DSA Corporate Services offers outsourced corporate secretarial services tailored to the needs of small to midsized reporting issuers. These services range from providing recording secretaries for Board of Directors & Committee meetings to the appointment of one of our senior team members as the outsourced Corporate Secretary of the company. DSA Corporate Services also specializes in continuous disclosure regulatory reporting, stock exchange compliance, stock option, and warrant administration, annual meeting organization, minute book custody, corporate governance advice, news release dissemination through a range of domestic and global networks, and other specialty services.

DSA Corporate Services offers:

Corporate Secretary & Recording Secretary

Corporate Secretary

  • Appointment of a DSA senior team member as Corporate Secretary of an issuer, performing an expanded Recording Secretary role. Each opportunity is carefully matched with the skills and experience of one of our DSA Corporate Services team members

Recording Secretary

  • Circulation meeting materials to corporate directors and committee members
  • Attendance of Board of Directors & Committee meetings for the preparation of minutes
  • Creation of board of directors and committee meeting notices and agendas

Minute Book Custody

  • Maintain minute books by ensuring all constating documents and executed copies of minutes/resolutions are inserted into our client’s minute books;
  • Offer facilities for auditors to review minute books for audit;
  • Create scanned electronic versions of meeting minutes and resolutions for ease of reference and for due diligence purposes;

Annual & Special
Shareholder Meetings

  • Liaise with the client’s legal counsel and transfer agent to set meeting and record dates for annual and/or special shareholder meetings;
  • Comply with corporate securities law relating to registered and beneficial shareholders;
  • Review of documents to be sent to shareholders;
  • Arrange for the printing and mailing of shareholder materials;
  • Booking meeting venue as well as making catering arrangements;
  • Review of proxy tabulation data prior to the meeting;
  • Draft of Chairman’s script for the meeting; and
  • Attend the meeting to prepare and record minutes.

Continuous Disclosure & Regulatory Filings

  • Monitor regulatory filing deadlines based on the issuer’s year-end and stock exchange regulations. DSA Corporate Services also offers a customized annual Disclosure Filing Calendar;
  • Prepare applicable Chief Executive Officer (CEO) and Chief Financial Officer (CFO) annual and interim certifications;
  • Prepare basic Material Change Reports; and
  • Complete annual, interim, and other filings via SEDAR, EDGAR, UK RIS, and SEDI.

Stock Exchange Compliance

  • Comply with Toronto Stock Exchange (TSX); TSX Venture Exchange (TSX-V); Canadian Securities Exchange (CSE); and US and UK stock exchange policies;
  • Submit filings under National Instrument 71-102 of the Canadian Securities Administrators for foreign designated issuers; and
  • Create and submit monthly TSX SecureFile reports, TSX-V Exchange forms such as Form 4G (Grant of Stock Options) and Form 3C (Hiring of an Investor Relations Consultant), and CSE forms.

Whistleblower Integrity Hotline Service

  • Implement a cost-effective, easy-to-set-up whistleblower hotline service, allowing confidential and anonymous reporting of infractions to the Audit Committee Chair.

Other Services

Financial Printing

  • Organize the printing of financial documents such as Annual Financials and MD&A, Annual Meeting Materials, Interims, etc.

Registered Office/Address

  • Provide clients with a Toronto-based registered office;
  • Offer mail collection and forwarding, telephone answering for global companies;
  • Meeting rooms with internet wi-fi access; and

Specialty Services

  • Specialty escrow services are available