The Board has five committees: the Audit Committee, the Compensation Committee, the Compliance Committee, the Nominating Committee and the Technical & Commercial Review Committee. The committees and their mandates and memberships are described below.
The Audit Committee meets with the CEO and CFO of the Company and the independent auditors to review and inquire into matters affecting financial reporting, the system of internal accounting and financial controls and procedures and the audit procedures and audit plans. The Audit Committee also recommends to the Board the auditors to be appointed. In addition, the Audit Committee reviews and recommends to the Board for approval the annual financial statements, the annual report and certain other documents required by regulatory authorities. During the most recently completed financial year, the Audit Committee met four times and was composed of Bernard Vavala (chair), Patrick J. Walsh and Paul MacNeill. John Bentley replaced Paul MacNeill as a member of the committee on October 31, 2005. All of the current members of the committee are independent and financially literate as such terms are defined in MI 52-110.
The Board has developed a written position description for the chair of the Audit Committee. The chair is primarily responsible for preparing or approving an agenda in advance of each meeting of the Audit Committee (with input from the CEO, CFO and external auditors). The chair is also responsible for setting the tone for the committee work, ensuring that members have the information needed to do their jobs, overseeing the logistics of the Audit Committee’s operations, reporting to the Board on the Audit Committee’s decisions and recommendations and running and maintaining minutes of the meetings of the Audit Committee.
The Company’s Form 20-F, dated January 27, 2006, which has been filed on SEDAR as the Company’s alternative form of annual information form (“AIF”), contains additional disclosure regarding the Audit Committee. Please refer to Items 6, 16A and 16C of the AIF for further information.
The Board has not developed a written position description for the chair of the Compliance Committee, but considers the chair to be primarily responsible for setting the tone for the committee work, ensuring that members have the information needed to do their jobs, overseeing the logistics of the committee’s operations, reporting to the Board on the committee’s decisions and recommendations, setting the agenda and running and maintaining minutes of the meetings of the committee.
The Board has a Nominating Committee, which is composed of Bernard Vavala (chair), Etienne Denis, Patrick J. Walsh, and John Bentley, all of whom are independent directors. The Nominating Committee is responsible for reviewing Board composition and, under the supervision of the Chairman of the Board (except with respect to the assessment of his own effectiveness), assessing its effectiveness as a whole and the effectiveness of the committees and individual directors. The Nominating Committee is also responsible for analyzing the needs of the Board when vacancies arise and identifying and proposing new nominees who have the necessary competencies and characteristics to meet such needs. The Nominating Committee is also responsible for the selection process for new nominees, using the succession planning undertaken by the Board as a framework for developing its list of candidates; ensuring that all new directors receive a comprehensive orientation and understand the nature and operation of the Company’s business; and ensuring that each director remains up-to-date with current information
regarding the business of the Company, the role the director is expected to fulfil and basic procedures and operations of the Board. The Nominating Committee has the authority to engage and compensate, at the expense of the Company, any outside advisor that it determines to be necessary to permit it to carry out its duties.
The Board has developed a written position description for the chair of the Nominating Committee. The chair is primarily responsible for setting the tone for the committee work, ensuring that members have the information needed to do their jobs, overseeing the logistics of the committee’s operations, reporting to the Board on the committee’s decisions and recommendations, setting the agenda and running and maintaining minutes of the meetings of the committee.
Technical & Commercial Review Committee
The Board has a newly established Technical & Commercial Review Committee, which is composed of Etienne Denis and John Bentley, both of whom are independent directors. The Technical & Commercial Review Committee has the oversight of the formulation of important technical and commercial policies, and of their implementation following Board approval.
Compensation Committee
The Compensation Committee is responsible for assisting the Board in monitoring, reviewing and approving compensation policies and practises of the Company and its subsidiaries and administering the Company’s share compensation plans. With regard to the CEO, the Compensation Committee is responsible for reviewing and approving corporate goals and objectives relevant to the CEO’s compensation, evaluating the CEO’s performance in light of those goals and objectives and making recommendations to the Board with respect to the CEO’s compensation level based on this evaluation. In consultation with the CEO, the Compensation Committee makes recommendations to the Board on the framework of executive remuneration and its cost and on specific remuneration packages for each of the directors and officers other than the CEO, including recommendations regarding awards under share compensation plans. The Compensation Committee also reviews executive compensation disclosure before the Company publicly discloses the information.
The Compensation Committee is composed of Bernard Vavala (chair), John Bentley, and Etienne Denis, all of whom are independent directors. During the most recently completed financial year, the Remuneration Committee (which was superseded by the Compensation Committee with effect from October 31, 2005) met two times. Paul MacNeill, who was also a member of the Remuneration Committee, resigned effective October 31, 2005.
The Compensation Committee has the authority to engage and compensate, at the expense of the Company, any outside advisor that it determines to be necessary to permit it to carry out its duties. During the Company’s most recently completed financial year, the Compensation Committee engaged New Bridge Street Consultants LLP, an independent, multi-disciplinary firm of remuneration advisors, to assist it in benchmarking the remuneration of the senior mangers, including the executive directors of the Company.
The Board has developed a written position description for the chair of the Compensation Committee. The Chair is primarily responsible for setting the tone for the committee work, ensuring that members have the information needed to do their jobs, overseeing the logistics of the committee’s operations, reporting to the Board on the committee’s decisions and recommendations, setting the agenda and running and maintaining minutes of the meetings of the committee.
Report on Executive Compensation
Executive officers are compensated in a manner consistent with their respective contributions to the overall benefit of the Company, and in line with the criteria set out below.
Executive compensation is based on a combination of factors, including a comparative review of information provided to the Compensation Committee by compensation consultants, recruitment agencies and auditors as well as historical precedent.
The foregoing criteria are used to assess the appropriate compensation level for the Company’s CEO.
Executive Compensation Program
The executive compensation program formulated by the Compensation Committee is designed to encourage, compensate and reward senior management of the Company on the basis of individual and corporate performance, both in the short term and the long term, while at the same time being mindful of the responsibility that the Company has to its shareholders. The base salaries of senior management of the Company are set at levels which are competitive with the base salaries paid by Companies of comparable or similar size within the mining industry, thereby enabling the Company to compete for and retain executives critical to the long term success of the Company. Incentive compensation, consisting primarily of the awarding of stock options, is directly tied to the performance of both the individual and the Company. Share ownership opportunities are provided to align the interests of senior management of the Company with the longer-term interests of the shareholders of the Company.
Base Salaries
The level of the base salary for each employee of the Company, within a specified range, is determined by the level of responsibility and the importance of the position to the Company, within competitive industry ranges. The Compensation Committee makes recommendations to the Board regarding the base salaries and bonuses for senior management and employees of the Company.
Bonus
The CEO presents recommendations to the Compensation Committee with respect to bonuses to be awarded to the members of senior management (other than himself) and to the other employees of the Company. The Compensation Committee evaluates each member of senior management and the other employees of the Company in terms of their performance and the performance of the Company. The Compensation Committee then makes a determination of the bonuses, if any, to be awarded to each member of senior management (including the CEO) and to the employees of the Company, and recommends such determination to the Board.
In respect of the financial year 2006, the CEO, COO and CFO are participating in a bonus scheme under which the maximum bonus payment is 60% of base salary. Payment of one-half of the maximum bonus is dependent on the achievement of specific milestones; the other half is payable at the discretion of the Board in the light of individual performance and the Company’s progress during the year. The CEO has discretion to award bonuses to other employees based on the contribution they have made to the Company during the year.
Stock Option Plan
The Stock Option Plan is administered by the CEO upon recommendations from the Compensation Committee, and is intended to advance the interests of the Company through the motivation, attraction and retention of key employees, officers and directors of the Company and subsidiaries of the Company and to secure for the Company and its shareholders the benefits inherent in the ownership of common shares of the Company by key employees, officers and directors of the Company and subsidiaries of the Company. The grant of options under the Stock Option Plan is approved by the Board. Please see “Securities Authorized for Issuance under Equity Compensation Plans” above for a summary of the Company’s Stock Option Plan. Recent awards of options have increasingly included performance criteria based on either achievement of specific milestones or relative share price performance before a proportion of the options can vest.
Compensation of the CEO
The process for the setting of the compensation of the CEO of the Company is the same as for the other members of senior management of the Company. The CEO’s performance is evaluated by the Compensation Committee relative to various objectives set for him and the Company.
APPOINTMENT AND REMUNERATION OF AUDITOR
Shareholders will be asked to approve the appointment of KPMG LLP, Chartered Accountants, as the auditor of the Company to hold office until the next annual general meeting of the shareholders at remuneration to be fixed by the directors. The auditor was first appointed on November 17, 1995.
PARTICULARS OF MATTERS TO BE ACTED UPON
Adoption of Shareholder Rights Plan Agreement
The Company is a party to a shareholder rights plan agreement (the “Rights Plan”) with Computershare Investor Services Inc., as rights agent, dated November 30, 2005.
In accordance with the policies of the Toronto Stock Exchange, the Rights Plan will only continue in effect if shareholders pass an ordinary resolution to ratify it at the Meeting. Accordingly, shareholders will be asked to consider and vote to approve the adoption of the Rights Plan, a summary of which is set forth below. If not so approved, the Rights Plan will terminate and the rights issued under it will be void. The text of the resolution approving the adoption of the Rights Plan (the “Rights Plan Resolution”) is set forth below.
The Company’s Board recommends that shareholders vote in favour of the Rights Plan Resolution.
Summary of the Principal Terms of the Rights Plan
This summary is qualified in its entirety by reference to the text of the Rights Plan, which is available upon request from the CFO of the Company at Adastra Minerals Inc., Castlewood House, 77/91 New Oxford Street, London, England, WC1A 1DG (011 44 20 7257 2040). A copy of the Rights Plan may also be obtained from the Company’s public disclosure documents found at www.sedar.com. Capitalized terms used in this summary without express definition have the meanings ascribed thereto in the Rights Plan.
Issue of Rights
The Company issued one right (a “Right”) in respect of each common share outstanding at the close of business on November 30, 2005 (the “Record Time”). The Company will issue Rights on the same basis for each common share issued after the Record Time but prior to the earlier of the Separation Time and the Expiration Time (both defined below).
Rights Certificates and Transferability
Before the Separation Time, the Right will be evidenced by certificates for the common shares which are not transferable separate from the common shares. From and after the Separation Time, the Rights will be evidenced by separate Rights Certificates which will be transferable separate from and independent of the common shares.
Exercise of Rights
Rights are not exercisable before the Separation Time. After the Separation Time and before the Expiration Time, each Right entitles the holder to acquire one common share for the Exercise Price of $50 (subject to certain anti-dilution adjustments). This Exercise Price is a price in excess of the estimated maximum value of the common shares during the term of the Rights Plan as determined by the Board. Upon the occurrence of a Flip-In Event (defined below) prior to the Expiration Time (defined below), each Right (other than any Right held by an “Acquiring Person”, which will become null and void as a result of such Flip-In Event) may be exercised to purchase that number of common shares which have an aggregate Market Price equal to twice the Exercise Price of the Rights for a price equal to the Exercise Price. Effectively, this means a shareholder of the Company (other than the Acquiring Person) can acquire additional common shares from treasury at half their Market Price.
Definition of “Acquiring Person”
Subject to certain exceptions, an Acquiring Person is a person who is the Beneficial Owner (defined below) of 20% or more of the outstanding common shares.
Definition of “Beneficial Ownership”
A person is a Beneficial Owner if such person or its affiliates or associates or any other person acting jointly or in concert:
| (a) | owns the securities in law or equity; and |
| (b) | has the right to acquire (immediately or within 60 days) the securities upon the exercise of any convertible securities or pursuant to any agreement, arrangement or understanding. |
However, a person is not a Beneficial Owner under the Rights Plan where:
| (c) | the securities have been deposited or tendered pursuant to a take-over bid, unless those securities have been taken up or paid for; |
| (d) | by reason of the holders of such securities having agreed to deposit or tender such securities to a take-over bid pursuant to a Permitted Lock-Up Agreement; |
| (e) | such person (including a fund manager, trust company, pension fund administrator, trustee or non-discretionary client accounts of registered brokers or dealers) is engaged in the management of mutual funds or investment funds for others, as long as that person: |
| (i) | holds those common shares in the ordinary course of its business for the account of others; |
| (ii) | holds not more than 30% of the common shares (in the case of a pension fund administrator); and |
| (iii) | is not making a take-over bid or acting jointly or in concert with a person who is making a take-over bid; or |
| (f) | such person is a registered holder of securities as a result of carrying on the business of or acting as a nominee of a securities depository. |
Definition of “Separation Time”
Separation Time occurs on the tenth trading day after the earlier of:
| (a) | the first date of public announcement that a Flip-In Event has occurred; |
| (b) | the date of the commencement or announcement of the intent of a person to commence a take-over bid (other than a Permitted Bid or Competing Bid) or such later date as determined by the Board; and |
| (c) | the date on which a Permitted Bid or Competing Bid ceases to qualify as such or such later date as determined by the Board. |
Definition of “Expiration Time”
Expiration Time occurs on the date being the earlier of:
| (a) | the time at which the right to exercise Rights is terminated under the terms of the Rights Plan; and |
| (b) | the date immediately after the Company’s annual meeting of shareholders to be held in 2009. |
Definition of a “Flip-In Event”
A Flip-In Event occurs when a person becomes an Acquiring Person. Upon the occurrence of a Flip-In Event, any Rights that are beneficially owned by an Acquiring Person or any of its related parties to whom the Acquiring Person has transferred its Rights will become null and void as a result of which the Acquiring Person’s investment in the Company will be greatly diluted if a substantial portion of the Rights are exercised after a Flip-In Event occurs.
Definition of “Permitted Bid”
A Permitted Bid is a take-over bid made by a person (the “Offeror”) pursuant to a take-over bid circular that complies with the following conditions:
| (a) | the bid is made to all registered holders of common shares (other than common shares held by the Offeror); |
| (b) | the Offeror agrees that no common shares will be taken up or paid for under the bid for at least 60 days following the commencement of the bid and that no common shares will be taken up or paid for unless at such date more than 50% of the outstanding common shares held by shareholders other than the Offeror and certain related parties have been deposited pursuant to the bid and not withdrawn; |
| (c) | the Offeror agrees that the common shares may be deposited to and withdrawn from the take-over bid at any time before such common shares are taken up and paid for; and |
| (d) | if, on the date specified for take-up and payment, the condition in paragraph (b) above is satisfied, the bid shall remain open for an additional period of at least 10 business days to permit the remaining shareholders to tender their common shares. |
Definition of “Competing Bid”
A Competing Bid is a take-over bid that:
| (a) | is made while another Permitted Bid is in existence; and |
| (b) | satisfies all the requirements of a Permitted Bid except that the common shares under a Competing Bid may be taken up on the later of 35 days after the Competing Bid was made and 60 days after the earliest date on which any other Permitted Bid or Competing Bid that was then in existence was made, and at such date more than 50% of the outstanding common shares held by shareholders other than the Offeror and certain related parties have been deposited pursuant to the bid and not withdrawn. |
Definition of “Permitted Lock-Up Agreement”
A Permitted Lock-Up Agreement is an agreement between a person making a take-over bid and one or more shareholders (each, a “Locked-up Person”) under which the Locked-up Persons agree to deposit or tender their common shares to such take-over bid and which provides:
| (a) | 1. no limit on the right of the Locked-up Persons to withdraw their shares in order to deposit them to a Competing Bid (or terminate the agreement in order to support another transaction) where the price or value represented under the Competing Bid (or other transaction) exceeds the price or value represented under the original take-over bid; or 1. limits such right to withdraw its shares in |
order to deposit them to a Competing Bid (or terminate the agreement in order to support another transaction) unless the price or value represented under the Competing Bid (or other transaction) exceeds the price or value represented under the original take-over bid by as much as or more than an amount specified under the original takeover bid, and the specified amount is not more than 7% of the price or value represented under the original take-over bid; and
| (b) | for no “break-up” fee or “top-up” fee in excess of the greater of: 2. 2.5% of the price or value payable under the original take-over bid to Locked-up Persons; and 3. 50% of the amount by which the price or value payable to Locked-up Persons under a Competing Bid (or other transaction) exceeds the price or value payable to Locked-up Persons under the original take-over bid, shall be payable by such Locked-up Persons if any Locked-up Person fails to tender their common shares under the original take-over bid or withdraws common shares previously tendered under the original take-over bid in order to tender such common shares under a Competing Bid (or to support another transaction). |
Redemption of Rights
The Rights may be redeemed by the Board at its option with the prior approval of the shareholders at any time before a Flip-In Event occurs at a redemption price of $0.00001 per Right. In addition, the Rights will be redeemed automatically in the event of a successful Permitted Bid, Competing Bid or a bid for which the Board has waived the operation of the Rights Plan.
Waiver
Before a Flip-In Event occurs, the Board may waive the application of the Flip-In provisions of the Rights Plan to any prospective Flip-In Event which would occur by reason of a take-over bid made by a take-over bid circular to all registered holders of common shares. However, if the Board waives the Rights Plan with respect to a particular bid, it will be deemed to have waived the Rights Plan with respect to any other take-over bid made by take-over bid circular to all registered holders of common shares before the expiry of that first bid. Other waivers of the “Flip-In” provisions of the Rights Plan will require prior approval of the shareholders of the Company. The Board may also waive the “Flip-In” provisions of the Rights Plan in respect of any Flip-In Event provided that the Board has determined that the Acquiring Person became an Acquiring Person through inadvertence and has reduced its ownership to such a level that it is no longer an Acquiring Person.
Term of the Rights Plan
Unless otherwise terminated, the Rights Plan will expire on the date immediately after the Company’s annual meeting of shareholders to be held in 2009.
Amending Power
Except for minor amendments to correct typographical errors and amendments to maintain the validity of the Rights Plan as a result of a change of law, shareholder or rightsholder approval is required for amendments to the Rights Plan.
Rights Agent
Computershare Investor Services Inc.
Rightsholder not a Shareholder
Until a Right is exercised, the holders thereof as such, will have no rights as a shareholder of the Company.
Rights Plan Resolution
As described above, the adoption of the Rights Plan must be approved generally by shareholders of the Company, failing which the Rights Plan will terminate and the Rights issued under it will be void.
The following resolutions will be put to the shareholders for a vote:
“BE IT RESOLVED THAT:
1. | The shareholder rights plan agreement between the Company and Computershare Investor Services Inc. (the “Rights Plan”), a summary of which is set forth in the Management Proxy Circular, is hereby approved. |
2. | Any one officer or director of the Company be and is hereby authorized and directed for and on behalf and in the name of the Company to execute, whether under the corporate seal of the Company or otherwise, and deliver all such documents and instruments, and to do or cause to be done all such other acts and things, as may be necessary or desirable to give effect to the foregoing.” |
ADDITIONAL INFORMATION
Additional information relating to the Company can be found on the SEDAR and EDGAR websites at www.sedar.com and www.sec.gov.
Financial information is provided in the Company’s comparative financial statements and MD&A for its most recently completed financial year. Shareholders may request copies of the Company’s financial statements and MD&A by contacting the Company’s CFO, T.D. Button, at 011 44 20 7257 2040.
OTHER BUSINESS
Management is not aware of any matters to come before the Meeting other than those set forth in the Notice of Meeting. If any other matter properly comes before the Meeting, it is the intention of the persons named in the Proxy to vote the shares represented thereby in accordance with their best judgment on such matter.
APPROVALS AND SIGNATURE
The contents of this Management Proxy Circular and the sending of it to each shareholder entitled to receive notice of the Annual General Meeting, to each director of the Company, to the auditor of the Company, and to the appropriate governmental agencies, have been approved by the Company’s Board.
“Timothy Read”
Timothy Read
President and Chief Executive Officer
Appendix 1
BOARD MANDATE
The board of directors (the “Board”) of Adastra Minerals Inc. (the “Company”) will be responsible for the stewardship of the Company. The Board will actively oversee the development, adoption and implementation of the Company’s strategies and plans. Without limiting the generality of the foregoing, the Board will be responsible for:
| (a) | satisfying itself, to the extent feasible, as to the integrity of the Chief Executive Officer (“CEO”) and other executive officers; |
| (b) | identifying the principal risks of the Company’s business, ensuring the implementation of appropriate systems to manage these risks and guiding the Company forward in a manner that takes into account these risks as well as the opportunities of the business; |
| (c) | the Company’s succession planning, including appointing, training and monitoring senior management; |
| (d) | ensuring the integrity of the Company’s disclosure controls and procedures, internal controls and management information systems; |
| (e) | approving or developing corporate objectives, including the Company’s major business development initiatives, and adopting a strategic planning process; |
| (f) | formulating a communication policy for the Company, including procedures which allow shareholders direct access to independent directors; |
| (g) | ensuring that the Board is functioning independently of management; |
| (h) | developing the approach of the Company to matters of corporate governance, including the mandate of the Board and charters for the committees of the Board; and |
| (i) | the general review of the Company’s results of operations. |
2. | Composition of the Board. |
The majority of the Board will be comprised of individuals who are “independent”. A director is “independent” if he or she meets the tests of independence in each of: (i) Multilateral Instrument 52-110 - Audit Committees (“MI 52-101”) of the Canadian Securities Administrators (“CSA”); and (ii) Rule 10A-3 (“Rule 10A-3”) promulgated by the United States Securities Exchange Commission (the “SEC”) under the Securities Exchange Act of 1934.
The Chair of the Board will be an independent director. The Chair will be responsible for ensuring that the Board discharges its responsibilities in an effective manner and that the Board understands the boundaries between Board and management responsibilities.
The Board, in conjunction with the CEO, will develop and update from time to time a written position description for the CEO. At a minimum, the CEO will be responsible for carrying out all strategic plans and policies as established by the Board. The CEO will also be required to report to the Board and advise and make
recommendations to it, and facilitate communications between the Board and other members of management, employees and shareholders.
5. | Decisions Requiring Prior Board Approval. |
The Company will only undertake or proceed with the following matters with the prior approval of a majority of the Board:
| (a) | allotting or issuing any securities of any class of shares of the Company or any rights, warrants, options or other instruments entitling the holder, whether or not on a contingency, to acquire from the Company securities, or any instruments convertible or exchangeable, whether or not on a contingency, into any of the foregoing; |
| (b) | making a declaration or payment of any dividends or purchasing for cancellation, redeeming or acquiring any securities of the Company; |
| (c) | adopting an annual capital budget or making any material changes to the operating budget; |
| (d) | adopting a business plan; |
| (e) | entering into any joint venture agreement with respect to any of the Company’s natural resource properties; |
| (f) | entering into any agreement with any employee, individual consultant or officer where the compensation or full-time equivalent compensation (excluding expatriate allowances) exceeds £75,000 (or equivalent in other currency at the then rate of exchange) per annum; |
| (g) | materially changing the nature of the Company’s business or acquiring or making investments in a new business; |
| (h) | making any changes in senior management; |
| (i) | selling or otherwise disposing of any of the Company’s natural resource properties out of the ordinary course of business, unless such sale is in connection with a transaction permitted under paragraph (j) below; |
| (j) | making or incurring any single capital expenditure in excess of £100,000 (or equivalent in other currency at the then rate of exchange), on land, buildings, plant or equipment which is not included in the Company’s budget for that year previously approved by the Board; |
| (k) | increasing or decreasing the authorized capital of the Company or altering the share capital of the Company including, without limitation, any share rights in respect of the Company’s common shares; |
| (l) | amalgamating, consolidating, merging or combining or entering into an agreement to amalgamate, consolidate, merge or combine the Company or any of its subsidiaries with any other entity; |
| (m) | changing the financial year end of the Company; |
| (n) | undertaking any proceedings to liquidate, dissolve or reorganize the Company or any of its subsidiaries or under any bankruptcy, insolvency or receivership legislation in respect of the Company or any of its subsidiaries; |
| (o) | taking any proceeding or commencing any action for the purpose of enforcing the rights and remedies of the Company, where the proceeding or action is for a sum in excess of £25,000 (or equivalent in other currency at the then rate of exchange);or |
| (p) | any other matters that require Board approval under the Business Corporations Act (Yukon). |
The Board will meet not fewer than four times a year on a quarterly basis, at such times and places as are agreed to by the Board. At least five days prior to a meeting, the Secretary will circulate (i) an agenda; and (ii) financial information for the period following the last Board meeting, including actual expenditure by category in the period, a variance analysis versus budget and the revised estimated year-end cash balance. Any director may submit an item to the Secretary to be included on the agenda. Within five business days of the meeting, the Secretary will circulate the minutes for review and comment. In the event a resolution is to be passed by way of written consent rather than a meeting of the Board, a brief summary of the background and purpose of the resolution will be provided to the directors.
7. | Meetings of Independent Directors. |
The independent directors will meet at least annually and otherwise as often as necessary to fulfill their responsibilities, without the presence of non-independent directors and management.
Prior to the beginning of each financial year, a budget will be submitted to the Board for approval. This budget will cover each of the Company's activities and projects for such period, and in such detail, as are considered appropriate. Supplementary budgets will, as necessary, be submitted to the Board for approval during the course of the year, as required by the circumstances.
ADASTRA MINERALS INC.
![](https://capedge.com/proxy/6-K/0001220967-06-000022/img2.gif)
9th Floor, 100 University Avenue
Toronto, ON M5J 2Y1
www.computershare.com
Contact us at:
www.computershare.com/service
| Security Class | 123 | |
MR A SAMPLE | Holder Account Number | |
DESIGNATION (IF ANY) | C1234567890 | XXX |
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PROXY
ANNUAL GENERAL MEETING OF SHAREHOLDERS OF ADASTRA MINERALS INC (the "Company")
TO BE HELD AT TORONTO ONTARIO ON MARCH 9, 2006, AT 11.00 AM
ADASTRA MINERALS INC
The undersigned registered shareholder (“Registered Shareholder”) of the Company hereby appoints, Timothy Read, the President, Chief Executive Officer and a Director of the Company, or failing this person, Paul C. MacNeill, a Director of the Company, or in the place of the foregoing, ______________________________ as proxyholder for and on behalf of the Registered Shareholder with the power of substitution to attend, act and vote for and on behalf of the Registered Shareholder in respect of all matters that may properly come before the Meeting of the Registered Shareholders of the Company and at every adjournment thereof, to the same extent and with the same powers as if the undersigned Registered Shareholder were present at the said Meeting, or any adjournment thereof.
The Registered Shareholder hereby directs the proxyholder to vote the securities of the Company registered in the name of the Registered Shareholder as specified herein.
Resolutions (For full detail of each item, please see the enclosed Notice of Meeting and Information Circular). Please indicate your voting preference by marking an “X” in the space provided.
| | For | Against |
1. | To set the number of Directors at seven | | |
| | For | Withhold |
2. | To elect Etienne Denis as director | | |
3. | To elect Paul C. MacNeill as director | | |
4. | To elect Timothy Read as director | | |
5. | To elect Bernard Vavala as director | | |
6. | To elect Patrick J. Walsh as director | | |
7. | To elect John Bentley as director | | |
8. | To elect Bernard Pryor as director | | |
| | For | Withhold |
9. | To appoint KPMG LLP, Chartered Accountants, as the auditors of the Company | | |
| | For | Against |
10. | To authorize the Directors to set the auditor’s remuneration | | |
11. | To approve the adoption of the Shareholder Rights Plan between the Company and Computershare Investor Services Inc., a summary of which is outlined in the Management Proxy Circular | | |
12. | To approve the transaction of other business | | |
The undersigned Registered Shareholder hereby revokes any proxy previously given to attend and vote at said Meeting.
| SIGN HERE: | ______________________________________________________ | Date: | _____________________________ | |
| Please Print Name: | ______________________________________________________ | |
| THIS PROXY FORM IS NOT VALID UNLESS IT IS SIGNED. SEE IMPORTANT INFORMATION AND INSTRCTIONS ON REVERSE | 1PRXWF |
| | | | | | | | |
INSTRUCTIONS FOR COMPLETION OF PROXY
1. | This Proxy is solicited by the Management of the Company. |
2. | This form of proxy (“Instrument of Proxy”) must be signed by you, the Registered Shareholder, or by your attorney duly authorized by you in writing, or, in the case of a corporation, by a duly authorized officer or representative of the corporation; and if executed by an attorney, officer, or other duly appointed representative, the original or a notarial copy of the instrument so empowering such person, or such other documentation in support as shall be acceptable to the Chairman of the Meeting, must accompany the Instrument of Proxy. |
3. | If this Instrument of Proxy is not dated in the space provided, authority is hereby given by you, the Registered Shareholder, for the proxyholder to date this proxy seven (7) calendar days after the date on which it was mailed to you, the Registered Shareholder, by Computershare. |
4. | A Registered Shareholder who wishes to attend the Meeting and vote on the resolutions in person, may simply register with the scrutineers before the Meeting begins. |
5. | A Registered Shareholder who is not able to attend the Meeting in person but wishes to vote on the resolutions, may do the following: |
| (a) | appoint one of the management proxyholders named on the Instrument of Proxy, by leaving the wording appointing a nominee as is (i.e. do not strike out the management proxyholders shown and do not complete the blank space provided for the appointment of an alternate proxyholder). Where no choice is specified by a Registered Shareholder with respect to a resolution set out in the Instrument of Proxy, a management appointee acting as a proxyholder will vote in favour of each matter identified on this Instrument of Proxy and for the nominees of management for directors and auditor as identified in this Instrument of Proxy; |
| (b) | appoint another proxyholder, who need not be a Registered Shareholder of the Company, to vote according to the Registered Shareholder’s instructions, by striking out the management proxyholder names shown and inserting the name of the person you wish to represent you at the Meeting in the space provided for an alternate proxyholder. If no choice is specified, the proxyholder has discretionary authority to vote as the proxyholder sees fit. |
6. | The securities represented by this Instrument of Proxy will be voted or withheld from voting in accordance with the instructions of the Registered Shareholder on any poll of a resolution that may be called for and, if the Registered Shareholder specifies a choice with respect to any matter to be acted upon, the securities will be voted accordingly. Further, the securities will be voted by the appointed proxyholder with respect to any amendments or variations of any of the resolutions set out on the Instrument of Proxy or matters which may properly come before the Meeting as the proxyholder in its sole discretion sees fit. |
If a Registered Shareholder has submitted an Instrument of Proxy, the Registered Shareholder may still attend the Meeting and may vote in person. To do so, the Registered Shareholder must record his/her attendance with the scrutineers before the commencement of the Meeting and revoke, in writing, the prior votes.
To be represented at the Meeting, this proxy form must be received at the office of Computershare no later than forty eight (48) hours (excluding Saturdays, Sundays and holidays) prior to the time of the Meeting, or adjournment thereof or may be accepted by the Chairman of the Meeting prior to the commencement of the Meeting. The mailing address is:
Computershare Investor Services
Proxy Dept. 100 University Avenue 9th Floor
Toronto Ontario M5J 2Y1
Fax: Within North America: 1-866-249-7775 Outside North America: (416) 263-9524
SIGNATURES
Pursuant to the requirements of the Securities Exchange Act of 1934, the registrant has duly caused this report to be signed on its behalf by the undersigned, thereunto duly authorized.
ADASTRA MINERALS INC.
(Registrant)
Date | February 13, 2006 | |
| By: | |
| /s/ Paul C. MacNeill |
| | | | | |
Paul C. MacNeill
Director