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USI Holdings Corp Proxy Statement Definitive 14A

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PROPOSAL 3
APPROVAL OF 1994 STOCK AWARD PLAN

On January 10, 1994, the Board of Directors adopted, subject to the approval of the stockholders of the Company, the Optelecom, Inc. 1994 Stock Award Plan (the "Plan"). The Plan provides for the granting of stock awards not to exceed an aggregate of 100,000 shares of Common Stock of the Company.

The purpose of the Plan is to attract, retain, motivate and reward, and to provide competitive incentive compensation for employees, officers, and consultants of the Company who will be largely responsible for the future success of the Company, and to encourage stock ownership and a proprietary interest in the Company by such employees, officers, and consultants. The Board of Directors believes that the Plan will encourage this sense of proprietorship on the part of key employees and consultants and is necessary to assist the Company in its efforts to attract, retain and motivate key employees and consultants.

The Board of Directors of the Company has the power to adopt the Plan without the approval of the stockholders. However, the Board is seeking stockholder approval in order to comply with the requirements of Rule 16b-3 adopted under the Securities Exchange Act of 1934 (the "1934 Act") which provides an exemption from Section 16(b) of the 1934 Act with respect to the award of shares under the Plan to officers and directors of the Company. In order to secure the benefits of Rule 16b-3, the Plan must be approved by the affirmative vote of the holders of a majority of the Common Stock present or represented at the annual meeting.

A copy of the Plan is annexed to this Proxy Statement as Exhibit A and the following summary of its principal provisions is subject in all respects to the full text of the Plan.

The effective date of the Plan is July 1, 1994, subject to approval by stockholders of the Company at the Annual Meeting. Awards may be made by the Company under the Plan until June 30, 2004.

Awards under the Plan shall not exceed an aggregate of 100,000 shares of Common Stock of the Company. Shares awarded may be from authorized but unissued shares or from Company treasury shares.

The recipient of an award under the Plan will be issued a stock certificate for shares (the "Shares") of Common Stock of the Company equivalent in number to the award granted, and the certificate shall bear an appropriate restrictive legend on its face, which legend shall be subject to removal pursuant to an effective registration statement or an opinion of counsel satisfactory to the Company that such registration is not required.

Participation under the Plan shall be limited to officers and key employees of the Company, including directors of the Company who are also key employees of the Company, and consultants to the Company.

The Plan is to be administered by a committee comprised of the non-employee members of the Company's Board of Directors (the "Committee"). The Committee has full and exclusive authority in its discretion to grant shares of Common Stock to eligible employees, officers, and consultants in such amounts as are deemed appropriate, to determine the time or times at which awards will be granted, to interpret the provisions and supervise the administration of the Plan, and to prescribe, amend and rescind rules and regulations with respect to the Plan.

The Company has been advised that the Federal income tax consequences to the Company and the recipient of an award under the Plan and the existing applicable provisions of the Internal Revenue Code and regulations are substantially as follows:

For Federal Income Tax purposes, the recipient must include in his or her gross income the fair market value of Common Stock at the time of the award of the Common Stock. The Company is entitled to a deduction for compensation equal to the amount of gross income recognized by the recipient at the time so recognized.

Required Stockholder Vote

Approval of the Plan requires the affirmative vote of the holders of a majority of the shares of Common Stock voting either in person or by proxy at the Annual Meeting. The Board of Directors believes that it is in the best interests of the Company to approve the Plan, and the Board of Directors unanimously recommends that stockholders vote FOR the proposal to ratify the Plan.

THE BOARD OF DIRECTORS RECOMMENDS A VOTE FOR THIS PROPOSAL.

Name:

Date:

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What the USI Holdings Corp Proxy Statement Definitive 14A Is

The USI Holdings Corp Proxy Statement Definitive 14A is the company's formal proxy statement filed with the U.S. Securities and Exchange Commission as a definitive Schedule 14A. It explains matters submitted to shareholders for a vote, including election of directors, executive compensation disclosures, director nominations, shareholder proposals, and related governance information. The Definitive 14A follows any preliminary proxy and reflects final board recommendations and voting procedures. Shareholders rely on this document to make informed voting decisions at annual or special meetings; the filing must comply with SEC proxy solicitation rules and disclosure standards.

Why this Definitive 14A matters to shareholders and the company

A complete, accurate Definitive 14A meets SEC disclosure obligations, supports informed shareholder voting, and documents corporate governance decisions. Clear presentation reduces shareholder confusion and helps the company demonstrate compliance with federal reporting and proxy solicitation rules.

Why this Definitive 14A matters to shareholders and the company

Core sections to include in a professional Definitive 14A

A complete proxy statement combines legal disclosures, voting instructions, and background on proposals so shareholders can evaluate matters and vote with informed consent.

Board Proposals

List each item the board seeks shareholder approval for, including director elections, mergers, or bylaw changes, with clear board recommendations and voting options.

Executive Pay

Provide CD&A summary and tabular compensation disclosures for named executive officers, reflecting compensation philosophy and risks tied to pay.

Director Bios

Include directors' qualifications, experience, committee memberships, and independence status to support voting decisions.

Shareholder Proposals

Describe any shareholder-submitted proposals, proponent statements, and the board's response or recommendation regarding each proposal.

Voting Instructions

Explain how to vote by proxy, in person, or electronically; include deadlines, broker voting rules, and quorum requirements.

SEC Disclosures

Material risk factors, related-party transactions, beneficial ownership tables, and other SEC-required disclosures under proxy rules.

Essential data elements required in the Definitive 14A

Company ID: Legal entity name
Meeting Date: Time and date
Record Date: Shareholder of record date
Proposal Text: Full proposal language
Voting Options: For/Against/Abstain choices
Beneficial Owners: Material ownership tables

Step-by-step: preparing a Definitive 14A for filing and distribution

Follow a consistent sequence to compile disclosures, obtain approvals, and deliver materials to shareholders and the SEC while preserving auditability.

  • 01
    Assemble Disclosures: Gather compensation, beneficial ownership, and proposal text.
  • 02
    Board Approval: Obtain final board sign-off on proposals and disclosure language.
  • 03
    EDGAR Formatting: Convert to acceptable EDGAR formats and validate filings.
  • 04
    Distribution: Send definitive proxy to shareholders per delivery rules.

How to configure an online e-distribution workflow for a proxy statement

Set up digital workflows to combine secure signature capture, evidence collection, and compliant distribution to shareholders and registrars.

Field Configuration
Document Type Set as Definitive 14A / Proxy Statement
Authentication Email + access code or stronger KBA where required
Retention Enable audit trail and immutable storage
Delivery Email push and EDGAR-ready file export

Electronic delivery and eSignature technical considerations

Ensure the chosen platform supports secure distribution, audit trails, and evidence necessary for SEC review and shareholder verification.

  • Authentication Strength: Email + SMS code or stronger
  • Audit Trail: IP, timestamp, action log
  • EDGAR Export: PDF / ASCII conversion

Where to file, send, and store the Definitive 14A

A clear routing plan ensures regulatory filing requirements and shareholder delivery obligations are met on schedule.

  • SEC Filing: File Definitive 14A via EDGAR per SEC rules
  • Registrar / Transfer Agent: Provide copies for shareholder records and voting
  • Shareholder Distribution: Deliver by mail or permitted electronic delivery
  • Corporate Records: Store final executed documents in records retention system

Typical timing and deadlines for proxy distributions and related filings

Proxy timelines vary by meeting type and solicitation method; plan backward from the meeting date to meet delivery and SEC filing windows.

Record Date Notice:

Set and communicate the shareholder of record date promptly

Definitive Mailing:

Deliver definitive proxy materials before the meeting per SEC guidance

EDGAR Filing:

File the Definitive 14A on EDGAR when materials are mailed or made available

Proxy Voting Cutoff:

Publish voting deadline for proxy submissions

Post-Meeting Reports:

File Form 8-K for voting results, if required

Key milestones from draft to post-meeting reporting

Use a milestone checklist to coordinate legal review, board approval, distribution, voting, and reporting.

01

Draft Completion

Finalize disclosure drafts and cross-check schedules

02

Board Review

Secure board approval of final proxy text

03

EDGAR Submission

Format and submit Definitive 14A to EDGAR

04

Shareholder Delivery

Mail or provide electronic access to shareholders

Consequences of incorrect or incomplete proxy disclosures

SEC Review: Comment letters and required amendments
Liability Exposure: Potential civil liability for material omissions
Shareholder Challenges: Proxy contests or litigation risk
Reputational Harm: Investor confidence erosion
Voting Invalidity: Improper delivery may affect vote counts
Recordkeeping Failure: Noncompliance with retention rules

How companies commonly use a Definitive 14A in practice

Real-world examples illustrate distribution choices, digital workflows, and governance outcomes.

Large Public Company

A firm finalizes executive compensation tables and files Definitive 14A with EDGAR

  • Uses board-approved language and auditor review
  • After mailing, files an 8-K with voting results and retains audit trail and distribution logs for compliance and future reference.

Mid-Cap Issuer

A company conducts a contested director election and supplements the Definitive 14A with management proxy materials

  • Engages transfer agent for vote tabulation
  • Stores signed acknowledgements, solicitation logs, and proofs of delivery for legal defense and SEC queries.

Who prepares, submits, and relies on the Definitive 14A

Multiple stakeholders participate in preparing and using the Definitive 14A, from in-house counsel to transfer agents.

  • Corporate Secretary and Governance team: Draft, coordinate approvals, and manage distribution logistics for shareholder notices and filings.
  • General Counsel and Investor Relations: Review legal disclosures, respond to SEC comments, and communicate with major holders.

Proper role allocation and documented handoffs reduce risks and help ensure timely filing and defensible shareholder communications.

Key internal roles for definitive proxy preparation

Corporate Secretary

The Corporate Secretary coordinates drafting, timing, and delivery of proxy materials, engages the transfer agent, and documents board approvals. This role ensures the record date and meeting logistics align with SEC and charter requirements.

General Counsel

The General Counsel reviews legal disclosures, supervises responses to SEC comments, and advises on disclosure risk and litigation exposure. Counsel typically signs off on executive compensation and related-party transaction disclosures.

Representative eSignature pricing and compliance comparison for proxy workflows

Summary of starting prices and basic capability indicators to help compare eSignature providers for proxy statement distribution and evidence capture; signNow is listed first per vendor convention.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and troubleshooting for the Definitive 14A process

Answers to common questions about preparing, filing, and distributing the Definitive 14A, and how to preserve required evidence for regulatory review.


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