Detailed Schedule of Services provided by Link Market Services Limited

Compliance with the NZX Listing Rules, Companies Act and other statutory requirements.

• Link Market Services has been fully accredited by the NZX
• Link is updated on all changes to listing rules and legislation by a reputable law firm.
• Link plans every event with the issuer, ensuring the Listing Rules and Companies Act are adhered to.
• Link provides information to the IRD and other government agencies as required.

Day to day maintenance of your registry:

• Recording address changes
• Recording name changes
• Responding to all phone enquiries
• Responding to all correspondence
• Noting of Probate, Power Of Attorney and other documents
• Recording annual report elections, IRD numbers, direct credit elections, bank account numbers and DRP etc
• Capturing email addresses
• Recording of liens over holdings where appropriate
• Managing return mail and lost holders
• Managing and archiving Nil holders

Transaction processing

• Validating and processing of off-market transfers
• Transmitting estate holdings
• Processing electronic transactions via the NZX FASTER system and the ASX CHESS system
• Auditing all non-electronic transactions
• Prompt despatch of shareholder statements and FINS
• Replacing lost statements and FINS

Dividends

• Advice and planning on dividend payments
• Managing issuer bank accounts
• Managing mailing houses
• Printing base stationery (dividend advisories)
• Calculating entitlement of each shareholder
• Calculating appropriate tax for each shareholder
• Preparing data files for direct credit payments
• Calculating DRP as per issuer instruction
• Allotment of DRP shares
• Arranging for cheque MICR-line signoff and appropriate signatories for cheques
• Printing and mailing cheques, direct credit and DRP advisories.
• Responding to all shareholder dividend enquiries
• Reconciliation of bank accounts
• Replacement of cheques and failed direct credits

Reporting

• Postcode analysis (geographical spread)
• Full and selected register listings
• Major group holders report (top 100, top 20 etc)
• Shareholder spread/range reports (holders / holdings)
• Statutory reports for annual reports
• Analytical reports as required

Annual reports

• Providing applicable materials for annual reports
• Distributing options via email / mail
• Ensuring shareholders receive “full report” or “financials only” as per their elections
• Managing mail out, including any personalised or other items to insert

Annual meetings

All support work for our annual meetings is electronic – including shareholder registration, counting of votes and proxies etc.

• Agreeing the level and extent of meeting service to be provided
• Participating and advising on meeting planning
• Design and printing of ballot papers, proxy forms etc
• Implementation of procedures to ensure a successful meeting.
• Training issuer’s staff, if required
• Processing all proxies received
• Notifying and reporting to issuers on proxies as requested
• Managing shareholders and visitors on arrival
• Notifying Company Secretary of arrival of any specific person
• Pre registration of directors
• Notifying Chairman of proxy numbers and number of investors and shares attending
• If a poll – counting, recording, reconciliation and reporting on voting on each resolution
• Advising Chairman and auditors on voting results at conclusion of the annual meeting

Employee share plans

• Management of employee option and share plans, including payroll deductions, loan repayments and reconciliations
• Management of employee details
• Transferring shares out of employee plans to main register when paid up
• Reconciliating the Employee Share Trust account

Initial Public Offerings

• Drafting business rules for registry
• Liaising with issuer representatives and advisors as required
• Input and advice on offer documents, application forms and other communications to ensure compatibility with registry systems
• Drafting Q & A’s for company staff and call centre
• Implementation and managing of a pre-registration process if required
• Liaising with mailing house to ensure timetable and all requirements are in place prior to IPO mailouts
• Uploading and messaging of any company (or other) databases to upload into Oscar

Mailout

• Creating shareholder records and files for mailing house to send initial documents
• Creationg files for mailing house to send offer documents and applications forms, on an ongoing basis (requests from potential investors through call centre, registry and other means)
• Managing of mailouts to ensure quality and lodgement dates are met
• Testing and signoff of all data sent to mail house to ensure accuracy

Processing

• Receiving and verification of all forms, monies received, denominations applied for, signatures etc
• Follow up on invalid / incomplete application forms and amounts
• Separation of broker firm, preferential and public pool applications
• Processing all valid forms received
• Day to day reporting on applications - number of shares applied for and monies received
• Scaling applications if required
• Calculation of allotments and refund amounts (cheque or direct credit) after scaling is completed
• Creation and mailing of refund cheques
• Printing and despatch of Securities Transaction statements and FIN’s

Monies Received

• Verification, recording of all monies received
• Daily reconciliation of bank account to identify dishonours
• Follow-up on all dishonours as per business rules

Commission / brokerage

• Recording of all application forms received from brokers / financial advisors eligible to receive commission / brokerage
• Tracking firm applications against broker pool
• Calculation and payment of all commission
• Attending to all broker enquiries

Other value add services:

Internet access for investors and issuers

• Issuer ability to securely logon and download standard registry reports
• Issuer broadcast to shareholders via email (cost effective)
• Email inquiry facilities for shareholders
• View standard shareholder information online (history of transactions, payments)
• Ability to update standard shareholder information (address, IRD, bank account)
• FAQs online
• Downloadable forms on website (annual report selections, amalgamation of holdings, estates, IRD notification, off-market transfers etc)
• Lodging proxy votes
• Receiving issuer information and annual reports via email
• Lodging DRP or annual report elections
• Proxy lodging via internet

New holder welcome packs
These can be tailored to the issuer’s individual needs, and can include:

• Chairman’s welcome letter
• Annual report election form
• IRD notification form
• Direct credit form
• New securities statement

Lost holder search
This can be done in partnership with NZ Post and broker firms:

• Planning project and communications
• Despatch of letters and indemnities to located investors
• Reissue of payments, change of address forms etc

Directors’ movement reporting

• Tracking of directors’ holdings and reporting on movements

Consultancy and project service

• Providing advice and consultation on the efficient management of your register
• Planning, advice and management of corporate actions and special projects

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