period of one year, renewable annually by mutual agreement. In January and May 2008, we amended the Agreement with Tecogen. Under the amendments, Tecogen provides the company with office space and utilities at a monthly rate of $2,053 and $2,780, respectively. Subsequent to year-end, on January 2009, the company assumed additional space and amended the office space and utilities to a monthly rate of $4,838. The company has sales representation rights to Tecogen’s products and services. In New England, the company has exclusive sales representation rights to Tecogen’s cogeneration products. The company has granted Tecogen sales representation rights to its On-Site Utility energy service in California.
In April and June of 2006, the company issued convertible debentures totaling $6,075,000 to existing investors (the “debentures”). The debentures accrue interest at a rate of 8% per annum and are due five years from the issuance date. The debentures are convertible, at the option of the holder, into a number of shares of common stock as determined by dividing the original outstanding amount of the respective debenture by the conversion price in effect at the time. The initial conversion price of the debenture is $0.84 and is subject to adjustment in accordance with the agreement. As of December 31, 2008 the conversion price of the debenture has not been adjusted.
In 2007, a holder of the company’s 8% Convertible Debenture elected to convert $50,000 of the outstanding principal amount of the debenture into 59,524 shares of common stock. In 2008, two holders of the company’s 8% Convertible Debenture elected to convert $150,000 of the outstanding principal amount of the debentures into 178,572 shares of common stock. At December 31, 2008, there were 6,994,049 shares of common stock issuable upon conversion of our outstanding convertible debentures. In April 2009, a holder of the company’s 8% Convertible Debenture elected to convert $500,000 of the outstanding principal amount of the debenture into 595,238 shares of common stock.
During the year ended December 31, 2006, the company issued 876,800 shares of common stock to Tecogen employees. The shares of common stock were fully vested and did not contain any restrictive provisions. The common stock was issued at a fair value of $0.70 per share.
On February 15, 2007, the company loaned the minority interest partner in ADGNY $20,000 by signing a two year loan agreement earning interest at 12% per annum. On April 1, 2007, the company loaned an additional $75,000 to the same minority interest partner by signing a two year note agreement earning interest at 12% per annum, and on May 16, 2007, the company loaned an additional $55,000 to the same partner by signing a two year note agreement under the same terms. All notes are secured by the partner’s minority interest. On October 11, 2007, we extended to our minority interest partner a line of credit of $500,000. At December 31, 2008, $265,012 was outstanding and due to the company under the combination of the above agreements.
The company’s Chief Financial Officer devotes part of his business time to the affairs of GlenRose Instruments Inc. (“GlenRose”), and part of his salary is reimbursed by GlenRose. Also, the company’s Chief Executive Officer is the Chairman of the Board and a significant investor in GlenRose and did not receive a salary, bonus or any other compensation from GlenRose in 2008.
It is our current policy that all transactions between us and our officers, directors, five percent (5%) stockholders and their affiliates will be entered into only if these transactions are approved by our Audit Committee, are on terms no less favorable to us than could be obtained from unaffiliated parties and are reasonably expected to benefit us.
Code of Ethics
The company has adopted a code of ethics that applies to the company’s Chief Executive Officer and Chief Financial Officer. The company’s code of ethics promotes honest and ethical conduct, including the ethical handling of actual or apparent conflicts of interest between personal and professional relationships; full, fair, accurate, timely and understandable disclosure in reports and documents that the company files with, or submits to, the SEC and in other public communications made by the company; compliance with applicable governmental laws, rules and regulations; prompt internal reporting of violations of the code of ethics to an appropriate person or persons identified in the code of ethics; and accountability for adherence to the code of ethics.
PROPOSAL 2
RATIFY APPOINTMENT OF INDEPENDENT REGISTERED PUBLIC ACCOUNTING FIRM
Caturano has acted as our independent auditor continuously since 2006. Caturano was selected by the Audit Committee to perform the audit function for the fiscal year ended December 31, 2008. No independent auditor has yet been selected by the Audit Committee to perform the audit function for the fiscal year ending December 31, 2009. It is expected that the Audit Committee will approve the engagement of an independent auditor as soon as practicable.
Vote Required
The affirmative vote of the holders of a majority of the outstanding shares of the company’s common stock represented in person or by proxy at the Annual Meeting is required to approve the proposal to ratify the appointment of Caturano as our independent registered public accounting firm for the fiscal year ended December 31, 2009.
Recommendation of the Board
The Board unanimously recommends that you vote “FOR” the ratification of the appointment of Caturano as our independent registered public accounting firm for the fiscal year ended December 31, 2009.
Fees Paid to Principal Accountants
The following table summarizes fees billed to the company by Caturano for professional services rendered for each of the last two fiscal years of the company.
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| | 2008 | | 2007 |
Audit Fees | | $ | 130,023 | | | $ | 107,915 | |
Audit-Related Fees | | | — | | | | 48,811 | |
Tax Fees | | | 20,000 | | | | 43,500 | |
All Other Fees | | | 7,584 | | | | — | |
Total | | $ | 157,607 | | | $ | 200,226 | |
Audit Fees. The audit fees consist of aggregate fees billed for professional services rendered by the audit of our consolidated financial statements and review of the interim consolidated financial statements included in quarterly reports.
Audit-Related Fees. The audit-related fees consist of aggregate fees billed for assurance and related services reasonably related to the performance of the audit or review of our consolidated financial statements and are not reported under “Audit Fees”. These services were primarily for the benefit compensation plan audits.
Tax Fees. Tax fees consist of aggregate fees billed for professional services for tax compliance, tax advice and tax planning. These services included assistance regarding federal and state tax compliance, and tax audit defense.
All Other Fees. Fees are billed for professional services rendered in connection with the company’s annual report on Form 10-K are included in All Other Fees.
Audit Pre-Approval of Policies and Procedures
The Audit Committee’s current policy is to pre-approve all audit and permissible non-audit services provided by our independent auditors. These services may include audit services, audit-related services, tax services and other services. The Audit Committee may also pre-approve particular services on a case-by-case basis.
Audit Committee Approval of Fees
Our Audit Committee approved all audit related fees, tax fees and all other fees listed above provided by Caturano to us during the last two fiscal years of the company.
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REPORT OF AUDIT COMMITTEE
The purpose of the Audit Committee is to assist the Board in its oversight of (a) the integrity of the company’s financial statements; (b) the qualifications and independence of the company’s independent registered public accounting firm; (c) the performance of the independent registered public accounting firm and the company’s internal audit personnel; and (d) the company’s compliance with legal and regulatory requirements. Management has primary responsibility for the financial statements, reporting process and internal controls. The company’s independent registered public accounting firm is responsible for auditing the financial statements in accordance with generally accepted auditing standards and issuing an opinion as to whether the company’s financial statements are, in all material respects, presented fairly in conformity with generally accepted accounting principles. The Audit Committee operates according to a written charter that is available on the company’s website atwww.americandg.com under the “Investors, Corporate Governance” headings.
The Audit Committee’s duties and responsibilities are outlined in its charter and include, among other things, (i) the review of the company’s financial statements and the independent audit process; (ii) the review of critical accounting policies and practices used by the company; (iii) the effect of any proposed changes in accounting principles or practices upon the company; (iv) the consideration and review of the company’s assessment of the effectiveness of its internal accounting controls; and (v) the selection, retention and termination of the company’s independent registered public accounting firm. In addition, the committee reviews with management and the company’s independent registered public accounting firm the financial statements to be included in the company’s Quarterly Reports on Form 10-Q and Annual Report on Form 10-K, including the “Management’s Discussion and Analysis” section thereof, and those matters required to be discussed by Statement of Auditing Standards (“SAS”) No. 61, as amended by SAS No. 90,Communication with Audit Committees(“SAS No. 61”).
Pursuant to Section 404 of the Sarbanes-Oxley Act of 2002, the Audit Committee reviewed and discussed management’s evaluation of the company’s system of internal control over financial reporting. As part of this process, the Audit Committee examined management’s progress in testing and evaluating the system of internal control over financial reporting and was provided periodic updates from management on the status of such testing and evaluation. The Audit Committee reviewed and discussed with management the effectiveness of the company’s internal control over financial reporting as well as management’s report..
In fulfilling its responsibilities, the Audit Committee has reviewed and discussed with the company’s independent registered public accounting firm, Caturano, and management, the company’s audited consolidated financial statements for the fiscal year ended December 31, 2008. The Audit Committee has also discussed with the independent registered public accounting firm such matters as are required to be discussed with the Audit Committee by SAS No. 61. In addition, the committee has received written disclosures and a letter from the independent registered public accounting firm as required by applicable requirements of the Public Company Accounting Oversight Board regarding the independent accountant’s communications with the Audit Committee concerning independence and has discussed with the independent registered public accounting firm their independence.
Based upon the Audit Committee’s review and discussion of the foregoing information and in accordance with the provisions of its charter, the Audit Committee recommended to the Board that the consolidated financial statements of the company for the fiscal year ended December 31, 2008, as audited by Caturano, be included in the company’s annual report on Form 10-K for the fiscal year ended December 31, 2008, and filed with the SEC. The Audit Committee’s recommendations were made to the Board and, after due consideration, were approved as presented.
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| | The Audit Committee |
| | Earl R. Lewis Charles T. Maxwell |
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* * *
The foregoing Audit Committee Report (the “Report”) shall not be deemed to be “soliciting material” or “filed” or incorporated by reference in any previous or future documents filed by the company with the SEC under the Securities Act of 1933 or the Exchange Act, except to the extent that the company specifically incorporates the Report by reference in any such document.
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STOCKHOLDER PROPOSALS FOR NEXT ANNUAL MEETING
Stockholders may submit proposals on matters appropriate for stockholder action at subsequent annual meetings of the company consistent with Rule 14a-8 promulgated under the Exchange Act and the Amended and Restated Bylaws of the company, which may be amended from time to time. Proposals of stockholders intended to be presented at the company’s next annual meeting of stockholders in 2010 must be received by the company (Attention: Corporate Secretary, at the principal offices of the company) no later than January 1, 2010, for inclusion in the company’s proxy statement and form of proxy for that meeting; provided, however, if a stockholder wishes to make a nomination for election to the Board, such proposal must be received by the company on or between January 1, 2010 and January 31, 2010 and must comply with the notice procedures set forth in the Amended and Restated Bylaws, which is posted on our website atwww.americandg.com. If you intend to present a proposal at our 2010 annual meeting, but you do not intend to have it included in our 2010 proxy statement, you must provide written notice of the stockholder proposal to the company (Attention: Corporate Secretary, at the principal offices of the company) no later than March 16, 2010.
ANNUAL REPORT
A copy of our Annual Report to Shareholders for the fiscal year ended December 31, 2008, including financial statements, accompanies this Notice of Annual Meeting and Proxy Statement. No portion of the Annual Report is incorporated herein or is to be considered proxy soliciting material.
ANNUAL REPORT ON FORM 10-K
WE WILL FURNISH WITHOUT CHARGE TO EACH PERSON WHOSE PROXY IS BEING SOLICITED, UPON WRITTEN REQUEST OF ANY SUCH PERSON, A COPY OF OUR ANNUAL REPORT ON FORM 10-K FOR THE FISCAL YEAR ENDED DECEMBER 31, 2008, AS FILED WITH THE SEC, INCLUDING THE FINANCIAL STATEMENTS AND A LIST OF EXHIBITS TO SUCH FORM 10-K. WE WILL FURNISH TO ANY SUCH PERSON ANY EXHIBIT DESCRIBED IN THE LIST ACCOMPANYING THE FORM 10-K UPON THE ADVANCE PAYMENT OF REASONABLE FEES. REQUESTS FOR A COPY OF THE FORM 10-K AND/OR ANY EXHIBIT(S) SHOULD BE DIRECTED TO THE CHIEF FINANCIAL OFFICER OF AMERICAN DG ENERGY INC., 45 FIRST AVENUE, WALTHAM, MASSACHUSETTS 02451. YOUR REQUEST MUST CONTAIN A REPRESENTATION THAT, AS OF APRIL 28, 2009, YOU WERE A BENEFICIAL OWNER OF SHARES ENTITLED TO VOTE AT THE 2009 ANNUAL MEETING OF SHAREHOLDERS.
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OTHER MATTERS
The Board does not intend to bring any matters before the Annual Meeting other than as stated in this Proxy Statement and is not aware that any other matters will be presented for action at the Annual Meeting. Should any other matters be properly presented, the Proxy Agents will vote the proxy with respect thereto in accordance with their best judgment, pursuant to the discretionary authority granted by the proxy.
Copies of the company’s recent reports on Form 10-K and Form 10-Q as filed with the SEC will be provided to stockholders without charge upon written or oral request to Anthony S. Loumidis, Chief Financial Officer, American DG Energy Inc., 45 First Avenue, Waltham, Massachusetts, 02451 telephone number (781) 622-1117. Copies of our Exchange Act reports are also posted on our website atwww.americandg.com.
The SEC has adopted rules that permit companies and intermediaries (e.g., brokers) to satisfy the delivery requirements for annual reports and proxy statements with respect to two or more security holders sharing the same address by delivering a single annual report and proxy statement addressed to those security holders. This process, which is commonly referred to as “householding”, potentially means extra convenience for security holders and cost savings for companies.
This year, brokers with account holders who are the company’s stockholders may be “householding” our proxy materials. A single annual report and proxy statement will be delivered to multiple stockholders sharing an address unless contrary instructions have been received from the affected stockholders. Once you have received notice from your broker or us that they will be “householding” communications to your address, “householding” will continue until you are notified otherwise or until you revoke your consent. If, at any time, you no longer wish to participate in “householding” and would prefer to receive a separate annual report and proxy statement or, if you think that you are eligible for “householding” and would like to request a single copy of the annual report and proxy statement for all of the security holders sharing your same address, please notify your broker and direct your request to Anthony S. Loumidis, Chief Financial Officer, American DG Energy Inc., 45 First Avenue, Waltham, Massachusetts, 02451 telephone number (781) 622-1117.
By Order of the Board,
John N. Hatsopoulos
Chief Executive Officer
April 29, 2009
Waltham, Massachusetts
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