Voting Services
Proxy voting management allows investors to exercise their right to vote, which comes with the stock in their portfolios, in an informed and effective manner, while saving time and money. These are the possible options:
Voting verification option
When voting rights are delegated to a firm other than GIR, or when investments are made in pooled investment funds, verification allows the client to ensure that the work done by the portfolio manager was consistent with their voting rights policy or to evaluate the differences between the policy and its application.
Caucus policy voting option
Voting rights are exercised in accordance with GIR’s caucus policy. This policy is based on the most progressive voting rights policies in the industry; it is reviewed annually in order to incorporate the latest trends in corporate social responsibility. Several of our clients choose this option so as to have a common policy with other institutional investors, and thus benefit from a rate discount. The GIR holds an annual meeting with its caucus option clients to update the common policy and to provide a forum for active and constructive discussion on upcoming shareholder issues.
Custom voting option
Voting rights are exercised in accordance with the client’s policy, which may be developed with assistance from GIR. GIR has a great deal of experience in developing voting rights policies. Given its expertise in corporate governance and social and environmental performance in public companies, GIR is able to guide investors in identifying the most important issues for them and their organization, and provides an essential support so that the policy takes all relevant shareholder proposals into account. The process usually involves a small number of meetings with GIR staff and the investors.
Voting activity conciliation option
Conciliation may be added to either of the last two services mentioned above. It allows the client to verify whether the exercised voting rights correspond to those attached to the securities held in the portfolio at the record date.
GIR voting services may also include the following elements: an analysis of the proposals on social and environmental issues submitted to shareholders, and a vote recommendation five days before the assembly a five-day review period where the client may refuse the recommendation annual and trimester reports on the proxy voting results and the reasoning behind each decision.Note that all voting reports are in accordance with the requirements found in the National Instrument 81-106 and include the following information: company name, symbol, assembly date, assembly type, record date, proposal summary, company recommendation, vote, vote status (recorded) and vote justification.
Furthermore, the reports contain additional information when it is available, such as the vote result at the assembly.
All of these products are available in French or English, by email or, the preferred method, on our website through a personalized interface, accessible to GIR clients only.
Information Services
This service encompasses a range of information products that help investors keep up to date with current events that touch businesses and subjects related to socially responsible investment. Investors who use the information service can also be informed about new trends in order to better understand market evolution and new issues. This services includes products such as the portfolio review, GIR information newsletter, corporate issues report and shareholder proposal analysis.
Portfolio review
Twice a year (or more) GIR produces a portfolio review of the client’s company actions or obligations with the object of identifying companies whose social or environmental performance or governance is inadequate. Depending on the case, GIR would suggest one of the following lines of action:
1) nothing to report
2) monitor the company
3) write to the company’s Chairman of the Board to request a commitment
4) vote recommendation
5) submit a shareholder proposal
The weekly newsletter
The GIR newsletter details weekly information in the following structure: - a follow-up on companies that are particularly at risk regarding social or environmental performance, or governance - the proceedings from shareholder meetings (voting results, executive statements) - a follow-up on the negotiations surrounding the submission of shareholder proposals; this is very important information because, frequently, proposers withdraw the shareholder proposals when the management has satisfied their request - a follow-up regarding the development of the responsible investment market around the world - the evolution of major issues in the news
Corporate issues report
At the beginning of every year, GIR prepares a report on the major issues in socially responsible investment, including social, environmental and governance issues, and focuses on those relate to shareholder proposals. GIR relies on its well-developed network of Canadian, American and international affiliations and on the contribution on an advisory committee to deliver, beginning in February, the contents of the proposals to be submitted between March and May, to allow sufficient time to form an opinion on the issues.
This report also contains information on the evolution of public issues that are not yet being endorsed by shareholder proposals so the client will be prepared for the future.
Shareholder proposal analysis
GIR carries out a detailed analysis of social or environmental shareholder proposals and makes a voting recommendation for proposals that have been submitted to vote at the shareholder meetings of public companies.
GIR recommendations focus on the long-term performance of companies by integrating environmental and social values.
All of these products are available in French or English, by email or, the preferred method, on our website through a personalized interface, accessible to GIR clients only
Consultation Services
GIR consultation services guide and assist investors in adopting principles that are translated into policies and that reflect their concerns. In addition, these services allow the client to receive custom-designed research and information that meets all their responsible investment needs.
Writing of a voting rights policy
GIR has a great deal of experience in developing voting rights policies. Given its expertise in corporate governance and social and environmental performance in public companies, GIR is able to guide investors in identifying the most important issues for them and their organization, and provides an essential support so that the policy takes all relevant shareholder proposals into account. The process usually involves a small number of meetings with GIR staff and the investors.
Writing of a responsible investment policy
GIR also makes use of its expertise to integrate social, environmental and governance issues when creating an investment policy.
Writing of a responsible purchasing policy
GIR’s impressive network of partners makes up a pool of expertise from which it offers clients consultation services to build a responsible purchasing policy.
Guidance for shareholders or administrators in communicating with companies
Upon request from the client, GIR offers guidance in writing a letter to a company president or writing a shareholder proposal.
Ad hoc research
GIR staff is available to provide specific research for its clients on subjects having to do with responsible investment, particularly sector-based rankings, company profiles, reports on specific companies or regions, reports on particular issues, etc.
Conference, sensitization and training
Upon request, GIR management or analysts may participate in conferences, panels, committees or training sessions that deal with responsible investment and the social, environmental and governance issues of public companies.
To Contact Us:
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Come visit our office situated on the third floor of the 255 St-Jacques street in Montreal.
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Give us a call at 514-448-5400.
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Drop us an email at: info@investissementresponsable.com.