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Triple One Metals Inc. — Proxy Solicitation & Information Statement 2024
Sep 19, 2024
47910_rns_2024-09-19_655f4adb-6027-4708-894d-61d2ebe428c1.pdf
Proxy Solicitation & Information Statement
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Triple One Metals Inc .
59 Payzant Drive Windsor, Nova Scotia CANADA, B0N 2T0 M: 902.698.2662
MANAGEMENT INFORMATION CIRCULAR As at September 16, 2024
INTRODUCTION
This management information circular (the “Circular”) accompanies the Notice of Annual and Special Meeting (the "Notice") and is furnished to shareholders (each, a "Shareholder") holding common shares (each, a "Share") in the capital of TRIPLE ONE METALS INC. (the "Company" or “Triple One”) in connection with the solicitation by the management of the Company of proxies to be voted at the Annual and Special Meeting (the "Meeting") of the Shareholders to be held at 11:00 a.m. (Pacific time) on October 21, 2024 by means of remote communication, rather than in person or at any adjournment or postponement thereof.
The Company is conducting a virtual meeting of the shareholders of the Company. Shareholders will have an equal opportunity to participate at the Meeting online regardless of geographic location. Registered shareholders and proxyholders will be able to attend the virtual meeting and vote. Non-registered shareholders who have not duly appointed themselves as proxyholder will be able to attend the virtual Meeting as a guest, but will not be able to vote at the Meeting. This is because the Company and its transfer agent do not have a record of the nonregistered shareholders, and, as a result, will have no knowledge of their shareholdings or entitlement to vote unless they appoint themselves as proxyholder. Please see “Appointment and Revocation of Proxy” below.
The Meeting will be held via the Zoom meeting platform. In order to access the Meeting, shareholders will have two options, being via teleconference or through the Zoom application, which requires internet connectivity. Registered shareholders wishing to vote in person and any shareholders wishing to view materials that may be presented by the Company’s management will need to utilize the Zoom application, but any shareholder may listen to the Meeting via teleconference. Registered shareholders participating via teleconference will not be able to vote in person at the Meeting as the Company’s scrutineer must take steps to verify the identity of registered shareholders using the video features.
In order to access the Meeting through Google Meet, shareholders will need to download the application onto their computer or smartphone and then once the application is loaded, enter the Meeting ID or open the following link:
Google Meet joining info Video call link: https://meet.google.com/qrx-inpq-xyx No passwords required
It is the shareholders responsibility to ensure connectivity during the meeting and the Company encourages its shareholders to allow sufficient time to log in to the Meeting before it begins.
Date and Currency
The date of this Circular is September 16, 2024. Unless otherwise stated, all amounts herein are in Canadian dollars.
PROXIES AND VOTING RIGHTS
Management Solicitation
The solicitation of proxies by management of the Company will be conducted by mail and may be supplemented by telephone or other personal contact to be made without special compensation by the directors, officers and employees of the Company. The Company does not reimburse Shareholders, nominees or agents for costs incurred in obtaining from their principals authorization to execute forms of proxy, except that the Company has requested brokers and nominees who hold stock in their respective names to furnish this proxy material to their customers, and the Company
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will reimburse such brokers and nominees for their related out of pocket expenses. No solicitation will be made by specially engaged employees or soliciting agents. The cost of solicitation will be borne by the Company.
No person has been authorized to give any information or to make any representation other than as contained in this Circular in connection with the solicitation of proxies. If given or made, such information or representations must not be relied upon as having been authorized by the Company. The delivery of this Circular shall not create, under any circumstances, any implication that there has been no change in the information set forth herein since the date of this Circular. This Circular does not constitute the solicitation of a proxy by anyone in any jurisdiction in which such solicitation is not authorized, or in which the person making such solicitation is not qualified to do so, or to anyone to whom it is unlawful to make such an offer of solicitation.
Appointment of Proxy
Shareholders of the Company may be “Registered Shareholders” or “Beneficial Shareholders”. If Shares are registered in the Shareholder’s name, they are said to be owned by a “Registered Shareholder”. If Shares are registered in the name of an intermediary and not registered in the Shareholder’s name, they are said to be owned by a “Beneficial Shareholder”. An intermediary is usually a bank, trust company, securities dealer or broker, or a clearing agency in which an intermediary participates. Registered Shareholders are entitled to vote at the Meeting. A Shareholder is entitled to one vote for each Share that such Shareholder holds on the record date of September 16, 2024 (the “Record Date”) on the resolutions to be voted upon at the Meeting, and any other matter to come before the Meeting.
The persons named as proxyholders (the "Designated Persons") in the enclosed form of proxy are directors and/or officers of the Company.
A SHAREHOLDER HAS THE RIGHT TO APPOINT A PERSON OR COMPANY (WHO NEED NOT BE A SHAREHOLDER) OTHER THAN THE DESIGNATED PERSONS NAMED IN THE ENCLOSED FORM OF PROXY TO ATTEND AND ACT FOR OR ON BEHALF OF THAT SHAREHOLDER AT THE MEETING.
A SHAREHOLDER MAY EXERCISE THIS RIGHT BY STRIKING OUT THE PRINTED NAMES OF THE DESIGNATED PERSONS AND INSERTING THE NAME OF SUCH OTHER PERSON AND, IF DESIRED, AN ALTERNATE TO SUCH PERSON, IN THE BLANK SPACE PROVIDED ON THE FORM OF PROXY. SUCH SHAREHOLDER SHOULD NOTIFY THE NOMINEE OF THE APPOINTMENT, OBTAIN THE NOMINEE'S CONSENT TO ACT AS PROXY AND SHOULD PROVIDE INSTRUCTION TO THE NOMINEE ON HOW THE SHAREHOLDER'S SHARES SHOULD BE VOTED. THE NOMINEE SHOULD BRING PERSONAL IDENTIFICATION TO THE MEETING.
In order to be voted, the completed form of proxy must be received by the Company's registrar and transfer agent, Odyssey Trust Company, Attn: Proxy Department, Suite 702, 67 Yonge St., Toronto, ON M5E 1J8, or by fax to the attention of the Proxy Department at 1-800-517-4553 (toll free within Canada and the U.S.) or 416-2639524 (international);, or by email to [email protected] and enter the control number shown on reverse at least 48 hours (excluding Saturdays, Sundays and holidays recognized in the Province of British Columbia) prior to the scheduled time of the Meeting, or any adjournment or postponement thereof.
A proxy may not be valid unless it is dated and signed by the Shareholder who is giving it or by that Shareholder's attorney-in-fact duly authorized by that Shareholder in writing or, in the case of a corporation, dated and executed by a duly authorized officer or attorney-in-fact for the Company. If a form of proxy is executed by an attorney-infact for an individual Shareholder or joint Shareholders, or by an officer or attorney-in-fact for a corporate Shareholder, the instrument so empowering the officer or attorney-in-fact, as the case may be, or a notarial certified copy thereof, must accompany the form of proxy.
Revocation of Proxies
A Shareholder who has given a proxy may revoke it at any time before it is exercised by an instrument in writing: (a) executed by that Shareholder or by that Shareholder's attorney-in-fact, authorized in writing, or, where the Shareholder
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is a corporation, by a duly authorized officer of, or attorney-in-fact for, the Company; and (b) delivered either: (i) to the Company at the address set forth above, at any time up to and including the last business day preceding the day of the Meeting or, if adjourned or postponed, any reconvening thereof, or (ii) to the Chairman of the Meeting prior to the vote on matters covered by the proxy on the day of the Meeting or, if adjourned or postponed, any reconvening thereof, or (iii) in any other manner provided by law.
Also, a proxy will automatically be revoked by either: (i) attendance at the Meeting and participation in a poll (ballot) by a Shareholder, or (ii) submission of a subsequent proxy in accordance with the foregoing procedures. A revocation of a proxy does not affect any matter on which a vote has been taken prior to any such revocation.
Voting of Shares and Proxies and Exercise of Discretion by Designated Persons
A Shareholder may indicate the manner in which the Designated Persons are to vote with respect to a matter to be voted upon at the Meeting by marking the appropriate space. If the instructions as to voting indicated in the proxy are certain, the Shares represented by the proxy will be voted or withheld from voting in accordance with the instructions given in the proxy. If the Shareholder specifies a choice in the proxy with respect to a matter to be acted upon, then the Shares represented will be voted or withheld from the vote on that matter accordingly. The Shares represented by a proxy will be voted or withheld from voting in accordance with the instructions of the Shareholder on any ballot that may be called for and if the Shareholder specifies a choice with respect to any matter to be acted upon, the Shares will be voted accordingly.
If no choice is specified in the proxy with respect to a matter to be acted upon, the proxy confers discretionary authority with respect to that matter upon the Designated Persons named in the form of proxy. It is intended that the Designated Persons will vote the Shares represented by the proxy in favor of each matter identified in the proxy AND for the nominees of the Company's board of directors (the "Board") for directors and auditor.
The enclosed form of proxy confers discretionary authority upon the persons named therein with respect to other matters which may properly come before the Meeting, including any amendments or variations to any matters identified in the Notice, and with respect to other matters which may properly come before the Meeting. At the date of this Circular, management of the Company is not aware of any such amendments, variations, or other matters to come before the Meeting.
In the case of abstentions from, or withholding of, the voting of the Shares on any matter, the Shares that are the subject of the abstention or withholding will be counted for determination of a quorum but will not be counted as affirmative or negative on the matter to be voted upon.
ADVICE TO BENEFICIAL SHAREHOLDERS
The information set out in this section is of significant importance to those Shareholders who do not hold Shares in their own name. Beneficial Shareholders should note that only proxies deposited by Shareholders whose names appear on the records of the Company as the registered holders of Shares can be recognized and acted upon at the Meeting. If Shares are listed in an account statement provided by a broker, then in almost all cases those Shares will not be registered in the Beneficial Shareholder's name on the records of the Company. Such Shares will more likely be registered under the names of the Beneficial Shareholder's broker or an agent of that broker. In the United States, the vast majority of such Shares are registered under the name of Cede & Co. as nominee for The Depository Trust Company (which acts as depositary for many U.S. brokerage firms and custodian banks), and in Canada, under the name of CDS & Co. (the registration name for The Canadian Depository for Securities Limited, which acts as nominee for many Canadian brokerage firms). Beneficial Shareholders should ensure that instructions respecting the voting of their Shares are communicated to the appropriate person well in advance of the Meeting.
The Company does not have access to the names of Beneficial Shareholders. Applicable regulatory policy requires intermediaries/brokers to seek voting instructions from Beneficial Shareholders in advance of Shareholders' meetings. Every intermediary/broker has its own mailing procedures and provides its own return instructions to clients, which should be carefully followed by Beneficial Shareholders in order to ensure that their Shares are voted at the Meeting. The form of proxy supplied to a Beneficial Shareholder by its broker (or the agent of the broker) is similar to the form
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of proxy provided to Registered Shareholders by the Company. However, its purpose is limited to instructing the Registered Shareholder (the broker or agent of the broker) how to vote on behalf of the Beneficial Shareholder. The majority of brokers now delegate responsibility for obtaining instructions from clients to Broadridge Financial Solutions, Inc. ("Broadridge") in the United States and in Canada. Broadridge typically prepares a special voting instruction form, mails this form to the Beneficial Shareholders and asks for appropriate instructions regarding the voting of Shares to be voted at the Meeting. Beneficial Shareholders are requested to complete and return the voting instructions to Broadridge by mail or facsimile. Alternatively, Beneficial Shareholders can call a toll-free number and access Broadridge's dedicated voting website (each as noted on the voting instruction form) to deliver their voting instructions and to vote the Shares held by them. Broadridge then tabulates the results of all instructions received and provides appropriate instructions respecting the voting of Shares to be represented at the Meeting. A Beneficial Shareholder receiving a Broadridge voting instruction form cannot use that form as a proxy to vote Shares directly at the Meeting - the voting instruction form must be returned to Broadridge well in advance of the Meeting in order to have its Shares voted at the Meeting.
Although a Beneficial Shareholder may not be recognized directly at the Meeting for the purposes of voting Shares registered in the name of their broker (or agent of the broker), a Beneficial Shareholder may attend at the Meeting as proxyholder for the Registered Shareholder and vote the Shares in that capacity. Beneficial Shareholders who wish to attend at the Meeting and indirectly vote their Shares as proxyholder for the Registered Shareholder should enter their own names in the blank space on the instrument of proxy provided to them and return the same to their broker (or the broker's agent) in accordance with the instructions provided by such broker (or agent), well in advance of the Meeting.
Alternatively, a Beneficial Shareholder may request in writing that their broker send to the Beneficial Shareholder a legal proxy which would enable the Beneficial Shareholder to attend at the Meeting and vote their Shares.
All references to Shareholders in this Circular are to Registered Shareholders, unless specifically stated otherwise.
NOTICE AND ACCESS
The Company is not sending the Meeting materials to Shareholders using "notice-and-access", as defined under National Instrument 54-101 Communication with Beneficial Owners of Securities of a Reporting Issuer and National Instrument 51-102 Continuous Disclosure Obligations .
Copies of the documents incorporated herein by reference may be obtained by a Shareholder upon request without charge from the Company at 59 Payzant Drive, Windsor, NS, B0N 2T0. These documents are also available through the internet on SEDAR, which can be accessed at www.sedarplus.ca.
VOTING SECURITIES AND PRINCIPAL HOLDERS OF VOTING SECURITIES
The Company is authorized to issue an unlimited number of Shares without par value. As of the Record Date, September 16, 2024, a total of 48,237,630 Shares were issued and outstanding. Each Share carries the right to one vote at the Meeting.
Only Registered Shareholders as of the Record Date are entitled to receive notice of, and to attend and vote at, the Meeting or any adjournment or postponement of the Meeting.
Under the Articles of the Company, subject to the special rights and restrictions attached to the shares of any class or series of shares, the quorum for the transaction of business at a meeting of Shareholders is two persons present or represented by proxy .
To the knowledge of the directors and senior officers of the Company, no person or company beneficially owns, directly or indirectly, or exercises control or direction over, Shares carrying more than 10% of the voting rights attached to the outstanding Shares of the Company.
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STATEMENT OF EXECUTIVE COMPENSATION
The purpose of this section of the Information Circular is to disclose all compensation paid, payable, awarded, granted, given otherwise provided, directly or indirectly, by the Company, or a subsidiary of the Company, to each Named Executive Officer or NEO (as defined herein) in accordance with National Instrument Form 51-102F6V – Statement of Executive Compensation along with each director for services rendered in all capacities during the fiscal year ended November 30, 2023.
Interpretation
National Instrument 51-102 - Continuous Disclosure Obligations (“NI 51-102”) defines “Executive Officer” to mean, for a reporting issuer, an individual who is,
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(a) the chair, vice-chair, or president;
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(b) a vice-president in charge of a principal business unit, division or function including sales, finance or production, or
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(c) performing a policy-making function in respect of the issuer. Form 51-102F6 further defines the following:
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(i) “Chief Executive Officer” or “CEO” means each individual who served as chief executive officer of the Company or acted in a similar capacity during the most recently completed financial year;
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(ii) “Chief Financial Officer” or “CFO” means each individual who served as chief financial officer of the Company or acted in a similar capacity during the most recently completed financial year;
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(iii) “Named Executive Officers” or “NEOs” means the following individuals:
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a. each CEO;
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b. each CFO;
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c. each of the Company’s three most highly compensated executive officers, other than the CEO and CFO, who were serving as executive officers at the end of the most recently completed financial year and whose total salary and bonus exceeds $150,000; and
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d. any additional individuals for whom disclosure would have been provided under (iii) except that the individual was not serving as an officer of the Company at the end of the most recently completed financial year end.
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Unless otherwise stated, “dollars” or “$” means Canadian dollars.
Named Executive Officers
As of November 30, 2023, the NEOs were:
Paul K. Smith - President and CEO William (Bill) Fleming - Chief Financial Officer
Compensation Discussion and Analysis
The Company’s compensation philosophy for its Named Executive Officers is designed to attract well qualified individuals in what is essentially an international market by paying competitive base management fees plus short and long term incentive compensation in the form of stock options or other suitable long term incentives. The Board of Directors meets to discuss and determine executive compensation without reference to formal objectives, criteria or analysis. In making its determinations regarding the various elements of executive compensation, the Board of Directors does not benchmark its executive compensation program, but from time to time does review compensation practices of companies of similar size and stage of development to ensure the compensation paid is competitive within the Company’s industry and geographic location while taking into account the financial and other resources of the Company.
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The duties and responsibilities of the President and CEO are typical of those of a business entity of the Company’s size in a similar business and include direct reporting responsibility to the Board, overseeing the activities of all other executive and management consultants, representing the Company, providing leadership and responsibility for achieving corporate goals and implementing corporate policies and initiatives.
Elements of Compensation
The Company’s executive compensation policy consists of an annual base salary and long-term incentives in the form of stock options granted under the Company’s Stock Option Plan.
The base salaries paid to officers of the Company are intended to provide fixed levels of competitive pay that reflect each officer’s primary duties and responsibilities and the level of skill and experience required to successfully perform their role. The Company intends to pay base salaries to officers that are competitive with those for similar positions in the same industry to attract and retain executive talent in the market in which the Company competes for talent. Base salaries of officers are reviewed annually by the Board of Directors.
Compensation Policies and Risk Management
The Board of Directors considers the implications of the risks associated with the Company’s compensation policies and practices when determining rewards for its officers. The Company intends to review at least once annually the risks, if any, associated with the Company’s compensation policies and practices.
Executive compensation is comprised of short-term compensation in the form of a base salary and long-term ownership through the Company’s Stock Option Plan. This structure ensures that a significant portion of executive compensation (stock options) is both long-term and “at risk” and, accordingly, is directly linked to the achievement of business results and the creation of long-term Shareholder value. As the benefits of such compensation, if any, are not realized by officers until a significant period of time has passed, the ability of officers to take inappropriate or excessive risks that are beneficial to their compensation at the expense of the Company and the Shareholders is extremely limited. Furthermore, the short-term component of executive compensation (base salary) represents a relatively small part of the total compensation. As a result, it is unlikely an officer would take inappropriate or excessive risks at the expense of the Company or the Shareholders that would be beneficial to their short-term compensation when their long-term compensation might be put at risk from their actions.
Due to the small size of the Company and the current level of the Company’s activity, the Board of Directors is able to closely monitor and consider any risks which may be associated with the Company’s compensation policies and practices. Risks, if any, may be identified and mitigated through regular Board meetings during which financial and other information of the Company are reviewed. No risks have been identified arising from the Company’s compensation policies and practices that are reasonably likely to have a material adverse effect on the Company.
Hedging of Economic Risks in the Company’s Securities
The Company has not adopted a policy prohibiting Directors or officers from purchasing financial instruments that are designed to hedge or offset a decrease in market value of the Company’s securities granted as compensation or held, directly or indirectly, by Directors or officers. However, the Company is not aware of any Directors or officers having entered into this type of transaction.
Share-Based and Option-Based Awards
The Company’s Stock Option Plan has been and will be used to provide share purchase options which are granted in consideration of the level of responsibility of the executive as well as his or her impact or contribution to the longerterm operating performance of the Company. In determining the number of options to be granted to the executive officers, the Board takes into account the number of options, if any, previously granted to each executive officer, and the exercise price of any outstanding options to ensure that such grants are in accordance with the policies of the Canadian Securities Exchange, and closely align the interests of the executive officers with the interests of Shareholders.
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The Board of Directors as a whole has the responsibility to administer the compensation policies related to the executive management of the Company, including option-based awards.
Compensation Governance
Options are granted at the discretion of the Board of Directors, which considers factors such as how other junior exploration companies grant options and the potential value that each optionee is contributing to the Company. The number of options granted to an individual is based on such considerations.
Director and Named Executive Officer Compensation, Excluding Compensation Securities
The following table sets out all compensation paid, payable, awarded, granted, given, or otherwise provided, directly or indirectly, by the Company to each NEO and directors, in any capacity, for the two most recently completed financial years.
| Table of compensation excluding compensation securities | Table of compensation excluding compensation securities | Table of compensation excluding compensation securities | Table of compensation excluding compensation securities | ||||
|---|---|---|---|---|---|---|---|
| Name and position | Year | Salary, consulting fee, retainer or commission ($) |
Bonus ($) |
Committee or meeting fees ($) |
Value of Perquisites ($) |
Value of all other compensation ($) |
Total compensation ($) |
| Paul K. Smith, P.Geo. President, CEO(1)and Director |
2023 2022 |
Nil 102,000 |
Nil Nil |
6,000 18,000 |
Nil Nil |
Nil Nil |
6,000 120,000 |
| William (Bill) Fleming CFO, Corporate Secretary and Director |
2023 2022 |
Nil 60,000 |
Nil Nil |
6,000 18,000 |
Nil Nil |
Nil Nil |
6,000 78,000 |
| Patrick Elliott, MSc., MBA Director |
2023 2022 |
Nil Nil |
Nil Nil |
6,000 18,000 |
Nil Nil |
Nil Nil |
6,000 18,000 |
| Kiley Sampson Director |
2023 2022 |
Nil Nil |
Nil Nil |
6,000 18,000 |
Nil Nil |
Nil Nil |
6,000 18,000 |
Notes (1) Mr. Smith resigned as CEO on December 5, 2023
Stock Options and Other Compensation Securities
Outstanding Compensation Securities
The following table sets out all compensation securities outstanding to each NEO and director by the Company for services provided or to be provided, directly or indirectly, to the Company in the most recently completed financial year.
year. |
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|---|---|---|---|---|---|---|---|
| Compensation Secu | rities | ||||||
| Name and position | Type of compensation security |
Number of compensation securities, number of underlying securities, and percentage of class |
Date of issue or grant |
Issue, conversion or exercise price ($) |
Closing price of security or underlying security on date of grant ($) |
Closing price of security or underlying security at year end ($) |
Expiry date |
| Paul K. Smith, P.Geo. President, CEO(1)and Director |
Stock Option | 300,000 | Oct. 29, 2021 | 0.07 | 0.20(2) | 0.0350 | Oct. 29, 2026 |
| William (Bill) Fleming CFO and Director |
Stock Option | 300,000 | Oct. 29, 2021 | 0.07 | 0.20(2) | 0.0350 | Oct. 29, 2026 |
| Patrick Elliott Director |
Stock Option | 100,000 | Oct. 29, 2021 | 0.07 | 0.20(2) | 0.0350 | Oct. 29, 2026 |
| Kiley Sampson Director |
Stock Option | 100,000 | Oct. 29, 2021 | 0.07 | 0.20(2) | 0.0350 | Oct. 29, 2026 |
Notes:
(1) Mr. Smith resigned as CEO on December 5, 2023
(2) Options were granted on date of listing on the Canadian Securities Exchange
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Exercise of Stock Options
No NEO or director of the Company exercised compensation securities during the financial year ended November 30, 2023.
Stock Option Plans and Other Incentive Plans
The Company has adopted a stock option plan (the “Option Plan”) pursuant to which the Board may grant options (the “Options”) to purchase common shares of the Company (the “Shares”) to NEOs, directors and employees of the Company or affiliated corporations and to consultants retained by the Company.
The purpose of the Option Plan is to attract, retain, and motivate NEOs, directors, employees and other service providers by providing them with the opportunity, through options, to acquire an interest in the Company and benefit from the Company’s growth. Under the Option Plan, the maximum number of Shares reserved for issuance, including Options currently outstanding, is equal to 10% of the Shares outstanding from time to time (the “10% Maximum”). The 10% Maximum is an “evergreen” provision, meaning that, following the exercise, termination, cancellation or expiration of any Options, a number of Shares equivalent to the number of options so exercised, terminated, cancelled or expired would automatically become reserved and available for issuance in respect of future Option grants.
The number of Shares which may be the subject of Options on a yearly basis to any one person cannot exceed 5% of the number of issued and outstanding Shares at the time of the grant. Options may be granted to any employee, officer, director, consultant, affiliate or subsidiary of the Company exercisable at a price which is not less than the market price of common shares of the Company on the date of the grant. The directors of the Company may, by resolution, determine the time period during which any option may be exercised (the “Exercise Period”), provided that the Exercise Period does not contravene any rule or regulation of such exchange on which the Shares may be listed. All Options will terminate on the earliest to occur of (a) the expiry of their term; (b) the date of termination of an optionee’s employment, office or position as director, if terminated for just cause; (c) 90 days (or such other period of time as permitted by any rule or regulation of such exchange on which the Shares may be listed) following the date of termination of an optionee’s position as a director or NEO, if terminated for any reason other than the optionee’s disability or death; (d) 30 days following the date of termination of an optionee’s position as a consultant engaged in investor relations activities, if terminated for any reason other than the optionee’s disability, death, or just cause; and (e) the date of any sale, transfer or assignment of the Option.
Options are non-assignable and are subject to early termination in the event of the death of a participant or in the event a participant ceases to be a NEO, director, employee, consultant, affiliate, or subsidiary of the Company, as the case may be. Subject to the foregoing restrictions, and certain other restrictions set out in the Option Plan, the Board is authorized to provide for the granting of Options and the exercise and method of exercise of options granted under the Option Plan.
The Canadian Securities Exchange requires listed companies that have “rolling” stock option plans in place to receive shareholder approval for such plans every three (3) years at the company’s annual Shareholders meeting. The last shareholders meeting was held on January 12, 2023 and approval was granted.
Employment, Consulting and Management Agreements
Management functions of the Company are not, to any substantial degree, performed other than by directors or NEOs of the Company.
Neither the Company, nor its subsidiaries, has a contract, agreement, plan or arrangement that provides for payments to a NEO following or in connection with any termination (whether voluntary, involuntary or constructive), resignation, retirement, a change of control of the Company or its subsidiaries, or a change in responsibilities of the NEO following a change in control.
Paul K. Smith has a verbal agreement with the Company pursuant to the terms of which Mr. Smith has agreed to act as the President and Chief Executive Officer of the Company in consideration of the annual compensation of $63,225 (2022 $102,000).
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William (Bill) Fleming has a verbal agreement with the Company pursuant to the terms of which Mr. Fleming has agreed to act as Chief Financial Officer of the Company in consideration of the annual compensation of $53,500 (2022 $60,000).
Oversight and Description of Director and NEO Compensation
Compensation of Directors
Compensation of directors of the Company is reviewed annually and determined by the Board. The level of compensation for directors is determined after consideration of various relevant factors, including the expected nature and quantity of duties and responsibilities, past performance, comparison with compensation paid by other issuers of comparable size and nature, and the availability of financial resources.
In the Board’s view, there is, and has been, no need for the Company to design or implement a formal compensation program for directors. While the Board considers Option grants to directors under the Option Plan from time to time, the Board does not employ a prescribed methodology when determining the grant or allocation of Options. Other than the Option Plan, as discussed above, the Company does not offer any long-term incentive plans, share compensation plans or any other such benefit programs for directors.
Compensation of NEOs
Compensation of NEOs is reviewed annually and determined by the Board. The level of compensation for NEOs is determined after consideration of various relevant factors, including the expected nature and quantity of duties and responsibilities, past performance, comparison with compensation paid by other issuers of comparable size and nature, and the availability of financial resources. In the Board’s view, there is, and has been, no need for the Company to design or implement a formal compensation program for NEOs.
Elements of NEO Compensation
Salary
The Company’s CEO and CFO receive annual salaries. The Board reviews salaries annually to ensure that they reflect each respective NEO’s performance and experience in fulfilling his/her role. Due to the relatively small size of the Company, limited cash resources, and the early stage and scope of the Company’s operations, NEOs receive limited salaries relative to industry standards. The Board does not currently have any plan in place to materially increase NEOs’ salaries.
Option Plan
As discussed above, the Company provides an Option Plan to motivate NEOs by providing them with the opportunity, through Options, to acquire an interest in the Company and benefit from the Company’s growth. The Board does not employ a prescribed methodology when determining the grant or allocation of Options to NEOs. Other than the Option Plan, the Company does not offer any long-term incentive plans, share compensation plans, retirement plans, pension plans, or any other such benefit programs for NEOs.
Pension Disclosure
No pension, retirement, or deferred compensation plans, including defined contribution plans, have been instituted by the Company and none are proposed at this time.
SECURITIES AUTHORIZED FOR ISSUANCE UNDER EQUITY COMPENSATION PLANS
The following table sets forth the Company’s compensation plans under which equity securities are authorized for issuance as at the end of the most recently financial year November 30, 2023:
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| Plan Category | Number of securities to be issued upon exercise of outstanding options, warrants and rights(1) (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 bysecurityholders |
900,000 | $0.07 | 3,923,763(2) |
| Equity compensation plans not approved by securityholders |
Nil | N/A | N/A |
| Total | 900,000 | $0.07 | 3,923,763(2) |
NOTES:
(1) Based on issued and outstanding of 48,237,630 as of November 30, 2023 (2) As of November 30, 2023, there were 900,000 Stock Options outstanding/awarded.
INDEBTEDNESS OF DIRECTORS AND EXECUTIVE OFFICERS
As of the date of this Circular, there was no indebtedness outstanding of any current or former Director, executive officer or employee of the Company which is owing to the Company or to another entity which is the subject of a guarantee, support agreement, letter of credit or other similar arrangement or understanding provided by the Company entered into in connection with a purchase of securities or otherwise .
No individual who is, or at any time during the most recently completed financial year was, a Director or executive officer of the Company, no proposed nominee for election as a Director of the Company and no associate of such persons:
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(i) is or at any time since the beginning of the most recently completed financial year has been indebted to the Company; or
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(ii) whose indebtedness to another entity is, or at any time since the beginning of the most recently completed financial year has been, the subject of a guarantee, support agreement, letter of credit or other similar arrangement or understanding provided by the Company,
in relation to a securities purchase program or other program.
INTEREST OF CERTAIN PERSONS IN MATTERS TO BE ACTED UPON
Except as set out herein, no person who has been a Director or executive officer of the Company at any time since the beginning of the Company’s last financial year, no proposed nominee of management of the Company for election as a Director of the Company and no associate or affiliate of the foregoing persons, has any material interest, direct or indirect, by way of beneficial ownership or otherwise, in matters to be acted upon at the Meeting other than the election of Directors.
INTEREST OF INFORMED PERSONS IN MATERIAL TRANSACTIONS
Except as disclosed below, as of the date of this Information Circular, no informed person of the Company, proposed director of the Company, or any associate or affiliate of any informed person or proposed director, had a material interest, direct or indirect, in any transaction since the commencement of the Company’s most recently completed financial year or in any proposed transaction which has materially affected or would materially affect the Company. An informed person is one who, generally speaking, is a director or executive officer or a 10% shareholder of the Company.
During the year ended November 30, 2023 and November 30, 2022, the Company had the following transactions with informed persons:
-
The Company incurred management and consulting fees of $Nil (2022 - $162,000) with directors and companies owned by directors
-
The Company incurred director fees of $24,000 (2022 - $72,000)
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- The Company paid rent of $30,150 (2022 - $ 6,000) pertains to rent paid to companies related by a common director for shared office premises.
As at November 30, 2023, the Company had accounts payable totaling $226,921 (2022 - $218,955) to certain directors and officers of the Company. The amounts payable are unsecured and non-interest bearing.
AUDIT COMMITTEE AND RELATIONSHIP WITH AUDITOR
National Instrument 52-110 - Audit Committees (“NI 52-110”) requires the Company, as a venture issuer, to disclose annually in its information circular certain information concerning the constitution of its audit committee and its relationship with its independent auditor. Such disclosure is set forth below.
The Audit Committee’s Charter
The Company’s audit committee (the “Audit Committee”) has a charter (the “Audit Committee Charter”), the full text of which is attached hereto as Schedule “A”.
Composition of the Audit Committee
The following directors comprise the Audit Committee:
| Name | Independence | Financial Literacy |
|---|---|---|
| Paul K. Smith | Not Independent(1) | Financially literate(2) |
| Patrick Elliott | Independent(1) | Financially literate(2) |
| KileySampson | Independent(1) | Financiallyliterate(2) |
Notes:
(1) As determined by the Board in accordance with section 1.4 of NI 52-110
(2) Section 1.6 of NI 52-110 provides that “An individual is financially literate if he or she 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 issuer’s financial statements.”
Relevant Education and Experience
All of the Audit Committee members are businessmen with experience in financial matters. Each has an understanding of accounting principles used to prepare financial statements and varied experience as to general application of such accounting principles, internal controls and procedures necessary for financial reporting, which has been garnered from working in their individual fields of endeavor. In addition, each of the members of the Audit Committee have knowledge of the role of an audit committee in the realm of reporting companies from their experience, respectively, as directors of public companies other than the Company.
Each member of the audit committee has adequate education and experience that is relevant to their performance as an audit committee member and, in particular, the requisite education and experience that have provided the member with:
-
(a) an understanding of the accounting principles used by the issuer to prepare its financial statements, and the ability to assess the general application of those principles in connection with estimates, accruals and reserves;
-
(b) experience preparing, auditing, analyzing or evaluating financial statements that present a breadth and level of complexity of accounting issues that are generally comparable to the breadth and complexity of issues that can reasonably be expected to be raised by the issuer’s financial statements, or experience actively supervising individuals engaged in such activities; and
-
(c) an understanding of internal controls and procedures for financial reporting.
See further information for each audit committee member below.
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Paul K. Smith, P.Geo .: Mr. Smith, B.Sc., M.Sc., is a geologist with over 40 years of experience in mineral exploration.
Patrick Elliott, MSc., MBA: Mr. Elliott is an economic geologist with a BSc. in Geology from the University of Western Ontario, a MSc. in Mineral Economics and an MBA from Curtin University of Technology in Perth, Australia. He is currently the President/CEO of Phenome One Corp, a leading cannabis genetics company & Lexore Capital Corp., a resource and cannabis investment company, both private entities. Mr. Elliott specializes in economic resource project evaluation, financial modelling, CAPEX estimation, and mining finance.
Kiley Sampson: Mr. Sampson has been a professional engineer in the Marine, and Oil and Gas industries for the past 30 years. For the past 15 years he has been the owner/operator of his own business, supplying expertise on both construction and conversion of sea-going vessels. Mr. Sampson holds a Marine Engineering Diploma from the Canadian Coast Guard College.
Audit Committee Oversight
At no time since the commencement of the Company’s most recently completed financial year was a recommendation of the Committee to nominate or compensate an external auditor not adopted by the Board of Directors.
Reliance on Certain Exemptions
The Company’s auditor, Manning Elliott LLP, Chartered Professional Accountants, has not provided any material non-audit services.
Pre-Approval Policies and Procedures
The Audit Committee has adopted specific policies and procedures for the engagement of non-audit services as set out in the Audit Committee Charter, a copy of which is attached hereto as Schedule “A”. Those procedures include the requirement that the Audit Committee pre-approve any non-audit services to be provided by the Company’s external Auditor, such pre-approval being waived under specified circumstances.
External Auditor Service Fees (By Category)
The Audit Committee is mandated to review the nature and amount of any non-audit services that may be provided by Manning Elliott LLP, Chartered Professional Accountants to the Company to ensure auditor independence. Fees incurred with Manning Elliott LLP, Chartered Professional Accountants for audit and non-audit services in the last two fiscal years for audit fees are outlined in the following table:
| Audit | Audit Related | ||||
|---|---|---|---|---|---|
| Fees(1) | Fees(2) | Tax Fees(3) | All Other Fees(4) | ||
| Financial | Year Ending | $ | $ | $ | $ |
| November | 30, 2023 | 56,000 | Nil | 2,250 | 673 |
| November | 30, 2022 | 39,500 | Nil | Nil | Nil |
Notes:
(1) “Audit Fees” include fees necessary to perform the annual audit and quarterly reviews of the Company’s consolidated financial statements. Audit Fees include fees for review of tax provisions and for accounting consultations on matters reflected in the financial statements. Audit Fees also include audit or other attest services required by legislation or regulation, such as comfort letters, consents, reviews of securities filings and statutory audits.
(2) “Audit-Related Fees” include services that are traditionally performed by the auditor. These audit-related services include employee benefit audits, due diligence assistance, accounting consultations on proposed transactions, internal control reviews and audit or attest services not required by legislation or regulation. (3) “Tax Fees” include fees for all tax services other than those included in “Audit Fees” and “Audit-Related Fees”. This category includes fees for tax compliance, tax planning and tax advice. Tax planning and tax advice includes assistance with tax audits and appeals, tax advice related to mergers and acquisitions, and requests for rulings or technical advice from tax authorities
(4) “All Other Fees” include all other non-audit services
Exemption in Section 6.1 of NI 52-110
The Company is a “venture issuer” as defined in NI 52-110 and relies on the exemption in section 6.1 of NI 52-110 relating to Parts 3 (Composition of Audit Committee) and 5 (Reporting Obligations).
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CORPORATE GOVERNANCE DISCLOSURE
National Policy 58-201 establishes corporate governance guidelines which apply to all public companies. The Company has reviewed its own corporate governance practices in light of these guidelines. In certain cases, the Company’s practices comply with the guidelines, however, the Board considers that some of the guidelines are not suitable for the Company at its current stage of development and, therefore, these guidelines have not been adopted. National Instrument 58-101 mandates disclosure of corporate governance practices which disclosure is set out below.
Independence of Members of Board
The Company’s Board currently consists of five Directors, two of whom are independent based upon the tests for independence set forth in National Instrument 52-110 (“NI 52-110”). Messrs. Smith, Flemming and Gill are not independent as they are officers of the Company.
Management Supervision by Board
The operations of the Company do not support a large Board of Directors and the Board has determined that the current constitution of the Board is appropriate for the Company’s current stage of development. Independent supervision of management is accomplished through choosing management who demonstrate a high level of integrity and ability and having strong independent Board members. The independent Directors are however able to meet at any time without any members of management including the non-independent Directors being present. Further, supervision is performed through the audit committee which is composed of a majority of independent Directors who meet with the Company’s auditors without management being in attendance . The independent Directors also have access to the Company’s legal counsel and its officers.
Risk Management
The Board of Directors is responsible for adoption of a strategic planning process, identification of principal risks and implementing risk management systems, succession planning and the continuous disclosure requirements of the Company under applicable securities laws and regulations.
Participation of Directors in Other Reporting Issuers
The participation of the Directors in other reporting issuers is described in the table provided under “Election of Directors” in this Information Circular.
Orientation and Continuing Education
While the Company does not have formal orientation and training programs, new Board members are provided with:
-
information respecting the functioning of the Board of Directors, committees and copies of the Company’s corporate governance policies;
-
access to recent, publicly filed documents of the Company, technical reports and the Company’s internal financial information;
-
access to management and technical experts and consultants; and
-
a summary of significant corporate and securities responsibilities.
Board members are encouraged to communicate with management, auditors and technical consultants, to keep themselves current with industry trends and developments and changes in legislation with management’s assistance and to attend related industry seminars and visit the Company’s operations. Board members have full access to the Company’s records.
Ethical Business Conduct
The Board views good corporate governance as an integral component to the success of the Company and to meet
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responsibilities to shareholders. The Board has adopted a Code of Conduct and has instructed its management and employees to abide by the Code.
Nomination of Directors
The Board has responsibility for identifying potential Board candidates. The Board assesses potential Board candidates to fill perceived needs on the Board for required skills, expertise, independence and other factors. Members of the Board and representatives of the Company’s industry are consulted for possible candidates.
Compensation of Directors and the CEO
The independent Directors are Patrick Elliott and Kiley Sampson. These Directors have the responsibility for determining compensation for the Directors and senior management.
To determine compensation payable, the independent Directors review compensation paid for Directors and CEOs of companies of similar size and stage of development in the same industry and determine an appropriate compensation reflecting the need to provide incentive and compensation for the time and effort expended by the Directors and senior management while taking into account the financial and other resources of the Company. In setting the compensation the independent Directors annually review the performance of the CEO in light of the Company’s objectives and consider other factors that may have impacted the success of the Company in achieving its objectives.
Board Committees
As the Directors are actively involved in the operations of the Company and the size of the Company’s operations does not warrant a larger board of Directors, the Board has determined that additional committees beyond the audit committee and corporate governance committee (Communications and Corporate Disclosure Policy) are not necessary at this stage of the Company’s development.
Assessments
The Board does not consider that formal assessments would be useful at this stage of the Company’s development. The Board conducts informal annual assessments of the Board’s effectiveness, the individual Directors and each of its committees. To assist in its review, the Board conducts informal surveys of its Directors.
Nomination and Assessment
The Board determines new nominees to the Board, although a formal process has not been adopted. The nominees are generally the result of recruitment efforts by the Board members, including both formal and informal discussions among Board members and the President and CEO. The Board monitors but does not formally assess the performance of individual Board members or committee members or their contributions.
Expectations of Management
The Board expects management to operate the business of the Company in a manner that enhances shareholder value and is consistent with the highest level of integrity. Management is expected to execute the Company’s business plan and to meet performance goals and objectives.
MANAGEMENT CONTRACTS
No management functions of the Company are performed to any substantial degree by a person other than the Directors or executive officers of the Company.
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PARTICULARS OF MATTERS TO BE ACTED UPON
1. PRESENTATION AND RECEIPT OF FINANCIAL STATEMENTS
The audited financial statements of the Company for the periods ended November 30, 2022 and November 30, 2023, together with the auditor’s report thereon will be presented to Shareholders at the Meeting. The financial statements, auditor’s report and management’s discussion and analysis for the financial years ended November 30, 2022 and November 30, 2023 are available under the Company’s profile on SEDAR at www.sedarplus.ca.
2. NUMBER OF DIRECTORS
The Articles of the Company provide for a Board of no fewer than three directors and no greater than a number as fixed or changed from time to time by majority approval of the Shareholders.
At the Meeting, Shareholders will be asked to pass an ordinary resolution to set the number of directors of the Company for the ensuing year at five (5). The number of directors will be approved if the affirmative vote of the majority of Shares present or represented by proxy at the Meeting and entitled to vote are voted in favor of setting the number of directors at five (5).
Management recommends the approval of the resolution to set the number of directors of the Company at five (5).
3. ELECTION OF DIRECTORS
At present, the directors of the Company are elected at each annual general meeting and hold office until the next annual general meeting, or until their successors are duly elected or appointed in accordance with the Company's Articles or until such director's earlier death, resignation or removal. In the absence of instructions to the contrary, the enclosed form of proxy will be voted for the nominees listed in the form of proxy. All of the nominees listed in the form of proxy are presently members of the Board.
Management of the Company proposes to nominate the persons named in the table below for election by the Shareholders as directors of the Company. Information concerning such persons, as furnished by the individual nominees, is as follows:
| Name, Province, Country of Residence and Position(s) with the Company |
Principal Occupation, Business or Employment for last 5 Years(1) |
Periods during which Nominee has served as a Director |
Number of Common Shares Beneficially Owned, Controlled or Directed, Directly or Indirectly(2) |
|---|---|---|---|
| Paul K. Smith, P.Geo.(3)(4) President, COO and Director Kings County, NS, Canada |
Businessman. President and CEO of Pac Roots from May 2012 to April 2020 and of Mountain Lake since June 2018 |
June 7, 2018 - present | 245,000(5) |
| A. Paul Gill CEO and Director Surrey, BC, Canada |
Businessman. Former Chair and Director of Lomiko Metals, Former CEO and Director of Pampa Metals; President of AJS Management Inc. Until October 2006, VP of Business Development and Director as well as the President & CEO, Chief Financial Officer and Corporate Secretary of Norsemont Mining |
December 5, 2023 - present | 251,000 |
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| Name, Province, Country of Residence and Position(s) with the Company |
Principal Occupation, Business or Employment for last 5 Years(1) |
Periods during which Nominee has served as a Director |
Number of Common Shares Beneficially Owned, Controlled or Directed, Directly or Indirectly(2) |
|---|---|---|---|
| William (Bill) Fleming CFO, Corporate Secretary and Director Halifax, NS, Canada |
Busienssman. President of Mernova Medicinal Inc., a private cannabis cultivation company in Nova Scotia from 2014 to Present |
June 7, 2018 - present | 3,386,432(6) |
| Patrick Elliott(3)(4) Director Tsawwassen, BC, Canada |
Businessman. Chief Executive Officer, President and Director of Pac Roots Cannabis Corp. (CSE: PACR) since May 2020; Chief Executive Officer and President of the Forte Minerals Inc., a private copper company. since September 2017; Vice President Corporate Development and Strategy of GlobeTrotters Resource Group Inc. since February 2017; Vice President Finance and Director of Ecovatec Solutions from September 2015 to June 2018); |
July 30, 2021 - present | 1,487,391(7) |
| Kiley Sampson(3)(4) Director Halifax, NS, Canada |
Businessman. CEO of Halthorn Marine Group, a private marine firm, from September 2015 to Present |
May 14, 2020 - present | Nil(8) |
Notes:
(1) The information as to principal occupation, business or employment and Common Shares beneficially owned or controlled has been furnished by the respective nominees.
(2) Shares beneficially owned, directly or indirectly, or over which control or direction is exercised, as of September 16, 2024.
(3) Member of the Audit Committee.
(4) Member of the Corporate Governance Committee
(5) In addition Mr. Smith options to purchase 300,000 common shares of the Company at an exercise price of $0.07 until October 29, 2026
(6) In addition Mr. Fleming options to purchase 300,000 common shares of the Company at an exercise price of $0.07 until October 29, 2026
(7) Of which 759,981 are held indirectly through Lexore Capital Corp. In addition Mr. Elliott options to purchase 100,000 common shares of the Company at an exercise price of $0.07 until October 29, 2026
(8) In addition Mr. Sampson options to purchase 100,000 common shares of the Company at an exercise price of $0.07 until October 29, 2026
All of the nominees whose names are hereinabove mentioned have previously been elected directors of the Company at a Shareholders’ meeting for which an information circular was issued.
Management recommends the approval of each of the nominees listed above for election as directors of the Company for the ensuing year.
Orders
Other than as noted below, no proposed director of the Company is, or within the 10 years before the date of this Circular has been, a director, chief executive officer or chief financial officer of any company that:
-
(a) was subject to (i) a cease trade order; (ii) an order similar to a cease trade order; or (iii) an order that denied the relevant company access to any exemption under securities legislation, that was in effect for a period of more than 30 consecutive days that was issued while the proposed director was acting in the capacity as director, chief executive officer or chief financial officer; or
-
(b) was subject to (i) a cease trade order; (ii) an order similar to a cease trade order; or (iii) an order that denied the relevant company access to any exemption under securities legislation, that was in effect for a period of more than 30 consecutive days that was issued after the proposed director ceased to be a director, chief executive officer or chief financial officer and which resulted from
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an event that occurred while that person was acting in the capacity as director, chief executive officer or chief financial officer.
Mr. Fleming and Mr. Smith were directors of Pac Roots Cannabis Corp. (“Pac Roots”) when it was subject to the following orders ceasing all trading in Pac Root’s securities:
-
(a) an order of the British Columbia Securities Commission dated April 13, 2015, in connection with a failure to file a comparative financial statement for its financial year ended November 30, 2014, and MD&A for the period ended November 30, 2014, which order was revoked on June 17, 2015;
-
(b) an order of the Executive Director of the British Columbia Securities Commission dated November 4, 2015, in connection with a failure to file an interim financial report for the financial period ended August 31, 2015, and MD&A for the period ended August 31, 2015, which order was revoked on December 4, 2015; and
-
(c) an order of the British Columbia Securities Commission dated April 7, 2016, and an order of the Ontario Securities Commission dated April 11, 2016, in connection with a failure to file audited annual financial statements and MD&A for the financial year ended November 30, 2015, and certification of the foregoing filings, which orders were revoked on June 28, 2017.
In connection with the above, the Pac Roots shares were suspended from trading by the Canadian Securities Exchange on April 12, 2016, and reinstated on August 10, 2017.
Bankruptcies
To the best of management's knowledge, no proposed director of the Company is, or within 10 years before the date of this Circular has been, a director or an executive officer of any company that, while the person was acting in that capacity, or within a year of that person ceasing to act in the 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.
To the best of management's knowledge, no proposed director of the Company is, or within 10 years before the date of this Circular has been, bankrupt, made a proposal under any legislation relating to bankruptcy or insolvency, or become subject to or instituted any proceedings, arrangement or compromise with creditors, or had a receiver, receiver manager or trustee appointed to hold the assets of the proposed director.
Penalties and Sanctions
To the best of management's knowledge, other than disclosed below, no proposed director of the Company has been subject to:
-
(a) 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;
-
(b) any other penalties or sanctions imposed by a court or regulatory body that would likely be considered important to a reasonable securityholder in deciding whether to vote for a proposed director.
The following nominee Directors of the Company hold Directorships in other reporting issuers.
| Name of Director | Name of Other Reporting Issuer |
|---|---|
| Patrick Elliott | Pac Roots Cannabis Corp. (CSE: PACR) Element 29 Resources Inc. (TSX-V: ECU) Forte Minerals Corp.(CSE: CUAU) |
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4. APPOINTMENT OF AUDITOR
Manning Elliott LLP, Chartered Professional Accountants, are the auditors of the Company. Unless otherwise instructed, the proxies given pursuant to this solicitation will be voted for the re-appointment of Manning Elliott LLP, Chartered Professional Accountants, of Vancouver, BC as the auditors of the Company to hold office for the ensuing year. Manning Elliott LLP, Chartered Professional Accountants, a was first appointed as the auditor of the Company effective 2017.
Management recommends Shareholders vote for the appointment of Manning Elliott LLP, Chartered Professional Accountants, as the Company’s auditor for the fiscal year ending November 30, 2022 and November 30, 2023, at the remuneration to be fixed by the Board.
ADDITIONAL INFORMATION
Additional information relating to the Company is on SEDAR at www.sedarplus.ca. Shareholders may contact the Company at 59 Payzant Drive, Windsor, NS, B0N 2T0 to request copies of the Company’s financial statements and MD&A.
Financial information is provided in the Company’s comparative financial statements and MD&A for its most recently completed financial year which are filed on SEDAR.
OTHER MATTERS
The management of the Company is not aware of any other matter to come before the Meeting other than as set forth in the notice of Meeting. If any other matter properly comes before the Meeting, it is the intention of the persons named in the enclosed form of proxy to vote the Shares represented thereby in accordance with their best judgment on such matter.
APPROVAL OF THE BOARD OF DIRECTORS
The contents of this Circular have been approved, and the delivery of it to each Shareholder of the Company entitled thereto and to the appropriate regulatory agencies has been authorized by the Board.
DATED this 17[th] day of September, 2024.
BY ORDER OF THE BOARD OF DIRECTORS
A. Paul Gill, Chief Executive Officer
SCHEDULE "A" Audit Committee Charter
1. Purpose of the Committee
1.1 The purpose of the Audit Committee is to assist the Board in its oversight of the integrity of the Issuer’s financial statements and other relevant public disclosures, the Issuer’s compliance with legal and regulatory requirements relating to financial reporting, the external auditors’ qualifications and independence and the performance of the internal audit function and the external auditors.
2. Members of the Audit Committee
2.1 At least one member must be “financially literate” as defined under NI 52-110, having sufficient accounting or related financial management expertise to read and understand a set of financial statements, including the related notes, 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 Issuer’s financial statements.
- 2.2 The Audit Committee shall consist of no less than three Directors
2.3 At least one member of the Audit Committee must be “independent” as defined under NI 52-110, while the Issuer is in the developmental stage of its business.
3. Relationship with External Auditors
3.1 The external auditors are the independent representatives of the shareholders, but the external auditors are also accountable to the Board of Directors and the Audit Committee.
3.2 The external auditors must be able to complete their audit procedures and reviews with professional independence, free from any undue interference from the management or directors.
3.3 The Audit Committee must direct and ensure that the management fully co-operates with the external auditors in the course of carrying out their professional duties.
3.4 The Audit Committee will always have direct communications access with the external auditors.
4. Non-Audit Services
4.1 The external auditors are prohibited from providing any non-audit services to the Issuer, without the express written consent of the Audit Committee. In determining whether the external auditors will be granted permission to provide non-audit services to the Issuer, the Audit Committee must consider that the benefits to the Issuer from the provision of such services, outweighs the risk of any compromise to or loss of the independence of the external auditors in carrying out their auditing mandate.
4.2 Notwithstanding section 4.1, the external auditors are prohibited at all times from carrying out any of the following services, while they are appointed the external auditors of the Issuer:
-
(a) acting as an agent of the Issuer for the sale of all or substantially all of the undertaking of the Issuer; and
-
(b) performing any non-audit consulting work for any director or senior officer of the Issuer in their personal capacity, but not as a director, officer or insider of any other entity not associated or related to the Issuer.
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5. Appointment of Auditors
5.1 The external auditors will be appointed each year by the shareholders of the Issuer at the annual general meeting of the shareholders.
4.2 The Audit Committee will nominate the external auditors for appointment, such nomination to be approved by the Board of Directors.
5. Evaluation of Auditors
6.1 The Audit Committee will review the performance of the external auditors on at least an annual basis and notify the Board and the external auditors in writing of any concerns in regards to the performance of the external auditors, or the accounting or auditing methods, procedures, standards, or principles applied by the external auditors, or any other accounting or auditing issues which come to the attention of the Audit Committee.
6. Remuneration of the Auditors
7.1 The remuneration of the external auditors will be determined by the Board of Directors, upon the annual authorization of the shareholders at each general meeting of the shareholders.
6.2 The remuneration of the external auditors will be determined based on the time required to complete the audit and preparation of the audited financial statements, and the difficulty of the audit and performance of the standard auditing procedures under generally accepted auditing standards and generally accepted accounting principles of Canada.
7. Termination of the Auditors
8.1 The Audit Committee has the power to terminate the services of the external auditors, with or without the approval of the Board of Directors, acting reasonably.
8. Funding of Auditing and Consulting Services
9.1 Auditing expenses will be funded by the Issuer. The auditors must not perform any other consulting services for the Issuer, which could impair or interfere with their role as the independent auditors of the Issuer.
9. Role and Responsibilities of the Internal Auditor
10.1 At this time, due to the Issuer’s size and limited financial resources, the Issuer’s Chief Executive Officer and Chief Financial Officer are responsible for implementing internal controls and performing the role as the internal auditor to ensure that such controls are adequate.
10. Oversight of Internal Controls
11.1 The Audit Committee will have the oversight responsibility for ensuring that the internal controls are implemented and monitored, and that such internal controls are effective.
11. Continuous Disclosure Requirements
12.1 At this time, due to the Issuer’s size and limited financial resources, the Issuer’s Chief Executive Officer and Chief Financial Officer are responsible for ensuring that the Issuer’s continuous reporting requirements are met and in compliance with applicable regulatory requirements.
12. Other Auditing Matters
13.1 The Audit Committee may meet with the Auditors independently of the management of the Issuer at any time, acting reasonably.
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12.2 The Auditors are authorized and directed to respond to all enquiries from the Audit Committee in a thorough and timely fashion, without reporting these enquiries or actions to the Board of Directors or the management of the Issuer.
13. Annual Review
14.1 The Audit Committee Charter will be reviewed annually by the Board of Directors and the Audit Committee to assess the adequacy of this Charter.
14. Independent Advisers
15.1 The Audit Committee shall have the power to retain legal, accounting or other advisors to assist the Committee.