Veramark Technologies, Inc. DEF 14A
SCHEDULE 14A
(RULE 14a-101)
INFORMATION REQUIRED IN PROXY STATEMENT
SCHEDULE 14A INFORMATION
PROXY STATEMENT PURSUANT TO SECTION 14(a) OF THE SECURITIES
EXCHANGE ACT OF 1934
Filed by the Registrant þ
Filed by a Party other than the Registrant o
Check the appropriate box:
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Preliminary Proxy Statement |
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Confidential, for Use of the Commission Only (as permitted by Rule 14a-6(e)(2)) |
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Definitive Proxy Statement |
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Soliciting Material Pursuant to Section 240.14a-11c or Section 240.14a-12 |
VERAMARK TECHNOLOGIES, INC.
(Name of Registrant as Specified In Its Charter)
(Name of Person(s) Filing Proxy Statement)
Payment of Filing Fee (Check the appropriate box):
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No fee required. |
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Fee computed on table below per Exchange Act Rules 14a-6(i)(1) and 0-11. |
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TABLE OF CONTENTS
VERAMARK TECHNOLOGIES, INC.
3750 Monroe Avenue
Pittsford, New York 14534
NOTICE OF
ANNUAL MEETING OF STOCKHOLDERS
TO BE HELD MAY 1, 2006
To the stockholders of
VERAMARK TECHNOLOGIES, INC.:
Notice is hereby given that the Annual Meeting of Stockholders of Veramark Technologies, Inc.
(the Company) will be held at the Companys offices at 3750 Monroe Avenue, Pittsford, New York,
on May 1, 2006, beginning at 10:00 a.m. local time, for the following purposes:
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To elect five Directors, each to serve a term of one year; |
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(2) |
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To ratify the appointment of independent auditors for the year ending
December 31, 2006; and |
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(3) |
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To consider and take action upon such other matters as may properly come before the
meeting or any adjournment thereof. |
The Board of Directors has fixed the close of business on March 10, 2006 as the record date
for the determination of stockholders entitled to notice of and to vote at the meeting.
All stockholders are invited to attend the meeting in person. However, if you are unable to
attend the meeting, it is nevertheless important that you be represented. A Proxy is enclosed for
that purpose. Please sign, date and return promptly the enclosed Proxy in the accompanying
envelope. No postage is necessary if mailed in the United States.
Your attention is directed to the Proxy Statement submitted with this notice.
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By Order of the Board of Directors |
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Robert N. Latella |
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Secretary |
Dated: March 27, 2006
THIS IS AN IMPORTANT MEETING. STOCKHOLDERS ARE URGED TO VOTE BY SIGNING, DATING AND RETURNING THE
ENCLOSED PROXY IN THE ENCLOSED ENVELOPE TO WHICH NO POSTAGE NEED BE AFFIXED IF MAILED IN THE UNITED
STATES.
VERAMARK
TECHNOLOGIES, INC.
3750 MONROE AVENUE
PITTSFORD, NEW YORK 14534
PROXY
STATEMENT FOR ANNUAL MEETING OF STOCKHOLDERS
TO BE HELD MAY 1, 2006
This Proxy Statement is furnished to stockholders in connection with the solicitation of
proxies by the Board of Directors of Veramark Technologies, Inc. (the Company) in connection with
the Annual Meeting of Stockholders of the Company to be held on May 1, 2006 at 10:00 a.m., local
time, at the Companys office at 3750 Monroe Avenue, Pittsford, New York (the Meeting). A copy of
the Companys Annual Report to Stockholders for the fiscal year ended December 31, 2005 accompanies
this Proxy Statement. Additional copies of the Annual Report, Notice, Proxy Statement and Form of
Proxy may be obtained from the Companys Secretary, 3750 Monroe Avenue, Pittsford, New York 14534.
A copy of the Companys Form 10-K filed with the Securities and Exchange Commission (SEC) is
available without charge upon written request to the Companys Secretary at the Companys corporate
offices, or from the SECs website at www.sec.gov. This Proxy Statement, Annual Report and Form of
Proxy will first be sent to stockholders on or about March 27, 2006.
SOLICITATION AND REVOCABILITY OF PROXIES
The enclosed proxy for the Meeting is being solicited by the directors of the Company. Any
person giving a proxy may revoke it at any time prior to the exercise thereof by filing with the
Secretary of the Company a written revocation or duly executed proxy bearing a later date. The
proxy may also be revoked by a stockholder attending the Meeting, withdrawing the proxy and voting
in person.
The expense of preparing, printing and mailing the form of proxy and the material used in the
solicitation thereof will be borne by the Company. In addition to solicitation by mail, proxies may
be solicited by the directors, officers and regular employees of the Company (who will receive no
additional compensation therefore) by means of personal interview, telephone or facsimile. It is
anticipated that banks, brokerage houses and other institutions, custodians, nominees, fiduciaries
or other record holders will be requested to forward the soliciting material to persons for whom
they hold shares and to seek authority for the execution of proxies; in such cases, the Company
will reimburse such holders for their charges and expenses.
VOTING SECURITIES AND PRINCIPAL HOLDERS THEREOF
The close of business on March 10, 2006 has been fixed as the record date for determination of
the stockholders entitled to notice of, and to vote at, the Meeting. On that date there were
outstanding and entitled to vote 8,839,365 shares of common stock, par value $.10 per share, of the
Company (the Common Stock) each of which is entitled to one vote on each matter at the Meeting.
Pursuant to the Companys Bylaws, directors will be elected by a majority of the votes cast at
the Meeting and the proposal to ratify the appointment of the independent auditors for 2006 will
require a majority of the votes cast at the Meeting.
The presence, in person or by properly executed proxy, of the holders of shares of Common
Stock entitled to cast a majority of all the votes entitled to be cast at the Meeting is necessary
to constitute a quorum. Holders of shares of Common Stock represented by a properly signed, dated
and returned proxy will be treated as present at the Meeting for purposes of determining a quorum.
Proxies relating to street name shares that are voted by brokers will be counted as shares
present for purposes of determining the presence of a quorum but will not be treated as votes cast
at the Meeting as to any proposal as to which the brokers abstain.
Security Ownership of Certain Beneficial Owners and Management
The following table sets forth information as of March 10, 2006, with respect to the persons
or groups (as those terms are used in Section 13(d)(3) of the Securities Exchange Act of 1934, as
amended (the Exchange Act)), believed by the Company to be the beneficial owners of more than 5%
of the outstanding Common Stock, by certain executive officers, directors, nominees for director
and by all directors and certain executive officers as a group.
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Amount and Nature of |
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Shares of Common |
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Percent of |
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Name and Address |
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Stock Beneficially Owned |
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Class (1) |
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Summit Capital Management, LLC
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1,369,800 |
(2) |
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15.5 |
% |
601 Union Street, Suite 3900
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Seattle, Washington 98101 |
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Albert J. Montevecchio |
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589,856 |
(3) |
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6.7 |
% |
20 Fairfield Drive |
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Fairport, New York 14450 |
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Charles A. Constantino |
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65,000 |
(4) |
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* |
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John E. Gould |
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108,000 |
(5) |
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1.2 |
% |
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Andrew W. Moylan |
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25,333 |
(6) |
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* |
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William J. Reilly |
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120,700 |
(7) |
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1.4 |
% |
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James R. Scielzo |
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90,000 |
(8) |
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1.0 |
% |
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David G. Mazzella |
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930,400 |
(9) |
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10.5 |
% |
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Ronald C. Lundy |
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142,033 |
(10) |
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1.6 |
% |
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Douglas F. Smith |
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126,495 |
(11) |
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1.4 |
% |
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All Directors and Executive Officers
as a Group |
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1,607,961 |
(12) |
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18.2 |
% |
(8 Individuals)
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Indicates less than 1.0%. |
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(1) |
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Based on the number of shares of Common Stock outstanding as of March 10, 2006, which were
8,839,365 shares of Common Stock. |
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Based upon a Statement on Schedule 13G filed with the SEC that indicated that (i) John C.
Rudolf has shared voting and dispositive power with respect to 1,139,800 shares of Common Stock;
and (ii) Summit Capital Management, LLC shares voting and dispositive power with respect to
1,369,800 shares of Common Stock. |
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Includes 196,856 shares of Common Stock owned by Montevecchio Associates, a limited partnership
of which Albert J. Montevecchio is a general partner. |
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Includes 60,000 shares of Common Stock Mr. Constantino has the right to acquire pursuant to
options issued under the Companys Stock Option Plan (Option Plan); 50,000 of which are exercisable
as of the date of this proxy statement and 10,000 of which are exercisable within 60 days of the
date of this proxy statement. |
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Includes 100,000 shares of Common Stock Mr. Gould has the right to acquire pursuant to options
issued under the Option Plan; 90,000 of which are exercisable as of the date of this proxy
statement and 10,000 of which are exercisable within 60 days of the date of this proxy statement. |
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Includes 13,333 shares of Common Stock Mr. Moylan has the right to acquire pursuant to options
issued under the Option Plan. |
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Includes 100,000 shares of Common Stock Mr. Reilly has the right to acquire pursuant to options
issued under the Option Plan; 90,000 of which are exercisable as of the date of this proxy
statement and 10,000 of which are exercisable within 60 days of the date of this proxy statement. |
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Includes 90,000 shares of Common Stock Mr. Scielzo has the right to acquire pursuant to options
issued under the Option Plan; 80,000 of which are exercisable as of the date of this proxy
statement and 10,000 of which are exercisable within 60 days of the date of this proxy statement. |
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Includes 900,000 shares of Common Stock Mr. Mazzella has the right to acquire pursuant to
exercisable options under the Option Plan. |
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Includes 138,750 shares of Common Stock Mr. Lundy has the right to acquire pursuant to
exercisable options under the Option Plan, 132,500 of which are exercisable as of the date of this
Proxy Statement and 6,250 of which are exercisable within sixty (60) days of the date of this Proxy
Statement. |
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Includes 112,500 shares of Common Stock Mr. Smith has the right to acquire pursuant to
exercisable options under the Option Plan, 107,500 of which are exercisable as of the date of this
Proxy Statement and 5,000 which are exercisable within sixty (60) days of the date of this Proxy
Statement. |
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Includes 1,514,583 shares of Common Stock the directors and executive officers have the right
to acquire pursuant to exercisable options under the Option. |
3
PROPOSAL NO. 1 ELECTION OF DIRECTORS
Nominees
At the Meeting, five directors, comprising the entire membership of the Board of Directors of
the Company, are to be elected. Each elected director will serve until the Companys next Annual
Meeting of Stockholders and until a successor is elected and qualified. All of the nominees are
members of the present board and were elected at the Companys 2005 Annual Meeting of Shareholders.
Mr. James R. Scielzo, a director of the Company since 1999, has notified the Company of his
intention to retire from the Board and as such will not be a nominee for 2006.
The
Companys directors recommend a vote FOR the five nominees listed below. Except where
authority to do so has been withheld, the shares of Common Stock represented by the enclosed Proxy
will be voted FOR the election as directors of the five nominees named below.
All nominees are willing to serve on the board, if elected, however, if any nominee becomes
unwilling or unavailable to stand for re-election or to serve for any reason or if a vacancy on the
board occurs before the election (which events are not anticipated), the holders of the Proxy may
vote for such other person in accordance with their judgment. The Companys Board of Directors has
determined that all of the Companys directors, with the exception of Mr. Mazzella, are independent
as defined by NASDAQ rules.
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Director |
Name of Nominee |
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Age |
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Principal Occupation For Past Five Years |
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Since |
Charles A. Constantino
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66 |
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For more than five years, a Director and Executive Vice
President of PAR Technology Corporation (NYSE:PTC).
PTC develops, manufactures, markets, installs and
services microprocessor-based transaction processing
systems for the restaurant and industrial market places.
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2002 |
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John E. Gould
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61 |
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For more than five years, a Partner in Gould & Wilkie
LLP, a general practice law firm located in New York
City. On May 1, 2002, Gould & Wilkie LLP combined
with Thompson Hine LLP, a larger general practice law
firm with headquarters in Cleveland, Ohio. Mr. Gould
serves on the Executive Committee of Thompson Hine
LLP. Mr. Gould is also Chairman of the American
Geographical Society and a Director of the Gerber Life
Insurance Company.
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1997 |
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David G. Mazzella
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65 |
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President of the Company since February 1997. Chief
Executive Officer of the Company since June 1997.
Chief Operating Officer of the Company from February
1997 until June 1997. Chairman of the Board of the
Company since December 1999.
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1997 |
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Andrew W. Moylan
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66 |
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Director of Veramark since September 2004.
Mr. Moylan is currently the President of BCS plc, North
America, a risk management software company. Prior
to his current position, Mr. Moylan had served as
President, Chief Operating Officer and Director of
MarketDataInsite. Mr. Moylan was also a senior Partner
in the Deloitte management consulting practice in New
York for more than 20 years.
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2004 |
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Director |
Name of Nominee |
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Age |
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Principal Occupation For Past Five Years |
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Since |
William J. Reilly
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57 |
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Since September 2004, Mr. Reilly has been President
and Chief Executive Officer of RealTime Media, an
online relationship marketing firm to the pharmaceutical
and consumer packaged goods markets. From
September 2003 until September 2004, Mr. Reilly also
served as a Principal in the consulting firm
ChesterBrook Growth Partners. From 1989 until
September 2003, Mr. Reilly was Chief Operating Officer
of Checkpoint Systems, Inc., (NYSE:CKP) a global
manufacturer and distributor of automatic identification,
pricing, and retail security systems.
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1997 |
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Other Directorships and Trusteeships
None of the Directors and nominees to the Companys Board of Directors serves on the Boards of
Directors or the Boards of Trustees of any other publicly held company, with the exception of Mr.
Constantino who serves as a member of the Board of Directors of PAR Technology Corporation
(NYSE:PTC).
Committees and Meeting Data
During 2005, the full Board of Directors held six meetings. The Companys Board of Directors
established a process whereby shareholders may send communications to the board. That process is
set forth in the Policy for Shareholder Communications with Board Members, a copy of which is
attached as Exhibit A.
The Audit Committee of the board currently consists of Messrs. Moylan, Constantino, and Gould,
all of whom are independent as defined under SEC and NASDAQ rules. The Audit Committee, which met
five times during the year, appoints and oversees the work of the Companys independent
accountants, as well as oversees that the Corporation has maintained and established processes for
reliable accounting policies and financial reporting and disclosure, and such other duties as more
particularly set forth in its Charter, a copy of which is attached as Exhibit B. The board has
determined that the Company does not have an Audit Committee Financial Expert, as that term is
defined by SEC rules, serving on the Audit Committee. However, the members of the board have
reviewed the criteria necessary to be named an Audit Committee Financial Expert and believe that
the Audit Committee members collectively possess such attributes. Furthermore, the board has
determined that each member of the Audit Committee possesses the financial expertise necessary to
review and analyze the Companys financial statements and to fulfill their other duties in
accordance with the terms of the Audit Committee Charter.
The Compensation Committee of the board currently consists of Messrs. Constantino, Moylan, and
Reilly, all of whom are independent as defined by NASDAQ rules. The Compensation Committee, which
met eight times during the year, reviews and sets compensation for the Chief Executive Officer
(CEO), all other executive officers of the Company and members of the Companys Board of
Directors, establishes compensation, incentive and benefit plans for the CEO and all other
executive officers and directors of the Company and approves payments under such incentive plans.
The Executive Committee, consisting of Messrs. Mazzella, Constantino and Reilly, has authority
to act on behalf of the full Board of Directors during intervals between meetings of the full
board. The Executive Committee did not meet in 2005.
5
The Nominating Committee consists of all members of the board who are independent as
defined by NASDAQ rules. Currently, those individuals are Messrs. Scielzo, Constantino, Gould,
Moylan, and Reilly. The Nominating Committee identifies the slate of director nominees for election
to the Companys board, recommends candidates to fill vacancies occurring between annual
shareholder meetings, and otherwise establishes and oversees the process for nominations for
election to the Companys Board, in accordance with applicable laws and rules. Being composed of
all independent directors, the Nominating Committee met as part of four regular meetings of the
Board, and did not meet in separate meetings in 2005. The Charter of the Nominating Committee was
included as Exhibit D to the Companys Proxy Statement dated April 6, 2005.
The Nominating Committee will consider candidates recommended by shareholders and the
procedures to be followed by shareholders in submitting such recommendations. The Nominating
Committee continually seeks to identify qualified candidates for nomination to the Companys board;
however it has not established any formal procedure in that regard. All candidates identified as
potential nominees for election to the board, whether identified by a shareholder or otherwise, are
evaluated in the same manner. Although neither the board nor the Nominating Committee has
established any minimum qualifications for director nominees, any potential nominee must have
sufficient experience, knowledge, ability and time to fulfill the obligations of a member of the
Companys board.
The Company encourages all directors to attend annual meetings, but has not established any
formal policy with respect to such attendance. All members of the Companys board attended last
years annual meeting.
During 2005, all directors nominated for re-election attended no less than 90% of the total
number of meetings of the Board of Directors and any board committee on which he served.
Audit Committee Report.
The Audit Committee of the Board of Directors is responsible for providing independent,
objective oversight of the Companys accounting functions and policies, internal controls, and the
selection and oversight of the Companys independent accountants, and providing laws, regulations
and policies relating to the Companys accounting and reporting practices, and the quality and
integrity of the Companys financial reports. The Audit Committee is currently composed of three
directors, Messrs. Moylan, Constantino, and Gould, each of who is independent and meets the
requirements of the National Association of Securities Dealers. The Audit Committee operates under
a written charter approved by the Board of Directors, a copy of which is attached as Exhibit B.
Management is responsible for the Companys financial reporting process including its system
of internal control, and for the preparation of consolidated financial statements in accordance
with accounting principles generally accepted in the United States. The Companys independent
auditors are responsible for auditing those financial statements. Our responsibility is to monitor
and review these processes. It is not our duty or our responsibility to conduct auditing or
accounting reviews or procedures. We are not employees of the Company and we may not be, and we may
not represent ourselves to be or to serve as, accountants or auditors by profession or experts in
the fields of accounting or auditing. Therefore, we have relied, without independent verification,
on managements representation that the financial statements have been prepared with integrity and
objectivity and in conformity with accounting principles generally accepted in the United States of
America and on the representations of the independent auditors included in their report on the
Companys financial statements. Our oversight does not provide us with an independent basis to
determine that management has maintained appropriate accounting and financial reporting principles
or policies, or appropriate internal controls and procedures designed to assure compliance with
accounting standards and applicable laws and regulations. Furthermore, our considerations and
discussions with management and the independent auditors do not assure that the Companys financial
statements are presented in accordance with accounting principles generally accepted in the United
States, that the audit of our Companys financial statements has been carried out in accordance
with generally accepted auditing standards or that our Companys independent accountants are in
fact independent.
6
In this context, the Audit Committee reviewed and discussed with management the Companys
audited financial statements as of and for the year ended December 31, 2005. The Audit Committee
also met with representatives of the Companys auditors to discuss and review the results of the
independent auditors examination of the financial statements for the year ended December 31, 2005
and the matters required to be discussed by the Statement on Auditing Standards No. 61
(Communication with Audit Committees). In addition, the Audit Committee reviewed with management
and representatives of the Companys auditors each Quarterly Report on Report 10-Q prior to its
filing with the SEC.
The Audit Committee has also received from the Companys auditors the written disclosures
required pursuant to the Independence Standards Board Standard No. 1 (Independent Discussions with
Audit Committees) addressing all relationships between the auditors and the Company that might bear
on the auditors independence and has discussed the same with representatives of the Companys
auditors.
Based upon the Audit Committees discussions with management and the independent auditors, and
the Audit Committees review of the representations of management and the report of the independent
auditors to the Audit Committee, the Audit Committee recommended that the Board of Directors
include the audited financial statements in the Companys Annual Report on Form 10-K for the year
ended December 31, 2005, to be filed with the SEC.
The Audit Committee
Andrew W. Moylan, Chair
Charles A. Constantino
John E. Gould
Section 16(a) Beneficial Ownership Reporting Compliance
Based upon reports filed by the Company with the SEC and copies of filed reports received by
the Company, the Company believes all reports of ownership and changes in ownership of the Common
Stock required to be filed with the SEC during 2005 by the Companys directors, officers and more
than 10 percent stockholders, were filed in compliance with Section 16(a) of the Exchange Act.
Executive Officers
The following is a list of the Companys executive officers:
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Name |
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Principal Occupation For Past Five Years |
David G. Mazzella
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65 |
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President and Chief Executive Officer
since 1997; Chief Operating Officer since
1997; Chairman since 1999. |
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Ronald C. Lundy
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54 |
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Treasurer since 1993. |
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Douglas F. Smith
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61 |
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Vice President, Operations, since 1999. |
There are no family relationships between any of the directors or executive officers of the
Company.
The Company has adopted a Code of Business Conduct and Ethics for all principal executive officers,
directors, and employees of the Company, a copy of which is attached as Exhibit C.
7
Executive Compensation
The following table summarizes, for the fiscal years ended December 31, 2005, 2004, and
2003, the compensation paid or accrued to the Companys Chief Executive Officer, its two other
executive officers, and one non-officer executive whose cash compensation exceeded $100,000
during 2005 (the Named Executives).
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Annual Compensation |
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Long Term Compensation |
Name and |
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Other Annual |
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Securities |
Principal Position |
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Year |
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Salary ($) |
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Bonus ($) |
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Compensation ($) |
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Underlying Options |
David G. Mazzella, |
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2005 |
|
|
330,000 |
|
|
0 |
|
|
116,851 |
(1) |
|
0 |
|
President, Chief |
|
2004 |
|
|
328,846 |
|
|
0 |
|
|
142,880 |
(2) |
|
0 |
|
Executive Officer,
Chairman of the
Board |
|
2003 |
|
|
282,577 |
|
|
0 |
|
|
82,517 |
(3) |
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Ronald C. Lundy, |
|
2005 |
|
|
110,001 |
|
|
0 |
|
|
10,163 |
(4) |
|
0 |
|
Treasurer |
|
2004 |
|
|
109,808 |
|
|
20,000 |
|
|
9,482 |
(4) |
|
0 |
|
|
|
2003 |
|
|
100,586 |
|
|
0 |
|
|
8,626 |
(4) |
|
25,000 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Douglas F. Smith, |
|
2005 |
|
|
120,000 |
|
|
0 |
|
|
14,931 |
(5) |
|
0 |
|
Vice President, |
|
2004 |
|
|
120,000 |
|
|
0 |
|
|
14,176 |
(5) |
|
0 |
|
Operations |
|
2003 |
|
|
114,715 |
|
|
0 |
|
|
13,513 |
(5) |
|
20,000 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Martin F. LoBiondo, |
|
2005 |
|
|
124,615 |
|
|
0 |
|
|
8,556 |
(4) |
|
0 |
|
Vice President, |
|
2004 |
|
|
119,615 |
|
|
0 |
|
|
7,986 |
(4) |
|
0 |
|
Engineering Division |
|
2003 |
|
|
109,789 |
|
|
0 |
|
|
7,962 |
(4) |
|
50,000 |
|
|
|
|
(1) |
|
Includes (i) $79,738 consisting of premium paid on split-dollar life insurance policy and tax
reimbursement award. In
2004, the Company modified the split-dollar insurance arrangement then in place with Mr. Mazzella
under his employment
agreement, whereby, commencing in July 2004, Mr. Mazzella was responsible for the payment of the
annual premium
directly and the Company was required to reimburse Mr. Mazzella for the amount of the premium
($47,783) plus an amount
of tax allowance ($31,955) equal to the additional federal and state income and employment tax
incurred by Mr. Mazzella
upon receipt of the premium reimbursement and the tax allowance; (ii) automobile allowance of
$14,400; (iii) life insurance
premiums paid by the Company; (iv) officers medical reimbursement insurance premiums paid by the
Company; (v) club
memberships; and (vi) other non-cash compensation. |
|
(2) |
|
Includes (i) $80,000 consisting of premium paid on split-dollar life insurance policy and tax
reimbursement award. In
2004, the Company modified the split-dollar insurance arrangement then in place with Mr. Mazzella
under his employment
agreement, whereby, commencing in July 2004, Mr. Mazzella was responsible for the payment of the
annual premium
directly and the Company was required to reimburse Mr. Mazzella for the amount of the premium
($47,783) plus an amount
of tax allowance ($32,217) equal to the additional federal and state income and employment tax
incurred by Mr. Mazzella
upon receipt of the premium reimbursement and the tax allowance; (ii) automobile allowance of
$14,400; (iii) life insurance
premiums paid by the Company; (iv) officers medical reimbursement insurance premiums paid by the
Company; (v) club
memberships; and (vi) other non-cash compensation. |
|
(3) |
|
Includes (i) tax reimbursement award of $45,000, related to the forgiveness of a certain loan
in the prior year. This
award was previously reported as bonus; (ii) automobile allowance of $14,400; (iii) life insurance
premiums paid by the
Company; (iv) officers medical reimbursement insurance premium paid by the Company; (v) club
memberships; and (vi)
other non-cash compensation. |
|
(4) |
|
Includes (i) automobile allowance of $6,288; (ii) life insurance premiums paid by the Company;
and (iii) officers medical
reimbursement insurance premium paid by the Company. |
|
(5) |
|
Includes (i) automobile allowance of $8,580; (ii) life insurance premiums paid by the Company;
and (iii) officers medical
reimbursement insurance premium paid by the Company. |
8
Employment Agreement
The Company has an employment agreement with David G. Mazzella to serve as President, Chief
Executive Officer and a Director of the Company. The term of that employment agreement ends on
December 31, 2007. The agreement provides for a minimum gross salary of $330,000 per year. Pursuant
to the agreement, in the event of a change in control of the Company, or in the event Mr.
Mazzellas management responsibilities are materially diminished, the agreement may be terminated
at Mr. Mazzellas option and he will be entitled to separation pay in a lump sum equal to a maximum
of three times his aggregate annual compensation (including salary, bonus and benefits). For
purposes under the agreement, a change in control of the Company may occur through a sale, merger,
consolidation, sale of substantially all assets, the acquisition of more than 20% of the securities
of the Company directly or indirectly by any person or entity, or a change within two years of a
majority of the Board of Directors. Under the agreement, Mr. Mazzella has the option to elect early
retirement as of December 31, 2006, in which case he will be entitled to receive in a lump sum
payment his then annual salary, provided certain conditions pertaining to the appointment of his
successor occur.
Retirement Benefits
The Named Executives listed below are participants in an unfunded defined benefit retirement
plan of the Company. The amount of the retirement benefit, payable from age 65, will vary depending
upon length of service, retirement age and average salary. For Mr. Mazzella the benefit will equal
60% of the average of his three highest years of compensation. Mr. Mazzellas retirement benefit is
payable for fifteen years. For the other Named Executives the annual benefit will be 40% of average
salary for the last three full fiscal years of employment with the Company and is payable until
death.
Assuming continued employment with the Company until age 65, the following table indicates the
projected retirement benefit at age 65 for each of the Named Executives who are eligible and vested
under the Companys retirement plan:
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Years of |
|
|
Name |
|
Current Age |
|
Service to Date |
|
Annual Benefit at Age 65 |
David G. Mazzella |
|
|
65 |
|
|
|
9 |
|
|
$ |
198,000 |
|
Ronald C. Lundy |
|
|
54 |
|
|
|
22 |
|
|
$ |
63,760 |
|
Douglas F. Smith |
|
|
61 |
|
|
|
21 |
|
|
$ |
52,280 |
|
Martin F. LoBiondo |
|
|
43 |
|
|
|
6 |
|
|
$ |
112,800 |
|
Stock Options
The Company has a stock option plan under which employees may be granted incentive stock
options and non-qualified stock options to purchase the Companys Common Stock. All full-time
employees of the Company are eligible to receive stock options. The Compensation Committee of the
Board of Directors administers the plan and makes all determinations with respect to eligibility,
option price, term and exercisability, except that the option price on incentive stock options may
not be less than 100% of fair market value on the date of grant and the term of any option may not
exceed ten years.
Stock Option Grants. There were no grants of stock options made to Named Executives in
2005.
Stock Option Exercises and Year-End Values. No options were exercised by the Named Executives
during 2005. The following table shows the year-end value of unexercised in-the-money options held
by the Named Executives at the fiscal year end. Year-end values are based upon the closing price of
a share of Common Stock on the closing bid quote on the OTCBB on December 31, 2005 ($0.70).
9
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Number of Unexercised Options |
|
Value of Unexercised In-the-Money |
|
|
at Fiscal Year End |
|
Options at Fiscal Year End |
Name |
|
Exercisable |
|
Unexercisable |
|
Exercisable ($) |
|
Unexercisable ($) |
David G. Mazzella |
|
|
900,000 |
|
|
0 |
|
|
81,000 |
|
|
0 |
Ronald C. Lundy |
|
|
132,500 |
|
|
12,500 |
|
|
13,500 |
|
|
2,750 |
Douglas F. Smith |
|
|
107,500 |
|
|
10,000 |
|
|
10,975 |
|
|
2,200 |
Martin F. LoBiondo |
|
|
135,000 |
|
|
25,000 |
|
|
13,400 |
|
|
8,000 |
Equity Compensation Plan Information
At December 31, 2005, the Company had the following securities authorized for issuance under
equity compensation plans.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Number of securities |
|
|
|
|
|
|
|
|
|
|
|
remaining available |
|
|
|
|
|
|
|
|
|
|
|
for |
|
|
|
|
|
|
|
|
|
|
|
future issuance under |
|
|
|
Number of securities to |
|
|
Weighted-average |
|
|
equity compensation |
|
|
|
be issued upon exercise |
|
|
exercise price of |
|
|
plans (excluding |
|
|
|
of outstanding options |
|
|
outstanding options |
|
|
securities reflected in |
|
|
|
|
|
|
|
|
|
|
|
Column (a) |
|
Plan Category |
|
(a) |
|
|
(b) |
|
|
(c) |
|
Equity compensation
plans approved by
security holders |
|
|
2,865,028 |
|
|
$ |
2.37 |
|
|
|
1,854,678 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Equity compensation
plans not approved by
security holders |
|
|
- 0 - |
|
|
|
- 0 - |
|
|
|
- 0 - |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Total |
|
|
2,865,028 |
|
|
$ |
2.37 |
|
|
|
1,854,678 |
|
|
|
|
|
|
|
|
|
|
|
10
Report of the Compensation Committee of the Board of Directors
The Compensation Committee of the Board (the Compensation Committee) sets compensation
levels for the Chief Executive Officer and all other officers and directors of the Company,
establishes compensation and incentive plans for officers and approves payments under such
incentive plans. The Compensation Committee is composed of three independent, non-employee
directors who have no interlocking relationships as defined by the SEC. For 2005, these three
directors were Messrs. Constantino, Moylan and Reilly.
The Compensation Committees compensation policies are designed to attract and retain highly
skilled executives and directors, reward outstanding individual performance, encourage cooperative
team efforts and provide an incentive to enhance long term stockholder value. The Companys
executive officer compensation program consists of base salary, annual contingent bonus
compensation, long-term stock options and retirement benefits tied to age and years of service.
In establishing salaries for the Companys Chief Executive Officer, other officers and
directors, consideration is given to salary ranges for comparable positions in similar size
companies. Data for such comparisons is obtained from nationwide surveys conducted by independent
compensation consulting firms and from reviewing other companies compensation information included
in their proxy statements. As a result of basing compensation in part on overall performance of the
Company, in any particular year the Companys executives may be paid more or less than the average
executive compensation levels of comparably sized companies.
In setting salaries within competitive ranges, the Compensation Committee considers
performance related factors including the Companys overall results during the past year and its
performance relative to a budgeted plan or stated objectives. Consideration also is given to an
individuals contribution to the Company and the accomplishments of departments for which that
officer has management responsibility. Potential for future contributions to the Company is also
taken into account for all officers.
The Company has a bonus compensation plan for officers and middle management, other than the
Chief Executive Officer. Under this plan, the Compensation Committee each year establishes a
schedule for calculating aggregate incentive compensation based upon the Companys performance
against targets for net income before tax. The total plan award is allocated to the managers by the
Chief Executive Officer and the Compensation Committee through a combination of objective formulas
based upon salaries and subjective performance related considerations.
The Compensation Committee is responsible for selecting the recipients of stock options,
establishing the timing of grants, and setting the option exercise price within the terms of the
Option Plan. The Compensation Committee considers the recommendations of the Chief Executive
Officer with respect to officers in this regard. Stock options are viewed as a long-term incentive
for officers and a means to more closely align the interests of officers with those of
stockholders.
Charles A. Constantino, Chair
Andrew W. Moylan
William J. Reilly
11
This Compensation Committee Report shall not be deemed incorporated by reference by any
general statement incorporating by reference this document or any portion thereof into any filing
under the Securities Act of 1933, as amended, or the Exchange Act and shall not otherwise be deemed
filed under such acts.
Directors Stock Options. In 2004 and for a number of years prior, each outside director
received each year an option to purchase 10,000 shares of the Common Stock at a price based upon
the closing price of the Common Stock on the last trading day of the prior year. As well, in 2004,
each outside director received a one-time option grant to acquire 30,000 shares of the Companys
common stock which vest ratably over a three-year period, at a price based upon the closing price
on the date of grant. A similar one-time grant will be made to any new directors of the Company in
the future. The purpose of that grant is to retain (and in the case of new directors, attract)
highly skilled individuals and encourage cooperative team efforts, while providing an incentive to
enhance long term stockholder value. The option price of directors grants were 100% of the
closing price of the Common Stock on the applicable date if an incentive stock option and 85% of
such closing price if a non-qualified option. In addition, outside directors receive $1,000 for
each board meeting attended in person and $200 for each meeting attended by telephone conference.
Since 2005, in lieu of the annual grant of options previously approved by the Board of Directors,
each outside director receives an annual retainer of $10,000, payable quarterly, in addition to
fees for each meeting attended. In 2005, the Board of Directors adopted a Directors Deferred
Compensation Plan, pursuant to which a director may elect to defer any portion of the annual
retainer and meetings fees. Deferred amounts, until paid pursuant to the plan, will earn interest
quarterly at the same rate as the Company earns on its invested cash during the same period.
Common Stock Performance Comparison
The following graph shows a five-year comparison of cumulative total returns for owners of the
Common Stock compared to an Index for NASDAQ stocks and the NASDAQ Telecommunications Index based
upon year-end closing prices including a closing price on December 31, 2005 of $0.70 per share for
the Common Stock.
12
Certain Relationships and Related Transactions
The Company has an employment agreement with Mr. Mazzella. See Employment Agreement above.
PROPOSAL NO. 2 RATIFICATION OF APPOINTMENT OF INDEPENDENT AUDITORS
The Audit Committee has appointed Rotenberg & Co. LLP as independent auditors for the fiscal
year ending December 31, 2006. Rotenberg & Co. LLP acted as the independent auditors for the
fiscal years ending December 31, 2005 and 2004. Deloitte and Touche LLP acted as the independent
auditors for the Company for the fiscal year ended December 31, 2003. Representatives of Rotenberg
& Co. LLP are expected to be present at the Meeting. They will be available to respond to
appropriate questions and will have an opportunity to make a statement if they so desire.
Although the appointment of independent auditors is not required to be submitted to a vote by
stockholders, the Audit Committee believes as a matter of policy that it is appropriate that the
stockholders ratify the Boards appointment. If the stockholders should not ratify the appointment
of Rotenberg & Co. LLP, the Audit Committee will consider other certified public accountants for
appointment.
Audit Fees. During fiscal years 2005 and 2004, the aggregate fees billed to the Company by
its independent auditors were $65,200 and $61,200, respectively, for the annual audit of the
financial statements and review of the financial statements included in the Companys Quarterly
Reports on Form 10-Q.
Financial Information Systems Design and Implementation Fees. Our independent auditors did
not render information technology services to us during the fiscal year ending December 31, 2005.
Tax Fees. The aggregate fees billed by its independent auditors for professional services
rendered to us during fiscal years 2005 and 2004, other than the audit services referred to above,
were $7,000 and $7,200, respectively, all of which was for tax preparation and tax consulting fees.
The Audit Committee of the Board of Directors has considered whether provision of the
non-audit related services described above is compatible with maintaining the independent
accountants independence and has determined that those services have not adversely affected
Rotenberg & Co. LLPs independence.
It is the Audit Committees policy, as reflected in its Charter, to pre-approve all audit and
non-audit services performed by the Companys independent auditors. Following a presentation by
management to the Audit Committee describing the types of services to be performed in connection
with, and the projected budget for, a particular engagement, the Audit Committee informs management
whether it approves the engagement and the budget.
13
PROPOSAL NO. 3 OTHER MATTERS
As of the date of this Proxy Statement, the Board of Directors does not intend to present, and
has not been informed that any other person intends to present, any matter for action at the
Meeting other than those described above. If any other matters properly come before the Meeting,
it is intended that the persons named in the enclosed Proxy will vote the shares of Common Stock
represented by signed proxies in accordance with their best judgment.
STOCKHOLDER PROPOSALS
Under SEC rules, any stockholder wishing to present a proposal at the Companys 2007 Annual
Meeting of Stockholders must submit the proposal to the Companys Secretary at its office at 3750
Monroe Avenue, Pittsford, New York 14534, no later than December 15, 2006 in order for the proposal
to be considered for inclusion, if appropriate, in the proxy and proxy statement relating to the
2007 Annual Meeting of Stockholders.
|
|
|
|
|
By Order of the Board of Directors |
|
|
|
|
|
Robert N. Latella
Secretary |
|
|
|
Pittsford, New York
March 27, 2006
14
EXHIBIT A
POLICY FOR SHAREHOLDER COMMUNICATIONS WITH BOARD MEMBERS
It is the policy of the Board of Directors of Veramark Technologies, Inc. (the Company) that
shareholders of the Company who wish to communicate with the Companys Board may do so by writing
to Board of Directors, Veramark Technologies, Inc., Attention: Secretary, 3750 Monroe Avenue
Pittsford, New York 14534.
Such communications will be distributed by the Secretary to each member of the Board, no later than
the next regularly scheduled Board meeting. Communications directed to a specific member of the
Board, or to any specific committee of the Board, will be promptly forwarded only to that
particular director or to the Chairman of that particular Committee.
All such communications (i) should relate only to bona fide business issues of the Company, and not
any other purpose, (ii) may be disclosed or used by the Company at its discretion, unless the
communication clearly states on its face that it is confidential, (iii) may receive a response as
the recipient deems appropriate, and (iv) may be anonymous.
The material terms of this policy shall be made available to the Companys shareholders, in a
manner the Board deems appropriate, but at least as may be required
by law or regulation.
The Board
shall regularly review this policy and make such changes as it deems necessary or appropriate.
***************************
15
EXHIBIT B
VERAMARK TECHNOLOGIES INC.
Audit Committee of the Board of Directors
CHARTER
I. PURPOSE
(A) The Audit Committee, as appointed by the Corporations Board, shall provide assistance to
the Corporations directors in fulfilling their responsibility to the shareholders, potential
shareholders, regulatory agencies, and the investment community relating to corporate accounting
and reporting practices of the Corporation, and the quality and integrity of the financial reports
of the Corporation.
(B) The Audit Committees primary duties and responsibilities are to:
(1) Appoint and oversee the work of the Companys independent accountants; and
(2) Oversee that the Corporation has established and maintained processes for
(i) reliable accounting policies and financial reporting and disclosure;
(ii) assuring that an adequate system of internal control is functioning within the
Corporation;
(iii) complying with all applicable laws, regulations, and corporate policy; and
(iv) receive, retain and process complaints received by the Corporation regarding accounting,
internal accounting controls, or auditing matters, including the confidential, anonymous submission
by employees of the Corporation of concerns regarding questionable accounting or auditing matters.
II. COMPOSITION
(A) The Audit Committee shall be comprised of at least one person who shall be a member of the
Board and appointed by the Board.
(B) Each member of the Audit Committee shall be:
(1) Independent as defined under Section 10A(m)(3) of the Securities Exchange Act of 1934 (the
Exchange Act) and the rules and regulations promulgated by the Securities and Exchange Commission
(the SEC) there under;
(2) Free from any relationship that, in the opinion of the Board, would interfere with the
exercise of his or her independent judgment as a member of the Audit Committee; and
(3) Have a working familiarity with basic finance and accounting practices.
(C) If any member of the Board qualifies as a financial expert as that term is defined by
the Exchange Act or the SEC, he or she shall be appointed a member of the Audit Committee.
(D) The members of the Audit Committee shall be elected by the Board at its annual meeting of
the Board held in conjunction with the annual shareholders meeting. Members of the Audit Committee
shall hold their office until their successors shall be duly elected and qualified. The Board
shall have the power at
16
any time to remove from or add the membership of the Audit Committee and to fill vacancies, subject
to the independence, experience and financial expertise requirements referred to above. Unless a
Chairperson is elected by the full Board, the members of the Audit Committee may designate a
Chairperson by majority vote of the full Audit Committee membership.
III. MEETINGS
(A) The Audit Committee shall meet at least three times annually, or more frequently as
circumstances dictate. As part of its job to foster open communication, the Audit Committee should
meet at least annually with management and the independent accountants separately to discuss any
matters that the Audit Committee or each of these groups believes should be discussed privately.
In addition, the Audit Committee, or if authorized by the Audit Committee, its Chairperson, should
meet with the independent accountants and management quarterly to review the Corporations
financial statements.
(B) The Audit Committee may request any officer or employee of the Company or the Companys
outside counsel or independent auditor to attend a meeting of the Audit Committee or to meet with
any members of, or consultants to, the Audit Committee.
IV. INVESTIGATIONS, RETENTION ADVISORS AND FUNDING
(A) The Audit Committee has the authority to investigate fully any matter it deems necessary
in fulfilling its responsibilities, and to that end the Audit Committee shall have the authority,
to the extent it deems necessary or appropriate, to retain independent legal, accounting or other
advisors or experts.
(B) The Corporation shall provide for appropriate funding, as determined by the Audit
Committee, for payment of compensation to the independent auditor for the purpose of rendering or
issuing an audit report and to any advisors employed by the Audit Committee.
V. RESPONSIBILITIES AND DUTIES
While the Audit Committee has the responsibilities and powers set forth in this Charter, it is
not the duty of the Audit Committee to conduct audits or to determine that the Corporations
financial statements and disclosures are complete and accurate and are in accordance with generally
accepted accounting principles and applicable rules and regulations; these activities remain the
responsibilities of management and the independent accountants.
To fulfill its responsibilities and duties, the Audit Committee shall:
Documents/Reports/Review
(1) Review and reassess, at least annually, the adequacy of this Charter and make
recommendations to the Board, as conditions dictate, to update this Charter.
(2) Make regular reports of its activities to the Board.
(3) Review with management and the independent accountants the Corporations annual
financial statements, as included in the Companys 10-K report, including a discussion with the
independent accountants of the matters required to be discussed by Statement of Auditing Standards
No. 61 (SAS No. 61).
(4) Review with management and the independent accountants the 10-Q prior to its filing or
prior to the release of earnings, including a discussion with the independent accountants of the
matters to be discussed by SAS No. 61. The Chairperson of the Audit Committee may represent the
entire Audit Committee for purposes of this review.
17
(5) Review all material written communications between the independent
auditor and management, such as any management letter or schedule of unadjusted
differences.
(6) Review disclosures made to the Audit Committee by the Corporations CEO and
CFO during their certification process for the Form 10-K and Form 10-Q; including
disclosures about any significant deficiencies in the design or operation of internal
controls or material weaknesses therein and any fraud involving management or other
employees who have significant role in the Corporations internal controls.
Independent
Accountants
(7) Be directly responsible for the appointment, compensation, and oversight of
the work at the independent accountants (including resolution of disagreements between
management and the independent accountants regarding financial reporting) for the
purpose of preparing or issuing an audit report or related work. The independent
accountants shall report directly to the Audit Committee.
(8) Preapprove all auditing services and permitted non-audit services (including
the fees and terms thereof) to be performed for the Corporation by its independent
accountants, subject to the de minimus exceptions for non-audit services described in
Section 10A(i)(1)(B) of the Exchange Act, which are approved by the Audit Committee
prior to the completion of the audit. The Audit Committee may form, and delegate
authority to, subcommittees consisting of one or more members when appropriate,
including the authority to grant preapprovals of audit and permitted non-audit
services, provided that decisions of such subcommittee to grant preapprovals shall be
presented to the full Audit Committee at its next scheduled meeting.
(9) Oversee independence of the accountants by:
(i) Reviewing and discussing with the accountants on at least an annual basis all significant
relationships the accountants have with the Corporation to determine the accountants independence.
(ii) Receiving from the accountants, on a periodic basis, a formal written
statement delineating all relationships between the accountants and the Corporation
consistent with Independence Standards Board Standard 1 (ISB No 1)
(iii) Reviewing, and actively discussing with the Board, if necessary, and the
accountants, on a periodic basis, any disclosed relationship of services between the
accountants and the Corporation or any other disclosed relationships for services that
may impact the objectivity and independence of the accountants; and
(iv) Recommending, if necessary, that the Board take certain action to satisfy
itself of the auditors independence.
(v) Meeting with the independent accountants prior to the audit to discuss
planning and staffing of the audit.
(vi) Ensuring that the rotation of the lead (or coordinating) audit partner having
primary responsibility for the audit and the audit partner responsible for reviewing
the audit as required by law.
(vii) Recommending to the Board policies for the Corporations hiring of employees
or former employees of the independent auditor who participated in any capacity in the
audit of the Corporation.
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Financial
Reporting Process
(10) Review, with the independent accountant and management, the integrity of the
Corporations internal and external financial reporting processes, including responsibilities,
budget, staffing, reporting and disclosure procedures and any recommended changes.
(11) Consider and approve, if appropriate, major changes to the Corporations auditing and
accounting principles and practices as suggested by the independent accountants or management.
(12) Establish regular systems of reporting to the Audit Committee by each of management and
the independent accountants regarding any significant judgments made in managements preparation of
the financial statements and any significant difficulties encountered during the course of the
review or audit, including any restrictions on the scope of the work or access to require
information.
(13) Review any significant disagreement among management and the independent accountants in
connection with the preparation of the financial statements.
(14) Obtain from the independent accountants assurance that its has not received or discovered
any information indicating that an illegal act (whether or not perceived to have a material effect
on the financial statements of the issuer) has or may have occurred, that is required to be
reported to the Corporation under Section 10(A) of the Exchange Act.
Legal
Compliance/General
(15) Review with the Corporations counsel, any legal matter that could have a significant
impact on the Corporations financial statements.
(16) Report through its Chairperson to the Board following meetings of the Audit Committee.
(17) Maintain minutes or other records of meetings and activities of the Audit Committee.
(18) Oversee the Corporations procedure and process for the:
(i) Receipt, retention and treatment of complaints received by the Corporation regarding
accounting, internal accounting controls, or auditing matters; and
(ii) Confidential, anonymous submission by employees of the Corporation of concerns regarding
questionable accounting or auditing matters.
***************************
19
EXHIBIT C
VERAMARK TECHNOLOGIES INC.
Code of Business Conduct and Ethics
1. Purpose of Code. The purpose of this Code is to establish guidelines for:
(a) Honest and ethical conduct, including the ethical handling of actual or apparent conflicts
of interest between personal and professional relationships;
(b) Avoidance of conflicts of interest, including disclosure to an appropriate person or
persons identified in the Code of any material transaction or relationship that reasonably could be
expected to give rise to such a conflict;
(c) Full, fair, accurate, timely, and understandable disclosure in reports and documents that
a registrant files with, or submits to, the Securities and Exchange Commission and in other public
communications made by the Company;
(d) Compliance with applicable governmental laws, rules and regulations;
(e) The prompt internal reporting to an appropriate person or persons identified in the Code
of violations of the Code; and
(f) Accountability for adherence to the Code.
2. Complying With Law. All employees, officers and directors of the Company should respect and
comply with all of the laws, rules and regulations of the United States, foreign countries, and the
states, counties, cities and other jurisdictions, in which the Company conducts its business, or
laws, rules and regulations of which are applicable to the Company.
While this Code does not summarize all laws, rules and regulations applicable to the Company
and its employees, officers and directors, certain laws are summarized below. Please consult with
your supervisor or the Companys legal counsel and the various guidelines which the Company has
prepared on specific laws, rules and regulations.
Insider Trading. The Company and its employees, officers and directors must comply with the
insider trading prohibitions applicable to the Company and its employees, officers and directors.
Generally, employees, officers and directors who have access to or knowledge of confidential or
non-public information from or about the Company are not permitted to buy, sell or otherwise trade
in the Companys securities, whether or not they are using or relying upon that information. This
restriction extends to sharing or tipping others about such information especially since the
individuals receiving such information might utilize such information to trade in the Companys
securities. In addition, the Company has implemented trading restrictions to reduce the risk, or
appearance, of insider trading.
Company employees, officers and directors are directed to the Companys Insider Trading Policy
or the Companys legal counsel if they have questions regarding the applicability of such insider
trading prohibitions.
Foreign Corrupt Practices. The U.S. Foreign Corrupt Practices Act prohibits giving anything of
value, directly or indirectly, to foreign government officials or foreign political candidates in
order to obtain or retain business. It is strictly prohibited to make illegal payments to
government officials of any country. In addition, the U.S. government has a number of laws and
regulations regarding business gratuities which may be accepted by U.S. government personnel. The
promise, offer or delivery to an official or employee of the U.S. government of a gift, favor or
other gratuity in violation of these rules
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would not only violate Company policy but could also be a criminal offense. State and local
governments, as well as foreign governments, may have similar rules. Your supervisor or the
Companys legal counsel can provide guidance to you in this area.
Licensed Third Party Software. Unauthorized duplication of copyrighted computer software violates
the law and is contrary to the Companys standards of conduct. The Company disapproves of such
copying and recognizes the following principles as a basis for preventing its occurrences:
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¨ The Company will neither engage in nor tolerate the making or using of unauthorized
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¨ The Company will provide legally acquired software to meet its legitimate software
needs in a timely fashion and in sufficient quantities for all of the Companys computers. |
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¨ The Company will comply with all license or purchase terms regulating the use of any
software the Company acquires or uses. |
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¨ The Company will enforce strong internal controls to prevent the making or using of
unauthorized software copies, including effective measures to verify compliance with these
standards and appropriate disciplinary measures for violation of these standards. |
It is the Companys policy that third party developed software may be used to conduct Company
business only if it is (i) authorized and licensed for use by the Company; or (ii) is in the public
domain and available for use without royalty by the Company. This policy applies to all Company
employees and to all contractors working on the Companys premises or computers.
All software licensed for Company use must be ordered through the Companys purchasing department
or approved in writing in advance. Employees will not be reimbursed for software purchased or
obtained through other channels.
3. Conflicts Of Interest. All employees, officer and directors of the Company should be scrupulous
in avoiding a conflict of interest with regard to the Companys interests. A conflict of interest
exists whenever an individuals private interest interferes or conflicts in any way (or even appear
to interfere or conflict) with the interest of the Company. A conflict situation can arise when an
employee, officer or director takes actions or has interests that make it difficult to perform his
or her Company work objectively and effectively. Conflict of interest may also arise when an
employee, officer or director, or members of his or her family, receives improper personal benefits
as a result of his or her position in the Company, whether received from the Company or a third
party. Loans to, or guarantees of obligations of, employees, officers and directors and their
respective family members may create conflicts of interest. Federal Law prohibits loans to
directors and executive officers under certain circumstances.
The purpose of business entertainment and gifts in a commercial setting is to create good will
and sound working relationships, not to gain unfair advantage with customers. No gift or
entertainment should be offered, given, provided or accepted by any Company employee, family member
or an employee or agent unless it: (a) is not a cash gift, (b) is consistent with customary
business practices, (c) is not excessive in value, (d) cannot be construed as a bribe or payoff;
and (e) does not violate any laws or regulations. Please discuss with your supervisor or the
Companys legal counsel any gifts or proposed gifts which you are not certain are appropriate.
It is almost always a conflict of interest for a Company employee to work simultaneously for a
competitor, customer or supplier. You are not allowed to work for a competitor, as a consultant or
board member. The best policy is to avoid any direct or indirect business connection with the
Companys customers, suppliers or competitors, except on the Companys behalf.
Conflicts of interest are prohibited as a matter of Company policy, except under guidelines
approved by the Board of Directors or committees of the Board. Conflicts of interest may not always
be clear-cut, so if you have a question, you should consult with your supervisor or the Companys
legal counsel.
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4. Corporate Opportunity. Employees, officers and directors are prohibited from (a) taking for
themselves personally opportunities that properly belong to the Company or are discovered through
the use of Company property, information or position; (b) using Company property, information or
position for personal gain; and (c) competing with the Company. Employees, officers and directors
owe a duty to the Company to advance its legitimate interest when the opportunity to do so arises.
5. Confidentiality. Employees, officers and directors of the Company must maintain the
confidentiality of confidential information entrusted to them by the Company or its suppliers or
customers, except when disclosure is authorized by the Companys legal counsel or required by laws,
regulations or legal proceedings. Whenever feasible, employees, officers and directors should
consult their supervisor or the Companys legal counsel if they believe they have a legal
obligation to disclose confidential information. Confidential information includes all non-public
information that might be of use to competitors of the Company, or harmful to the Company or its
customers if disclosed.
6. Fair Dealing. Each employee, officer and director should endeavor to deal fairly with the
Companys customers, suppliers, competitors, officers and employees. None should take unfair
advantage of anyone through manipulation, concealment, abuse of privileged information,
misrepresentation of material facts or any other unfair dealing practice.
The Company seeks to outperform its competition fairly and honestly. The Company seeks
competitive advantages through superior performance, never through unethical or illegal business
practices. Stealing proprietary information, possessing trade secret information that was obtained
without the owners consent, or inducing such disclosures by past or present employees of other
companies is prohibited.
7. Protection And Proper Use Of Company Assets. All employees, officers and directors should
protect the Companys assets and ensure their efficient use. Theft, carelessness, and waste have a
direct impact on the Companys profitability. All Company assets should be used only for legitimate
business purposes.
8. Accounting Matters. The Companys policy is to comply with all applicable financial reporting
and accounting regulations applicable to the Company.
All of the Companys books, records, accounts and financial statements must be maintained in
reasonable detail, must appropriately reflect the Companys transactions and must conform both to
applicable legal requirement and to the Companys system of internal controls. Unrecorded or off
the books funds or assets should not be maintained unless permitted by applicable law or
regulation.
Records should always be retained or destroyed according to the Companys record retention
policies. In accordance with those policies, in the event of litigation or governmental
investigation please consult with your supervisor or the Companys legal counsel.
If any employee, officer or director of the Company has concerns of complaints regarding
questionable accounting or auditing matters of the Company, then he or she is encouraged to submit
those concerns or complaints (anonymously, confidentially or otherwise) to the Board of Directors
of the Company a set forth in the Section 10 Reporting Any
Violations.
9. Public Company Reporting. As a public company, it is critical importance that the
Companys filings with the Securities and Exchange Commissions be accurate and timely. Depending on
their position with the Company, an employee, officer or director may be called upon to provide
necessary information to assure that the Companys public reports are complete, fair and
understandable. The Company expects employees, officers and directors to take this responsibility
very seriously and to provide prompt accurate answers to inquiries related to the Companys public
disclosure requirements.
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10. Reporting Any Violations. The Company takes its responsibility to comply with its Code very
seriously and has taken steps to prevent, detect, and correct violations. However, to be
successful the Code requires the collective participation of every individual within the Company.
Employees are encouraged to talk to supervisors, managers or other appropriate personnel about
observed illegal or unethical behavior and, when in doubt, about the best course of action in a
particular situation. Employees, officers and directors who have questions about this Code, are
concerned that violation of this Code or that other illegal or unethical conduct by employees,
officers or directors of the Company have occurred or may occur, should contact their supervisors.
If they do not believe it appropriate or are not comfortable approaching their supervisors about
their concerns or complaints, they should contact the Board of Directors of the Company by e-mail
at a confidential email box named Compliance on the corporate network or by land mail at Veramark
Technologies, Inc., Attention: Board of Directors/Code of Conduct, 3750 Monroe Avenue, Pittsford,
New York 14534.
Reports may be anonymous but should include sufficient facts so that Veramark can conduct a
proper investigation. All reports will be promptly investigated and appropriate corrective action
will be taken if warranted by the investigation.
All reports will be treated confidentially, subject to its duties arising under applicable
law, regulations and legal proceedings.
All reports received by supervisors must be immediately reported to the Board of Directors of
the Company.
It is every employees, officers and directors responsibility to report suspected
violations as set forth above. Failure to report knowledge of suspected violations of this Code
may result in disciplinary action against those who fail to report.
11. Violations and Investigations.
All reports of violations of this Code will be promptly and thoroughly investigated by the
Company. If any employee, officer or director is found to have violated this Code, appropriate
action will be taken, including termination of employment or criminal prosecution.
12. No Retaliation. The Company will not permit retaliation of any kind by or on behalf of the
Company and its employees, officers and directors against good faith reports or complaints of
violations of this Code or other illegal or unethical conduct.
13. Training. From time to time the Company will implement such procedures for the regular
distribution, training and regular communication to employees of the Code and the Companys
accounting and financial controls policies, in order to encourage employee reports of concerns on
an on-going basis.
14. Amendment, Modification And Waiver
This Code may be amended, modified or waived by the Companys Board of Directors, subject to
the disclosure and other provisions of the Securities Exchange Act of 1934, and the rules there
under and other applicable rules.
***************************
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ISAAC KAGAN
C/O AMERICAN STOCK TRANSFER AND CO. 6201 15TH AVENUE
BROOKLYN, NY 11219 |
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IMPORTANT
NOTICE REGARDING DELIVERY
OF SECURITY HOLDER DOCUMENTS (HH)
AUTO DATA PROCESSING
INVESTOR COMM SERVICES
ATTENTION:
TEST PRINT
51 MERCEDES WAY
EDGEWOOD, NY
11717
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VOTE
BY MAIL
Mark, sign and date your proxy card and return it in the postage-paid
envelope we have provided or return it to Veramark Technologies, Inc., c/o
ADP, 51 Mercedes Way, Edgewood, NY 11717.
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123,456,789,012.00000
è000000000000
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PAGE
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1 OF
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2 |
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TO VOTE, MARK BLOCKS BELOW IN BLUE OR BLACK INK AS
FOLLOWS:
x
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VERTE
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KEEP THIS PORTION FOR YOUR RECORDS |
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DETACH AND RETURN THIS PORTION ONLY |
THIS PROXY CARD IS VALID ONLY WHEN SIGNED AND DATED.
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VERAMARK TECHNOLOGIES, INC. |
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Vote on Directors |
02 |
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214958292475 |
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1. |
Election of Directors:
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For All |
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Withhold All |
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For All Except |
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To withhold authority to vote for any individual
nominee(s), mark FOR ALL EXCEPT and
write the nominees name on the line below.
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NOMINEES: |
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1) Charles A. Constantino |
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2) John E. Gould |
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3) David G. Mazzella
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4) Andrew W. Moylan |
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5) William J. Reilly
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Vote on Proposals |
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For
Against Abstain |
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2. |
Ratification of the
appointment of Rotenberg & Co. LLP as auditors for the year ending December 31, 2006 |
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3. |
At their discretion, the Proxies are authorized to vote upon such other matters as may
properly come before the meeting. The undersigned hereby revokes all proxies related to the Annual Meeting. |
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This proxy will be voted as
specified. If this Proxy is signed and no direction is given, the
shares represented will be voted FOR Proposals 1 and 2 and will be
voted in the discretion of the Proxies named herein with respect to
any matters referred to in proposal 3. |
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PLEASE MARK, SIGN, DATE
AND RETURN THIS PROXY IN THE ENCLOSED ENVELOPE.
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Note: |
Please sign exactly as your name or names appear(s) on this Proxy. When shares
are held jointly, each holder should sign. When signing as executor, administrator, attorney,
trustee or guardian, please give full title as such. If the signer is a corporation, please sign
full corporate name by duly authorized officer, giving full title as such. If signer is
a partnership, please sign in partnership name by authorized person.
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AUTO DATA PROCESSING
INVESTOR COMM SERVICES
ATTENTION:
TEST PRINT
5I MERCEDES WAY
EDGEWOOD, NY
11717
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Yes |
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No |
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HOUSEHOLDING
ELECTION - Please indicate if you consent to receive certain
future investor communications in a single package per household. |
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123, 456, 789, 012 923351100 29 |
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Signature [PLEASE SIGN WITHIN BOX] |
Date |
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P27954 |
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Signature (Joint Owners) |
Date |
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VERAMARK TECHNOLOGIES, INC.
MAY 1, 2006
Please date, sign and mail your proxy card in the
envelope provided as soon as possible.
VERAMARK TECHNOLOGIES, INC.
THIS PROXY IS SOLICITED ON BEHALF OF THE BOARD OF DIRECTORS
PROXY FOR THE ANNUAL MEETING OF SHAREHOLDERS MAY 1, 2006
The undersigned hereby appoints David G. Mazzella and John E. Gould, and each of them with
full power of substitution, as proxies
to vote, as designated on the reverse side of this proxy card, all of the shares of common
stock of Veramark Technologies, Inc.
which the undersigned is entitled vote at the Annual Meeting of the Shareholders of the
Company, and at any adjournments
thereof, upon the matters set forth in the notice and proxy statement.
(Continued and to be signed on the reverse side)