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The key function of a share registry is to maintain a register of shareholders on behalf of a company. Additionally, a share registry helps a business with anything shares related including the issuing of share certificates, holdings statements, recording changes in share ownership, managing dividend payments meetings and corporate actions.

Services of a share registry can range from helping to guide companies through their IPOs, executing shareholder meetings, running proxy votes and maintaining shareholder records in accordance with the Corporations Act 2001.

Any company issuing share capital is legally required to keep a share register, also known as a register of members. The register must be available for anyone to access and must contain information about the members (shareholders) of the company including:

• Name;
• Address;
• Date of addition to the register; and
• Number of shares held by that member.

The share register must also include information on the issued shares including:

• Date and number of shares in each allotment;
• Number and class of shares for each shareholder;
• Share certificate numbers or serial numbers for the respective shares; and
• Amount paid on the shares and if they are fully paid, if not fully paid, disclose the amounts unpaid on the shares.

Services typically offered by share registries include:

• Record keeping of shareholders and shareholder communication
• Maintaining registers, processing transfers, safe keeping of seals and issuing share certificates
• Guiding companies through IPOs
• Executing shareholder meetings, including traditional, hybrid and virtual General Meetings
• Running proxy votes and producing proxy summary reports
• Management of corporate actions including capital raisings, dividend payments, rights issue, buy backs and more

All companies issuing share capital, whether it be publicly listed or privately owned, are legally required to maintain a share register.

A share register contains details of each shareholder and their shares in the company. It is essential to keep an accurate and current record of your shareholders and their shareholdings. Depending on the type of company and changes to the register, you may be required to notify ASIC of the changes that have been made to shareholders and the number of securities on issue.

Share registrars are often hired to manage and maintain the share register for a company, reducing stress on internal resources. Additionally, an accurate and up-to-date share register can be a value-add tool for improving shareholder communications.

Under the Corporations Act 2001 (Cth), an AGM is a mandatory yearly meeting for all listed companies and public companies with more than one member. Proprietary companies (i.e. private companies) are not required but may choose to hold an AGM.

The AGM acts as a forum for companies and their shareholders to share information, have discussions and participate in decision-making.

Depending on the company, AGMs can be run physically, at a physical venue, virtually, through a live stream, or hybrid, a combination of both.

While you can run an AGM internally, many businesses hire a vendor to run their annual general meeting.

An external vendor can provide companies with a seamless, secure and independent service. They can assist in all aspects of conducting an AGM, from meeting technology to proxy voting and counting, ensuring that you are well prepared to run a smooth AGM.

As a market leader in corporate services, BoardRoom’s suite of registry services including registry maintenance, corporate actions, capital raisings, general meetings and shareholder communication, will ensure all your share registry requirements are met.

Our belief is that no one share registry solution fits all businesses, so we ensure to deliver a solution that is tailor-made for your business. Our team of client service managers will guide you through what works best for you. Contact us now to enquire about our services.