May 14-2-15-managing-internal-external-proxy-team
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  • 1. v
  • 2. Guideline for BD Engagement with SH
  • 3. SH Proposal Response Flowchart
  • 4. SEPTEMBER • Begin ISS Engagement  • Proxy kickoff  • Peer  comparison analysis   • BOD meeting – approval for  response plan to  SH proposal • Finalize and  send response  letter to any SH  proposals  NOVEMBER • Update CD&A  • Review ISS policy  releases  • Monitor for 14a‐8  SH proposals  • If any SH proposal,  follow SH Proposal  Response Flowchart  an develop strategy • Engage non‐index   shareholders   • Begin Annual  Meeting  mechanics (i.e.,  Broadridge;  proxy  solicitor) • Monitor  developments  and guidance on  ISS/GL policy  • BOD Meeting • BOD meeting • Governance  documents  review for Dec  BOD meeting  • Meet with  proxy advisor  to develop  engagement  strategy  • Begin  shareholder  engagement (index funds)  JUNE AUGUSTAPRI L DECEMBEROCTOBER • Circulate draft proxy  • BOD meeting ‐ Review any SH  proposal and  strategy • Review any ISS  guidance  FEBRUARY JANUARY MARCH • File preliminary  proxy (on or about  March 3)  • File and mail final  proxy (on or about  March 24)  MAY • Annual Meeting  • BOD meeting • Review lessons  learned during  proxy season  • Evaluate  implementation  of any successful  proposals  • Monitoring of SH  vote tabulations  • Review ISS  pre‐report • ISS & Glass Lewis  reports issued JULY • Develop and  implement  improvements  for next year         • Map out next  year proxy  season • Review SH  proposal results  of other  companies SH Proposal Response Plan
  • 5. 2014 CD&A / Proxy Timeline Timeline Assumes Preliminary Proxy Statement Required 5 October 9  LDCC Meeting • Provide CD&A highlights and timeline December 10 LDCC Meeting •Discuss  draft CD&A LDCC  CD&A  comments  due to  Xylem  ~March 24  File Definitive  Proxy Statement  January 15 ~March 3  File Preliminary Proxy Statement LDCC Meeting  • Approve Proxy • Approve pay actions,  including BOD  compensation Nom & Gov Meeting • Discuss Proxy BOD Meeting • Approve Proxy  Late February  January 29  Upload  draft Proxy for BOD  December 3   Upload CD&A  for LDCC November 22   Provide draft CD&A  to Pearl Meyer &  Partners  BOD Management Time between  Preliminary and  Definitive Proxy  filings  allotted for  potential SEC  comments February 18  Upload  revised Proxy with BOD  materials  Full Board  Proxy  comments  due to  Xylem  February 10