Corporate Practice Series Portfolio No. 96, The Role of the Corporate Secretary: Facilitating Corporate Governance and the Work of Corporate Boards, discusses the importance of the role of the corporate secretary as it relates to four basic areas: support to the board of directors, shareholders services, entity management, and management of the Office of the Corporate Secretary.
The portfolio begins with an overview of the role of the corporate secretary, including a discussion of the necessary skills and characteristics required for the position. The portfolio provides practical advice concerning the corporate secretary's role in working with the board of directors as well as with corporate shareholders. There is also discussion of the corporate secretary's role in entity management, supporting subsidiaries and other legal entities. Finally, the portfolio contains guidance on the wide range of management and administrative functions for which the corporate secretary is responsible.

Corporate Practice Series Portfolio No. 96, The Role of the Corporate Secretary: Facilitating Corporate Governance and the Work of Corporate Boards

I. Introduction

II. Overall Role and Necessary Skills and Characteristics
   A. The Basic Role and Reporting Structure
   B. Necessary Skills, Background, and Personal Characteristics
       1. Personal characteristics/interpersonal skills
       2. Legal and governance expertise
       3. Business understanding
       4. Administrative skills

III. Support to the Board of Directors
   A. Introduction
   B. Role of the Board, Legal Requirements, and Practical Implications
   C. Responsibilities of the Secretary
       1. In general
       2. Board leadership
       3. Board member qualifications
       4. Board and committee meetings
           a. Meeting schedules
           b. Agendas
           c. Executive sessions
           d. Materials and presentations
           e. Logistics
           f. Minutes
           g. Resolutions
       5. Additional support for board committees
       6. Board and committee actions without a meeting (unanimous written consent)
       7. Board education
           a. Orientation for new directors
           b. Ongoing education
       8. Governance
       9. Shareholder and other interested party communications with directors
       10. Individual director support
           a. Support related to joining the board
              (1) Gathering information
              (2) Explanation of policies and legal issues
              (3) Filings
              (4) Processing forms
              (5) Orientation scheduling
              (6) Equipment or technology training
              (7) Identification badges
              (8) Building relationships with executive assistants
              (9) Understanding director needs
           b. Support after joining the board
           c. Support for directors leaving the board

IV. Services to Shareholders
   A. Introduction
   B. Management of Stock Matters
       1. Stock transfer
       2. Stock administration
       3. Tracking director and officer shares
       4. Dividends
       5. Escheatment
   C. Interacting With Shareholders
       1. Understanding the base
           a. Registered holders
           b. Beneficial holders
       2. Shareholder engagement
   D. Annual Shareholder Meetings
       1. Overview of role of the secretary
       2. Types of meetings
       3. Time and responsibility schedule
       4. Annual meeting service providers
       5. Location of the meeting
       6. Notice and record date
       7. Admissions criteria
       8. Matters to be voted on
           a. Director slate and board proposals
           b. Shareholder proposals
       9. Proxy statements, proxy holders, proxy cards, and voter instruction forms
           a. Proxy statements and other disclosures
           b. Proxy holders
           c. Proxy cards and voter instruction forms
       10. Appointment of the inspector of election
       11. Working with the board on annual meeting matters
       12. Voting
           a. Proxy solicitation firms
           b. Proxy advisory firms
       13. Preparations for meeting day
           a. Site planning
           b. Briefing process
           c. Scripts
           d. Security for the meeting
           e. Admissions guidelines for staff
           f. Amenities and refreshments
           g. Media
           h. Rules of conduct/agenda
       14. Vote tabulation and determination of quorum
       15. Conducting the meeting
           a. Presentation of matters to be voted on
           b. Voting at the meeting
           c. Presentation of results of voting
           d. Adjournment of annual meeting and opportunity for shareholder comments
       16. Following the meeting
           a. Annual meeting file
           b. Minutes
           c. Form 8-K
           d. Follow-up on shareholder proposals that receive a significant vote
           e. Post-mortem on meeting process

V. Entity Management
   A. Introduction
   B. Reasons for Separate Entities and Implications
   C. Role of the Corporate Secretary
       1. Formation issues
       2. Ongoing operations issues
           a. Information tracking
           b. Governance services
       3. Dissolution

VI. Management of the Office of the Corporate Secretary
   A. Introduction
   B. Management Expertise
       1. Managing the function
       2. Management of staff
       3. Management of other functions
   C. Governance Expertise
   D. Document Retention and Control
       1. Document retention policies
           a. Articles, bylaws, corporate seal, minute books, and board materials
           b. Information on directors and officers
           c. Major contracts and agreements and other matters related to the Office of the Corporate Secretary
       2. Control of access to documents
       3. Emergency preparedness and disaster recovery
   E. Information Central
       1. Training staff
       2. Minutes and resolutions index
       3. Data management systems
       4. Transfer agent systems
   F. Contract/Relationship Management With Service Providers
       1. Understanding and monitoring the contract and calendaring important dates
       2. Keeping abreast of the service provider market
       3. Changing service providers

VII. Conclusion

Corporate Practice Series Portfolio No. 96, The Role of the Corporate Secretary: Facilitating Corporate Governance and the Work of Corporate Boards

Practice Tools
Practice Tool 1 Template for Annual Approval of Board Meeting Dates
Practice Tool 2 Template for Courtesy Notice of Meeting
Practice Tool 3 Sample Timed Board Agenda
Practice Tool 4 Template for Annual Agenda Planner
Practice Tool 5 Template for Tracking Board Responsiblities/Agenda Items
Practice Tool 6 Alternate Ordering for Agendas
Practice Tool 7 Template for Scripted Agenda for Chair
Practice Tool 8 Template for Guidelines for Board Materials
Practice Tool 9 Template for CEO Cover Letter to Accompany Board Materials
Practice Tool 10 Template for Board File Index
Practice Tool 11 Minutes Checklist
Practice Tool 12 Template for Meeting Minutes
Practice Tool 13 Template for Secretary's Certification
Practice Tool 14 Template for Resolutions and Minutes Index
Practice Tool 15 Template for Unanimous Written Consent
Practice Tool 16 Template for Contents of Director Manual
Practice Tool 17 Template for Director Orientation Plan and Welcome Letter
Practice Tool 18 Some Factors to Consider When Hiring a Consultant to Perform a Governance Audit, Board Evaluation, or Other Governance Study
Practice Tool 19 Steps to Consider in Conducting a Board Evaluation, Board Audit, or Other Governance Study
Practice Tool 20 Template for Director Profile
Practice Tool 21 Template for Time and Responsibility Chart for Annual Meeting
Practice Tool 22 Template for Admissions Criteria to Annual Meetings
Practice Tool 23 Template for Oath of Office for Inspector of Election
Practice Tool 24 Annual Meeting Resolutions
Practice Tool 25 Sample Annual Meeting Script
Practice Tool 26 Rules of Conduct
Practice Tool 27 Stockholder Ballot
Practice Tool 28 Board Proxy Holder Ballot
Practice Tool 29 Sample Action of Sole Shareholder in Lieu of Annual Meeting of Shareholders