# Universal Proxy > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/fr%3A2021-25492 ## Record - **Collection:** Federal Register - **Document type:** Rule - **Published:** December 1, 2021 - **Citation:** 86 FR 68330 ## Text SECURITIES AND EXCHANGE COMMISSION 17 CFR Part 240 [Release No. 34-93596; IC-34419; File No. S7-24-16] RIN 3235-AL84 Universal Proxy AGENCY: Securities and Exchange Commission. ACTION: Final rule. SUMMARY: The Securities and Exchange Commission (“Commission”) is amending the Federal proxy rules to enhance the ability of shareholders to elect directors though the proxy process in a manner consistent with their ability to vote in person at a shareholder meeting. Specifically, the Commission is requiring the use of a universal proxy card in all non-exempt solicitations involving director election contests, except those involving registered investment companies and business development companies. To facilitate the use of a universal proxy card, the Commission is also amending the Federal proxy rules to establish certain notice, minimum solicitation, filing, formatting and presentation requirements, along with other related rule changes consistent with the adoption of a universal proxy requirement. In addition, the Commission is adopting new disclosure requirements relating to voting standards and further requiring certain voting options for all director elections, whether or not contested. DATES: Effective date: The rules are effective January 31, 2022. Compliance dates: See Section II.K. FOR FURTHER INFORMATION CONTACT: Christina Chalk, Senior Special Counsel, or David M. Plattner, Special Counsel, in the Office of Mergers and Acquisitions, at (202) 551-3440, Division of Corporation Finance, Securities and Exchange Commission, 100 F Street NE, Washington, DC 20549. SUPPLEMENTARY INFORMATION: We are adopting amendments to 17 CFR 240.14a-2 (“Rule 14a-2”), 17 CFR 240.14a-3 (“Rule 14a-3”), 17 CFR 240.14a-4 (“Rule 14a-4”), 17 CFR 240.14a-5 (“Rule 14a-5”), 17 CFR 240.14a-6 (“Rule 14a-6”), and 17 CFR 240.14a-101 (“Schedule 14A”), and new rule 17 CFR 240.14a-19 (“Rule 14a-19”), each under the Securities Exchange Act of 1934 [15 U.S.C. 78a et seq. ] (“Exchange Act”). 1 1 Unless otherwise noted, when we refer to the Exchange Act, or any paragraph of the Exchange Act, we are referring to 15 U.S.C. 78a of the United States Code, at which the Exchange Act is codified, and when we refer to rules under the Exchange Act, or any paragraph of these rules, we are referring to title 17, part 240 of the Code of Federal Regulations [17 CFR part 240], in which these rules are published. Table of Contents I. Introduction A. Background B. Overview of Final Amendments II. Discussion of Final Amendments A. Mandatory Use of Universal Proxies in Non-Exempt Solicitations in Contested Elections 1. Proposed Rules 2. Comments Received 3. Final Amendments B. Dissident's Notice of Intent To Solicit Proxies in Support of Nominees Other Than the Registrant's Nominees 1. Proposed Rules 2. Comments Received 3. Final Amendments C. Registrant's Notice of Its Nominees 1. Proposed Rules 2. Comments Received 3. Final Amendments D. Minimum Solicitation Requirement for Dissidents 1. Proposed Rules 2. Comments Received 3. Final Amendments E. Dissident's Requirement To File Definitive Proxy Statement 25 Calendar Days Prior to Meeting 1. Proposed Rules 2. Comments Received 3. Final Amendments F. Access to Information About All Nominees 1. Proposed Rules 2. Comments Received 3. Final Amendments G. Formatting and Presentation of the Universal Proxy Card 1. Proposed Rules 2. Comments Received 3. Final Amendments H. Director Election Voting Standards Disclosure and Voting Options 1. Proposed Rules 2. Comments Received 3. Final Amendments I. Bona Fide Nominee and Short Slate Rules 1. Elimination of the Short Slate Rule a. Proposed Rules b. Comments Received c. Final Amendments 2. Modification of the Bona Fide Nominee Rule a. Proposed Rules b. Comments Received c. Final Amendments J. Funds 1. Proposed Rules 2. Comments Received 3. Final Amendments K. Compliance Dates III. Other Matters IV. Economic Analysis A. Introduction B. Baseline 1. Affected Parties a. Shareholders b. Registrants c. Dissidents in Contested Elections d. Directors 2. Contested Director Elections a. Proxy Contest Data b. Notice, Solicitation, and Costs of Proxy Contests c. Results of Proxy Contests d. Split-Ticket Voting 3. Other Methods To Seek Change in Board Representation C. Discussion of Economic Effects 1. Effects on Shareholder Voting 2. Potential Effects on Costs of Contested Elections a. Typical Proxy Contests b. Nominal Proxy Contests 3. Potential Effects on Outcomes of Contested Elections 4. Potential Effects on Incidence and Perceived Threat of Contested Elections a. Typical Proxy Contests b. Nominal Proxy Contests 5. Specific Implementation Choices a. The Short Slate and Bona Fide Nominee Rules b. Use of Universal Proxies c. Voting Standards Disclosure and Voting Options V. Paperwork Reduction Act A. Summary of the Collection of Information B. Effect of the Final Amendments on Existing Collections of Information C. Aggregate Burden and Cost Estimates for the Amendments VI. Final Regulatory Flexibility Act Analysis A. Need for, and Objectives of, the Final Amendments B. Significant Issues Raised by Public Comments C. Small Entities Subject to the Final Amendments D. Projected Reporting, Recordkeeping, and Other Compliance Requirements E. Agency Action to Minimize Effect on Small Entities VII. Statutory Authority I. Introduction A. Background State statutes require corporations to hold an annual meeting of shareholders for the purpose of electing directors. 2 A shareholder's ability to participate in the election of directors is a fundamental right under state corporate law, 3 and the process by which directors are elected is a fundamental aspect of corporate governance that is central to maintaining the accountability of directors to shareholders. Today, few shareholders of public companies with a class of securities registered under the Exchange Act attend a registrant's meeting to vote in person. 4 Instead, the primary means for shareholders to become informed about matters to be decided on at a meeting and to vote on the election of directors and other matters is through the proxy process. 2 See, e.g., Model Bus. Corp. Act section 7.01 (2016); Cal. Corp. Code section 600(b); Del. Code. Ann. tit. 8, section 211(b); N.Y. Bus. Corp. Law section 602. 3 See Preston v. Allison, 650 A.2d 646, 649 (Del. 1994); see also Blasius Indus., Inc. v. Atlas Corp., 564 A.2d 651, 659 (Del. Ch. 1988) (“The shareholder franchise is the ideological underpinning upon which the legitimacy of directorial power rests.”). 4 During the COVID-19 pandemic, many registrants have held virtual rather than in-person shareholder meetings. Because registrants holding virtual shareholder meetings conducted proxy solicitations in the same manner as they would for in-person meetings, for purposes of this release, our references to in-person meetings include virtual shareholder meetings unless otherwise indicated. Although virtual shareholder meetings have become more prevalent, it remains unclear whether virtual shareholder meetings will be used as frequently in the future. Because voting at a virtual shareholder meeting still requires attendance by a shareholder, most shareholders are likely to continue to rely on the proxy voting system to exercise their vote. This is supported by the fact that, during 2020, the vast majority of shareholders who attended virtual shareholder meetings did not vote at the meetings. Instead, to the extent they voted, they did so in advance by proxy or via voting instruction forms submitted in advance of the meetings, rather than by attending the virtual shareholder meeting and casting their votes at the meeting. Based on 1,957 virtual meetings hosted by one proxy services provider in 2020, the average number of shareholders voting at virtual meetings (rather than voting in advance by proxy) was 13 shareholders for meetings with shareholder proposals (218 cases) and 2 shareholders for meetings without shareholder proposals. See Broadridge, Virtual Shareholder Meetings 2020 Facts and Figures (April 2021), available at https://www.broadridge.com/_assets/pdf/vsm-facts-and-figures-2020-brochure-april-2021.pdf. Accordingly, the use of virtual shareholder meetings will not obviate the need for the final rules regarding universal proxy cards. When a shareholder votes by proxy, the shareholder executes a written directive instructing the entity to whom the proxy is granted how to vote on that shareholder's behalf at the meeting. Although state law typically authorizes the use of proxies to vote shares without requiring in-person attendance at a shareholder meeting, 5 registrants and other parties soliciting proxy authority must comply with the Federal proxy rules. 6 Regulation of the proxy process has been a core function of the Commission since its inception. 7 Further, protecting the ability of shareholders to vote, including their right to elect directors through the proxy process, has been the focus of numerous Commission rulemakings and other efforts over the years. 8 5 See, e.g., Del. Code Ann. tit. 8, section 212. 6 15 U.S.C. 78n(a). 7 Section 14 of the Exchange Act authorizes the Commission to establish rules and regulations governing the solicitation of any proxy, consent or authorization in respect of any security registered pursuant to Section 12 of the Exchange Act. Registrants with reporting obligations only under Exchange Act Section 15(d) and foreign private issuers are not subject to the Federal proxy rules with respect to solicitations of their own security holders. 8 See, e.g., Reexamination of Rules Relating to Shareholder Communications, Shareholder Participation in the Corporate Electoral Process, and Corporate Governance Generally, Release No. 34-13901 (Aug. 29, 1977) [42 FR 44860 (Sept. 7, 1977)]; Regulation of Communications Among Shareholders, Release No. 34-30849 (June 23, 1992) [57 FR 29564 (July 2, 1992)] (“Short Slate Rule Revised Proposing Release”); and Regulation of Communications Among Shareholders, Release No. 34-31326 (Oct. 16, 1992) [57 FR 48276 (Oct. 22, 1992)] (“Short Slate Rule Adopting Release”); Roundtable on Proxy Voting Mechanics (May 24, 2007) (materials available at https://www.sec.gov/spotlight/proxyprocess.htm ); Proxy Voting Roundtable (Feb. 19, 2015) (materials available at http://www.sec.gov/spotlight/proxy-voting-roundtable.shtml ); and Roundtable on the Proxy Process (Nov. 15, 2018) (materials available at https://www.sec.gov/proxy-roundtable-2018 ). As described in greater detail in Section I.B of the Proposing Release (81 FR 79122, Nov. 10, 2016), the current proxy rules do not allow shareholders voting by proxy in a contested election 9 to replicate the vote they could cast if they voted in person at a shareholder meeting. Shareholders voting in person at a meeting may select among all of the duly nominated 10 director candidates proposed for election by any party in an election contest and vote for any combination of those candidates. Shareholders voting by proxy, however, do not have this same flexibility. The interplay between state and Federal law means that shareholders voting by proxy generally are unable to choose a mix of dissident 11 and registrant nominees. The dissident and registrant each send a proxy card to shareholders, with the registrant's proxy card typically listing only the registrant's nominees and the dissident's proxy card typically listing only the dissident's nominees. State law provides that a later-dated proxy card invalidates an earlier-dated card. 12 Additionally, shareholders voting by proxy are limited by Federal law in their choice of nominees by Exchange Act Rule 14a-4(d)(1), the “bona fide nominee rule,” 13 which provides that no proxy shall confer authority to vote for any person to any office for which a “bona fide nominee is not named in the proxy statement.” The term “bona fide nominee” under Rule 14a-4(d) is a nominee who has “consented to being named in the proxy statement and to serve if elected.” 14 Thus, in an election contest, one party cannot include the other party's nominees on its proxy card without the other party's nominees' consent. In practice, such consent is rarely provided. 15 Therefore, shareholders voting by proxy in a director election contest must choose between the dissident's or registrant's proxy card. This effectively precludes such shareholders from voting by proxy for a mix of director candidates from both sides' slates in the contest. 9 As used in this release, the term “contested election” refers to an election of directors where a registrant is soliciting proxies in support of nominees and a person or group of persons is soliciting proxies in support of director nominees other than the registrant's nominees. 10 A duly nominated director candidate is a candidate whose nomination satisfies the requirements of any applicable state or foreign law provision and a registrant's governing documents as they relate to director nominations. 11 The term “dissident” as used in this release refers to a soliciting person other than the registrant who is soliciting proxies in support of director nominees other than the registrant's nominees. 12 See, e.g., Standard Power & Light Corp. v. Inv. Assocs., 51 A.2d 572, 608 (Del. 1947); Parshalle v. Roy, 567 A.2d 19, 23 (Del. Ch. 1989). See also R. Franklin Balotti, et al., Delaware Law of Corporations and Business Organizations, section 7.20 (3d ed. 2015) (“Except in the case of irrevocable proxies, a subsequent proxy revokes a former proxy. In determining whether a proxy is subsequent, the date of execution controls.”). 13 17 CFR 240.14a-4(d)(1). 14 17 CFR 240.14a-4(d)(4). 15 Even if a nominee consents to being named on the other party's proxy card, each party currently can decide whether to include the other's nominees for strategic or other reasons. These kinds of strategic decisions may impede shareholder voting options. Although the Commission attempted to address some aspects of this problem by adopting the “short slate rule” in 1992, shareholders voting by proxy still lack the ability to make selections based solely on their preferences for particular director candidates as they could were they voting in person at a shareholder meeting. 16 For years, shareholders and their advocates have expressed concerns arising from being unable to choose a mix of dissident and registrant nominees when voting by proxy, and support for universal proxy has grown over time. 17 16 17 CFR 240.14a-4(d)(4). The short slate rule permits a dissident in certain circumstances to solicit votes for some of the registrant's nominees through the use of its proxy card where the dissident is not nominating enough director candidates to gain majority control of the board in the contest, thereby allowing shareholders using the dissident's proxy card to vote for a particular split ticket combination. However, as described in greater detail in Section I.B of the Proposing Release, shareholders voting on the dissident's proxy card are still limited to voting for those registrant nominees selected by the dissident, rather than any registrant nominee of their choice. 17 See Section I.C of the Proposing Release and infra Section II.A.2 and II.A.3. In response to the concerns outlined above, the Commission proposed rule amendments in 2016 to mandate the use of universal proxy cards in contested director elections to allow shareholders to vote by proxy in the same manner as they could do if attending a shareholder meeting (“Proposed Rules”). 18 In 2021, the Commission reopened the comment period for the Proposing Release to permit commenters to further analyze and comment upon the Proposed Rules in light of developments since the publication of the Proposed Rules. 19 We received many comment letters in response to the Proposing Release and the Reopening Release. 20 After taking into consideration these public comments, which were generally supportive of the rulemaking, and developments in proxy contests since the Proposing Release, we are adopting the Proposed Rules substantially as proposed, with the exception of an increase in the minimum solicitation requirement (described in detail in Section II.D below) and other minor changes. 18 The Proposed Rules were set forth in a release published in the Federal Register on November 10, 2016 (81 FR 79122) (Release No. 34-79164) (“Proposing Release”), and the related comment period ended on January 9, 2017. 19 This reopening of the comment period was set out in a release published in the Federal Register on May 6, 2021 (86 FR 24364) (Release No. 34-91603) (“Reopening Release”). The comment period ended on June 7, 2021. 20 Unless otherwise indicated, comment letters cited in this release are comment letters received in response to the Proposing Release and the Reopening Release, which are available at https://www.sec.gov/comments/s7-24-16/s72416.htm. B. Overview of Final Amendments The new rules will require use of a “universal proxy card” in all non-exempt director election contests. This universal proxy card must include the names of all duly nominated director candidates presented for election by any party and for whom proxies are solicited. Requiring a universal proxy card in non-exempt director election contests is the most effective means to ensure that shareholders voting by proxy are able to elect directors in a manner consistent with their right to vote in person at a shareholder meeting. 21 21 Congress intended our proxy rules to effectuate shareholders' ability to fully and consistently exercise the “fair corporate suffrage” available to them under state corporate law. See H. R. Rep. No. 73-1383, 2d Sess., at 13 (1934). See also Mills v. Elec. Auto-Lite Co., 396 U.S. 375, 381 (1970); J. I. Case Co. v. Borak, 377 U.S. 426, 431 (1964). The amendments that we are adopting in this document will not apply to investment companies registered under Section 8 of the Investment Company Act of 1940 or business development companies as defined by Section 2(a)(48) of the Investment Company Act of 1940 (“BDCs,” and together with registered investment companies, “funds”). 22 Funds were not covered by the Proposed Rules. In light of developments since 2016, as well as the comments that we have received, we believe further consideration of the application of a universal proxy mandate to some or all funds before deciding how to proceed with respect to funds is appropriate. 22 15 U.S.C. 80a-8; 15 U.S.C. 80a-2(a)(48). BDCs are a category of closed-end investment companies that are not registered under the Investment Company Act, but are subject to certain provisions of the Investment Company Act. See Proposing Release at n.178. II. Discussion of Final Amendments We are adopting the Proposed Rules largely as proposed to better align the Federal proxy rules with a shareholder's ability to vote in person at a shareholder meeting. The final rules: • Require the use of a universal proxy card by all participants in a non-exempt director election contest. The universal proxy card must include the names of both registrant and dissident nominees, along with certain other shareholder nominees included as a result of proxy access; • Expand the determination of a “bona fide nominee” to include a person who consents to being named in any proxy statement for a registrant's next shareholder meeting for the election of directors; • Require dissidents to provide registrants with notice of their intent to solicit proxies and to provide the names of their nominees no later than 60 calendar days before the anniversary of the previous year's annual meeting; • Require registrants to notify dissidents of the names of the registrants' nominees no later than 50 calendar days before the anniversary of the previous year's annual meeting; • Require dissidents to file their definitive proxy statement by the later of 25 calendar days before the shareholder meeting or five calendar days after the registrant files its definitive proxy statement; • Require each side in a proxy contest to refer shareholders to the other party's proxy statement for information about the other party's nominees and refer shareholders to the Commission's website to access the other side's proxy statement free of charge; • Require that dissidents solicit the holders of shares representing at least 67% of the voting power of the shares entitled to vote at the meeting; and • Establish presentation and formatting requirements for universal proxy cards that ensure that each party's nominees are presented in a clear, neutral manner. We also are adopting, as proposed, changes to the form of proxy and proxy statement disclosure requirements applicable to all director elections. These amendments: • Require proxy cards to include an “against” voting option in director elections, when there is a legal effect 23 to a vote against a director nominee; 23 State law and the registrant's governing documents determine the voting standard for director elections, with director nominees generally elected under either a plurality voting standard or majority voting standard. They also determine whether an “against” voting option has a legal effect under the applicable voting standard. For example, under a plurality voting standard, a director nominee can be elected to the board with a single vote in favor of his or her election, with the “withhold or “against” votes having no impact on the outcome of the election. • Require that the proxy card provide shareholders with the ability to “abstain” in a director election where a majority voting standard applies; and • Require proxy statement disclosure about the effect of a “withhold” vote in an election of directors. We discuss the final amendments in greater detail below. 24 24 In addition to the substantive final amendments, we are making technical amendments to: (i) Rule 14a-3 (punctuational and related minor edits); and (ii) Rule 14a-4(b) and Note 3 to Rule 14a-6(a) (removal of obsolete references to vacated Rule 14a-11). A. Mandatory Use of Universal Proxies in Non-Exempt Solicitations in Contested Elections 1. Proposed Rules The Commission proposed to require the use of universal proxy cards in all non-exempt solicitations in contested director elections except those involving funds. 25 The Commission proposed that each side's proxy card in a contested director election must include the names of all nominees of both the dissident and registrant and the nominees of certain shareholders ( i.e., proxy access nominees). In proposing the mandatory use of universal proxy cards in these kinds of contests, the Commission was guided by the principle that shareholders should enjoy the same ability to vote on a proxy card as they would have if attending a shareholder meeting in person. 25 See proposed Rule 14a-19(e). 2. Comments Received A number of commenters expressed views on whether the use of a universal proxy card should be voluntary or mandatory. Most favored the mandatory approach because it more effectively replicates the voting options available through in-person voting at a shareholder meeting. 26 Some commenters favored a mandatory system to avoid logistical issues that would arise in the absence of such a system, and several commenters cited the potential for shareholder confusion arising from a voluntary approach. 27 Several commenters noted that an optional system would promote gamesmanship, and would lead to the use of a universal proxy card as a tactical strategy to benefit a particular participant in a contest. 28 Another noted that proxy contest participants would have little incentive to use a universal proxy card under an optional system. 29 One commenter advocated a mandatory system that registrants could opt out of with approval of a majority of shareholders. 30 26 See letters dated Dec. 28, 2016, Sep. 7, 2017, Nov. 8, 2018, and Jun. 2, 2021 from Council of Institutional Investors (“CII”); letters dated Jan. 4, 2017 and Jun. 7, 2021 from Ohio Public Employees Retirement System (“OPERS”); letter dated Jan. 9, 2017 from Colorado Public Employees Retirement Association (“Colorado PERA”); letter dated Jan. 9, 2017 from Trian Fund Management, L.P. (“Trian”); letter dated Jan. 9, 2017 from Ad Hoc Coalition of Institutional Investors in Closed-End Funds (“Ad Hoc Coalition”); letter dated Jan. 9, 2017 from CFA Institute (“CFA Institute”); letters dated Jan. 11, 2017 and Jun. 16, 2021 from Securities Industry and Financial Markets Association (“SIFMA”); letter dated Jan. 11, 2017 from State Board of Administration of Florida (“SBA-FL”); letter dated Jan. 9, 2017 from United Brotherhood of Carpenters and Joiners of America (“Carpenters”); letter dated Jan. 9, 2017 from Office of the Comptroller, State of New York (“NY Comptroller”); letter dated Jan. 9, 2017 from California State Teachers' Retirement System (“CalSTRS”); letter dated Jan. 6, 2017 from American Federation of State, County and Municipal Employees (“AFSCME”); letters dated Dec. 19, 2016 and Jun. 7, 2021 from Investment Company Institute (“ICI”); letter dated Jun. 7, 2021 from Institutional Shareholder Services Inc. (“ISS”); letter dated Jun. 4, 2021 from Elliott Investment Management L.P. (“Elliott”); letter dated Jun. 3, 2021 from Canadian Coalition for Good Governance (“CCGG”); letter dated Jun. 4, 2021 from Domini Impact Investment LLC (“Domini”); letters dated Jan. 9, 2017 and Jun. 7, 2021 from Better Markets (“BM”); letter dated Jun. 7, 2021 from Mediant, Inc. (“Mediant”); letter dated Jun. 28, 2021 from Principles for Responsible Investment (“PRI”); letter dated Jun. 7, 2021 from 41 Signatories with AUM of $309,413,549,298; letter dated Jun. 7, 2021 from Professor Scott Hirst, Boston University School of Law (“Prof. Hirst”), letter dated Jun. 15, 2021 from Matthew P. Lawlor (“M. Lawlor”); letter dated Jun. 17, 2021 from Chris Fowle (“C. Fowle”); letter dated Apr. 19, 2021 from Undisclosed Majority Shareholder in Numerous Ventures (“Anonymous 1”); letter dated Dec. 8, 2017 from Eamonn Burke (“E. Burke”). See also Recommendation of the SEC Investor Advisory Committee (IAC): Proxy Plumbing, dated Sep. 5, 2019, available at https://www.sec.gov/spotlight/investor-advisory-committee-2012/iac-recommendation-proxy-plumbing.pdf (“IAC Report”). The IAC Report indicated support for the mandatory universal proxy system proposed, while noting that a minority of Committee members favored making universal proxy voluntary rather than mandatory. Previously, as discussed in the Proposing Release, in 2013, the IAC recommended that we explore revising our proxy rules to provide proxy contestants with the option to use a universal proxy card in connection with short slate director nominations. Exchange Act Section 39(g)(2) requires the Commission to “promptly issue a public statement—(A) assessing the finding or recommendation of the [Investor Advisory] Committee; and (B) disclosing the action, if any, the Commission intends to take with respect to the finding or recommendation.” We have carefully considered the recommendations of the IAC on the use of universal proxy cards in connection with this rulemaking. 27 See letters from CalSTRS; SIFMA; ISS. 28 See letters from SIFMA; CCGG. 29 See letter dated Jan. 9, 2017 from Fidelity Investments (“Fidelity”). 30 See letter from Prof. Hirst. Several commenters favored making the use of a universal proxy card optional. One noted that this would allow the Commission to study the effect of its use before making it mandatory. 31 Another advocated that registrants be able to opt out of a universal proxy requirement through a board vote. 32 Two commenters argued that shareholders should have to demonstrate a continued and significant ownership stake in a registrant in order to trigger the use of a universal proxy card. 33 31 See letter dated Jan. 4, 2017 from Davis Polk & Wardwell LLP (“Davis Polk”). 32 See letter dated Jun. 7, 2021 from Sidley Austin LLP (“Sidley”). 33 See letter from Sidley and letters dated Jan. 10, 2017 and Jun. 7, 2021 from Society for Corporate Governance (“Society”) (comparing universal proxy to 17 CFR 240.14a-8 (Rule 14a-8) and vacated 17 CFR 240.14a-11 (Rule 14a-11)). Some commenters did not support the use of a universal proxy card. Some argued that a mandate would increase the number of proxy contests and thereby expose more registrants to costly distraction or increased influence of short-term activist investors at the expense of other investors. 34 Two of these commenters argued that the mandatory use of universal proxies would “encourage balkanization” of the boards of public companies by facilitating “mix and match” voting between nominees from different slates of director candidates, ultimately providing a disincentive for companies to go public in the United States. 35 Similarly, another commenter claimed that the “mix and match” voting enabled by universal proxy cards could result in suboptimal board compositions in which board members lack complementary skill sets. 36 Various commenters who opposed the adoption of a universal proxy requirement contended that there was not a compelling reason to change the existing system 37 and noted that adoption of universal proxy could have unintended consequences, such as shareholder confusion and more frequent disqualification of defective ballots. 38 Several commenters argued that a universal proxy requirement would increase the influence of proxy advisory firms. 39 One commenter opposed the proposed amendments, suggesting that the Proposed Rules “would likely exceed the Commission's authority under the Exchange Act” and arguing that a universal proxy requirement represents a “substantial change” in policy that the Commission had not justified under the Administrative Procedure Act. 40 That commenter noted that if the Commission proceeds with the rulemaking, it should adopt an optional approach rather than a mandatory one. 34 See letters dated Jan. 9, 2017 and Jun. 7, 2021 from Center for Capital Markets Competitiveness, U.S. Chamber of Commerce (“CCMC”); letter dated Jan. 9, 2017 from Corporate Governance Coalition for Investor Value (“CGCIV”); letter dated Apr. 30, 2021 from International Bancshares Corporation (“IBC”); letters from Society. The letters from CCMC and CGCIV also objected to the mandatory use of a universal proxy on First Amendment grounds. See Section II.F below for additional detail. 35 See letters from CCMC; CGCIV. 36 See letter dated Jan. 3, 2017 from National Association of Corporate Directors (“NACD”). 37 See, e.g., letters from Davis Polk; CCMC; CGCIV. 38 See, e.g., letters from CCMC; CGCIV. 39 See letters from Sidley; CCMC; CGCIV. 40 See letter from Davis Polk. Another commenter supported mandated universal proxy for operating companies, but expressly opposed its use for funds, in part due to the additional protections afforded by the Investment Company Act of 1940. 41 41 See letters from ICI. 3. Final Amendments We are adopting Rule 14a-19(e), as proposed, to require the mandatory use of universal proxy cards by operating companies in all non-exempt director election contests. A mandatory system better protects the shareholder voting franchise, while avoiding the confusion that could result from a voluntary universal proxy system, where one party or the other strategically uses universal proxy only when they perceive it to be to their advantage. The logistics of how votes are cast through the proxy voting system should not affect the substantive voting options of shareholders, and therefore potential outcomes of the vote. The ability of shareholders to fully exercise their right under state law to elect their preferred candidates through the proxy process represents a key reason to adopt the rule amendments. In particular, we note that under existing rules, institutional and other large shareholders can split their vote between registrant and dissident candidates—albeit with effort and expense—because they can arrange for a representative to attend the shareholder meeting and vote in person. Retail and other smaller investors, however, are unlikely to have the resources or sophistication to be able to do so. 42 The mandatory use of universal proxy cards would address this disparity and remove this impediment to retail investors' ability to exercise their right to vote to the full extent allowed by state law. 42 While an increase in virtual meetings and corresponding technological advances may theoretically make it easier for certain retail investors to attend and vote at meetings, most shareholders (including many retail investors) hold their shares in “street name” and, as such, would need to obtain a legal proxy from the securities intermediaries that hold their shares (such as a broker-dealer) in advance to vote at a virtual shareholder meeting, as they would need to do to vote at the meeting in person. We therefore expect that the vast majority of retail investors will continue to vote by proxy and will continue to rely on the ability to do so. Use of a universal proxy card should not be dependent on the potentially self-interested considerations of the contesting parties, the registrant's board of directors, or any controlling shareholders, as it would be under an optional system, or one where a registrant (through, for example, a board or shareholder vote) could opt out of a universal proxy requirement. Mandating a universal proxy is a more efficient and effective means to achieve the objective of allowing shareholders to elect their preferred candidates through the proxy process. Similarly, a universal proxy requirement should not be dependent on the size of a dissident's equity stake in a registrant or the period of time it has maintained its equity position. The purpose of requiring a universal proxy is to allow shareholders to exercise their right to vote for directors in the same manner as they could vote through in-person attendance at a shareholder meeting. Conditioning a universal proxy mandate on a minimum ownership threshold or holding period, as certain commenters advocated, would be contrary to this purpose. Conditioning a universal proxy mandate in such manner would inappropriately subject shareholders' ability to vote in director election contests through the proxy process to conditions that are not imposed upon shareholders' ability to vote if attending a shareholder meeting. In response to commenters arguing for an optional universal proxy system, an optional system without additional accompanying rule changes would raise problems not presented by a mandatory requirement, such as issues related to how and when shareholders presented with a universal proxy card would access information about the other party's nominees in order to make an informed voting decision. Mandating a universal proxy in all non-exempt election contests is less likely to cause shareholder confusion than an optional system which would operate differently, depending on whether one or both sides elected to opt in or opt out of universal proxy. Finally, in response to the commenter who advocated an optional system to allow us to study the impact of universal proxy, we note that we already have experience with optional universal proxy. Our existing proxy rules already effectively allow optional universal proxy for registrants because a registrant can require dissident nominees to consent to being named on the registrant's proxy card as part of an advance notice bylaw provision and associated director and officer (D&O) questionnaire, a tactic used by registrants on multiple occasions. 43 This form of optional universal proxy, however, falls well short of meeting the objectives of our rulemaking. Use of this tactic creates an unfair advantage for registrants, who are then able to place dissident nominees on the registrant's proxy card without granting dissidents the same ability to place registrant nominees on the dissident's cards. Further, use of universal proxy cards and the ability of shareholders to select their preferred mix of nominees would exist at the sole discretion of the registrant and would be subject to management's self-interest. 43 For example, both the dissident group and the registrant used universal proxy cards at EQT Corporation's 2019 Annual Meeting. See DEFC14A filed May 20, 2019 by dissidents and DEFC14A filed May 22, 2019 filed by EQT Corp. The registrant but not the dissident group used a universal proxy card at Sandridge Energy's 2018 Annual Meeting. See DEFC14A filed May 10, 2018 by Sandridge Energy, Inc. and DEFC14A filed May 11, 2018 by dissidents. As discussed in Section IV.C.4 below, it is unclear whether the rule changes we are adopting will increase or decrease the number of proxy contests. Similarly, it is unclear whether they will increase the influence, directly or indirectly, of dissidents, including short-term activist investors, as some commenters predicted. Under current rules, a shareholder may be forced to make an “all or nothing” choice between one or the other soliciting party's proxy card. However, a universal proxy card may result in increased split votes where dissidents do not gain majority control of a board of directors in one election. We view the arguments that mandatory universal proxy will lead to distraction for registrants, hamstring directors, and lead to greater “balkanization” of boards of directors as unpersuasive. Even with the use of universal proxy cards, registrants and dissidents will retain the same ability to advocate the election of their nominees and raise concerns about negative boardroom dynamics that they have today. Shareholders will continue to have the ability to evaluate these concerns, including potential “balkanization” of the board, when they make their voting decisions. The rule amendments we are adopting are intended to improve the mechanics of the proxy voting process, not influence its outcome. Further, it is not apparent that allowing shareholders to more easily base their vote on individual and collective characteristics of board candidates, rather than forcing an “either or” choice between dissident or registrant nominees, would negatively impact registrants or boardroom dynamics. We are also unaware of such arguments about mix and match voting being made in the context of in-person voting, where such a choice is already possible for larger shareholders and institutions who expend the effort to vote through an in-person representative. Lastly, even if the use of universal proxy will lead to greater frequency of “split” boards, it is unclear whether that effect will necessarily lead to detrimental changes in board dynamics, with some viewing a diversity of viewpoints among board members as a positive development. 44 The mandatory use of universal proxy cards will permit shareholders to choose their preferred mix of directors, taking into consideration both complementary skill sets and other board dynamics. 44 See infra note 295 and accompanying text. For the same reason, we do not believe the universal proxy requirement we are adopting will result in promoting the interests of special interest groups and short term activists, at the expense of shareholders generally. Even with the use of universal proxy cards, a dissident must ultimately persuade shareholders that its agenda is in their best interests in order to successfully elect its nominees. Moreover, if elected to the board of directors, such dissident nominees will be subject to the same state-law fiduciary duties to the corporation and, and by extension, all of its shareholders as all other directors, many of whom are also commonly affiliated with other entities. Similarly, it is unclear to us how these rule amendments, which improve the mechanics of the proxy process, would increase the influence of proxy advisory firms, 45 also referred to as “proxy voting advice businesses.” These businesses provide voting recommendations to their clients, mainly institutional investors and investment advisers, who then may consider such recommendations as part of their decision-making process. The client, not the proxy voting advice business, retains the legal right to vote and makes the ultimate decision on how it wishes to exercise that right in the election. 46 In addition, investment advisers and other institutional investors using these recommendations are also subject to fiduciary duties and other legal obligations with respect to their proxy voting obligations. This would not change if universal proxy cards are used. Rather, the rule amendments we are adopting simply make it easier for the shareholder to vote for the nominees that it wants, regardless of whether they are from the dissident's slate or the registrant's slate. 45 Several commenters suggested that the use of universal proxies could increase the influence of proxy advisory firms. See letters from Sidley; CCMC; CGCIV. 46 To the extent a proxy voting advice business has an interest in the director contest, such as a material relationship with the dissident or registrant, the Federal proxy rules require the proxy voting advice business to disclose this conflict of interest, which may mitigate concerns about the objectivity of the advice. In response to the commenter questioning our authority to adopt a universal proxy requirement, 47 the final rules are well within the plain language of the authority granted by Congress to the Commission under Section 14(a). The fact that the Commission in the past enacted measures that did not provide for universal proxies in no way suggests that the Commission lacked the statutory authority to do so. 47 See letter from Davis Polk. In our view, the suggestion that the Commission has not provided a sufficient justification for these rules is unfounded. We are adopting these rules now because they best effectuate the Commission's goal of having proxy voting mirror the choices that a shareholder has in person at a meeting. As noted above, the Commission has long understood the limitations that the proxy rules place on a shareholder's ability to select its preferred mix of registrant and dissident nominees. 48 As discussed below, the Commission adopted the short slate rule in 1992 in an attempt to address this problem. Yet, the short slate rule has not resolved the problem, with its conditions limiting the full exercise of shareholders' ability to vote for director nominees through the proxy process. Further, based on the Commission staff's experience, substantial confusion exists regarding the use of the short slate rule, including by dissidents attempting to use it. 48 See, e.g., Short Slate Rule Revised Proposing Release and Short Slate Rule Adopting Release. For many years, we have received comments from shareholders and their advocates expressing strong concerns about the limitations on their rights when voting by proxy. 49 Many commenters on the Proposing Release reiterated those concerns and supported a mandatory universal proxy system to address them. 50 Since the issuance of the Proposing Release in 2016, the call for universal proxy cards has persisted. 51 Further, voluntary use of universal proxy cards in director contests has increased since 2016, 52 along with an increased presence of provisions in registrants' governing documents (such as advance notice bylaws) designed to facilitate the use of universal proxy cards including by requiring dissidents to provide consents for their nominees to be listed in the registrant's proxy materials. These provisions, however, do not typically provide dissidents with similar consents to include the registrant's nominees and, as discussed above, do not adequately address many shareholders' concerns. The concerns described above are valid and can be addressed through the universal proxy requirement we are adopting in this document. The fact that we previously took other steps to try to address some of these same concerns does not preclude us from making the changes now that will address the current voting limitations. Additionally, we have carefully considered the economic effects of the rule, including the costs and benefits to shareholders, in Section IV.C below. 49 See Section I.C of the Proposing Release. 50 See, e.g., letters from CII; OPERS; Trian, CalSTRS; Elliott; Domini; PRI. 51 See, e.g., IAC Report; letter dated Aug. 6, 2020 from Universal Proxy Working Group (“UPWG”). 52 See supra note 43 and accompanying text. We recognize that whether proxy contests become more frequent may depend in part on whether the rule amendments increase a dissident's chances of electing some or all of its nominees. We discuss the costs associated with proxy contests in Section IV.C below. However, assuming these rule amendments result in more frequent proxy contests, the ultimate decision on who is elected to the board of directors rests with shareholders. In this sense, the mere fact that a dissident mounts a proxy contest does not necessarily mean it will be successful unless shareholders are persuaded that its platform will benefit them and the registrant. Again, these decisions at the heart of corporate governance are best left to shareholders. The additional disclosure and presentation provisions adopted in this document and described in greater detail below will help to avoid some of the concerns of those who do not favor mandatory universal proxies. For example, participants in a contested election will not be required to include information about the opposing side's nominees in their own proxy statement. Rather, each side's proxy statement must direct shareholders to the opposing side's proxy statement for information about that participant's nominees. 53 Each universal proxy card will be subject to the formatting and presentation requirements in the revised rules we adopt in this document. These requirements are intended to ensure that each side's nominees are grouped together and clearly identified as such, and presented in a fair and impartial manner. 54 In addition, each universal proxy card must disclose the treatment of proxy cards containing over-votes and under-votes. 55 These disclosure and presentation mandates in our rule amendments are intended to avoid shareholder confusion that could result in an increase in defective ballots and shareholder disenfranchisement. As shareholders become more familiar with universal proxy cards in director election contests, any initial confusion will likely abate. 56 While we are mindful of the arguments that mandated universal proxy could have unintended consequences with respect to the mechanics of voting, the safeguards described above are intended to reduce that possibility. 53 See newly-adopted Item 7(f) of Schedule 14A. 54 See Rule 14a-19(e). 55 See Rule 14a-19(e)(7). By “under-votes,” we mean instances in which a shareholder returns a proxy card in a director election contest but does not exercise a vote with respect to all of the board seats up for election at the relevant shareholder meeting. 56 Current proxy rules relating to split-ticket voting in a director election contest may also be confusing to shareholders. Rule 14a-4(d)(4) permits a dissident to “round out” the slate of nominees listed on its proxy card under specified circumstances. However, Rule 14a-4(d)(4)(ii) prevents a dissident from directly naming a director nominee whom the dissident supports. ( See Section II.I below.) The staff has observed confusing descriptions in proxy statements and proxy cards as a result of this rule. We believe that shareholder confusion will decrease, not increase, as a result of the amendments we are adopting. B. Dissident's Notice of Intent To Solicit Proxies in Support of Nominees Other Than the Registrant's Nominees 1. Proposed Rules The Commission proposed to require the dissident to provide notice to the registrant of the names of the dissident's nominees no later than 60 calendar days prior to the anniversary of the previous year's annual meeting date. 57 The proposed notice had to include a statement that the dissident intends to solicit the specified percentage of the voting power of the shares entitled to vote. 58 57 See proposed Rule 14a-19(a) and (b). 58 See proposed Rule 14a-19(b)(3). 2. Comments Received Several commenters discussed the requirement that dissidents provide the registrant with the names of its nominees no later than 60 calendar days prior to the anniversary of the prior year's annual meeting date. Many commenters supported the requirement as proposed. 59 Two commenters expressed concern that such requirement could have a chilling effect on any ongoing settlement discussions between the parties. 60 To avoid this, one commenter suggested adopting an exception that would temporarily exempt the dissident from the proposed notice requirement while settlement discussions between the parties are taking place. 61 59 See letters from CII; Colorado PERA; CalSTRS; CFA Institute; SBA-FL; Carpenters; NY Comptroller; AFSCME. 60 See letters dated Jan. 9, 2017 and Jun. 7, 2021 from Olshan Frome Wolosky LLP (“Olshan”); Society. 61 See letters from Olshan. Other commenters expressed concern that the proposed deadline would compel the board of directors to vet nominees on an accelerated timeframe, to the detriment of shareholders at large, where a registrant's advance notice bylaw provision required dissidents to provide notice of their nominees before the 60-day period mandated in our proposed rules. 62 One commenter expressed concern that where a registrant has an advance notice deadline that falls after the dissident's 60 calendar day notice deadline ( e.g., an advance notice deadline of 45 days prior to the anniversary of the prior year's meeting), the proposed notice requirement would give the registrant an unfair advantage in preparing for an activist campaign, since the dissident would have to reveal the identities of its nominees before it would be required to do so under the registrant's own governing documents. 63 This commenter suggested adopting an exception to the proposed notice requirement applicable to registrants that have advance notice bylaw provisions, such that the dissident's notice deadline would be the later of the currently proposed deadline or the registrant's own advance notice deadline. 64 62 See letters from CCMC; CGCIV; Society; IBC; Sidley. 63 See letters from Olshan. 64 See letters from Olshan. Several commenters supported allowing dissidents to launch a contest after the 60 calendar day deadline, as they could under existing rules, without the ability to use a universal proxy card. 65 Finally, one commenter suggested that the dissident's notice be made publicly available. 66 65 See letters from CII; SBA-FL; Carpenters; NY Comptroller; CalSTRS; Colorado PERA; AFSCME. 66 See letter from Fidelity (arguing that such practice could serve as a means for investors who engage in securities lending to identify a potential contest before the record date for a meeting, thereby providing them with the ability to recall loaned shares). 3. Final Amendments We are adopting, as proposed, the requirement that a dissident provide the registrant with the names of the nominees for whom it intends to solicit proxies no later than 60 calendar days before the anniversary of the previous year's annual meeting date. 67 If the registrant did not hold an annual meeting during the previous year, or if the date of the meeting has changed by more than 30 calendar days from the previous year, Rule 14a-19(b)(1), as adopted, requires that the dissident provide notice by the later of 60 calendar days prior to the date of the annual meeting or the tenth calendar day following the day on which public announcement of the date of the annual meeting is first made by the registrant. Rule 14a-19 requires a dissident to indicate its intent to comply with the minimum solicitation threshold in the adopted rules by including in its notice a statement that it intends to solicit the holders of shares representing at least 67% of the voting power of shares entitled to vote on the election of directors. 68 Rule 14a-19 does not require a dissident to provide this notice to the registrant if the information required in the notice has already been provided in a preliminary or definitive proxy statement filed by the dissident by the deadline imposed by the rule. Rule 14a-19 also does not require a dissident to file the notice with the Commission or otherwise make the notice publicly available. 67 The rule also mandates that a dissident promptly notify the registrant if any change occurs with respect to its intent to solicit proxies in support of its director nominees. See Rule 14a-19(c). 68 See Rule 14a-19(b)(3). See also, infra Section II.D for a discussion of the minimum solicitation requirement. In our view, the Rule 14a-19(b) notice requirement is necessary to provide a definitive date by which the parties in a contested election will know that use of universal proxies has been triggered and to provide the parties with a definitive date by which they will have the names of all nominees to compile a universal proxy card. The 60-day deadline provides a definitive date far enough in advance of the meeting to give the parties sufficient time to prepare a proxy statement and form of proxy in accordance with the universal proxy requirements. 69 In addition, 60 calendar days before the anniversary of the previous year's annual meeting date does not represent a significant additional burden for most dissidents. The deadline that we are adopting for the notice is 30 calendar days later than the deadline found in most advance notice bylaws, which typically require notice to be delivered no earlier than 120 days and no later than 90 days prior to the first anniversary of the prior year's annual meeting. 70 Based on a review of the filings for the 101 contested elections initiated from 2017-2020, we estimate that dissidents provided some form of notice of their intent to nominate candidates for election to the board of directors 60 or more calendar days prior to the first anniversary of the prior year's annual meeting in 90% of the contests. 71 69 For many registrants, the record date for determining shareholders entitled to notice of the meeting cannot be more than 60 days before the date of such meeting. See, e.g., Del. Code Ann. tit. 8, section 213. Thus, as a practical matter, registrants very rarely file their definitive proxy statement prior to such date. 70 See Sullivan & Cromwell LLP, Proxy Access Bylaw Developments and Trends, at 4 (Aug. 18, 2015), available at https://www.sullcrom.com/siteFiles/Publications/SC_Publication_Proxy_Access_Bylaw_Developments_and_Trends.pdf (“S&C 2015 Report”); Wachtell, Lipton, Rosen & Katz, Nominating and Corporate Governance Committee Guide, at 22 (2015), available at http://www.wlrk.com/files/2015/NominatingandCorporateGovernanceCommitteeGuide2015.pdf. See also Arthur Fleischer, Jr., Gail Weinstein and Scott B. Luftglass, Takeover Defense: Mergers and Acquisitions (9th ed. 2020) (stating, “As of December 31, 2020, over 98% of the S&P 500 firms had at least a 60-day advance-notice requirement for board nominations and/or shareholder proposals”). 71 The sample (“contested elections sample”) is based on staff analysis of EDGAR filings for election contests with dissident preliminary proxy statements filed in calendar years 2017 through 2020, other than election contests involving funds. The staff has identified 101 proxy contests involving competing slates of director nominees during this time period. For purposes of determining the earliest date the dissident provided some form of notice of its intent to nominate candidates for election to the board, staff considered disclosure in the dissident's definitive additional soliciting materials filed under Rule 14a-12, disclosure in amendments to the dissident's Schedule 13D and disclosure in both the registrant's and dissident's proxy statements. A dissident's obligation to comply with the notice requirement is in addition to its obligation to comply with any applicable advance notice provision in the registrant's governing documents. Rule 14a-19's notice requirement is a minimum period that does not override or supersede a longer period established in the registrant's governing documents. 72 In most cases, Rule 14a- 19(b) will not meaningfully impact dissidents because, as discussed above, most registrants' advance notice provisions impose an earlier deadline to provide notice of a dissident's nominees. 73 In those cases, the new requirement does not affect timing considerations, as dissidents would already have signaled to registrants their intent to launch a contest pursuant to the registrants' bylaw requirements. 72 Several commenters expressed concern that the proposed 60-day deadline would shorten the notice that registrants receive of impending proxy contests. See letters from CCMC; CGCIV; Society; IBC. To clarify and address these concerns, where an advance notice bylaw provision requires dissidents to provide earlier notice of its nominees, that longer time period controls. Rule 14a-19(b) establishes a minimum, not a maximum, notice period. 73 According to a law firm report, 99% of the S&P 500 and 95% of the Russell 3000 had advance notice provisions at 2020 year-end. See WilmerHale, 2021 M&A Report, at 6 (2021), available at https://www.wilmerhale.com/en/insights/publications/2021-manda-report ( citing www.SharkRepellent.net ) (“WilmerHale M&A Report”). We acknowledge that where the registrant does not have an advance notice provision in its governing documents, or has such a provision requiring less than 60 days' advance notice, Rule 14a-19(b) imposes an additional obligation. Such late-developing contests are rare. 74 The Rule 14a-19(b) 60-day notice requirement is designed to ensure the orderly conduct of proxy contests under the new universal proxy framework and justifies the potential burden that may arise in the few director contests at companies with no advance notice provision or a provision requiring less than 60 days' advance notice. 74 Based on a review of the contested elections sample, see supra note 71, the staff found that dissidents provided notice of their intent to nominate director candidates fewer than 60 calendar days prior to the shareholder meeting date in 10% of the contests. Despite some commenters' suggestions, 75 we are not adopting exceptions to the 60-day notice deadline imposed by new Rule 14a-19. The universal proxy requirement we are adopting is designed to ensure consistency and predictability in election contests; exceptions to the 60-day deadline would likely invite gamesmanship, create confusion, and fundamentally undermine the goals of the rulemaking. As discussed above, the orderly use of universal proxy cards in director election contests requires timely notice to the registrant, with the 60-day deadline in Rule 14a-19(b) establishing a baseline for such notice. 76 Exceptions to this deadline, or requiring less than 60 days' advance notice, could lead to confusion among registrants, dissidents, and shareholders, as well as increase the risk that universal proxy cards and other proxy materials would not be delivered in a timely and orderly manner. Finally, in response to the commenters who supported allowing contests to take place after the 60-day deadline, 77 we would note that while dissidents who are unable to meet the 60-day notice deadline would be prevented from conducting an election contest under the rule amendments we are adopting, 78 such dissidents would not be prevented from taking other actions to attempt to effectuate changes to the board, such as initiating a “vote no” campaign, conducting an exempt solicitation, or calling a special meeting (to the extent permitted under the registrant's bylaws) to remove existing directors and appoint their own nominees to fill the vacancies. 75 See, in particular, letters from Olshan. 76 Further, as previously noted, most registrants require advance notice under their governing documents far earlier than the Rule 14a-19(b) notice requirement. 77 See supra note 65 and accompanying text. 78 In our view, this is appropriate when balanced against the goals of the rulemaking and the necessity of the notice period for the orderly solicitation process under a mandatory universal proxy system. The Rule 14a-19(b) notice requirement should not deter settlements between dissidents and registrants. Under current market practice, settlements often occur after the parties have filed their proxy statements and even after they have begun soliciting. The new notice requirement therefore is unlikely to affect this practice. Finally, the purpose of the notice requirement is not served by requiring that the notice be made public. However, in practice, each of the dissident and the registrant is likely to publicize the sending of the notice voluntarily. 79 79 For example, depending on the particular facts and circumstances, the registrant may disclose the notice under its Form 8-K filing obligations. We acknowledge the commenter who suggested that a publication requirement could be beneficial to those investors who engage in securities lending, but we see securities lenders' voting practices and record date disclosure practices as outside the scope of this rulemaking, with any concerns more appropriately addressed through a separate effort. C. Registrant's Notice of Its Nominees 1. Proposed Rules Similar to the notice required from a dissident under Rule 14a-19(b), the Commission proposed to require the registrant to notify the dissident of the names of its nominees unless the names have already been provided in a preliminary or definitive proxy statement filed by the registrant. 80 For the registrant, the Commission proposed that the deadline for such notice be no later than 50 calendar days prior to the anniversary of the previous year's annual meeting date. 80 See proposed Rule 14a-19(d). 2. Comments Received Relatively few commenters addressed this proposed requirement. Two commenters expressly supported the proposed notice requirement for registrants. 81 Three others argued in favor of establishing the same notice deadline for registrants and dissidents. 82 One of these commenters believed the proposed later deadline for registrants would give registrants a significant strategic advantage over dissidents in the solicitation. 83 This commenter suggested that registrants should be required to publicly announce their nominees before dissidents are required to provide notice of their nominees. 84 By contrast, two commenters opposed any notice requirement for registrants. 85 81 See letters from CalSTRS; CII. 82 See letters from Olshan; CFA Institute; Elliott. 83 See letters from Olshan. 84 See letters from Olshan. 85 See letters from Society; Sidley. 3. Final Amendments We are adopting Rule 14a-19(d) as proposed. As discussed in the Proposing Release and as explained above in the context of the dissident's notice deadline, notification deadlines are important in a mandatory universal proxy system to provide the parties with a definitive date by which they will have the names of all nominees to compile a universal proxy card. Absent such a requirement for registrants, dissidents could face an informational and timing disadvantage in a universal proxy system. Registrants would know the names of dissident nominees no later than 60 days prior to the meeting, 86 while dissidents would not necessarily know the names of the registrant nominees until the registrant files its preliminary proxy statement, which is only required to be filed at least 10 calendar days before the definitive proxy statement is first sent to shareholders and may be filed much closer to the meeting date. 87 In that case, dissidents would have to wait to file their definitive proxy statement and proxy card until the registrant filed its preliminary proxy statement with the names of the registrant nominees. 86 Because the deadline under proposed Rule 14a-19(b)(1) is tied to the anniversary of the previous year's annual meeting date, 60 calendar days before the meeting date approximates the latest date on which registrants would know the names of dissident nominees. 87 See, as adopted, Rule 14a-19(b)(1); 17 CFR 240.14a-6(a). A deadline that is 10 calendar days after the latest date the registrant will receive the dissident's notice of nominees is appropriate because it provides a sufficient period of time for the registrant to consider the dissident's notice, finalize its nominees, and respond with its own notice of nominees. The 10-day period is appropriate, given that the dissident's notice of nominees may be the first indication of a contested solicitation that the registrant receives. Moreover, the 50-day deadline is appropriate for providing dissidents with timely access to the names of registrant nominees for purposes of preparing a universal proxy card. While the deadline for registrants is 10 days after the deadline for dissidents, as a practical matter, dissidents are unlikely to be disadvantaged because registrant nominees are often existing directors about whom information will already be available. Based on a review of recent contested elections and the staff's experience, dissidents typically do not file their definitive proxy statement more than 50 calendar days before the meeting date. 88 Thus, based on this market practice, we would not expect the rules adopted in this document to delay the timing of the filing of dissident's definitive proxy statement. 88 Because the deadline under Rule 14a-19(d) is tied to the anniversary of the previous year's annual meeting date, 50 calendar days prior to the meeting date approximates the latest date on which registrants would be required to notify the dissident of the names of the registrant's nominees. Based on a review of the contested elections sample, see supra note 71, we estimate that dissidents filed their definitive proxy statement more than 50 calendar days prior to the shareholder meeting date in 20% of the contests. It is possible that a registrant could provide notice of the names of its nominees under Rule 14a-19 and later change its nominees. As with the notice requirement for dissidents, Rule 14a-19(d), as adopted, requires a registrant to promptly notify the dissident of any change in the registrant's nominees. If there is a change in the registrant's nominees after the dissident has disseminated a universal proxy card, the dissident could elect, but would not be required, to disseminate a new universal proxy card reflecting the change in registrant nominees. Each side will generally be incentivized to amend its own card if such a change occurs to make it more appealing to shareholders, who could otherwise turn to the other side's universal proxy card for a current list of director nominees. Votes for an individual nominee who withdraws his or her name from consideration are generally disregarded pursuant to state law, as under current rules. D. Minimum Solicitation Requirement for Dissidents 1. Proposed Rules The Commission proposed, as a key piece of the new universal proxy requirement, that the dissident in a contested election be required to solicit the holders of shares representing at least a majority of the voting power of shares entitled to vote on the election of directors. The Commission also proposed that the dissident would need to affirm its intention to meet the minimum solicitation requirement by making a statement to that effect in its proxy materials and in its notice to the registrant. 89 89 See proposed Rule 14a-19(a)(3) and (b)(3). The minimum solicitation requirement was intended to strike the appropriate balance to ensure that, where a universal proxy requirement is implemented, dissidents must still engage in meaningful independent solicitation efforts in order to have their director nominees elected. Current proxy rules do not obligate a dissident to solicit any number of shareholders or percentage of voting power in an election contest; rather, current rules only require a dissident to furnish a proxy statement to each person solicited. 90 The Proposed Rules were based on the premise that, while registrants would have to include dissident nominees on their universal proxy card, dissidents would be subject to a new requirement to solicit a minimum percentage of voting power. The concept of a minimum solicitation threshold for dissidents remains central to the universal proxy requirement we are adopting, and we have increased the threshold for the reasons discussed below. 90 See 17 CFR 240.14a-3. 2. Comments Received We received significant comment on the proposed minimum solicitation requirement for dissidents. Initially, there was significant support for the majority minimum solicitation requirement proposed. 91 When the comment period was reopened in 2021, however, most commenters who addressed the issue favored an increased minimum solicitation requirement. 92 Most of those advocating an increased solicitation threshold for dissidents recommended either two-thirds or 75% of the voting power. Two commenters advocated a 100% minimum solicitation requirement for dissidents in order to treat retail investors equally with institutional investors and because, as a practical matter, the registrant will solicit all shareholders as well. 93 Two commenters recommended that the Commission adopt a requirement that all soliciting parties solicit proxies from the same number of shareholders, which in practice would likely mean all shareholders (because registrants typically solicit all shareholders). 94 91 See letters from ICI; CII; CalSTRS; CFA Institute; SBA-FL; Carpenters; NY Comptroller; Colorado PERA; AFSCME. 92 See letters from ICI; Society; CCMC; OPERS; Mediant; Elliott; letter dated May 27, 2021 from American Business Conference (“ABC”). CII, in its third letter submitted to the comment file, dated Nov. 8, 2018, indicated that, while it continued to agree with the minimum solicitation requirement as originally proposed, it would—in light of concerns expressed by then-Chairman Clayton—support moving to a higher threshold in the final rule that would (i) increase the minimum solicitation requirement to 75% and (ii) require that the total number of persons solicited exceeds 10. In its fourth and final letter submitted to the comment file, dated Jun. 2, 2021, CII indicated support for moving to a minimum solicitation threshold of two-thirds of outstanding voting power. See also letter from UPWG, which states that a two-thirds dissident minimum solicitation requirement “could also be workable,” while noting that its members held differing views on the subject. See also IAC Report, which also supports increasing the dissident minimum solicitation threshold to 67%. 93 See letters from SIFMA; Mediant. 94 See letters from BM; Mediant. Another commenter urged a minimum solicitation threshold of a majority of shareholder accounts (versus voting power) entitled to vote on director nominations, asserting that this would help ensure meaningful dissident solicitation efforts. 95 Another commenter suggested that the Commission consider whether an additional requirement that a minimum number of registered shareholders are solicited is necessary to prevent frivolous use of universal proxy. 96 95 See letter from Elliott. 96 See letter from CalSTRS. One commenter suggested that, “as a compliance mechanism, a dissident should provide the registrant with a written statement indicating that the dissident has taken the necessary steps to solicit shareholders of at least a majority of the voting power.” 97 Another commenter suggested that registrants should reimburse dissidents for the reasonable costs associated with the solicitation process when at least 50% (or a more appropriate percentage established by the Commission) of a dissident's nominees are elected. 98 Another commenter opposed any type of solicitation requirement for dissidents. 99 97 See letter from CalSTRS. 98 See letter from BM. 99 See letter dated Dec. 5, 2016 from Bulldog Investors, LLC (“Bulldog”) (asserting that “The Commission seems troubled by the prospect that such a condition is needed to deter `nominal' or `frivolous' proxy contests but fails to clearly articulate the actual harm resulting from such contests”). 3. Final Amendments For reasons described in more detail in the Proposing Release, 100 a universal proxy requirement without a minimum solicitation requirement could enable dissidents to capitalize on the registrant's solicitation efforts while relieving dissidents of the time and expense necessary to undertake meaningful solicitation efforts, thereby potentially exposing registrants to frivolous proxy contests. The minimum solicitation requirement establishes a fundamentally important check in that regard. 101 100 See Proposing Release at Section II.B.4. 101 In response to the commenter who questioned whether actual harm results from frivolous contests, unserious contests launched by dissidents who are not truly invested in the registrants they target impose costs on those registrants and their shareholders without a corresponding benefit. See supra Section II.D.2 (discussing comments regarding such contests). After careful consideration of the many comments received on this topic, and an updated economic analysis of the costs and benefits of setting the minimum solicitation threshold at various levels, we have decided to adopt the requirement that dissidents solicit holders of shares representing at least 67% of the voting power of shares entitled to vote on the election of directors. We have raised the threshold from a majority of the voting power to 67% of the voting power in response to commenters' concerns that setting the threshold at the proposed majority of the voting power would insufficiently deter the potential for “freeriding” of dissident nominees on the registrant's proxy card. A 67% threshold represents an appropriate balance between achieving the benefits of the universal proxy requirement for shareholders and preventing dissidents from capitalizing on the inclusion of dissident nominees on the registrant's universal proxy card without undertaking meaningful solicitation efforts. Comments from a wide range of market participants, including comments received from the Universal Proxy Working Group and the IAC indicated that a 67% threshold enjoys broad support and represents a reasonable compromise between the competing policy objectives related to this topic. 102 102 See letter from UPWG and IAC Report. The increase in the dissident minimum solicitation requirement to 67% should mitigate concerns that the originally-proposed threshold would have incentivized dissidents to solicit only the minimum number of shareholders while ignoring all others, particularly retail shareholders with small holdings. Notably, our analysis of data provided by a proxy services provider demonstrates that dissidents overwhelmingly tend to solicit a substantial majority of voting power despite not being subject to any minimum solicitation threshold in contested elections. 103 We agree that a higher threshold better incentivizes dissidents to engage and solicit votes from more shareholders without imposing an undue burden on dissidents. As a practical matter, those shareholders who are not solicited by the dissident will receive the registrant's proxy materials with the names of the dissident's nominees and information on how to access the dissident's materials on the Commission's website. Therefore, those shareholders who wish to do so can take steps to access information about dissident nominees before exercising their vote, whether or not they are solicited by the dissident. As noted above, current proxy rules do not require a dissident to solicit any minimum number of shareholders, so the 67% minimum solicitation threshold we are adopting represents an important step forward in establishing a minimum requirement for dissidents to engage with shareholders. 103 Based on industry data from a proxy services provider, all dissidents solicited a number of shareholders that exceeded a 67% threshold of shares entitled to vote in a sample of 31 proxy contests for annual meetings held between July 1, 2018 and June 30, 2019. In addition, data provided by a proxy services provider for an earlier sample of 35 proxy contests from June 30, 2015 through April 15, 2016, which we used in the economic analysis in the Proposing Release, show that only two dissidents (around 6% of the sample) solicited less than 67% of the shares entitled to vote. See infra Section IV.C.2.a. A requirement for dissidents to solicit holders of 100% of the voting power, as some commenters recommended, would represent a substantial burden on dissidents and would likely deter bona fide efforts by dissidents, particularly those with fewer resources, to elect directors to a registrant's board. 104 While we recognize that a minimum solicitation threshold of anything less than 100% of voting power may mean that dissidents may exclude some retail shareholders from their solicitation efforts, as noted above, current proxy rules do not contain a requirement to solicit any minimum number of shareholders. Under the rules we adopt in this document, as under current rules, the primary incentive for a dissident to solicit is to have its director nominees elected, which remains more likely the more shareholders the dissident solicits. In addition to the sizeable costs imposed by a 100% voting power solicitation requirement, such a requirement would represent a drastic change from current proxy rules, which do not mandate that dissidents solicit even a single shareholder. In establishing a minimum solicitation requirement for dissidents, we are cognizant of the fact that those soliciting on behalf of an incumbent board of directors can, win or lose, routinely expect to be reimbursed by the company for their costs under state law, while a dissident's only hope of reimbursement occurs if its solicitation succeeds, or if it otherwise reaches a settlement with the registrant. 105 A significant increase in the minimum solicitation threshold may therefore further tip the economic scales in favor of the registrant. Finally, given the practical possibility of a very small number of shareholders being unintentionally omitted from a proxy solicitation, we would envision justifiable concerns regarding compliance, and the potential for related gamesmanship contrary to shareholder interests—in the form of registrants seeking to take advantage of dissidents' technical or immaterial failures to solicit every last shareholder account—if a 100% minimum threshold were adopted. 104 See infra Section IV.C.5.b. 105 See IAC Report. One commenter suggested imposing a threshold based on a minimum number of registered shareholders in addition to a voting power threshold “to prevent frivolous use of the Universal Proxy rule.” 106 We do not agree that such a requirement is necessary to prevent proxy contests where dissidents have no intention of conducting their own solicitations. We note that there are relatively few registered shareholders, as the vast majority of voting shares of public companies are held in “street name” through securities intermediaries (such as broker-dealers). 107 Imposing an additional requirement for dissidents to solicit those relatively few registered shareholders when most voting shares are held by “street name” shareholders would increase the burdens on dissidents while doing little to address the freeriding concerns discussed above. 106 See letter from CalSTRS. 107 See Concept Release on the U.S. Proxy System, Release No. 34-62495 (Jul. 14, 2010) [75 FR 42982 (Jul. 22, 2010)], at Section II.A, for an explanation of registered shareholders and “street name” shareholders. For similar reasons, a requirement for the dissident to solicit a minimum number of all shareholder accounts (both registered and “street name” shareholders), as suggested by one commenter, could impose significantly higher burdens on dissidents, particularly those seeking to effect change at large, widely-held public companies. 108 A requirement to solicit a minimum of 67% or even a majority of the shareholder accounts could result in dissidents having to deliver proxy statements and universal proxy cards to thousands or tens of thousands of shareholder accounts, including those that have relatively few shares entitled to vote on the director election. The high cost of such deliveries could unduly deter many dissidents, particularly those with fewer resources, from attempting to effect change by contesting the election of registrants' nominees. Such a burden is unnecessary to address the freeriding concerns underlying the minimum solicitation requirement. 108 See infra notes 390-397 and accompanying text for a detailed discussion of the potential costs associated with such a requirement. We have not adopted a special mechanism for ensuring compliance with the minimum solicitation requirement because existing proxy rules are adequate in that regard. If a dissident fails to meet the 67% minimum solicitation threshold, that failure would constitute a violation of Rule 14a-19 and the dissident would face the same liability as if it had violated any other proxy rules. In addition, Rule 14a-19(a)(3) requires dissidents to include a statement in the proxy statement or form of proxy that it intends to solicit holders of shares representing at least 67% of the voting power of shares entitled to vote on the election of directors. The dissident would be subject to liability under 17 CFR 240.14a-9 (Exchange Act Rule 14a-9), which prohibits material misstatements or omissions in proxy soliciting materials, if such a statement is false. In response to the suggestion that registrants reimburse dissidents for the reasonable costs associated with the solicitation process when at least 50% of a dissident's nominees are elected, the universal proxy rules are not intended to address the appropriate cost-sharing between registrants and dissidents for soliciting fees, which is a separate issue. The purpose of the minimum solicitation requirement is to prevent freeriding by dissidents who want to take advantage of the benefits of the universal proxy requirement but do not intend to undertake meaningful solicitation efforts. We also note that registrants often have policies in their governing documents outlining when reimbursement can be sought, and the universal proxy requirement is not intended to intrude into those arrangements. We acknowledge the concern regarding some retail investors not receiving proxy materials from dissidents electing to solicit the minimum required. Increasing the minimum solicitation threshold to 67% of the voting power may help address this concern. However, as explained above, we must balance this concern against the risk of imposing undue costs on dissidents and thereby deterring legitimate, potentially value-enhancing contests. Finally, we recognize any minimum solicitation requirement imposes on the dissident the costs of delivering proxy materials to shareholders. To address this concern, the adopted rules, like the Proposed Rules, do not mandate a specific method of furnishing the proxy materials. A dissident may choose to use the less costly e-proxy delivery method ( i.e., the “notice and access” method of mailing a notice of internet availability and posting the proxy materials on a website) should it wish. 109 We also acknowledge that some dissidents might have chosen to initiate contests to pursue goals other than changes in board composition, such as to publicize a particular issue or to encourage management to engage with the dissident. 110 Such contests will not be possible without meaningful solicitation efforts under the rules we adopt in this document. 109 See infra Section IV.B.2.b for additional detail regarding this topic. 110 See discussion in Section IV.B.2.c infra. E. Dissident's Requirement To File Definitive Proxy Statement 25 Calendar Days Prior to Meeting 1. Proposed Rules The Commission proposed to require a dissident in a contested election to file its definitive proxy statement with the Commission by the later of 25 calendar days prior to the meeting date or five calendar days after the registrant files its definitive proxy statement, regardless of the proxy delivery method. As proposed, the five calendar day deadline would be triggered if the registrant files its definitive proxy statement fewer than 30 calendar days prior to the meeting date, in which case the dissident would be required to file its definitive proxy statement no later than five calendar days after the registrant files its definitive proxy statement. 2. Comments Received We received few comments on this proposed requirement. Three commenters expressed support for the deadline imposed on dissidents to file their definitive proxy statement with the Commission. 111 One commenter opposed a filing deadline for the dissident in the absence of a similar deadline for registrants. 112 This commenter advocated requiring the registrant to publicly disclose in a Form 8-K the names of its nominees, as well as other information about the shareholder meeting, such as the record and meeting dates, at least 30 days before the earlier of the nomination deadline under the registrant's governing instruments or the notice deadline established in proposed Rule 14a-19. 113 One commenter proposed, as a disciplinary measure, that if a dissident fails to file and disseminate its definitive proxy statement by the deadline, then the dissident should be prohibited from engaging in a proxy contest at any registrant (or at least, the registrant in question) for a period of time ( e.g., three years). 114 111 See letters from ICI; CFA Institute; CII. 112 See letters from Olshan. 113 See letters from Olshan. 114 See letter from Sidley. 3. Final Amendments We are adopting, as proposed, the requirement that a dissident in a contested director election file its definitive proxy statement with the Commission by the later of 25 calendar days prior to the meeting date or five calendar days after the registrant files its definitive proxy statement. Due to the typical sequencing of registrant and dissident proxy filings, as well as the fact that dissidents may choose not to solicit all shareholders, shareholders may not have seen information about the dissident's nominees when they receive a universal proxy card from the registrant. Therefore, a dissident filing deadline is appropriate to help ensure that shareholders who receive a universal proxy card will have access to information about all nominees sufficiently in advance of the meeting. 115 We recognize, however, that some shareholders could receive the registrant's proxy statement and submit their votes on the registrant's universal proxy card before the dissident's proxy statement is available. The 25 calendar day deadline will provide those shareholders with sufficient time to access the dissident's proxy statement, once available, and to change their votes if preferred. 115 As discussed in Section II.F infra, we are also adopting a requirement that each party in a contested election include a statement in its proxy materials referring shareholders to the other party's proxy statement for information about the other party's nominees and explaining that shareholders can access the other party's proxy statement on the Commission's website. Because this required disclosure will be included in the registrant's proxy materials, which all shareholders would likely receive, the rules should ensure that even those shareholders that do not receive the dissident's proxy materials will have access to information about the dissident's nominees. We acknowledge that dissidents that use the full set delivery method in a contested election have not previously been subject to a filing deadline for their definitive proxy statement, and thus this new requirement will impose a new filing deadline for such dissidents. 116 Although some dissidents may be required under the final rules to prepare their proxy statements earlier than they would have otherwise, dissidents filed their definitive proxy statement 25 or more calendar days prior to the shareholder meeting date in 82% of the contests initiated in 2017 through 2020. 117 Therefore, the new filing deadline should not impose a significant additional burden for most dissidents. 116 We understand from a proxy services provider that in the 31 proxy contests from July 1, 2018 through June 30, 2019, dissidents sent full sets of proxy materials to each of the shareholders solicited. Dissidents that elect notice and access delivery are currently required to make their proxy statement available by the later of 40 calendar days prior to the meeting date or 10 calendar days after the registrant files its definitive proxy statement. For such dissidents, the new filing deadline will provide five fewer days to furnish a proxy statement where the registrant files its definitive proxy statement less than 30 calendar days before the meeting date, which we estimate occurred in 11% of recent contested elections. Based on past practice, as described above, we would not expect a dissident to elect notice and access delivery in a contested election, although it is unclear whether this practice would change under the rules adopted in this document. 117 Based on staff analysis of the contested elections sample. See supra note 71 and infra note 219 and accompanying text. The data is based on 74 out of 101 identified proxy contests since the dissident did not file a definitive proxy statement in 27 cases. We are not adopting a filing deadline for registrants. State corporate statutes generally require a registrant to hold an annual shareholder meeting for the purpose of electing directors, and those statutes generally impose a quorum requirement for such meetings. 118 Unlike dissidents, registrants therefore already have an incentive to file the definitive proxy statement and proxy card 119 to solicit proxies well in advance of the meeting date to achieve a quorum for the meeting. For example, based on a review of the 101 contested elections initiated from 2017 through 2020, the staff found that registrants filed their definitive proxy statement 25 or more calendar days prior to the shareholder meeting date in over 95% of the contests. 120 We also note that where the registrant nominees are incumbent directors, shareholders will have access to information about those nominees from prior Commission filings before the registrant files and disseminates its definitive proxy statement. 118 See, e.g., Del. Code. Ann. tit. 8, section 211(b) and section 215(c). 119 The definitive proxy statement, form of proxy and all other soliciting materials must be filed with the Commission no later than the date they are first sent or given to shareholders. 17 CFR 240.14a-6(b). 120 Based on staff analysis of the contested elections sample. See supra note 71. We recognize that it is possible that a registrant will have prepared and disseminated its definitive proxy statement, including a universal proxy card more than 25 calendar days before the meeting ( i.e., the general deadline under Rule 14a-19 for a dissident to file its definitive proxy statement with the Commission). If a registrant discovers after disseminating its universal proxy card that a dissident failed to file its definitive proxy statement 25 calendar days prior to the meeting (or five calendar days after the registrant files its definitive proxy statement), 121 the registrant could elect to disseminate a new, non-universal proxy card including only the names of the registrant's nominees. Where a dissident fails to comply with Rule 14a-19, the new rules will not permit the dissident to continue with its solicitation under 17 CFR 240.14a-1 through 240.14a-21 and Schedule 14A (Regulation 14A). 121 A dissident could meet the deadline for director nominations under the company's governing documents and the deadline for providing notice to the registrant under Rule 14a-19 but fail to proceed with or later abandon its solicitation. This could happen for a number of reasons. For example, the dissident and the registrant may enter into a settlement agreement, the dissident may elect to discontinue its solicitation for another reason or the dissident may fail to comply with some aspect of Rule 14a-19. In response to the commenter who suggested we adopt a specific penalty for dissidents who fail to file a definitive proxy statement by the deadline, we believe that existing proxy rules serve as an adequate deterrent, in a similar manner to that explained above in the context of a potential violation of the new minimum solicitation requirement. If a dissident fails to file its definitive proxy statement by the new deadline prescribed, that failure would constitute a violation of Rule 14a-19 and the dissident would face the same liability as if it had violated any other proxy rules. Because a registrant may disseminate a universal proxy card before discovering that a dissident is not proceeding with its solicitation, we are requiring the registrant, as proposed, to include disclosure in its proxy statement advising shareholders how it intends to treat proxy authority granted in favor of a dissident's nominees in the event the dissident abandons its solicitation or fails to comply with Regulation 14A. 122 122 See newly-adopted Item 21(c) of Schedule 14A. As a result of the adopted rules described above, and as set out in the Proposing Release, the overall timing of the process for soliciting universal proxies generally would operate as follows: Due date Action required No later than 60 calendar days before the anniversary of the previous year's annual meeting date or, if the registrant did not hold an annual meeting during the previous year, or if the date of the meeting has changed by more than 30 calendar days from the previous year, by the later of 60 calendar days prior to the date of the annual meeting or the tenth calendar day following the day on which public announcement of the date of the annual meeting is first made by the registrant. [new Rule 14a-19(b)(1)] Dissident must provide notice to the registrant of its intent to solicit the holders of at least 67% of the voting power of shares entitled to vote on the election of directors in support of director nominees other than the registrant's nominees and include the names of those nominees. No later than 50 calendar days before the anniversary of the previous year's annual meeting date or, if the registrant did not hold an annual meeting during the previous year, or if the date of the meeting has changed by more than 30 calendar days from the previous year, no later than 50 calendar days prior to the date of the annual meeting. [new Rule 14a-19(d)] Registrant must notify the dissident of the names of the registrant's nominees. No later than 20 business days before the record date for the meeting. [existing 17 CFR 240.14a-13 (Rule 14a-13)] Registrant must conduct broker searches to determine the number of copies of proxy materials necessary to supply such material to beneficial owners. By the later of 25 calendar days before the meeting date or five calendar days after the registrant files its definitive proxy statement. [new Rule 14a-19(a)(2)] Dissident must file its definitive proxy statement with the Commission. F. Access to Information About All Nominees 1. Proposed Rules The Commission proposed new Item 7(h) of Schedule 14A (relettered as Item 7(f) in this document) to require that each party in a contested election refer shareholders to the other party's proxy statement for information about the other party's nominees and explain that shareholders can access the other party's proxy statement without cost on the Commission's website. The Commission also proposed to revise Rule 14a-5(c) to permit the parties to refer to information that would be furnished in a filing of the other party to satisfy their disclosure obligations. 123 Taken together, these proposed changes were intended to enable shareholders to access information with respect to all nominees when they receive a universal proxy card. Finally, the Commission proposed to change the definition of “participant” in Instruction 3 to Items 4 and 5 of Schedule 14A to ensure that, even though all nominees would be included on the universal proxy card, only the party's own nominees would be considered “participants” in that party's solicitation. 123 Prior to these rule changes, Rule 14a-5(c) permits parties only to refer to information that has already been furnished in a filing of another party. 2. Comments Received Several commenters expressed support for the requirements that each soliciting person in a contested election must refer shareholders to the other party's proxy statement for information about the other party's nominees and must explain that shareholders can access the other party's proxy statement without cost on the Commission's website. 124 Many of these commenters indicated that such a statement is sufficient and no additional information, such as instructions as to how to access proxy statements on the Commission's website or a hyperlink to that website, is necessary. 125 One of these commenters noted that requiring a reference to proxy materials available on the Commission's website will allow shareholders to make an informed voting decision where they receive a proxy statement and universal proxy card from only one soliciting party. 126 124 See letters from CII; Fidelity; CFA Institute; SBA-FL; Carpenters; NY Comptroller; CalSTRS; Colorado PERA; AFSCME. 125 See letters from CII; SBA-FL; Carpenters; NY Comptroller; CalSTRS; Colorado PERA; AFSCME. 126 See letter from Fidelity. Several commenters expressed concern that retail investors would not receive proxy materials from dissidents electing to solicit the minimum required. 127 One of these commenters indicated that shareholders omitted from the dissident's solicitation would be at an informational disadvantage, making it difficult for those shareholders to make informed voting decisions which would potentially discourage shareholders from participating in the election. 128 Two commenters suggested adopting an additional requirement to include a toll-free telephone number where shareholders could request paper copies of proxy materials free of charge. 129 To permit retail investors to obtain dissident materials without having to navigate the Commission website, two commenters suggested permitting broker-dealers to provide dissident proxy materials to shareholders upon request and requiring dissidents to bear any associated costs. 130 127 See letters from BM; SIFMA; ABC; CCMC; CGCIV; Davis Polk; letter dated Jan. 9, 2017 from Business Roundtable (“BR”). 128 See letter from BR. 129 See letters from Fidelity; SIFMA. 130 See letters from Fidelity; SIFMA. Two commenters argued that requiring both the registrant and dissident to “publicize the election campaign” of the opposing side in the contest is an inappropriate attempt by the Commission to compel corporate speech, in contravention of the First Amendment. 131 131 See letters from CCMC; CGCIV. 3. Final Amendments We are adopting, as proposed: (i) New Item 7(f) of Schedule 14A, (ii) the changes to Rule 14a-5(c) described above, and (iii) the changes to Items 4 and 5 of Schedule 14A described above, in each case for the reasons detailed in the Proposing Release. 132 Although we acknowledge the views of the dissenting commenters described above, the final rule changes will sufficiently enable shareholders to access information with respect to all nominees when they receive a universal proxy card. Requiring a new toll-free telephone number is unnecessary, given that existing rules already mandate that proxy statements include information on how to obtain paper copies. 133 In our view, the Commission website, including the EDGAR system, is sufficiently user-friendly, with available aids and ongoing enhancements, for all investors to access proxy statements filed with the Commission through a simple search, and we therefore disagree that retail investors will lack the information to locate such materials. Furthermore, proxy solicitors and others involved in the contest are available to assist retail investors in this regard. Given these facts, the imposition of additional costs on dissidents in connection with additional delivery procedures, such as through required reimbursement of broker-dealers, would not be justified. 132 See Proposing Release at Section II.B.5.b. 133 See 17 CFR 240.14a-16 (Rule 14a-16). Finally, we do not agree with commenters that suggest that the final rule runs afoul of the First Amendment. Far from being “controversial corporate speech,” 134 the rule simply provides shareholders voting by proxy with the same information—the names of all the candidates for whom they can vote—as they would receive if they attended the shareholder meeting in person, and is squarely within the “economic or investor protection benefits that our rules ordinarily strive to achieve.” 135 Under the existing proxy rules, soliciting parties in a contest commonly direct shareholders to required disclosure that appears in the other side's proxy statement. 136 134 See letters from CCMC; CGCIV. 135 Nat'l Ass'n of Manufacturers v. SEC, 800 F.3d 518, 521 (D.C. Cir. 2015) (internal quotation marks omitted). Similarly, we do not agree with the commenter's suggestion that the rule requires a corporation to “subsidize and publicize” speech with which it may not agree; the rule requirements may be met by, for example, the registrant simply pointing out that the opponent's materials can be accessed at no cost on the Commission's website. 136 See Rule 14a-5(c). G. Formatting and Presentation of the Universal Proxy Card 1. Proposed Rules The Commission proposed Rule 14a-19(e) to include the following presentation and formatting requirements for universal proxy cards: • The proxy card must set forth the names of all duly nominated director candidates; • The proxy card must provide a means for shareholders to grant authority to vote for the nominees set forth; • The proxy card must clearly distinguish among registrant nominees, dissident nominees, and any proxy access nominees; • Within each group of nominees, the nominees must be listed in alphabetical order by last name on the proxy card; • The same font type, style and size must be used to present all nominees on the proxy card; • The proxy card must prominently disclose the maximum number of nominees for which authority to vote can be granted; and • The proxy card must prominently disclose the treatment and effect of a proxy executed in a manner that grants authority to vote for more nominees than the number of directors being elected, in a manner that grants authority to vote for fewer nominees than the number of directors being elected, or in a manner that does not grant authority to vote with respect to any nominees. In addition, where both parties have presented a full slate of nominees and there are no proxy access nominees, the Commission proposed Rule 14a-19(f), which would allow (but not require) the universal proxy card to provide the ability to vote for all dissident nominees as a group and all registrant nominees as a group. 2. Comments Received The formatting and presentation requirements for the universal proxy card and whether each party in a contest should be permitted to customize and use its own universal proxy card were the subject of multiple comments. Many commenters expressly supported the Proposed Rules' presentation and formatting requirements. 137 Some favored a more prescriptive approach, including standardized colors for registrant and dissident proxy cards, noting that priority should be afforded to standardization and uniformity to avoid shareholder confusion. 138 Several commenters favored mandating identical or similar universal proxy cards, 139 including specific requirements for font, style, and text size across both cards. 140 137 See letters from Colorado PERA; CalSTRS; SBA-FL; Carpenters; NY Comptroller; AFSCME; UPWG; ISS. 138 See letters from Sidley; OPERS; CFA Institute; UPWG; CII. 139 See letters from Mediant; ISS; Broadridge Financial Solutions, Inc.; Bulldog. 140 See letter from SIFMA. 3. Final Amendments We are adopting the formatting and presentation requirements for universal proxy cards as proposed. As under current rules, each side will disseminate its own proxy card. Each side will be free to choose the design of its card, subject to the requirements of the final rules. As discussed in the Proposing Release, we considered the merits of creating a system whereby the registrant and dissident distribute an identical card, with the only difference being the persons given proxy authority on the card. In our view, such a system would be inferior to the one adopted in this document for the reasons discussed in the Proposing Release. 141 While we recognize the potential benefits of more prescriptive requirements for the universal proxy card, the final rules, as adopted, appropriately strike a balance between ensuring clarity and fairness on the one hand while preserving flexibility on the other. Under current proxy rules, each side in a contest has the ability to design and use its own proxy card, subject to the requirements set forth in the proxy rules. This ability will continue under the new rules we adopt. Rather than specifically mandating a set format for each card or requiring that each side's universal proxy card look identical to the other's, we are allowing each party some latitude in designing and distributing its own universal proxy card. However, we note that the font type, style, and size must be consistent for all nominees presented on the same card. This should avoid concerns about bolding or otherwise drawing attention to certain candidates. The goal of our adopted rules with respect to the formatting and presentation of the universal proxy cards is to ensure clarity and fairness in presentation, so that the cards allow shareholders to make an informed voting decision, while at the same time providing flexibility for each side in a contest to craft its own card, as under current rules. 141 See Proposing Release at Section II.B.6. Though we understand the concern of commenters who worry about the potential for shareholder confusion in the absence of additional formatting and presentation requirements, including the standardization of proxy card colors, we disagree that such additional regulation is necessary. Existing disclosure requirements, such as the Rule 14a-4(a) requirement that the proxy card prominently identify whether the card is sent by the registrant or dissident, along with the new presentation requirements described above, will sufficiently inform shareholders as to the party sending the card and mitigate any potential confusion resulting from the universal proxy cards. We do not believe it is necessary to limit each soliciting party to a specific color proxy card to ensure shareholders know which party is soliciting their vote, and we note that this is not a limitation under current rules. Furthermore, any potential confusion over which side may be sending a particular card may be less consequential, as each side's card will list the full group of nominees from both sides. In addition, permitting each side to use its own proxy card will preserve each side's ability to exercise discretionary authority under Rule 14a-4(c). As explained in the Proposing Release, we did consider a system whereby the registrant would distribute a single universal proxy card that would include the names of the registrant's nominees and the dissident's nominees, as well as all other proposals to be considered at the meeting. 142 However, our reasons for rejecting that idea in the Proposing Release still hold. 143 142 See Proposing Release at Section II.B.6. 143 In addition to the reasons set out in the Proposing Release, we agree with the reasoning set out in the letter from UPWG: “We believe both of these alternative models could cause unnecessary disruption for market participants accustomed to the circulation of two competing cards. The core improvement we seek is the ability of shareholders to use any proxy card they choose to vote for any combination of board nominees they prefer.” Finally, we adopt, in slightly modified form, the rule that permits (but does not require) the universal proxy card to allow a shareholder to grant authority to vote for all of the nominees of either the dissident or the registrant as a group, so long as the card also provides a similar means by which a shareholder can withhold authority to vote for such group of nominees and so long as the number of nominees of the registrant or the dissident is less than the number of directors being elected. 144 A new instruction to the adopted rule clarifies that, where applicable state law gives legal effect to votes cast against a nominee, a soliciting party that wishes to present the “for-all” voting option described above on its universal proxy card must also provide shareholders an “against-all” option rather than a “withhold-all” option. 145 144 See Rule 14a-19(f). Under the final rules and to avoid shareholder confusion, where the form of proxy includes one or more shareholder “proxy access” nominees, the form of proxy may not confer the ability to vote for the registrant and dissident nominees as a group. 145 See Instruction 2 to paragraph (f) of Rule 14a-19. See also Section II.H below and similar changes to the text of Rule 14a-4. H. Director Election Voting Standards Disclosure and Voting Options 1. Proposed Rules The Commission proposed additional amendments to the form of proxy and disclosure requirements with respect to voting options and voting standards that would apply to all director elections. 146 First, the Proposed Rules would amend Rule 14a-4(b) to: (1) Mandate the inclusion of an “against” voting option in lieu of a “withhold authority to vote” option on the form of proxy for the election of directors where there is a legal effect to such a vote; and (2) provide shareholders who neither support nor oppose a director nominee an opportunity to “abstain” (rather than “withhold authority to vote”) in a director election governed by a majority voting standard. 147 Second, the proposed rule would amend Item 21(b) of Schedule 14A to expressly require the disclosure of the effect of a “withhold” vote. Finally, the Proposed Rules would delete the phrase “the method by which votes will be counted” from Item 21(b) of Schedule 14A. 146 The proposed amendments to the form of proxy and disclosure requirements with respect to voting options discussed in this section would apply to funds. 147 See proposed Rule 14a-4(b)(4). 2. Comments Received Several commenters supported the proposed requirement that the form of proxy for a director election governed by a majority voting standard include a means for shareholders to vote “against” each nominee and a means for shareholders to “abstain” from voting in lieu of providing a means to “withhold authority to vote.” 148 Many of these commenters requested that the Commission further amend the proxy rules to prohibit registrants from providing an “against” voting option if making that choice has no legal impact on the outcome of the election and to require registrants to refer to voting options consistently throughout the proxy materials. 149 One commenter suggested that Instruction 2 to Rule 14a-4(b)(2) be eliminated entirely, and that same commenter recommended that the Commission replace the “withhold” voting option with an “abstain” option for director elections governed by a plurality voting standard. 150 148 See letters from CII; Colorado PERA; CalSTRS; SIFMA; SBA-FL; NY Comptroller; AFSCME; Carpenters; letter dated Jun. 7, 2021 from California Public Employees' Retirement System (“CalPERS”). 149 See letters from CII; CalSTRS; SBA-FL; NY Comptroller; Colorado PERA; AFSCME. 150 See letter from Carpenters. Several commenters addressed the proposed changes to Item 21 of Schedule 14A. These commenters supported the proposed amendment to Item 21(b) of Schedule 14A to require the disclosure of the effect of a “withhold” vote. 151 Another commenter believed that the phrase “the method by which votes will be counted” in Item 21 of Schedule 14A should be retained, in order to clarify for shareholders the effect of each voting option presented on the proxy card, as well as how each voting option will be counted. 152 151 See letters from CalPERS; CII. 152 See letter from Carpenters. 3. Final Amendments We are adopting the rule amendments with the modifications described below. Rule 14a-4(b) mandates, as proposed, the inclusion of an “against” voting option in lieu of a “withhold authority to vote” option on the form of proxy for the election of directors where there is a legal effect to such a vote. It also provides shareholders who neither support nor oppose a director nominee an opportunity to “abstain” (rather than “withhold authority to vote”) in a director election governed by a majority voting standard. These changes will provide shareholders with a better understanding of the effect of their votes on the outcome of the election. We also have not eliminated Instruction 2 to Rule 14a-4(b)(4), as one commenter had requested, because it may provide useful guidance about voting options where applicable state law gives legal effect to votes cast against a nominee. We agree with commenters, however, that including an “against” voting option on a proxy card where there is no legal effect to such vote is unnecessarily confusing for shareholders and have therefore amended Rule 14a-4(b) to prohibit such a voting option on the proxy card where such votes have no legal effect. Further, in light of comment received from the public, we are retaining the phrase “the method by which votes will be counted” from Item 21(b) of Schedule 14A to avoid any ambiguity regarding the need for clear disclosures in the proxy statement regarding the effect of each voting option presented to shareholders. I. Bona Fide Nominee and Short Slate Rules 1. Elimination of the Short Slate Rule a. Proposed Rules The Commission proposed to amend Rule 14a-4(d) to eliminate the short slate rule for registrants other than funds. The short slate rule allows dissidents soliciting in support of a partial slate of nominees that would make up a minority of the board of directors to seek authority to vote for some of a registrant's nominees. 153 The Proposed Rules would eliminate the short slate rule for operating companies because it would be unnecessary with a universal proxy requirement and the revised bona fide nominee rule. The Proposed Rules, however, would maintain the short slate rule for funds, since, as proposed, they would not be included in the universal proxy requirement. 154 153 See Rule 14a-4(d)(4). Rule 14a-4(d)(4)(ii) provides that a dissident using the short slate rule may not name the registrant nominees for which it will vote using proxy authority; rather, the dissident may name only those registrant nominees for which it is not seeking proxy authority. This requirement may render the proxy card confusing for shareholders. 154 See infra Section II.J. b. Comments Received Relatively few commenters addressed the proposed elimination of the short slate rule for operating companies that would be subject to a mandated universal proxy requirement. Several commenters supported its elimination in connection with the adoption of a universal proxy requirement, noting that such a system would eliminate many of the practical constraints associated with the short slate rule (as well as the bona fide nominee rule). 155 Another commenter similarly supported the changes, but also advocated retaining the short slate rule, in optional form, if the universal proxy requirement is not mandated. 156 155 See letters from Elliott; CFA Institute. 156 See letter from Colorado PERA. c. Final Amendments We are eliminating the short slate rule, as proposed, for operating companies that will be subject to the final rules mandating the use of universal proxy cards. The revisions we adopt to the bona fide nominee rule, 157 along with the changes to mandate the use of a universal proxy card in all non-exempt director election contests, obviate the need for the short slate rule for operating companies. The amended short slate rule, however, will continue to be available for funds in contested elections, which will not be subject to the universal proxy requirements at this time. 158 If we later adopt rule changes to make the universal proxy requirement applicable to some or all funds, we will consider whether to eliminate the short slate rule completely at that time. 157 See infra Section II.I.2. 158 See Rule 14a-4(d)(1)(ii)(A)-(D). 2. Modification of the Bona Fide Nominee Rule a. Proposed Rules In order to facilitate the ability of both parties in a contested election to include the names of all nominees on each side's proxy card, the Proposed Rules would revise the bona fide nominee rule. To remove the technical impediment to including the names of the other side's nominees on a universal proxy card created by Rule 14a-4(d)(1) and (4), the Proposed Rules would revise the determination of a “bona fide nominee” in Rule 14a-4(d). 159 The proposed revisions would change the requirement that a nominee consent to being named in “the” proxy statement of the party listing that nominee on its card, to a more general requirement that a nominee consent to being named in “a” proxy statement of either side in the contest. Proposed Rule 14a-4(d)(1)(i) would maintain the requirement that a nominee consent to serve, if elected. 159 See proposed Rule 14a-4(d)(1)(i). Without the adoption of the proposed revisions, Rule 14a-4(d)(1) and (4) would limit the ability of one side in a contested election from seeking proxy authority to vote for any director nominee unless such nominee consented to being named in that side's proxy statement, and to serve if elected. b. Comments Received Multiple commenters who supported the adoption of a universal proxy requirement supported the proposed changes to the bona fide nominee rule to effectuate that system. 160 Several of these commenters expressly supported allowing a soliciting party to include the names of some or all of the registrant's nominees on its own proxy card even when the soliciting party is not nominating its own candidates. 161 160 See, e.g., letters from CII; CalSTRS; CalPERS; Colorado PERA; UPWG; NY Comptroller; AFSCME; SBA-FL; Elliott; CFA Inst [Text truncated at 120,000 characters. The full text is on the page linked above.] --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/fr%3A2021-25492. Public record. Not legal advice.