the management of the Company, will, on any poll, be voted as directed and, if there is no direction, be voted for the appointment of Lancaster & David Chartered Accountants of Vancouver, British Columbia at a remuneration to be fixed by the directors. Lancaster & David Chartered Accountants were first appointed auditors of the Company on October 23, 2009.
MANAGEMENT CONTRACTS
There are no management functions of the Company or its subsidiaries which are to any substantial degree performed by a person or company other than the directors or senior officers (or private companies controlled by them, either directly or indirectly) of the Company.
PARTICULARS OF MATTERS TO BE ACTED UPON
Stock Option Plan
The Company has adopted a new stock option plan (the “Stock Option Plan”), which permits the granting of options to directors, officers, employees, consultants and other service providers (the “Optionees”) of the Company. The Stock Option Plan is intended to afford persons who provide services to the Company an opportunity to obtain an increased proprietary interest in the Company by permitting them to purchase common shares and to aid in attracting as well as retaining and encouraging the continued involvement of such persons with the Company. The Stock Option Plan is administered by the board of directors of the Company. Provided that the Stock Option Plan is approved by shareholders at the meeting, the Stock Option Plan will replace the Company’s existing rolling stock option plan. A copy of the Stock Option Plan will be available at the Meeting.
The Stock Option Plan currently limits the number of Common Shares that may be issued on exercise of options to a number not exceeding 10% of the number of common shares which are outstanding from time to time. Options that are cancelled, terminated or expired prior to exercise of all or a portion thereof shall result in the common shares that were reserved for issuance thereunder being available for a subsequent grant of options pursuant to the Stock Option Plan. As the Stock Option Plan is a rolling plan, the issuance of additional Common Shares by the Corporation or the exercise of Options will also give rise to additional availability under the Stock Option Plan.
The number of common shares issuable pursuant to options granted under the Stock Option Plan or any other security-based compensation arrangements of the Company: (i) to any one Optionee in any 12 month period may not exceed 5% of the outstanding common shares; (ii) issuable to insiders (as a group) at any time shall not exceed 10% of the issued and outstanding Common Shares in any 12 month period; (iii) issued to insiders (as a group) within any 12 month period may not exceed 10% of the outstanding common shares; (iv) to any one consultant may not exceed 2% of the outstanding common shares; and (v) issuable to all Optionees providing investor relations services within any 12 month period shall not exceed 2% of the outstanding common shares. In addition, the number of common shares issuable at any time pursuant to options to directors of the Company that are not officers or employees shall be limited to 1% of the issued and outstanding common shares. Options granted under the Stock Option Plan are not assignable.
Options granted pursuant to the Stock Option Plan have a term not exceeding five years and vest in such manner as determined by the Board. In the absence of any specific determination to the contrary by the board of directors, options will vest and be exercisable as to one third on each of the first, second and third anniversaries of the date of grant.
The exercise price of the options granted pursuant to the Stock Option Plan is determined by the board at the time of grant, provided that the exercise price shall not be less than the closing trading price of the
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common shares on the Exchange (or such stock exchange on which the common shares may be listed) on the last trading day immediately preceding the date of grant.
In the event that an Optionee ceases to be a director, officer employee of or service provider to the Company for any reason (other than for cause), including without limitation, resignation, dismissal or otherwise but excluding death, the Optionee may, prior to the expiry date of the options and within 90 days from the date of ceasing to be a director, officer employee or service provider, exercise any options which are vested within such period, after which time any outstanding options shall terminate. In the event of death of the Optionee, any outstanding options shall vest immediately and shall terminate on the date that is 90 days following the Optionee’s death.
Without the prior approval of the shareholders of the Company, the board of directors may not: (i) make any amendment to the Stock Option Plan to increase the percentage of common shares issuable on exercise of outstanding options at any time; (ii) reduce the exercise price of any outstanding options held by Insiders (as such term is defined in the Stock Option Plan); (iii) extend the term of any outstanding options beyond the original expiry date of such option; (iv) make any amendment to increase the maximum limit on the number of securities that may be issued to Insiders; (v) make any amendment to increase the maximum number of common shares issuable on exercise of options to directors who are not officers or employees of the Corporation; (vi) make any amendment to the Stock Option Plan that would permit an Optionee to transfer or assign options to a new beneficial Optionee other than in the case of death of the Optionee; or (vii) amend the restrictions on amendments that are provided in the Stock Option Plan. Subject to restrictions set out above, the board of directors may amend or discontinue the Stock Option Plan and options granted thereunder at any time, without shareholder approval, provided that any amendment to the Stock Option Plan that requires approval of any stock exchange on which the common shares are listed for trading may not be made without approval of such stock exchange. In addition, no amendment to the Stock Option Plan or options granted pursuant to the Stock Option Plan may be made without the consent of the Optionee if it adversely alters or impairs any option previously granted to such Optionee.
The Stock Option Plan is subject to approval by shareholders. Accordingly, the shareholders will be asked at the Meeting to pass an ordinary resolution in the following terms:
“ RESOLVED THAT :
-
the stock option plan of the Company (the “Stock Option Plan”) as described in the Company’s management information circular dated November 17, 2023, which provides for the rolling grant of options to acquire up to 10% of the number of issued and outstanding common shares of the Corporation, be and the same is hereby ratified, confirmed and approved;
-
all unallocated stock options under the Stock Option Plan, as amended from time to time, be and hereby are approved; and
-
any one director or officer of the Corporation be and is hereby authorized and directed to do all things and to execute and deliver all documents and instruments as may be necessary or desirable to carry out the terms of this resolution.”
An ordinary resolution requires the approval of a simple majority (50% plus one vote) of the votes cast by those shareholders of the Company, who, being entitled to, vote in person or by proxy at a general meeting of the Company.
OTHER MATTERS
It is not known whether any other matters will come before the Meeting other than those set forth above and in the notice of meeting, but if any other matters do arise, the persons named in the proxy intend to vote on any poll, in accordance with their best judgment, exercising discretionary authority with respect to
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amendments or variations of matters ratified in the notice of meeting and other matters which may properly come before the Meeting or any adjournment.
ADDITIONAL INFORMATION
Additional information on the Company is available on the internet on SEDAR+ at www.sedarplus.ca. Financial information is provided in the Company’s financial statements and management discussion and analysis which are available on SEDAR. The audited financial statements for the year ending December 31, 2022 together with the auditor’s report will be presented at the Meeting. You may request copies of the Company’s financial statements and management discussion and analysis by completing the request card included with this Information Circular, in accordance to the instructions therein.
DATED November 17, 2023.
BY THE MANAGEMENT OF Pacific Bay Minerals Ltd
“Reagan Glazier”
Reagan Glazier President & Chief Executive Officer
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SCHEDULE A AUDIT COMMITTEE CHARTER
1. MANDATE
The primary mandate of the audit committee (the “Audit Committee”) of the Board of Directors the Company (the “Board”) is to assist the Board in overseeing the Company’s financial reporting and disclosure. This oversight includes:
-
(A) reviewing the financial statements and financial disclosure that is provided to shareholders and disseminated to the public;
-
(B) reviewing the systems of internal controls to ensure integrity in the financial reporting of the Company; and
-
(C) monitoring the independence and performance of the Company’s external auditors and reporting directly to the Board on the work of the external auditors.
2. COMPOSITION AND ORGANIZATION OF THE COMMITTEE
- 2.1 The Audit Committee must have at least three directors.
2.2 The majority of the Audit Committee members must be independent. A member of the Audit Committee is independent if the member has no direct or indirect material relationship with an issuer. A material relationship means a relationship which could, in the view of the issuer’s board of directors, reasonably interfere with the exercise of a member’s independent judgment. [1]
2.3 Every Audit Committee member must be financially literate. Financial literacy is the ability to read and understand a set of financial statements that present a breath and level of complexity of accounting issues that are generally comparable to the breadth and complexity of the issues that can reasonably be expected to be raised by the issuer’s financial statements. [2]
2.4 The Board will appoint from themselves the members of the Audit Committee on an annual basis for one year terms. Members may serve for consecutive terms.
2.5 The Board will also appoint a chair of the Audit Committee (the “Chair of the Audit Committee”) for a one year term. The Chair of the Audit Committee may serve as the chair of the committee for any number of consecutive terms.
2.6 A member of the Audit Committee may be removed or replaced at any time by the Board. The Board will fill any vacancies in the Audit Committee by appointment from among members of the Board.
3. MEETINGS
3.1 The Audit Committee will meet at least four (4) times per year. Special meetings may be called by the Chair of the Audit Committee as required.
3.2 Quorum for a meeting of the Audit Committee will be two (2) members in attendance.
3.3 Members may attend meetings of the Audit Committee by teleconference, videoconference, or by similar communication equipment by means of which all persons participating in the meeting can communicate with each other.
-
1 Multilateral Instrument 52-110 Audit Committees section 1.4
-
2 Multilateral Instrument 52-110 Audit Committees section 1.5
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3.4 The Audit Committee Chair will set the agenda for each meeting, after consulting with management and the external auditor. Agenda materials such as draft financial statements must be circulated to Audit Committee members for members to have a reasonable time to review the materials prior to the meeting.
3.5 Minutes of the Audit Committee meetings will be accurately recorded, with such minutes recording the decisions reached by the committee. Minutes of each meeting must be distributed to members of the Board, the Chief Executive Officer, the Chief Financial Officer and the external auditor.
4. RESPONSIBILITIES OF THE COMMITTEE
- 4.1 The Audit Committee will perform the following duties:
External Auditor
-
(a) select, evaluate and recommend to the Board, for shareholder approval, the external auditor to examine the Company’s accounts, controls and financial statements;
-
(b) evaluate, prior to the annual audit by external auditors, the scope and general extent of their review, including their engagement letter, and the compensation to be paid to the external auditors and recommend such payment to the Board;
-
(c) obtain written confirmation from the external auditor that it is objective and independent within the meaning of the Rules of Professional Conduct/Code of Ethics adopted by the provincial institute or order of Chartered Accountants to which it belongs;
-
(d) recommend to the Board, if necessary, the replacement of the external auditor;
-
(e) meet at least annually with the external auditors, independent of management, and report to the Board on such meetings;
-
(f) pre-approve any non-audit services to be provided to the Company by the external auditor and the fees for those services;
Financial Statements and Financial Information
-
(g) review and discuss with management and the external auditor the annual audited financial statements of the Company and recommend their approval by the Board;
-
(h) review and discuss with management, the quarterly financial statements and recommend their approval by the Board;
-
(i) review and recommend to the Board for approval the financial content of the annual report;
-
(j) review the process for the certification of financial statements by the Chief Executive Officer and Chief Financial Officer;
-
(k) review the Company’s management discussion and analysis, annual and interim earnings or financial disclosure press releases, and audit committee reports before the Company publicly discloses this information;
-
(l) review annually with external auditors, the Company’s accounting principles and the reasonableness of managements judgments and estimates as applied in its financial reporting;
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- (m) review and consider any significant reports and recommendations issued by the external auditor, together with management’s response, and the extent to which recommendations made by the external auditors have been implemented;
Risk Management, Internal Controls and Information Systems
-
(n) review with the external auditors and with management, the general policies and procedures used by the Company with respect to internal accounting and financial controls;
-
(o) review adequacy of security of information, information systems and recovery plans;
-
(p) review management plans regarding any changes in accounting practices or policies and the financial impact thereof;
-
(q) review with the external auditors and, if necessary, legal counsel, any litigation, claim or contingency, including tax assessments, that could have a material effect upon the financial position of the Company and the manner in which these matters are being disclosed in the financial statements;
-
(r) discuss with management and the external auditor correspondence with regulators, employee complaints, or published reports that raise material issues regarding the Company’s financial statements or disclosure;
-
(s) assisting management to identify the Company’s principal business risks;
-
(t) review the Company’s insurance, including directors’ and officers’ coverage, and provide recommendations to the Board;
Other
-
(u) review Company loans to employees/consultants; and
-
(v) conduct special reviews and/or other assignments from time to time as requested by the Board.
5. PROCESS FOR HANDLING COMPLAINTS REGARDING FINANCIAL MATTERS
5.1 The Audit Committee shall establish a procedure for the receipt, retention and follow-up of complaints received by the Company regarding accounting, internal controls, financial reporting, or auditing matters.
5.2 The Audit Committee shall ensure that any procedure for receiving complaints regarding accounting, internal controls, financial reporting, or auditing matters will allow the confidential and anonymous submission of concerns by employees.
6. REPORTING
6.1 The Audit Committee will report to the Board on:
-
(a) the external auditor’s independence;
-
(b) the performance of the external auditor and the Audit Committee’s recommendations;
-
(c) regarding the reappointment or termination of the external auditor;
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3
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(d) the adequacy of the Company’s internal controls and disclosure controls;
-
(e) the Audit Committee’s review of the annual and interim financial statements;
-
(f) the Audit Committee’s review of the annual and interim management discussion and analysis;
-
(g) the Company’s compliance with legal and regulatory matters to the extent they affect the financial statements of the Company; and
-
(h) all other material matters dealt with by the Audit Committee.
7. AUTHORITY OF THE COMMITTEE
7.1 The Audit Committee will have the resources and authority appropriate to discharge its duties and responsibilities. The Audit Committee may at any time retain outside financial, legal or other advisors at the expense of the Company without approval of management.
- 7.2 The external auditor will report directly to the Audit Committee
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