Towards the “e-general assembly”: Switzerland’s preparation for the next-generation shareholder meeting
The (ordinary and extraordinary) shareholder meeting (SM) with all its formalities once was designed to be the place where shareholders gather, eat and drink, discuss agenda items and where the corporate decision-making process takes place.
Today's SMs show a quite different reality: Companies with just one or a few share-holders usually hold SMs where all shares are represented and the manifold formal requirements for ordinary SMs don't have to be followed (“Universalversammlung” as defined in art. 701 Swiss Code of Obligations). Large, often listed, companies hold a SM, but the horde of small shareholders present in the meeting only represents a minor stake in the company - they shout and cry, often unheard. In large companies, the decision-making process is, for good reasons, completed before the gates to the SM open and the shares are represented by a third party which was instructed earlier and has to vote according the instructions.
To adapt the legislation to today's SM reality as well as to the new communication technologies, in particular the internet and videoconferencing possibilities, the provisions governing SMs will be updated. Due to the ongoing debate in the Swiss parliament, it is not foreseeable when this revision comes into effect and how the exact wording of the amended articles will be. But I have summarized a short overview of possibilities under the new legislation based on the most recent revision draft version and the appertaining report by the Swiss Federal Council.
- In the past years, many companies have held their SMs in different locations simultaneously. Xstrata, for instance, held its main SM in Zug, Switzerland (where its headquarters are) providing an audio and video live stream to a second location in London (where the capital is). Therefore, the revision of the OR (new art. 701a para. 2 - 4) in this matter reflects just an update to what has already been exercised.
- According to the new art. 700 para. 1 OR, the convening of a SM can be made by e-mail or facsimile, if the shareholder agrees. Independent of the invitation to the SM, the company has to give notice to its shareholders on the possibility to inspect the annual report and the audit report at the domicile of the com-pany (art. 696 para. 1 OR) at least 20 days prior to the SM. In case of bearer shares, this notice has to be published in any event in the Swiss Official Gazette of Commerce (SOGC). In case of registered shares, a notification in written form (regular or priority mail, e-mail) is sufficient. Hence, it is obvious that the cost cutting effect as well as the efficiency of an e-mail invitation is higher in a company with registered shares because no additional publication in the SOGC is necessary by law. The Swiss lawmaker is of the opinion that a company is not allowed to impose an electronic invitation on the shareholder if he/she didn't agree in advance, even if stated in the bylaws - in opposition to today's possibilities. The provision for the time being (art. 700 para. 1 OR) just demands a convocation according the bylaws - whether by regular or priority mail or e-mail. Especially smaller companies invite to the shareholder meeting by e-mail today.
- In any case, it stays necessary to deliver not only an (electronic) invitation but additional (electronic) documentation: list of agenda items, shareholder motions, information about the assignment of the independent voting proxy, proposals and comments of the board of administration and optionally the annual report.
- The board of directors lays down the procedure for obtaining the approval for the electronic invitation. It is the company that is responsible for the correct transmission of the electronic documents. Further, the board of directors has to make sure that every shareholder who accepted the convocation by electronic means receives the invitation and documentation in time by using some kind of electronic notice of receipt. Erroneous or failed transmission may infringe the shareholder's participation rights. Based on today's practises, the company shouldn't be responsible in case the shareholder didn't inform the company correctly about his/her up-to-date e-mail address.
- To ease the participation in SMs, shareholders - if expressly stipulated in the bylaws – will be able to attend a "traditional" SM via electronic instruments (internet, videoconference). In extremis, only the chairman of the shareholder meeting, probably members of the board of directors as well as the keeper of the minutes and, if applicable, the public notary and the auditor have to physically gather at the venue, depending on the agenda items. We could call this a “hybrid” GM.
- The last step of the electronification is the entirely virtual SM or “e-general assembly” (new art. 701d OR) without a physical venue. Such a virtual SM can be held under the conditions that (a) all shareholders agree and (b) no public deed is necessary for a vote's validity on an agenda items (e.g. in case of a capital raise, art. 650 para. 2 OR). Hence, due to the de facto veto right of every single shareholder, an “e-general assembly” should only be considered for small and medium sized companies. It is the board of director's task to obtain the consent of all shareholders for the virtual SM. As the SM must be convened at least 20 days in advance, it should be possible to invite the shareholders some days in advance (assuming a month prior to the SM) with the remark that the SM will be held virtually except a shareholder informs the board of administration about his or her refusal within the next few days.
- In any case, shareholders who are electronically joining a “hybrid” or entirely virtual SM have to be identified by the company - ideally via a virtual signature that is approved by the regulator (art. 14 para. 2bis OR). With the launch of suisseID, the lawmaker has already layed the groundwork. The board of directors is well advised however, to give the shareholders some kind of guidelines for obtaining of the virtual signature and the identification with the company. Furthermore, shareholders present via electronic means must be able to file motions, participate in discussions and the company has to assure that the votes are correct.
But what if the internet connection lags, the server of the company crashes and shareholders are no longer able to "attend" the SM? What if a shareholder talks and talks but forgets to switch on the microphone at home?
In case of technical problems, the “law without exception” demands a repetition of the SM (new art. 701f OR). This absoluteness is hardly justified. If the company's server is overloaded and shareholders are rejected "entering" the virtual SM, a repetition seems adequate. On the contrary, it shouldn't be made the company's problem if the internet connection of an individual shareholder’s residence is interrupted, simply too slow or if his/her hardware isn't set up properly. In such case, a repetition of parts or the whole SM is not justifiable.
If today, a shareholder misses the bus or loses his or her entry card to the SM, no one would accuse the company of infringement of shareholder participation rights.





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