STA 2005 ANNUAL MEETING

Transcription

1 STA 2005 ANNUAL MEETING AND CONFERENCE October 18-21, 2005 The Ritz-Carlton, Palm Beach, Florida Are you Ready? Be Prepared! Our business environment is in constant change. The slow but steady progress of dematerialization, the advent of Paperless Legals, and increased regulatory scrutiny all require new strategies for compliant and efficient operations. Issues such as proxy distribution and over-voting offer opportunities for change. Hear from industry leaders and regulators about the issues that will impact your organization in the coming months. This conference will keep you up to date with our changing industry. Please take a few minutes to review the agenda. A wide range of industry professionals and regulatory officials will bring you up to date on what you need to know to manage your business. This STA Conference will also enhance your continued professional development. Attendees will also receive 9.50 CCTS/9.50 CSOP continuing education credits. THE LOCATION This year the STA Conference is being held at The Ritz-Carlton, Palm Beach, located on Palm Beach Island; it is only 8 miles from the Palm Beach International Airport. The resort s luxurious rooms are being offered to conference participants at a special rate of $205 per night until September 19, After September 19, or when the block is filled, reservations will be taken on a space available basis and the conference rate cannot be guaranteed. Call (561) and Tell the reservation agent that you are attending the STA Conference Or fill out the Hotel Reservation Form and fax or mail it directly to The Ritz-Carlton, Palm Beach

2 COST* $ 750 for each registrant from a member company (price includes spouse) $ 650 for additional registrants (2-4) from the same member company $ 550 for registrants (5 and up) from the same member company $ 900 for each registrant from a non-member company *with $ discount for each registrant attending the STA Conference for the first time! You may register on-line using your credit card at CONFERENCE REGISTRATION You may call Carol Gaffney at to have a complete Annual Conference Package mailed directly to you. Make sure to join your fellow industry professionals at this outstanding conference and register by September 19 th. If you have any questions, please contact one of the conference committee members. We look forward to seeing you at the conference! Cynthia Jones, Executive Director & Program Chairperson cjones@stai.org Carol Gaffney, Registration cgaffney@stai.org John Gaffney, Activities, Sponsorships, and Donations john.gaffney@computershare.com The Ritz-Carlton, Palm Beach South Ocean Blvd. Manalapan, Florida

3 PROGRAM HIGHLIGHTS Keynote address: Scott Hunter is a well known author, speaker and management coach who frequently is asked to share his expertise with business leaders. He will speak on the topic of Creating an Extraordinary Organization the Mindset of Leadership. Did you know that at any given moment, it is probable that 50% of your employees hate their jobs? Learn how senior executives become inspiring leaders, how to transform groups into teams, and how to create an extraordinary organization while dramatically increasing profitability. Here is information you can use, presented in an exciting and enjoyable format. Proxy Panel: The annual meeting process is undergoing serious scrutiny and review by regulators and industry groups. Hear from industry leaders about the future of this process: how will the over voting issue be resolved, what lessons can we learn from Canada s recent legislation, and how can issuers gain greater transparency and control of the proxy distribution process? Mario Passudetti, Managing Director of the Bank of New York, will moderate a panel on this topic. Our panelists will include Geoff Loftus, Vice President of the Society of Corporate Secretaries and Governance Professionals, and Bill Brolly, Vice President of Product Development, Pacific Corporate Trust Co. Fraud Prevention: Strategies that Work: In January of 2005, the newly formed STA Fraud Prevention Committee held its first meeting. In this session, the Committee will share the strategies that work best to deter fraud. Panelists include Keith Bradley, Senior Vice President, Computershare, Robert Kristanko, Asst. Vice President, National City Corporation, and Mary Corcoran, Senior Vice President, AIM Fund Services. The panel will be moderated by Cynthia Jones, Executive Director of the STA. Find out what you need to know to protect your organization and your shareholders during this informative session. Transfer Agent Liability: Mark Harmon, a partner in the New York law firm of Hodgson Russ LLP, will present transfer agent litigation case studies to assist agents in recognizing where potential exposures exist and how to reduce the risk of becoming entangled in litigation and resulting financial loss. Mr. Harmon spoke on a related topic at last year's conference and received exceptionally high marks from attendees. NYSE Update: Steve Walsh, Vice President and Managing Director of the New York Stock Exchange will give the membership information about changes at the NYSE that will impact transfer agents. Hear what s new at the Exchange. DTCC Update: Janet Wynn, Managing Director and General Manager of DTCC s newest product, Deriv/SERV, will provide an update on new undertakings at DTCC and progress toward dematerialization.

4 Check 21: Phyllis Meyerson, a Senior Vice President of the Electronic Check Clearing House Organization (ECCHO) will discuss what Check 21 is and what it is not, and how it is being used in the first year after becoming law. Learn how Check 21 is already impacting your business and what is still in store for the future. Open Forum: Here s your chance to share ideas and ask questions about the topics of the day. This Forum will give attendees the opportunity to discuss anything and everything that concerns transfer agents as we deal with the challenges of dematerialization, paperless legals, and changing regulations. The session will be hosted by Lennie Kaufman, Executive Vice President and General Manager, Wells Fargo Shareowner Services; Debra Hacka, Senior Vice President, National City Bank; Kevin Irwin, Training Coordinator; and Cynthia Jones, Executive Director of the STA. STAMP and Paperless Legals: 2005 has seen the implementation of Paperless Legals with acceptance by 14 major agents. Andy Massa, President of STAMP Inc., will report on progress to date, as well as educational programs for guarantors that are in the pipeline. He will also share lessons learned from a recent sizeable attempted fraud. Don t miss this exciting and informative session. Hear from the Regulators: This year, we are honored to have Larry Bergmann, Senior Associate Director of the Division of Market Regulation, United States Securities and Exchange Commission with us. He will give an update on recent transfer agent developments from the perspective of the SEC staff. Hear what the regulators are concerned about. SEC Examinations: Industry professionals will discuss how to prepare for SEC Examinations. You will not want to miss this presentation. Committee Updates: Mario Passudetti, Managing Director of the Bank of New York and Chair of the STA Legal Committee, and Deb Culhane, Senior Executive Vice President of Computershare and Chair of the STA Processing Committee will review the work of their Committees and the issues they face in the future. Managing Electronic Documents: What you need to know in today s regulatory environment. You have seen the headlines about fines and censures handed out by regulators for organizations missteps in handling and other electronic documents. Robert J Sussman, Managing Counsel of Bank of New York will tell us how to avoid such pitfalls.

5 AGENDA HIGHLIGHTS* TUESDAY, OCTOBER 18 th 8:00 a.m. 1:00 p.m. STAMP Board of Directors Meeting 12:00 a.m. 6:00 p.m. Registration and Hospitality 2:00 p.m. 5:00 p.m. STA Board of Directors Meeting 7:00 p.m. 10:30 p.m. Reception and Dinner WEDNESDAY, OCTOBER 19 th 6:30 a.m. 8:30 a.m. Continental Breakfast 8:45 a.m. 12:00 noon Conference Opening and Welcome President s Update Keynote Speaker: Creating an Extraordinary Organization the Mindset of Leadership Panel Discussion: Challenges of Proxy Distribution & Tabulation Today 12:30 p.m. Golf Tournament THURSDAY, OCTOBER 20 th 6:30 a.m. 8:30 a.m. Continental Breakfast 8:30 a.m. - 12:00 noon NYSE Update Fraud Prevention Panel Transfer Agent Liability DTCC Update STAMP and Paperless Legals Annual Meeting of The Securities Transfer Association, Inc. 12:00 noon 2:00 p.m. Luncheon with Vendor Exhibits 2:00 p.m. 4:00 p.m. Open Forum of various topics 7:00 p.m. 11:00 p.m. STAMP Night Puttin on the Ritz Cocktails, Dinner and Entertainment. Casual Dress (Black/White) continued on following page

6 FRIDAY, OCTOBER 21 st 6:30 a.m. 8:30 a.m. Continental Breakfast 8:30 a.m. 12:00 noon SEC Update SEC Examinations Check 21: How will your business be impacted as banks move toward Electronic Check Cashing Processing Committee Update Legal Committee Update Managing Electronic Documents: What you need to know in today s regulatory environment 12:00 noon 12:30 pm STA Board Meeting *Preliminary, subject to change. Updates will be posted.

7 GENERAL INFORMATION AIR TRAVEL 8 miles from Palm Beach International Airport. BUSINESS CENTER SERVICES The resort offers a full-service business center. CLIMATE AND CONFERENCE ATTIRE Palm Beach enjoys average highs of degrees with average lows of degrees in October. Casual/resort attire may be worn at all business sessions and evening events. Thursday night s STAMP Dinner is Puttin on the Ritz and black/white casual dress is recommended. CONFERENCE HANDOUTS/PROMOTIONAL GIFTS If your company would like to donate a promotional gift to be included in the conference bags for each participant, please complete the Conference Handouts Form and submit it to John Gaffney as soon as possible. Details are included on the form. We appreciate your generosity. CREDIT CARDS Your conference registration fee may be paid on-line at by using Visa, MasterCard or American Express. If you register by mail, please send a check or money order. All major credit cards are accepted at The Ritz-Carlton, Palm Beach. DRIVING DIRECTIONS From Palm Beach International Airport: 1. Follow signs from Palm Beach International Airport to I-95 Southbound (towards Miami). 2. Continue on I-95 South, exit Lantana Road heading Eastbound (Left turn). 3. Follow Lantana Road heading East (toward the ocean). If Lantana Road exit is closed because of ongoing construction, please take Hypoluxo Exit that follows Lantana Road, then turn East (towards the ocean). 4. If exiting on Lantana Road turn Right, just beyond the railroad tracks onto US 1 (Dixie Highway). 5. If exiting on Hypoluxo, turn Left just beyond the railroad tracks onto US 1 (Dixie Highway).

8 6. Turn east onto Ocean Avenue (toward the ocean). 7. Follow Ocean Avenue over the draw bridge and past Plaza Del Mar Shopping Center (which will be on your right) until it ends at A1A. 8. Turn Right onto A1A and make an immediate left into our driveway. GOLF TOURNAMENT If you would like to participate in the Golf Tournament on Wednesday, October 19 th at 12:30 PM, please complete the Golf Tournament Registration Form. Atlantis Country Club - Located just 5 miles west of The Ritz-Carlton Palm Beach, this course offers 18 holes of golf winding through stately pines and orange trees, Atlantis is a well-manicured golf course that will be enjoyed by scratch golfers and high handicappers alike. GROUND TRANSPORTATION Should you require airport transfers, please contact the Ritz-Carlton Destination Services at (561) or (800) for chauffeured car service at a cost of $55.00 plus service charge. A taxi from the airport to the hotel is about $ HERTZ CAR RENTAL DISCOUNT The Conference Committee has negotiated special meeting rates for our conference in West Palm Beach, Florida during October 18-21, For reservations, call Hertz within the U.S. at ; from within Canada call ; or from within Toronto call and refer to CV#02G Or you may contact your travel agent, or book online at hertz.com. Please note, when reservations are booked, the rates listed below will be automatically compared to Hertz published rates to assure you receive the best comparable rate. Rates available from all Florida locations: Daily Weekend Weekly CAR CLASS Per Day Per Day 5-7Days A ECONOMY $29.99 $28.99 $ B COMPACT 2/4DR $31.99 $29.99 $ C MIDSIZE $32.99 $31.99 $ D SPECIAL SPORTY $35.99 $31.99 $ F FULLSIZE 4DR $37.99 $35.99 $ G PREMIUM $44.99 $44.99 $ I TOWNCAR $60.99 $60.99 $ L 4WD/AWD SUV $52.99 $49.99 $ R MINIVAN 2WD $44.99 $49.99 $ U CONVERTIBLE $52.99 $49.99 $ Rates are based on returning the car within Florida. Meeting rates are guaranteed one

9 week prior through one week after the meeting dates and are subject to car availability. Advance reservations are recommended; blackout dates may apply. Government surcharges, taxes, tax reimbursement, airport related fees, vehicle licensing fees and optional items, such as refueling or additional driver fees, are extra. Minimum rental age is 25 (exceptions apply). Standard rental conditions and qualifications apply. In the continental U.S., weekend rentals are available for pick-up between noon Thursday and noon Sunday and must be returned no later than Monday at 11:59 PM. Thursday pick-up requires a minimum three-day keep. Friday pick-up requires a minimum two-day keep and Saturday and Sunday pick-up requires a minimum one-day keep. Weekly rentals are from five to seven days. Extra day rate for Weekly rentals will be charged at 1/5 of the Weekly Rate. HOTEL RESERVATIONS This year the STA Conference is being held at The Ritz-Carlton, Palm Beach, located on Palm Beach Island, it is the area s only Mobil Five-Star, AAA Five Diamond luxury resort. This beautiful property offers a massage and fitness center with an extensive spa menu, outdoor pool, exceptional oceanfront dining and seven acres of golden beach. The Ritz-Carlton, Palm Beach is holding a block of rooms for the conference. All reservations must be received by the hotel, along with first and last night s deposit by September 19 th. After that date or when the block is filled, reservations will be made on a space available basis at prevailing rates. Cancellation Policy: A deposit will be refunded if cancellation of reservation is received 7 days prior to arrival date. The Conference Rate is $ per night, single or double occupancy. This special rate will be in effect from October 16-22, 2005 on a space available basis if you wish to come early and enjoy the resort, or stay a little longer. Check-in time is 4:00 pm and Check-out time is 12:00 noon. Room tax will be added to your room bill. Suggested portage gratuities are $12.00 per person, in and out, housekeeping gratuities are suggested at $5.00 per day. These charges are optional and are at the individual s discretion. There is valet parking at the discounted rate of $15.00 per day. There is no selfparking. Reserve your room at The Ritz-Carlton, Palm Beach at the special conference rate of $ per night. The Ritz-Carlton will hold the room block at the special conference rate until September 19 th. Once the room block is filled or after September 19 th reservations will be taken on a space available basis and the conference rate cannot be guaranteed. Call (561) and Tell the reservation agent that you are attending the STA Conference Or fill out the Hotel Reservation Form and fax or mail it directly to The Ritz-Carlton, Palm Beach

10 MEALS Continental breakfast will be provided for conference participants and registered guests on Wednesday, Thursday and Friday A luncheon with vendor exhibits will be held on Thursday. The registration fees include dinner for conference participants and registered guests on Tuesday and Thursday nights. For dining reservations call : o The Grill at The Ritz-Carlton, Palm Beach Beautiful, richly paneled walls, with glowing candlelight, a fireplace, welcome guests to The Grill. Enliven your palate at Palm Beach's premier fine-dining restaurant featuring innovative cuisine and delicious grill favorites. Under the direction of Chef de Cuisine Sean McDonald, this inviting and intimate dining experience includes nightly entertainment, an award-winning wine list and The Ritz-Carlton standard of service. o Soleil Radiant Cuisine The ambience is relaxed, cool and inviting. The menu reflects the region with creative selections for breakfast, lunch and dinner. Soleil offers the best al fresco dining in the Palm Beach area so you may embrace every moment of your stay. o The Ocean Café & Bar This tropical Cafe offers a wide array of light bites, sandwiches and entrees, such as Ahi Tuna Nicoise (seared rare) with organic field greens, Grilled Ocean Cafe Sirloin Burgers, French Fries and Ocean Cafe's featured Catch of the Day. o The Lobby Lounge Centrally located in The Ritz-Carlton, Palm Beach, The Lobby Lounge serves many purposes for our guests. The Lobby Lounge is the ideal location to sip a cocktail, enjoy hours d'oeuvres, delight in the comfort of traditional Afternoon Tea, or enjoy evening entertainment. NAME BADGES Each attendee is required to wear their conference name badge in order to participate in the conference functions. ON-SITE REGISTRATION Registration will be open Tuesday, October 18 th from 12:00 noon 6:00 pm. Those arriving after 6:00 pm on Tuesday may register in the Ballroom Foyer beginning at 7:00 am on Wednesday, October 19 th.

11 STA THE SECURITIES TRANSFER ASSOCIATION, INC. OCTOBER 18-21, 2005 There are a limited number of rooms at the group rate. All reservations must be received by Monday, September 19, After this time, reservations will be accepted on a space available basis at the prevailing hotel rates. A rate of $ has been negotiated; all rates are based upon the European Plan and are per night. The room rate will be in effect from October 16-22, 2005, depending upon availability. Print or Type. Please reserve accommodations for: Name Company (Last) (First) Address City State Zip Phone # Fax# Arrival Date at (am/pm) (Check-in time is after 4pm) Departure Date at (am/pm) (Check-out time is before 12 noon) No. of adults No. of children There will be an additional charge of $25.00 per day for each additional person over age 18 and/or over two people in a guest room. The maximum number of people per guest room is four (4). A maximum of two (2) children under the age of eighteen (18) per room are complimentary. There will be an additional charge of $50.00 for each additional person, age 5 and older in Club Level Rooms. Charges for roll-a-ways and cribs may apply. ADVANCE DEPOSIT IS REQUIRED TO CONFIRM RESERVATIONS DEPOSITS A first and last nights deposit is required to confirm a reservation. A deposit will be refunded if cancellation of reservations is received (7) days prior to arrival date. Rooms will be held for the Securities Transfer Association until September 19, METHOD OF PAYMENT: American Express Master Card Visa Diners Club Carte Blanche Check Enclosed Credit Card Number Expiration Date Deposits will be recorded at the time the reservation is made. All rates are subject to applicable taxes. ROOM REQUEST S/D Run of House Smoking Non-smoking King Bed 2 Double Beds Special Request FOR THE RITZ-CARLTON CLUB AND SUITES, PLEASE CONTACT THE HOTEL DIRECTLY AT (561) Signature Date SHOULD YOU REQUIRE AIRPORT TRANSFERS, PLEASE CONTACT THE RITZ-CARLTON DESTINATION SERVICES AT (561) PLEASE MAIL OR FAX YOUR RESERVATION TO: The Ritz-Carlton, Palm Beach, 100 South Ocean Boulevard Manalapan, Florida TELEPHONE NUMBER: (561) FAX: (561) or Central Reservations (800)

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13 STA CONFERENCE REGISTRATION Yes, sign me up to attend the 2005 STA Annual Conference from October 18-21, 2005! Name: (first & last) Company Name: Address: City: State: Zip Phone: Fax: Is this your first STA Conference: YES NO My company WILL or WILL NOT be donating a handout gift and/or door prize. (Please complete the Conference Donations Form as soon as possible.) Please list the name of attendees as you want them to appear on the conference badges: Name: (first & last) Guest/Spouse Name: I WILL BE PARTICIPATING IN THE FOLLOWING ACTIVITIES: # OF PEOPLE Tuesday, October 18 th Reception and Dinner Wednesday, October 19 th Golf Tournament* *If you register for golf you room or credit card will be billed for the tournament fee *Please complete the Golf Registration Form # OF PEOPLE Thursday, October 20 th VENDOR Luncheon** Thursday, October 20 th Open Forum Thursday, October 20 th STAMP Night Puttin on the Ritz Buffet Dinner & Entertainment **Please complete Conference Vendor Participants Form CONFERENCE FEES: Conference Participant from member $ ea Conference Participant from non-member $ ea Conference Participant* (2-4 from same Company)* $ ea Conference Participant* (5 or more from same Company)* deduct an $ ea Minus one time discount if attending conference for first $ ea *(includes one spouse/guest additional attendees from the same company are not considered guests) Please mail with check or money order made payable to the STA to: Carol Gaffney, The Securities Transfer Association, Inc., P.O. Box 5067, Hazlet, NJ REGISTRATION FEE: The registration fee, which includes one spouse/guest additional attendees from the same company are not considered guests, covers all business sessions, continental breakfast on Wednesday, Thursday and Friday, lunch on Thursday with Vendor Exhibits, STA Reception and Dinner on Tuesday and STAMP Puttin on the Ritz Night (buffet dinner and entertainment) on Thursday. Registered spouses/guests are welcomed to attend the business sessions and evening functions. CANCELLATIONS AND REFUNDS: Full refund of the registration fee will be made if Carol Gaffney ( ) receives notice of cancellation by September 16, One-half of the registration fee will be refunded if requested by September 30, After October 11 th, no refunds will be made.

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15 CONFERENCE HANDOUTS AND DOOR PRIZE FORM If your company would like to donate a promotional gift to be included in the conference bags for each registrant (quantity of 150 requested) or each person (quantity of 250 requested) or a door prize Please complete this form and mail or fax to John Gaffney as soon as possible. Thanks for your support. To: John Gaffney Address: The Securities Transfer Association, Inc. P.O. Box 5067, Hazlet, NJ Phone: or Fax: john.gaffney@computershare.com cgaffney@stai.org From: Company Name: Contact Name: Phone: Please arrange for delivery of promotional gifts or door prizes by Friday, October 14, 2005 and ship to: John Gaffney, STA Conference, 10/16/05 c/o The Ritz-Carlton, Palm Beach 100 South Ocean Blvd. Manalapan, Florida (561) Comments: My company is donating the following item(s) to be given in the conference registration bags or as a door prize. Please note if donation is for a door prize.

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17 STA GOLF TOURNAMENT SIGN-UP SHEET Ladies and Men s Golf Scramble WEDNESDAY, October 19, :00 pm Shotgun Start We have scheduled a shotgun golf outing for Wednesday, October 19 at 12:30 p.m. at Atlantis Country Club - Located just 5 miles west of The Ritz-Carlton Palm Beach, this course offers 18 holes of golf winding through stately pines and orange trees, Atlantis is a well-manicured golf course that will be enjoyed by scratch golfers and high handicappers alike. Club rentals are available at the pro shop. Box lunches will be provided to all golfers, courtesy of the STA. We have blocked a limited number of reservations for this event and we ask that you register with us no later than October 14 th to insure your entry. Any cancellations received after that date will still require the payment for tournament fees. A charge to your hotel room or to your credit card will be processed if you cancel after that date. We hope that you will take this opportunity to join us for a relaxing afternoon prior to the start of our exciting business program. Yes, sign me up to participate in the golf tournament. I understand that the tournament fee will be charged to each player s room. A box lunch will be provided! NAME: COMPANY NAME: CLUB RENTAL Name Handicap Yes No Right Lefty

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19 CONFERENCE VENDOR PARTICIPANTS FORM The STA Board of Directors would like to extend an opportunity to all of our vendor friends to communicate directly with this year s conference participants. On Thursday, October 20 th, we have scheduled a Luncheon for all attendees with Vendor Exhibits from 12:00 noon 2:00 pm. As an added service to you, the Association has arranged for a number of tables to be used in the luncheon area as a vendor exhibit facility. You may distribute your Company s literature or discuss your service capabilities during and after this luncheon. Space limitations cause us to request a quick response in the event you decide you would like to participate. We hope you will decide to join us. Please complete this form and mail or fax to John Gaffney as soon as possible. Thanks for your support. To: John Gaffney Address: The Securities Transfer Association, Inc. P.O. Box 5067 Hazlet, NJ Phone: or Fax: john.gaffney@computershare.com cgaffney@stai.org From: Company Name: Contact Name: Phone: My company will require a table in the luncheon area. Comments: