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Certificate of Incorporation as Amended

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Proposals to Amend the Certificate of Incorporation and By-Laws

(Items 3 and 4 on the Proxy Card)

The Board of Directors is presenting two proposals for action by the shareholders, each consistent with recent authorizing legislation amending provisions of the New York Business Corporation Law ("New York BCL"), under which the Company is organized.

Item 3 is a proposal to amend the Company's Certificate of Incorporation by adding a provision which, in certain cases, would eliminate the personal liability of directors of the Company for monetary damages arising from breach of fiduciary duty as a director.

Item 4 is a proposal to adopt an amendment to the Company's By-laws which, in general, provides for indemnification of directors and officers of the Company.

The Board of Directors believes that the two proposals, in combination, will assist the Company in attracting and retaining qualified individuals to serve as directors and officers of the Company.

Each of the proposals is discussed below. The Board of Directors has recommended that the shareholders vote FOR approval of each proposal. Each proposal will be presented separately for shareholder vote; approval of one is not contingent upon approval of the other.

Proposal to Adopt an Amendment to the Certificate of Incorporation

Providing for Elimination of Certain Liabilities of Directors in Accordance with New York Law

(Item 3 on the Proxy Card)

The Board of Directors recommends that the shareholders approve a proposal to amend the Company's Certificate of Incorporation by adding an Article Sixth which would eliminate personal liability of the Company's directors to the Company or to its shareholders for monetary damages arising from breach of fiduciary duty.

Background

Since 1986, many states have enacted statutes to reduce the exposure of corporate directors to litigation seeking to impose upon them heavy monetary liability for their acts or inaction in such capacity.

The amendment to the New York BCL was, together with the earlier amendment permitting increased indemnification discussed below, New York's response to this need.

Such liability is not eliminated or limited if the acts or omissions of directors are in bad faith, involve intentional misconduct or knowing violations of law, violate certain statutory prohibitions, or result in a profit or other advantage to the director to which he is not legally entitled.

Text of Proposed Amendment

The text of Article Sixth proposed to be added to the Company's Certificate of Incorporation is as follows:

Reasons for the Proposed Amendment

Directors of New York corporations are required to perform their duties in good faith and with due care. A director may rely upon certain reports, opinions, and statements prepared by officers, employees, professional advisors, or committees of the Board.

The Company is requesting shareholder approval of an amendment to the Company's By-laws to permit the fullest possible indemnification permitted under the New York BCL.

Recent changes in the market for directors' and officers' liability insurance have resulted in reduced availability for directors and officers of meaningful liability coverage.

Because of such factors, the Company has chosen not to obtain such coverage.

Effect of the Proposed Amendment

The proposed amendment would protect each of the Company's directors against personal liability to the Company or its shareholders for any breach of duty unless a judgment or other final adjudication adverse to the director establishes one of the listed exceptions under New York law.

The amendment does not reduce the fiduciary duty of a director; it only eliminates monetary damage awards to the Company and its shareholders occasioned by a breach of that duty.

It does not affect equitable remedies, such as to enjoin or rescind a transaction involving a breach of fiduciary duty.

The limitation of liability afforded by the amendment affects only actions brought by the Company or its shareholders, and does not preclude or limit recovery of damages by third parties, nor does it affect the responsibility of directors under other laws.

Approval of the proposed amendment to the Certificate of Incorporation requires the affirmative vote of the holders of at least a majority of the issued and outstanding shares of Common Stock.

Board Recommendation: The Board of Directors recommends that the shareholders vote FOR approval of the foregoing proposal to amend the Company's Certificate of Incorporation (Item 3 on the Proxy Card).

Unless instructions to the contrary are indicated on the Proxy Card, it is intended that proxies will be voted in favor of the foregoing proposal.

Proposal to Adopt an Amendment to the By-Laws

Relating to Indemnification of Directors and Officers

(Item 4 on the Proxy Card)

The Board of Directors recommends that the shareholders approve a proposal to amend the Bylaws of the Company to add an Article 44 which relates to indemnification of directors, officers and others.

Background

A number of states have recently changed the indemnification provisions of their corporate laws in response to increasing concern over the ability of corporations to attract and retain qualified persons to serve as corporate directors and officers.

The New York BCL was amended in July 1986 to authorize New York corporations to provide for indemnification and advancement of expenses to directors and officers against liabilities incurred in shareholder derivative suits or third-party claims.

The New York statute now provides that the indemnification and advancement of expenses provisions thereof are not exclusive of any other rights to which a director or officer may be entitled.

Text of Proposed Amendment

The text of Article 44 proposed to be added to the Company's By-laws is set forth as Appendix A to this Proxy Statement.

Reasons for the Proposed Amendment

The principal objective of the statutory changes was to encourage capable and experienced persons to serve in corporate management by providing reasonable indemnification of the directors and officers of public corporations for their defense of both third-party and derivative actions.

The proposed amendment is being put to a vote of shareholders in order to ensure that directors and officers of the Company will receive indemnification to the fullest extent authorized by the new law.

This proposal is intended to help the Company attract and retain able and well-qualified persons as directors and officers by assuring them that the Company will hold them harmless when they do not act in bad faith or dishonestly or for their own interests.

Approval of the proposed amendment to the By-laws requires the affirmative vote of a majority of the votes cast by shareholders present in person or by proxy and entitled to vote at the meeting.

Board Recommendation: The Board of Directors recommends that the shareholders vote FOR approval of the foregoing proposal to amend the Company's Bylaws (Item 4 on the Proxy Card).

Unless instructions to the contrary are indicated on the Proxy Card, it is intended that proxies will be voted in favor of the foregoing proposal.

Appendix A

Proposed Article 44 of the By-Laws

Indemnification of Directors, Officers and Others

44(a) The Corporation shall, to the fullest extent now or hereafter permitted by the New York Business Corporation Law, indemnify any director or officer who is or was made, or threatened to be made, a party to an action or proceeding, whether civil or criminal, against judgments, fines, amounts paid in settlement, and costs, charges and expenses, including attorneys' fees.

44(b) The Corporation may indemnify any other person (including corporate personnel other than directors or officers) to whom the Corporation is permitted to provide indemnification or the advancement of expenses by applicable law.

44(c) The Corporation shall, from time to time, reimburse or advance to any person referred to in Section (a) the funds necessary for payment of expenses, including attorneys' fees, incurred in connection with any action or proceeding referred to in Section (a), upon receipt of a written undertaking.

44(d) The right to indemnification conferred by Section (a) shall not be retroactive to events occurring prior to the adoption of this Article 44.

44(e) This Article 44 may be amended, modified or repealed either by action of the Board of Directors of the Corporation or by the vote of the shareholders.

Director Name

Signature

Date

Shareholder Vote

Enter text✕

What the Certificate of Incorporation as Amended Is

A Certificate of Incorporation as Amended is a formal, state-filed document that records changes to a corporation's original articles or certificate of incorporation. Typical amendments update the corporate name, authorized capital, classes of stock, registered agent, corporate purpose, or director structure. Once accepted by the Secretary of State, the amended certificate becomes part of the public corporate record and governs the corporation together with the original certificate and bylaws.

Why You File an Amended Certificate

Filing an amended certificate ensures the corporation's public record matches its current structure and ownership, preserves limited liability protections, supports accurate tax and banking records, and documents approvals required by state law and corporate governance documents.

Why You File an Amended Certificate

Who typically prepares and needs this amendment

Shareholders, lenders, investors, and service providers rely on the amended certificate for due diligence, financing, and regulatory compliance.

  • Board of Directors and Officers manage approval and execution.
  • Corporate Secretary maintains official records and files with state agencies.
  • Outside Counsel or corporate paralegals draft precise amendment language.

Core elements to include in a professional amendment

A precise amendment lists the exact provisions changed, the prior language, and the replacement language so state records and third parties can clearly see the legal modification.

Company Name

State the corporation's full legal name exactly as on the original certificate, including punctuation and suffixes to avoid filing rejection or mismatch with other records.

Amendment Text

Provide the specific words removed and the exact replacement text, or a concise statement of the article(s) amended so the change is unambiguous for records and third-party review.

Effective Date

Specify the effective date of the amendment, whether filing date, a future date, or conditional date, because this determines when authority and obligations under the amendment begin.

Capital Structure

If changing authorized shares, list class, par value, and total authorized shares to ensure correct issuance authority and compliance with securities rules.

Approvals

State whether the board and shareholders approved the amendment and cite the meeting or written consent used to satisfy statutory approval requirements.

Filing Details

Include the filing state, Secretary of State document number if known, and the person completing the form for future retrieval and certified copies.

Step-by-step: prepare and file the amended certificate

Follow these practical steps to prepare corporate amendment documents and submit them accurately to the filing office.

  • 01
    Confirm authority: Verify board/shareholder approval per bylaws or statute.
  • 02
    Draft amendment: Write precise prior and new language for the article(s).
  • 03
    Complete state form: Enter corporate details and attach required consents or resolutions.
  • 04
    File and pay fee: Submit to Secretary of State and retain proof of filing.

Common digital workflow settings for online filing

When automating amendment preparation, map fields to templates and add signer authentication and retention settings before eSubmission.

Field Configuration
Template Name Use a version-controlled amendment template
Signer Order Define role-based signing order (board → secretary → filer)
Authentication Use email or SMS code; KBA if higher assurance is required
Retention Policy Set automated retention and export to secure archive

Where to send the amended certificate and what follows

After preparing and signing the amendment, deliver it to the correct filing office and distribute certified copies to stakeholders.

  • State Filing: Submit the amendment to the Secretary of State where the corporation is incorporated.
  • Certified Copies: Order a certified copy if required by banks, registrars, or for foreign qualification.
  • IRS Notification: Update IRS and EIN records if required for name or structure changes.
  • Internal Records: Record the amendment in minute books and update corporate registers.

Technical and security considerations for e-filing and e-signatures

Digital execution and eSubmission require platform features that preserve legal validity and secure records before filing.

  • File Formats: PDF or PDF/A preferred for state submissions.
  • Audit Trail: Capture timestamps, IP, and signer identity.
  • Integrations: Connects to storage and corporate systems.

Typical timeline and processing expectations

Understand state processing times and internal deadlines to ensure records and downstream registrations are updated promptly.

Preparation Time:

Allow time to draft and secure approvals before filing.

State Processing:

Processing varies by state and service level; check Secretary of State options.

Certified Copy Delivery:

Certified copies may take additional days after acceptance.

IRS Update Window:

Notify IRS or update returns per filing guidance as appropriate.

Internal Record Update:

Record in minute books and corporate registers immediately after filing.

Common preparation mistakes to avoid

  • Using inconsistent corporate names across documents, leading to filing delays or rejections.
  • Submitting vague amendment language that fails to state prior and new text precisely.
  • Failing to document or obtain required board or shareholder approvals before filing.
  • Neglecting to update downstream records (banks, contracts, IRS) after the amendment is recorded.

Consequences of incorrect or missing amendments

Record Inaccuracy: Public records do not reflect current authority.
Liability Exposure: Risk to limited liability if formalities are ignored.
Tax Complications: Tax filings or credits may be misapplied.
Contract Issues: Counterparties may challenge authority.
Filing Rejection: State may refuse the amendment filing.
Correction Costs: Additional fees and legal expenses for cures.

Key security and compliance checks for digital amendments

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Captures timestamps, IP, and signer actions
Compliance: ESIGN and UETA acceptance in the U.S.
Certifications: SOC 2 Type II and ISO 27001 common
HIPAA BAA: Available when health data is involved
Access Controls: Role-based permissions and SSO support

Who signs or authorizes the amendment

Corporate Secretary

The corporate secretary typically executes or certifies the amendment for filing, maintains the minute book, and ensures the amendment is recorded in the official corporate records and distributed to stakeholders.

Outside Counsel

Outside counsel often prepares amendment language and certifies that board and shareholder approvals comply with state law and the corporation's governing documents prior to filing.

Practical tips to streamline amendment drafting and filing

Adopt standard procedures that reduce rework and ensure filings meet state and corporate governance requirements.

Document Approvals in Writing
Obtain and attach board resolutions or written shareholder consents that expressly authorize the amendment and reference the exact language changed.
Use Precise Language
Replace or strike prior text verbatim and avoid summary-only descriptions that can cause ambiguity or state filing rejection.
Confirm State Requirements
Verify whether the filing needs a certified copy, has expedited options, or requires additional attachments to avoid delays.
Update Third Parties
After filing, provide certified copies to banks, registrars, insurers, and tax advisors to prevent operational or compliance gaps.

Real-world examples of amendments and outcomes

These brief examples show why clear amendment drafting and timely filing matter in practice.

Tech Data Example

Tech Data updated corporate structure to support new revenue streams, ensuring board and shareholder consents were documented.

  • Board resolution attached.
  • After filing, the company provided certified copies to banking and finance partners, which avoided account restrictions and supported continued cash flow.

Martin Properties Example

A property holding company changed its name and registered agent to reflect new management, preparing explicit language and shareholder consent.

  • Name change plus agent update.
  • Filing enabled streamlined title transfers and lender documentation for pending property closings without administrative holdups.

eSignature vendor comparison for executing and submitting amended certificates

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Frequently asked questions about amended certificates

Answers to common questions on approvals, e-signature use, notarization, certified copies, and recordkeeping for amended certificates.


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