INTRODUCTION
A
Company’s Investor Relations Structure and Activity Chart should include the
guiding philosophy, the roles and responsibilities, the activities as well the
deliverables of the unit in support of the Company’s corporate goals.
GUIDING PHILOSOPHY
The Investor Relations Unit serves to handle Investor
related issues, manage market expectations and release information required for
investment judgment suitable to the stockholder or the Investor in order to
improve The Company’s market value thereby engendering sustainable superior
returns to Shareholders.
POLICIES
– CREATING A PLATFORM FOR VALUE ENHANCEMENT
The unit shall in alignment with
its guiding philosophy develop the following policies and plans to guide its
operations:
·
Disclosure
policy.
·
Definition
of "material Information".
·
Deciding
who will be the company spokesperson.
·
Disaster
plan.
·
Annual
and quarterly report preparation policy.
·
Analyst
policy and media contact list from the Capital Market Correspondents
Association of Nigeria (CAMCAN).
·
Appropriateness
of advertising.
·
Informing
employees of stock movement or participation in stock plan.
·
Creating
or enhancing mailing lists of target audience.
GOALS AND OBJECTIVES
·
Increase
visibility in the financial community
·
Decrease
stock price volatility
·
Make
a public offering of stock
·
Increase
percent of stock owned by institutional investors or employees
·
Attracting
new or more analysts to cover the company.
STRUCTURE AND ACTIVITY CHART
ROLES AND RESPONSIBILITIES
- Maintain Shareholder Register
Liaise
with Registrars on updates to Shareholder Register
- The
unit will on a Monthly basis request a current list of the Company’s
Shareholders from the Company’s Registrars.
- This
list will contain the names of the Company’s current Investors and their
holding.
- Upon
receipt of the list, the unit will proceed to upgrade its register and
furnish the Company’s Management with same.
- The
list where possible will contain current addresses of the Company’s
shareholders.
- Attend to Shareholders complaint
and enquires
Keep a Register of complaints,
letters, etc. Liaise with Registrars to handle issues of reconciliation, Share
Certificate issuance and unclaimed Dividend and Certificate
- The Unit will upon receipt of
Investor complaint, register such complaint in a register.
- The register will among other
things record the following:
- Name and contact of Investor
- Nature of complaint
- Date filed
- Status
- Action taken
- Resolution
- Having recorded the complaint,
the department will proceed to resolving the complaint.
- Where the complaint is related
to missing share certificates and a request for a re-issue, the following
steps shall be taken:
- The complainant shall be given a
standard affidavit format on which he is expected to depose in a court of law
and return the hard copy of same to the unit for further processing
- Upon receipt of the sworn-affidavit,
the unit will do a photocopy of the affidavit and then forward the original
copy with a letter to the Company’s Registrars
- The Complainant shall be re-issued a
Certificate by The Company’s Registrars within 72 hours of the receipt of the
affidavit and the same certificate shall be dispatched to the Complainant
within 24 hours of the receipt of re-issued certificate by the unit
- Where the complaint is related
to errors in name or address printed on the certificate or units of
shares subscribed to, the following steps shall be taken:
- The complainant will be requested to
do a letter to the unit
stating the correct name, address or unit of
shares
originally subscribed to
- A covering letter will be attached to
the complainant’s letter and both shall be forwarded to the Registrars for
processing.
- The necessary corrections and dispatch
of corrected certificate shall be done within 72 hours of the forwarding of the
certificate to the Registrars
- Handle Director’s Shareholding
issues
- The unit shall, as directed by
Management, deal on Director related issues.
- Keep records of exceptional transactions
relating to Share movement.
- The unit shall liaison with the Corporate Finance unit keep track of
exceptional transactions relating to the Company’s share movement
- And shall immediately notify
Management of such exceptional transactions
- Track
the quantity of Shares traded on daily basis as well as the Share-price
- The unit shall generate report
on traded Shares fortnightly
- The unit shall do this through
monitoring of stocks traded daily as well as the price
- The unit shall also prepare
Quarterly Share-range Analysis.
- Edit monthly Investors Digest
- The
unit shall gather, edit and publish Investor related news and information
on a monthly basis
- Stock
Exchange Liaison
- The unit shall in liaise with
the Stock Exchange on behalf of the Company and as directed by Management.
- Organization
of Road-shows, Fact-behind the figure, Stock-brokers and Investors Forum
- The unit shall as directed by
Management convene forums that help to help to improve the visibility and
investment appeal of the Company.
- Organization
of AGM, Board and other statutory meetings
- The unit shall organize the
Company’s investors gatherings such as Board Meetings and AGM’s
- Publication
of Annual Financial Reports and Accounts
- The Unit shall, working closely
with the Financial Control and Legal
Units publish the Annual Financial Reports and Account.
CALENDAR AND ACTIVITIES
- Look out for HNI’s and
Institutional Investors who presently have little shares and delight them
through responsiveness to complaints and release of timely information.
- Publication of Monthly Investors
Digest
- Quarterly letter to these group of
Investors by the CEO and Company Secretary intimating them of the activities of
the Company and leaving a line for response and suggestions
- To boost interaction, the unit shall
mine data on their business, family and birthday using a structured
questionnaire