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On July 10, 2009, the Securities and Exchange Commission (SEC) released its proposals for a number of changes to the compensation disclosure and proxy rules (Proposed Rule: Proxy Disclosure and Solicitation Enhancements, Release No. 34-60280). The SEC believes that the proposed changes would enhance disclosure regarding compensation and corporate governance and clarify certain of the rules governing proxy solicitation. Although the comment process may result in some revisions to the proposals, the SEC expects the changes to be effective for the 2010 proxy season. Many of the proposed changes do not seem dramatic at first glance, but they could lead to surprising results.
The proposed changes include:
Inclusion of Risk in CD&A
The SEC's proposed changes would require Compensation Discussion and Analysis (CD&A) to include an examination of a company's compensation policies and practices for employees generally, including employees who are not executive officers, if risks arising from those policies or practices may have a material effect on the company. This change would represent the first expansion of the scope of CD&A beyond named executive officers to cover compensation for all employees. The SEC believes that such disclosure can assist stockholders in determining whether a company's compensation programs incentivize employees to take excessive or inappropriate risks. Even if a company concludes that its compensation policies and practices do not result in risks that could have a material effect on the company, it may elect to include an affirmative statement in CD&A that the company's overall compensation structure does not affect its risk profile. A company may, in some cases, wish to support such an affirmative statement by discussing the aspects of compensation that the compensation committee reviewed in concluding that the company's compensation policies and practices do not create any material risks.
Although problems in the financial sector may have prompted the proposed changes, the concept of risk for purposes of CD&A is broadly defined to encompass strategic and other long-term business risks as well as short-term risks such as from proprietary trading desks at financial institutions. The application of materiality standards in this context may require difficult judgments. Business units responsible for a disproportionate share of the company's risk profile, that have different compensation structures, higher compensation expenses or greater profitability than other business units, or that have risk and reward structures that differ meaningfully from other units within the company could trigger additional CD&A disclosure requirements.
The proposed change to CD&A would force directors and management to review current compensatory policies and practices for all employees to determine whether they could have a material effect on the company's risk profile. The rule would effectively impose an affirmative obligation to conduct this analysis in connection with CD&A preparation regardless of the degree to which directors or management actually considered such factors at the time they made compensation decisions.
Possible Action Items
Revisions to Treatment of Equity Awards
The proposed amendments to the compensation disclosure rules would alter the treatment of equity awards in the Summary Compensation Table and the Director Compensation Table. In the Stock Awards and Option Awards columns of those tables, the aggregate grant date fair value of awards computed in accordance with Financial Accounting Standards Board Statement of Financial Accounting Standards No. 123 (revised 2004), Share-Based Payment (FAS 123R) would replace the dollar amount recognized for financial statement reporting purposes for the fiscal year in accordance with FAS 123R. The SEC believes that this change will better align the identification of named executive officers with compensation decisions and will facilitate clearer CD&A discussion of compensation policies and decisions with respect to the last fiscal year.
The proposed changes may move compensation amounts from one year to another, and affect the identity of named executive officers for the current year. As proposed, the rules may also require compensation for equity awards granted on the same date to be reported in different fiscal years depending on whether an executive officer or director elects to receive an equity award in lieu of salary, bonus or director fees. The proposed rules would also eliminate the possibility of negative numbers appearing in the equity award columns.
Because the Summary Compensation Table reports named executive officer compensation for the last three completed fiscal years, the proposed changes create transition issues and will require the recalculation of compensation reported for prior years in ways that might differ substantially from the amounts that were previously reported in the Summary Compensation Table. Such differences are particularly likely when FAS 123R expense has been impacted by fluctuations in a company's stock price, the forfeiture of previously granted equity awards or the improbability of achieving performance targets.
Possible Action Items
Enhanced Biographical and Suitability Disclosure
Currently, the disclosure rules require only brief biographical information for the past five years about directors and nominees and general disclosure about director qualification requirements. The proposed amendments would also require the following:
Possible Action Items
New Disclosure about Board Leadership Structure and Role in Risk Management
The proposed changes would require a company to:
Corporate governance activists have recently focused on board leadership structure and have submitted numerous stockholder proposals seeking to mandate an independent board chair so that the same person could not serve as chief executive officer and board chair. The Shareholder Bill of Rights Act of 2009, which is pending in Congress, would require the separation of the chief executive officer and board chair roles. The SEC took a neutral stance in proposing a requirement that a company disclose its leadership structure and the rationale for that structure. The proposing release acknowledges that there is no one preferred leadership structure that all companies ought to adopt and that separation of the chief executive officer and board chair positions may not always be desirable.
Possible Action Item
Additional Disclosure About Compensation Consultants
Proposed amendments to the disclosure rules would also require a company to disclose the fees paid to compensation consultants and their affiliates when they play any role in determining or recommending the amount or form of executive and director compensation and they also provide other services to the company. This enhanced disclosure would not be required if the compensation consultant's role is limited to executive and director compensation or if the compensation consultant's only involvement in recommending the amount or form of executive or director compensation is in connection with broad-based plans, such as 401(k) plans or health insurance plans, that do not discriminate in favor of executive officers or directors of the company. Specifically, the proposed rules would require a company whose compensation consultant was not independent to disclose:
By requiring disclosure about compensation consultant fees only when consultants are not independent, the SEC is in effect taking a normative position that will likely accelerate the trend of compensation committees to rely only upon compensation consultants that provide no other services to the company. In comparison, the SEC requires disclosure of all fees paid to a company's auditors, regardless of whether such auditors also provide non-audit services to the company. We anticipate that the proposed changes will result in more companies including affirmative statements about compensation consultant independence in their proxy statement or Form 10-K disclosures.
Possible Action Items
Accelerated Reporting of Voting Results on Form 8-K
The SEC proposes to transfer the requirement to disclose annual and special meeting voting results from Form 10-Q or Form 10-K to Form 8-K. The proposed changes would require a company to disclose the results of a stockholder vote within four business days. For contested elections, preliminary voting results must be filed within four business days after the meeting if definitive results are not available, and an amended report on Form 8-K must be filed within four business days after final results have been certified.
Possible Action Items
Clarifications to Proxy Solicitation Rules
The SEC's proposals relating to proxy solicitation would clarify the rules in the following ways.
Rule 14a-2(b)(1) under the Securities Exchange Act of 1934 exempts from most proxy rule requirements solicitations by stockholders or other non-management parties who are not seeking proxy authority and do not have a substantial interest in the subject matter of the solicitation. This exemption is not available to persons who furnish, request, or act on behalf of a person who furnishes or requests, a form of revocation. The SEC proposal confirms that an unmarked copy of management's proxy card that the soliciting stockholder requests be returned directly to management does not constitute a form of revocation.
The foregoing exemption is not available to “[a]ny person who, because of a substantial interest in the subject matter of the solicitation, is likely to receive a benefit from successful solicitation that would not be shared pro rata by all other holders of the same class of securities, other than a benefit arising from the person's employment with the registrant.” The proposed amendment expressly notes that this limitation is applicable to any person with a substantial interest as described in the rule even if the person is not a stockholder of the company and the substantial interest does not arise from ownership of securities of the company.
Rule 14a-4(d)(1) requires that a bona fide nominee consent to being named in a soliciting person's proxy statement and to serving if elected. Rule 14a-4(d)(4) is an exception to the bona fide nominee requirement. The exception permits a person soliciting support of nominees for a minority of the board to round out its short slate of nominees by seeking authority to vote for nominees named in the company's proxy statement. Although the current rule expressly permits rounding out a short slate with nominees named in the company's proxy statement, it does not address nominees named in other soliciting persons' proxy statements. The proposed amendment explicitly allows a soliciting person to round out a short slate with nominees from the proxy statement of the company or any other soliciting person.
Rule 14a-4(e) requires that a proxy statement or form of proxy provide that the shares represented by the proxy be voted subject to reasonable specified conditions. The SEC proposal clarifies that reasonable specified conditions must be objectively determinable so that a stockholder can make an informed and confirmable decision about whether to grant proxy authority.
Rule 14a-12 permits a solicitation to be made before furnishing security holders with a proxy statement, if, among other requirements, each part of the solicitation that is written includes the identity of the participant in the solicitation and a description of that participant's direct or indirect interests, or includes a legend advising security holders where to find such information. The SEC proposal would clarify that information referred to in the legend must be filed with the SEC under cover of Schedule 14A as part of a proxy statement or other soliciting materials no later than the time the first soliciting communication is made.
Conclusion
Taking concrete steps now to prepare thoughtfully for compliance with the proposed rules may help the preparation of next year's proxy statement and annual report on Form 10-K run more smoothly. The proposed changes may be adopted near the commencement of the 2010 proxy season and may require significant changes to the proxy statement or Form 10-K disclosures that companies have made in prior years. Accordingly, we advise companies not to wait until the final rules are adopted to assess their implications and begin to prepare the likely proxy statement or Form 10-K disclosures. Moreover, many of the proposed changes will be of interest to, and require input from, senior management and members of the board of directors.
As noted, many of the proposed changes could lead to surprising results. Therefore, companies should consider carefully the ramifications of the proposed changes now to avoid unpleasant surprises next year.
Avrohom J. Kess is a partner, Francis C. Marinelli is of counsel and LeAnn S. Leutner is an associate with Simpson Thacher & Bartlett in the firm's New York office. Mr. Kess is a leader, and Mr. Marinelli and Ms. Leutner are members, of the firm's public company advisory practice.
On July 10, 2009, the Securities and Exchange Commission (SEC) released its proposals for a number of changes to the compensation disclosure and proxy rules (Proposed Rule: Proxy Disclosure and Solicitation Enhancements, Release No. 34-60280). The SEC believes that the proposed changes would enhance disclosure regarding compensation and corporate governance and clarify certain of the rules governing proxy solicitation. Although the comment process may result in some revisions to the proposals, the SEC expects the changes to be effective for the 2010 proxy season. Many of the proposed changes do not seem dramatic at first glance, but they could lead to surprising results.
The proposed changes include:
Inclusion of Risk in CD&A
The SEC's proposed changes would require Compensation Discussion and Analysis (CD&A) to include an examination of a company's compensation policies and practices for employees generally, including employees who are not executive officers, if risks arising from those policies or practices may have a material effect on the company. This change would represent the first expansion of the scope of CD&A beyond named executive officers to cover compensation for all employees. The SEC believes that such disclosure can assist stockholders in determining whether a company's compensation programs incentivize employees to take excessive or inappropriate risks. Even if a company concludes that its compensation policies and practices do not result in risks that could have a material effect on the company, it may elect to include an affirmative statement in CD&A that the company's overall compensation structure does not affect its risk profile. A company may, in some cases, wish to support such an affirmative statement by discussing the aspects of compensation that the compensation committee reviewed in concluding that the company's compensation policies and practices do not create any material risks.
Although problems in the financial sector may have prompted the proposed changes, the concept of risk for purposes of CD&A is broadly defined to encompass strategic and other long-term business risks as well as short-term risks such as from proprietary trading desks at financial institutions. The application of materiality standards in this context may require difficult judgments. Business units responsible for a disproportionate share of the company's risk profile, that have different compensation structures, higher compensation expenses or greater profitability than other business units, or that have risk and reward structures that differ meaningfully from other units within the company could trigger additional CD&A disclosure requirements.
The proposed change to CD&A would force directors and management to review current compensatory policies and practices for all employees to determine whether they could have a material effect on the company's risk profile. The rule would effectively impose an affirmative obligation to conduct this analysis in connection with CD&A preparation regardless of the degree to which directors or management actually considered such factors at the time they made compensation decisions.
Possible Action Items
Revisions to Treatment of Equity Awards
The proposed amendments to the compensation disclosure rules would alter the treatment of equity awards in the Summary Compensation Table and the Director Compensation Table. In the Stock Awards and Option Awards columns of those tables, the aggregate grant date fair value of awards computed in accordance with Financial Accounting Standards Board Statement of Financial Accounting Standards No. 123 (revised 2004), Share-Based Payment (FAS 123R) would replace the dollar amount recognized for financial statement reporting purposes for the fiscal year in accordance with FAS 123R. The SEC believes that this change will better align the identification of named executive officers with compensation decisions and will facilitate clearer CD&A discussion of compensation policies and decisions with respect to the last fiscal year.
The proposed changes may move compensation amounts from one year to another, and affect the identity of named executive officers for the current year. As proposed, the rules may also require compensation for equity awards granted on the same date to be reported in different fiscal years depending on whether an executive officer or director elects to receive an equity award in lieu of salary, bonus or director fees. The proposed rules would also eliminate the possibility of negative numbers appearing in the equity award columns.
Because the Summary Compensation Table reports named executive officer compensation for the last three completed fiscal years, the proposed changes create transition issues and will require the recalculation of compensation reported for prior years in ways that might differ substantially from the amounts that were previously reported in the Summary Compensation Table. Such differences are particularly likely when FAS 123R expense has been impacted by fluctuations in a company's stock price, the forfeiture of previously granted equity awards or the improbability of achieving performance targets.
Possible Action Items
Enhanced Biographical and Suitability Disclosure
Currently, the disclosure rules require only brief biographical information for the past five years about directors and nominees and general disclosure about director qualification requirements. The proposed amendments would also require the following:
Possible Action Items
New Disclosure about Board Leadership Structure and Role in Risk Management
The proposed changes would require a company to:
Corporate governance activists have recently focused on board leadership structure and have submitted numerous stockholder proposals seeking to mandate an independent board chair so that the same person could not serve as chief executive officer and board chair. The Shareholder Bill of Rights Act of 2009, which is pending in Congress, would require the separation of the chief executive officer and board chair roles. The SEC took a neutral stance in proposing a requirement that a company disclose its leadership structure and the rationale for that structure. The proposing release acknowledges that there is no one preferred leadership structure that all companies ought to adopt and that separation of the chief executive officer and board chair positions may not always be desirable.
Possible Action Item
Additional Disclosure About Compensation Consultants
Proposed amendments to the disclosure rules would also require a company to disclose the fees paid to compensation consultants and their affiliates when they play any role in determining or recommending the amount or form of executive and director compensation and they also provide other services to the company. This enhanced disclosure would not be required if the compensation consultant's role is limited to executive and director compensation or if the compensation consultant's only involvement in recommending the amount or form of executive or director compensation is in connection with broad-based plans, such as 401(k) plans or health insurance plans, that do not discriminate in favor of executive officers or directors of the company. Specifically, the proposed rules would require a company whose compensation consultant was not independent to disclose:
By requiring disclosure about compensation consultant fees only when consultants are not independent, the SEC is in effect taking a normative position that will likely accelerate the trend of compensation committees to rely only upon compensation consultants that provide no other services to the company. In comparison, the SEC requires disclosure of all fees paid to a company's auditors, regardless of whether such auditors also provide non-audit services to the company. We anticipate that the proposed changes will result in more companies including affirmative statements about compensation consultant independence in their proxy statement or Form 10-K disclosures.
Possible Action Items
Accelerated Reporting of Voting Results on Form 8-K
The SEC proposes to transfer the requirement to disclose annual and special meeting voting results from Form 10-Q or Form 10-K to Form 8-K. The proposed changes would require a company to disclose the results of a stockholder vote within four business days. For contested elections, preliminary voting results must be filed within four business days after the meeting if definitive results are not available, and an amended report on Form 8-K must be filed within four business days after final results have been certified.
Possible Action Items
Clarifications to Proxy Solicitation Rules
The SEC's proposals relating to proxy solicitation would clarify the rules in the following ways.
Rule 14a-2(b)(1) under the Securities Exchange Act of 1934 exempts from most proxy rule requirements solicitations by stockholders or other non-management parties who are not seeking proxy authority and do not have a substantial interest in the subject matter of the solicitation. This exemption is not available to persons who furnish, request, or act on behalf of a person who furnishes or requests, a form of revocation. The SEC proposal confirms that an unmarked copy of management's proxy card that the soliciting stockholder requests be returned directly to management does not constitute a form of revocation.
The foregoing exemption is not available to “[a]ny person who, because of a substantial interest in the subject matter of the solicitation, is likely to receive a benefit from successful solicitation that would not be shared pro rata by all other holders of the same class of securities, other than a benefit arising from the person's employment with the registrant.” The proposed amendment expressly notes that this limitation is applicable to any person with a substantial interest as described in the rule even if the person is not a stockholder of the company and the substantial interest does not arise from ownership of securities of the company.
Rule 14a-4(d)(1) requires that a bona fide nominee consent to being named in a soliciting person's proxy statement and to serving if elected. Rule 14a-4(d)(4) is an exception to the bona fide nominee requirement. The exception permits a person soliciting support of nominees for a minority of the board to round out its short slate of nominees by seeking authority to vote for nominees named in the company's proxy statement. Although the current rule expressly permits rounding out a short slate with nominees named in the company's proxy statement, it does not address nominees named in other soliciting persons' proxy statements. The proposed amendment explicitly allows a soliciting person to round out a short slate with nominees from the proxy statement of the company or any other soliciting person.
Rule 14a-4(e) requires that a proxy statement or form of proxy provide that the shares represented by the proxy be voted subject to reasonable specified conditions. The SEC proposal clarifies that reasonable specified conditions must be objectively determinable so that a stockholder can make an informed and confirmable decision about whether to grant proxy authority.
Rule 14a-12 permits a solicitation to be made before furnishing security holders with a proxy statement, if, among other requirements, each part of the solicitation that is written includes the identity of the participant in the solicitation and a description of that participant's direct or indirect interests, or includes a legend advising security holders where to find such information. The SEC proposal would clarify that information referred to in the legend must be filed with the SEC under cover of Schedule 14A as part of a proxy statement or other soliciting materials no later than the time the first soliciting communication is made.
Conclusion
Taking concrete steps now to prepare thoughtfully for compliance with the proposed rules may help the preparation of next year's proxy statement and annual report on Form 10-K run more smoothly. The proposed changes may be adopted near the commencement of the 2010 proxy season and may require significant changes to the proxy statement or Form 10-K disclosures that companies have made in prior years. Accordingly, we advise companies not to wait until the final rules are adopted to assess their implications and begin to prepare the likely proxy statement or Form 10-K disclosures. Moreover, many of the proposed changes will be of interest to, and require input from, senior management and members of the board of directors.
As noted, many of the proposed changes could lead to surprising results. Therefore, companies should consider carefully the ramifications of the proposed changes now to avoid unpleasant surprises next year.
Avrohom J. Kess is a partner, Francis C. Marinelli is of counsel and LeAnn S. Leutner is an associate with
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