Conflicts of Interest

• At any time, where there seems to be a conflict of interest that needs to be brought out into the open and voted upon by the members, the matter will be fully disclosed to everyone involved before the vote. This may include a conflict of interest in regard to a previous proxy vote or a particular resolution given, etc.
  
  Generally, those involved with such matters include the top directors or a proxy subcommittee. Once their vote is taken, the decision will be made based upon the majority vote. The votes must be handed in at least three days before the deadline. A report will then be given on the results. There are times when the board members have the power to change the vote if the result is questioned or seen as an inappropriate reaction.
  
  

Disclosure of Policies

• Depending on the makeup of the group involved, the board of trustees, the representatives and other members of the organization in question will receive a copy of the policies and procedures regarding proxy voting, as well as the record for the vote itself. Some of these members may be required to request them, but they are not charged for these reports.
  
  Any shareholders may also request a copy free of charge. Each organization will have its own methods for organizing requests and distributing these copies. Some will offer mail-outs through paper copies, while others offer them online. Anyone who can request these previously mentioned reports can also request other documents that are available, such as the annual and quarterly reports.
  
  

Recordkeeping

• Sometimes there is one person, such as a legal advisor, or even a group of individuals who keep the records for the proxy vote, according to the standard procedures of each organization.
  
  These records include a copy of the proxy voting policies and procedures, proxy statements that have been received pertaining to the organization, records of votes, records of requests written by the members, records of the responses given by the organization and documents recording decisions that have been made. There may be other documents or records that are kept depending on the group.