Investment Trust Company Secretarial Services

To support your board and committees, we can:

• Attend board and committee meetings in a minute-taking and advisory capacity
• Co-ordinate, produce and dispatch meeting agendas and board packs, including matters arising
• Set up and maintain the corporate calendar, including reporting deadlines and meetings schedule
• Advise on UK corporate governance and industry best practice
• Review terms of reference to ensure they reflect current best practice
• Draft and advise on the annual board evaluation process
• Manage PDMRs’ and Directors' dealing process and insider lists
• Act as a central point of contact for the Board, other service providers and shareholders
• Assist the company in complying with the UK Listing Rules and Disclosure, Guidance & Transparency Rules (DTRs) and Market Abuse Regulation
• Act as your named company secretary
• Provide a registered office at our London office address

Annual report and accounts and half year report

We can provide full project management of the financial reporting and period end processes. We will work closely with your key stakeholders to:

• Produce an annual or half yearly report timetable setting out key dates leading up to the release of the financial report to the market, the dividend timetable and the posting of the annual report to shareholders
• Draft and review the non-financial elements of annual and half yearly reports. These include the corporate governance and Directors’ reports in accordance with best practice and in compliance with the Companies Act 2006; Listing Rules; DTRs; and AIC corporate governance code

For Annual General Meetings (‘AGM’), we can:

•    Assist with AGM arrangements, working together with all relevant advisers
•    Prepare the notice of AGM
•    Draft and review proxy forms 
•    Prepare the Chairman’s script and procedural questions and answers
•    Provide secretarial attendance at meetings, including minute-taking
•    Prepare draft minutes of meetings 
•    Draft and file the relevant resolutions with Companies House
•    Draft and release the results of the AGM announcement 

Statutory compliance 

Maintenance of company records on Diligent Entities database providing electronic reports/registers upon request
Production of the annual confirmation statement and filing with Companies House
File the Company’s annual report with Companies House
Ensure compliance with the Companies Act 2006, the continuing obligations of the FCA’s Listing Rules and DTRs

Regulatory Announcements

We can take care of the drafting, co-ordination and release of regulatory announcements, in conjunction with other advisors as required. These include, but are not limited to, announcements relating to:
•    Half year results
•    Annual financial results
•    AGM related matters and results of general meeting
•    Director/PDMR dealings
•    Board changes
•    TR1 - Holdings in Company
•    Purchases by the company of its own shares
•    Monthly total voting rights announcements
•    Blocklisting announcements