Definitive Proxy Statement
UNITED STATES
SECURITIES AND EXCHANGE COMMISSION
Washington, D.C. 20549
SCHEDULE 14A
Proxy Statement Pursuant to Section 14(a) of the Securities
Exchange Act of 1934 (Amendment No. __)
Filed by the Registrant þ
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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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Definitive Additional Materials |
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Soliciting Material Pursuant to §240.14a-12 |
VERAMARK TECHNOLOGIES, INC.
(Name of Registrant as Specified In Its Charter)
(Name of Person(s) Filing Proxy Statement, if other than the Registrant)
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TABLE OF CONTENTS
VERAMARK TECHNOLOGIES, INC.
3750 Monroe Avenue
Pittsford, New York 14534
NOTICE OF
ANNUAL MEETING OF SHAREHOLDERS
TO BE HELD MAY 20, 2010
To the Shareholders of
VERAMARK TECHNOLOGIES, INC.:
Notice is hereby given that the annual meeting of shareholders of Veramark Technologies, Inc.
(the Company) will be held at the Companys offices at 3750 Monroe Avenue, Pittsford, New York,
on May 20, 2010, beginning at 9:00 a.m. local time, for the following purposes:
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To elect six directors, each to serve a term of one year; |
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To ratify the appointment of independent auditors for the year ending December
31, 2010; |
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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 22, 2010 as the record date
for the determination of shareholders entitled to notice of and to vote at the meeting.
All shareholders 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.
Your attention is directed to the proxy statement submitted with this notice.
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By Order of the Board of Directors
Robert F. Mechur
Secretary
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Dated: April 9, 2010
It is important that your shares be represented and voted at the Annual Meeting
whether or not you plan to attend. Accordingly, please register your vote as
soon as possible. You may vote by mail, telephone or Internet. Further
instructions are contained on the enclosed proxy ballot card.
(This page intentionally left blank.)
VERAMARK TECHNOLOGIES, INC.
3750 MONROE AVENUE
PITTSFORD, NEW YORK 14534
PROXY STATEMENT FOR ANNUAL MEETING OF SHAREHOLDERS
TO BE HELD MAY 20, 2010
This proxy statement is furnished to shareholders 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 shareholders of the Company to be held on May 20, 2010 at 9:00 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 shareholders for the fiscal year ended December 31, 2009
accompanies this proxy statement. A copy of the Companys Annual Report on 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.
Additional copies of this proxy statement, the accompanying annual report to shareholders,
notice of meeting and form of proxy may be obtained from the Companys Secretary, 3750 Monroe
Avenue, Pittsford, New York 14534. This proxy statement, together with the accompanying annual
report to shareholders and form of proxy will first be sent to Shareholders on or about April 9,
2010.
Important Notice Regarding the Availability of Proxy Materials
for the Annual Meeting of Shareholders to be Held on May 20, 2010
This proxy statement and the accompanying annual report to shareholders are available at
www.veramark.com/Company/InvestorRelations/
SOLICITATION AND REVOCABILITY OF PROXIES
The enclosed proxy for the Meeting is being solicited by the directors of the Company.
Shareholders of record may vote by mail, telephone, or via the Internet. The toll-free telephone
number and Internet web site are listed on the enclosed proxy. If you vote by telephone or via the
Internet you do not need to return your proxy card. If you choose to vote by mail, please mark,
date and sign the proxy card, and then return it in the enclosed envelope (no postage is necessary
if mailed within the United States). 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 Shareholder 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 therefor) 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 22, 2010 has been fixed as the record date for determination of
the shareholders entitled to notice of, and to vote at, the Meeting. On that date there were
outstanding and entitled to vote 9,828,727 shares of common stock, par value $.10 per share, of the
Companys common stock (the Common Stock) each of which is entitled to one vote on each matter at
the Meeting.
Pursuant to the Companys bylaws, a plurality of the votes cast at the Meeting will be
required to elect directors, and a majority of the votes cast at the Meeting will be required to
ratify the appointment of the independent auditors for 2010.
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.
2
Security Ownership of Certain Beneficial Owners and Management
The following table sets forth information as of March 22, 2010, 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 each named executive officer, director, nominee 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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1,540,890 |
(2) |
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15.7 |
% |
601 Union Street, Suite 3900
Seattle, Washington 98101 |
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David G. Mazzella |
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930,400 |
(3) |
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9.5 |
% |
6001 Pelican Bay Blvd #402
Naples, FL 34108 |
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Albert J. Montevecchio |
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589,856 |
(4) |
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6.0 |
% |
20 Fairfield Drive
Fairport, New York 14450 |
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Seth J. Collins |
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60,000 |
(5) |
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* |
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Charles A. Constantino |
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65,000 |
(6) |
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* |
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John E. Gould |
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78,000 |
(7) |
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* |
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Anthony C. Mazzullo |
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262,144 |
(8) |
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2.7 |
% |
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Steve M. Dubnik |
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* |
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Christopher T. Dunstan |
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* |
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Ronald C. Lundy |
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126,283 |
(9) |
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1.3 |
% |
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Joshua B. Bouk |
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82,600 |
(10) |
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* |
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Thomas W. McAlees |
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90,000 |
(11) |
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* |
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All Directors and Executive Officers |
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764,027 |
(12) |
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7.8 |
% |
as a Group (7 Individuals) |
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Indicates less than 1.0%. |
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Based on the number of shares of Common Stock outstanding as of March 22, 2010, which were
9,828,727 shares of Common Stock. |
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Based upon a Statement on Schedule 13F filed with the SEC on February 12, 2010 which
indicated that as of December 31, 2009 Summit Capital Managements holdings were 1,540,890
shares of Common Stock. |
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Includes 900,000 shares of Common Stock Mr. Mazzella has the right to acquire pursuant to
options issued under the Companys 1998 Long Term Incentive Plan. |
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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 10,000 shares of Common Stock Mr. Collins has the right to acquire pursuant to
options issued under the Companys 1998 Long Term Incentive Plan. |
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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 1998 Long Term Incentive Plan. |
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Includes 70,000 shares of Common Stock Mr. Gould has the right to acquire pursuant to options
issued under the Companys 1998 Long Term Incentive Plan. |
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Includes 192,000 shares of restricted Common Stock issued to Mr. Mazzullo and 12,000 shares
of Common Stock Mr. Mazzullo has the right to acquire pursuant to options issued, under the
Companys 1998 Long Term Incentive Plan. |
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Includes 9,000 shares of restricted Common Stock issued to Mr. Lundy and 104,000 shares of
Common Stock Mr. Lundy has the right to acquire pursuant to options issued, under the
Companys 1998 Long Term Incentive Plan. |
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Includes 75,000 shares of restricted Common Stock issued to Mr. Bouk, under the Companys
1998 Long Term Incentive Plan. |
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Includes 75,000 shares of restricted Common Stock issued to Mr. McAlees, under the Companys
1998 Long Term Incentive Plan. |
(12) |
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Includes 256,000 shares of Common Stock the directors and named executives have the right to
acquire pursuant to options issued under the Companys 1998 Long Term Incentive Plan, and
351,000 shares of restricted Common Stock issued to named executives. |
4
PROPOSAL NO. 1 ELECTION OF DIRECTORS
Nominees
At the Meeting, six directors, comprising the entire membership of the Board of Directors, are
to be elected. Each elected director will serve until the Companys next annual meeting of
shareholders and until a successor is elected and qualified. Nominees Seth J. Collins, Charles A.
Constantino, John E. Gould, and Anthony C. Mazzullo, were elected at the Companys 2009 annual
meeting of shareholders.
The Board of Directors recommends a vote FOR the six 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 director of the six nominees named below.
All nominees are willing to serve on the Board of Directors, if elected. However, if any
nominee becomes unwilling or unavailable to stand for reelection or to serve for any reason or if a
vacancy on the Board of Directors 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 nominees, with the exception of Mr.
Mazzullo, are independent as defined by NASDAQ rules.
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Name and Age of |
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Principal Occupation |
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Qualifications That Led the Board to Conclude |
Nominee |
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For Past Five Years |
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This Person Should Serve as a Director |
Seth J. Collins
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President of Stone
Mountain Capital,
since 2005.
President and a board
member of Manchester
Technologies, 1998
2005.
Mr. Collins has been
a Director of the
Company since 2008.
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For 20 years, Mr.
Collins has been
involved with
technology companies,
including various
aspects of corporate
management, mergers
and acquisitions,
sales channel
development,
consulting, and
business strategy.
Mr. Collins is a
cofounder of Stone
Mountain Capital, a
capital fund that
invests in technology
companies and manages
real estate holdings.
His seven years as
President of
Manchester
Technologies provided
him with significant
leadership exposure
in the technology
field. Manchester
Technologies
specialized in
display technology
and custom
networking.
Mr. Collins holds a
BS in Finance and
Computer Science from
Rensselaer
Polytechnic Institute
(RPI). |
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Charles A. Constantino
70
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Director and
Executive Vice
President of PAR
Technology
Corporation
(NYSE:PTC) for more
than five years.
Mr. Constantino has
been a Director of
the Company since
2002.
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Mr. Constantino has
extensive experience
in the technology and
software fields. His
position as Executive
Vice President of PAR
Technology
Corporation has
provided him with
full vertical
exposure to the
technology industry,
including design of
software,
manufacturing,
marketing, and
servicing in the
business to business
market. While at PAR
Technology
Corporation, Mr.
Constantino has also
gained significant
experience in the
government sector at
both the state and
federal level,
including the
Department of
Defense.
Mr. Constantino is
also a Director and
Past Chairman of the
Board of Trustees of
St. John Fisher
College, and a
Director of
Adirondack Bank. |
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Name and Age of |
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Principal Occupation |
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Qualifications That Led the Board to Conclude |
Nominee |
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For Past Five Years |
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This Person Should Serve as a Director |
John E. Gould
65
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Executive Vice
President and General
Counsel of CH Energy
Group, Inc. (NYSE:
CHG), since October
2009.
Partner in the law
firm Thompson Hine,
LLP, 2002 2009.
Mr. Gould has been a
Director of the
Company since 1997.
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As Executive Vice
President and General
Counsel of CH Energy
Group, Inc, a
publicly held
corporation, Mr.
Gould has significant
first hand experience
to the continuously
changing regulatory
issues that face a
publicly held
company, and
considerable
knowledge of
corporate governance
matters with respect
to compliance to
regulatory matters.
Mr. Gould was 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 resigned as a
partner of Thompson
Hine effective
September, 2009.
Mr. Gould is also
Chairman of the
American Geographical
Society and a
Director of the
Gerber Life Insurance
Company. |
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Anthony C. Mazzullo
52
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President and Chief
Executive Officer of
Veramark
Technologies, Inc.,
since January 2008.
Senior Vice President
of ePlus Systems,
Inc., 2004 2007.
President Software
and Consulting
Operations of
Manchester
Technologies, 2001
2004.
Mr. Mazzullo has been
a Director of the
Company since 2008.
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As President and CEO
of the Company, Mr.
Mazzullos membership
on the Board of
Directors assists in
establishing
transparent
communication between
the board and
management of the
Company.
Mr. Mazzullo has
widespread experience
in the software and
consulting industry.
From 2004 2007,
Mr. Mazzullo was
Senior Vice President
of ePlus Systems,
Inc., a wholly owned
subsidiary of ePlus,
Inc., a publicly held
software and
professional services
company.
Prior to joining
ePlus Systems, Inc.,
Mr. Mazzullo founded
and served as
President and Chief
Executive Officer of
eTrack Solutions, a
professional services
company that assisted
organizations in
streamlining their
operations and
optimally applying
software applications
to their business.
eTrack Solutions was
sold to Manchester
Technologies in 2001.
Mr. Mazzullo served
as Manchester
Technologies
President of Software
and Consulting
Operations until
2004.
Mr. Mazzullo is
currently serves on
the board of
directors of the
Volunteers of America
of Western New York.
Mr. Mazzullo holds a
BS in Electrical
Engineering from
Cornell University,
and an MBA in Finance
from the Simon School
of Business at the
University of
Rochester. |
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Name and Age of |
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Principal Occupation |
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Qualifications That Led the Board to Conclude |
Nominee |
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For Past Five Years |
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This Person Should Serve as a Director |
Steve M. Dubnik
47
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co-Chief Executive
Officer of Ariston
Global LLC, since
2006.
Chairman, Chief
Executive Officer,
and President of
Choice One
Communications, 1998
2006.
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Mr. Dubnik co-founded
Ariston Global LLC in
2006 for the purpose
of acquiring,
developing, and
managing companies
that provide software
products and services
to communication
service providers in
the global
marketplace. Ariston
Global LLC has
completed five
acquisitions since
2006, and now
provides services to
over 100 companies
worldwide, giving Mr.
Dubnik extensive
experience in the
area of mergers and
acquisitions
Mr. Dubnik founded
Choice One
Communications in
1998. Under his
leadership, Choice
One, through a
combination of
internal growth and
acquisitions, grew
into a $350 million
enterprise providing
integrated voice and
data services to over
100,000 small and
medium-sized
businesses.
Prior to 1998, Mr.
Dubnik held various
executive positions
in several telecom
industry companies,
including ACC Corp,
RCI Long Distance,
and Rochester
Telephone
Corporation.
Mr. Dubnik currently
serves on the boards
of Strong-National
Museum of Play and
Nazareth College, and
is Chairman of the
Board of Directors
for OnCell Systems
Inc.
Mr. Dubnik holds a BA
in mechanical
engineering from the
Massachusetts
Institute of
Technology, and an
MBA from the Simon
School of Business at
the University of
Rochester, where he
was awarded the Hugh
Whitney Award for
academic excellence,
for achieving the
highest grade point
average in the
program year. |
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Name and Age of |
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Principal Occupation |
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Qualifications That Led the Board to Conclude |
Nominee |
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For Past Five Years |
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This Person Should Serve as a Director |
Christopher T. Dunstan
54
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President of C T
Dunstan LLC since
2006.
Interim President of
Kastner Food Service,
2007 2008.
Executive Vice
President and Chief
Financial Officer of
Rich Products
Corporation, 2003
2006.
Executive Vice
President, Chief
Financial Officer,
and Treasurer of
Adelphia Cable
Corporation, 2002
2003.
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Mr. Dunstans broad
executive financial
experience including
serving as CFO of two
public companies and
two private
companies, and his
background in public
accounting as a CPA
with KPMG as well as
teaching Auditing and
Governance as an
adjunct faculty
member of the William
Simon Graduate School
of Business qualify
him as an Audit
Committee Financial
Expert.
Mr. Dunstan has over
25 years of
corporate, executive
entrepreneurial and
turnaround management
experience in over 10
countries across
industries spanning
from food production,
industrial products,
consumer products,
cable and media
services, to
manufacturing.
Mr. Dunstans
experience in mergers
and acquisitions,
turnaround
management, and the
launching of growth
initiatives, will be
of value to Veramark
as it repositions
itself for profitable
growth.
Mr. Dunstan has broad
SEC reporting
experience after
serving at publicly
held Trico Products
Inc. and Adelphia
Communications. Mr.
Dunstan has
experience and
insight into the
issues that face
Veramark
Technologies, Inc.,
as a SEC reporting
company.
Mr. Dunstan serves on
The John R. Oishei
Foundation Board of
Directors, a $260
million philanthropic
organization, where
he chairs the
Investment Committee
and has served as
chair of the audit
committee, and also
sits on the Executive
Advisory Committee
and Deans Council at
the Simon School of
Business at the
University of
Rochester.
Mr. Dunstan holds a
MBA in Finance and
Accounting the Simon
School of Business at
the University of
Rochester where he
was elected to Beta
Gamma Sigma and a BA
in Social Psychology
from the University
of Rochester. |
Other Directorships and Trusteeships
Mr. Constantino serves as a member of the Board of Directors of PAR Technology Corporation
(NYSE:PTC). None of the other Directors and nominees to the Companys Board of Directors serves on
the Board of Directors or the Board of Trustees of any other publicly held company.
8
Committees and Meeting Data
During 2009, the full Board of Directors held five meetings. The Companys Board of Directors
has 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. Collins, Constantino, and
Gould, all of whom are independent as defined under SEC rules. The Audit Committee, which met six
times during the year, appoints and oversees the work of the Companys independent auditors,
overseeing the establishment and maintenance by the Corporation of reliable accounting policies,
financial reporting and disclosure, and performing such other duties as are 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 his other duties in accordance with the terms of the Audit
Committee Charter.
The Compensation Committee of the board currently consists of Messrs. Collins and Constantino,
both of whom are independent as defined by SEC rules. The Compensation Committee, which met four
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 Charter of the
Compensation Committee is attached as Exhibit C.
The Nominating Committee consists of all members of the board who are independent as defined
by SEC rules. Currently, those individuals are Messrs. Collins, Constantino, and Gould. 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, rules, and its charter. The Nominating Committee officially
met twice separately from regular Board meetings. In addition, when circumstances necessitated,
matters pertaining to nominees and vacancies were reviewed and discussed as part of scheduled Board
meetings. The Charter of the Nominating Committee is attached as Exhibit D.
The Nominating Committee will consider candidates recommended by shareholders and determine
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 current practice has resulted in a broad range of experience and
qualifications among the Companys Board of Directors.
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 2009, all directors nominated for reelection attended no less than 75% of the total
number of meetings of the Board of Directors and any board committee on which he served.
9
The Boards Leadership Structure
The leadership responsibilities of the Board are shared among the Chairs of the Boards three
standing Committees and our Chairman of the Board. The current Board is comprised of three
independent Directors and a single management Director. The single management Director is Anthony
C. Mazzullo, who serves as President, Chief Executive Officer, and Chairman of the Board.
Our governance processes and the decisions of our Board are managed and controlled by our
independent Directors. All members of the three standing Committees of the Board are independent
Directors, and all members sit on at least two committees. Mr. Mazzullo may be invited to attend
Committee meetings, but he does not have a vote on any Committee matter.
Our Board believes this governance structure is well suited to our Company. Our
classification as a smaller reporting company, and our focused target market, favors having a
governance structure that is nimble and overlapping, thus encouraging the transfer of information,
rather than a complex governance structure that can be overbearing, particularly for a company that
is attempting to move beyond its current target market.
We believe the Company benefits from combining the position of Chief Executive Officer and
Chairman of the Board. As the only member of the Companys management on the Board, it provides
the Chief Executive Officer with a status and visibility that we believe enhances his ability to
communicate the concerns, opinions, and recommendations of management to the various Board members.
The Boards Role in the Oversight of Risk
The Board recognizes that the Company is subject to various strategic, operational, and
financial risks that can affect the Companys performance, including its ability to provide value
to its shareholders. While the Audit Committee is primarily responsible for overseeing the
policies of the Company, with respect to risk assessment, the Board as a whole takes a role in
assessing the strategic and operational risks of the Company.
The Board reviews strategic and operational plans in great length, not only during the budget
process, but during the course of the year, as they review corporate performance each quarter.
Those reviews include not only an assessment of the potential opportunities afforded the Company,
but also include discussion of the potential risks and hazards the Company may face.
10
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 overseeing that the Company
has established and maintained processes for assuring that the Company has complied with applicable
laws, regulations, policies, and established processes, relating to the Companys accounting and
reporting practices and relating to the quality and integrity of the Companys financial reports.
The Audit Committee is currently composed of three directors, Messrs. Constantino, Gould, and
Collins, each of whom is independent as defined in the Securities Exchange Act of 1934, as amended,
and the rules and regulations promulgated hereunder. 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 financial statements in accordance with accounting
principles generally accepted in the United States (GAAP). The Companys independent auditors
are responsible for auditing those financial statements. The Committees responsibility is to
monitor and review these processes. It does not have the duty or responsibility to conduct
auditing or accounting reviews or procedures. Members of the Committee are not employees of the
Company and may not be, nor may they represent themselves to be or to serve as, accountants or
auditors by profession or experts in the fields of accounting or auditing. Therefore, the
Committee has relied, without independent verification, on managements representation that the
financial statements have been prepared with integrity and objectivity and in conformity with GAAP
and on the representations of the independent auditors included in their report on the Companys
financial statements. The Committees oversight does not provide it 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
GAAP and applicable laws and regulations. Furthermore, its considerations and discussions with
management and the independent auditors do not assure that the Companys financial statements are
presented in accordance with GAAP, that the audit of the Companys financial statements has been
carried out in accordance with generally accepted auditing standards or that the Companys
independent accountants are in fact independent.
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, 2009. 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, 2009
and the matters required to be discussed by the Statement on Auditing Standards No. 114 (The
Auditors Communication With Those Charged With Governance). 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, 2009, for filing with the SEC.
The Audit Committee
Charles A. Constantino, Chair
Seth J. Collins
John E. Gould
11
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 2009 by the Companys directors, officers and more
than 10 percent shareholders, were filed in compliance with Section 16(a) of the Exchange Act.
Executive Officers
The following is a list of the Companys executive officers:
|
|
|
|
|
|
|
Name |
|
Age |
|
Principal Occupation For Past Five Years |
|
|
|
|
|
|
|
Anthony C. Mazzullo
|
|
|
52 |
|
|
President and Chief Executive Officer of
Veramark Technologies, Inc. since January 1,
2008. Senior Vice President of ePlus Systems
Inc. from 2004 2007. President of Software
Consulting Operations of Manchester
Technologies from 2001 2004. |
|
|
|
|
|
|
|
Ronald C. Lundy
|
|
|
58 |
|
|
Vice President of Finance and Chief Financial
Officer of Veramark Technologies, Inc. since
2007. Treasurer from 1993 2006. |
|
|
|
|
|
|
|
Joshua B. Bouk
|
|
|
36 |
|
|
Senior Vice President of Global Services of
Veramark Technologies, Inc. since February
2010. Vice President of Customer Services of
Veramark Technologies, Inc. from March 2008
January 2010. Chief Operating Officer of
Connected Energy Corporation from June 2007
to March 2008. VP of Marketing for Pervasive
Solutions from November 2006 to June 2007.
VP of eLearning Services for Netsmartz, LLC
from February 2006 to November 2006.
Managing Director of ePlus Consulting, a
division of ePlus Systems, Inc. from June
2004 February 2006. |
|
|
|
|
|
|
|
Thomas W. McAlees
|
|
|
42 |
|
|
Senior Vice President of Engineering and
Operations of Veramark Technologies, Inc.
since February 2010. Vice President of
Engineering and Operations of Veramark
Technologies, Inc. since March 2008. Vice
President of Engineering and Consulting of
ePlus Systems, Inc. from June 2004 March
2008. Chief Technical Officer of Manchester
Technologies (acquired by ePlus Systems,
Inc.) from 2003 2004. |
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 E.
12
Retirement Benefits
The named executives listed below are participants in the Companys Supplemental Executive
Retirement Plan (SERP). The amount of the retirement benefit varies depending upon length of
service, retirement age and average salary.
The following table indicates the projected retirement benefit for each of the Named
Executives who are eligible under the Companys retirement plan.
Mr. Lundys projected benefit was frozen in October 2008, as disclosed on Form 8-K filed with
the SEC on October 17, 2008. Any future increases in Mr. Lundys salary, or additional years of
service, will not increase the value of Mr. Lundys future payouts.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Number of |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Years Credited |
|
|
Present Value |
|
|
Payments |
|
|
Annual Benefit |
|
|
|
Current |
|
|
|
|
|
|
Service at |
|
|
of Accumulated |
| |
During Last |
|
|
at Retirement |
|
Name |
|
Age |
|
|
Plan Name |
|
|
December 31, 2009 |
|
|
Benefits |
|
|
Fiscal Year |
|
|
Age |
|
Ronald C. Lundy |
|
|
58 |
|
|
1991 SERP |
|
|
26 |
|
|
$ |
310,308 |
|
|
|
0 |
|
|
$ |
43,680 |
|
13
Summary Compensation Table
The following table summarizes, for the fiscal years ended December 31, 2009 and 2008, the
compensation paid or accrued to the
Companys Chief Executive Officer, Principal Financial Officer, and two other executive officers,
(as defined by Rule 3b-7), whose cash compensation exceeded $100,000 during 2009 (the Named
Executives).
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
All Other |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Stock |
|
|
Option |
|
|
Change in |
|
|
Annual |
|
|
|
|
Name and |
|
|
|
|
|
|
|
|
|
|
|
|
|
Awards |
|
|
Awards |
|
|
Pension |
|
|
Compensation |
|
|
|
|
Principal Position |
|
Year |
|
|
Salary ($) |
|
|
Bonus ($) |
|
|
($) |
|
|
($) |
|
|
Value (5) |
|
|
($) |
|
|
Total $ |
|
|
Anthony C. Mazzullo |
|
|
2009 |
|
|
|
248,557 |
|
|
|
25,000 |
|
|
|
(5,680 |
) |
|
|
5,160 |
|
|
|
n/a |
|
|
|
8,895 |
(1) |
|
|
281,932 |
|
President, Chief Executive Officer, |
|
|
2008 |
|
|
|
226,918 |
|
|
|
52,800 |
|
|
|
142,000 |
|
|
|
0 |
|
|
|
n/a |
|
|
|
14,074 |
(1) |
|
|
435,792 |
|
and Chairman of the Board |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Ronald C. Lundy |
|
|
2009 |
|
|
|
140,192 |
|
|
|
0 |
|
|
|
4,500 |
|
|
|
0 |
|
|
|
16,178 |
|
|
|
5,332 |
(2) |
|
|
166,202 |
|
Vice President of Finance, and |
|
|
2008 |
|
|
|
128,596 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
78,354 |
|
|
|
7,154 |
(2) |
|
|
214,104 |
|
Chief Financial Officer |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Joshua B. Bouk |
|
|
2009 |
|
|
|
140,193 |
|
|
|
0 |
|
|
|
7,500 |
|
|
|
0 |
|
|
|
n/a |
|
|
|
1,713 |
(3) |
|
|
149,406 |
|
Senior Vice President - |
|
|
2008 |
* |
|
|
103,904 |
|
|
|
0 |
|
|
|
48,000 |
|
|
|
0 |
|
|
|
n/a |
|
|
|
1,256 |
(3) |
|
|
153,160 |
|
Global Services |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Thomas W. McAlees |
|
|
2009 |
|
|
|
140,193 |
|
|
|
0 |
|
|
|
7,500 |
|
|
|
0 |
|
|
|
n/a |
|
|
|
1,739 |
(4) |
|
|
149,432 |
|
Senior Vice President |
|
|
2008 |
* |
|
|
103,904 |
|
|
|
0 |
|
|
|
48,000 |
|
|
|
0 |
|
|
|
n/a |
|
|
|
1,273 |
(4) |
|
|
153,177 |
|
of Engineering and Operations |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
* |
|
Messrs Bouk and McAlees were hired in March 2008, therefore their 2008 salary numbers do not reflect a full year. |
|
(1) |
|
Includes (i) club membership dues of $2,453 and $5,540 in 2009 and 2008, respectively; (ii) officers medical reimbursement insurance premium paid by the Company of $3,688 and $3,675 in 2009 and 2008, respectively;
(iii) other life insurance premiums; and (iv) other non-cash compensation. Mr. Mazzullo earned bonuses of $25,000 and $52,800, in 2009 and 2008, respectively. Mr. Mazzullo was award 12,000 stock options in 2009. Upon his hire in
2008, Mr. Mazzullo was awarded 200,000 shares of restricted stock. In 2009, 8,000 of those shares were cancelled. |
|
(2) |
|
Includes (i) automobile allowance of $0 and $2,096, in 2009 and 2008, respectively. Automobile allowance discontinued in May 2008; (ii) life insurance premiums paid by the Company of $1,984 and $1,791, in 2009 and 2008,
respectively; (iii) officers medical reimbursement insurance premium paid by the Company of $2,213 and $2,205, in 2009 and 2008, respectively; and (iv) other life insurance premiums paid by the Company. Mr. Lundy was awarded
9,000 shares of retricted stock in April 2009. |
|
(3) |
|
Includes (i) officers medical reimbursement insurance premium paid by the Company of $1,475 and $1,103 in 2009 and 2008,
respectively. Mr. Bouk was awarded 15,000 shares of restricted stock in April 2009, and 60,000 shares of restricted stock upon his hire in March 2008. |
|
(4) |
|
Includes (i) officers medical reimbursement insurance premium paid by the Company of $1,475 and $1,103 in 2009 and 2008, respectively. Mr. McAlees was awarded 15,000 shares of restricted stock in April 2009, and 60,000
shares of restricted stock upon his hire in March 2008. |
|
(5) |
|
Reflects the actuarial increase in the present value of benefits under the Supplemental Executive Retirement Plan (SERP) established by the Company using interest rate and mortality rate assumptions consistent with those used in
the Companys financial statements. In 2008, the value of Mr. Lundys future payouts were permanently frozen at the same level as acheived on December 31, 2007. The significant change in pension value shown above for 2008, is the
result of a change in the discount rate used to determine the value of the pension assets, and not the result of an increase of the expected future payout to Mr. Lundy. The change in 2009 is primarily a factor of the time value of money. |
14
Employment Agreements
The Company has an employment agreement with Anthony C. Mazzullo to serve as President and
Chief Executive Officer of the Company. The term of that employment agreement ends on December 31,
2010. The agreement provides for a minimum gross salary of $225,000 per year and an annual bonus
to be determined each year by the Board of Directors in its sole discretion, not to exceed
$120,000. It also provides Mr. Mazzullo with 200,000 shares of restricted stock, which will vest
ratably upon meeting certain performance criteria. During 2009, 8,000 of those shares were
cancelled based upon the vesting criteria in Mr. Mazzullos employment agreement. The agreement
also requires the Board to nominate Mr. Mazzullo as a director each year during the term of the
agreement.
The Company has an employment agreement with Joshua B. Bouk to serve as Vice President of the
Company. The term of that employment agreement ends on March 3, 2011. After March 3, 2011, the
agreement will automatically renew for successive one year periods unless written notice is
provided by either party at least 30 days prior to the expiration of the initial or any renewal
term. The agreement provides for a minimum gross salary of $130,000 per year. The agreement also
provides that Mr. Bouk shall be a participant in the management performance bonus each year.
Finally, the agreement grants Mr. Bouk 60,000 shares of restricted stock, which will vest ratably
upon meeting certain performance criteria.
The Company has an employment agreement with Thomas W. McAlees to serve as Vice President of
the Company. The term of that employment agreement ends on March 3, 2011. After March 3, 2011,
the agreement will automatically renew for successive one year periods unless written notice is
provided by either party at least 30 days prior to the expiration of the initial or any renewal
term. The agreement provides for a minimum gross salary of $130,000 per year. The agreement also
provides that Mr. McAlees shall be a participant in the management performance bonus each year.
Finally, the agreement grants Mr. McAlees 60,000 shares of restricted stock, which will vest
ratably upon meeting certain performance criteria.
Equity Compensation Plan Information
At December 31, 2009, the Company had the following securities authorized for issuance under
equity compensation plans.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Number of securities |
|
|
|
|
|
|
|
|
|
|
|
remaining available for |
|
|
|
|
|
|
|
|
|
|
|
future issuance under |
|
|
|
|
|
|
|
|
|
|
|
equity compensation |
|
|
|
Number of securities to |
|
|
Weighted-average |
|
|
plans (excluding |
|
|
|
be issued upon exercise |
|
|
exercise price of |
|
|
securities reflected in |
|
|
|
of outstanding options |
|
|
outstanding options |
|
|
Column (a) |
|
Plan Category |
|
(a) |
|
|
(b) |
|
|
(c) |
|
Equity compensation
plans approved by
security holders |
|
|
1,618,043 |
|
|
$ |
0.94 |
|
|
|
1,225,553 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Equity compensation
plans not approved
by security holders |
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
Total |
|
|
1,618,043 |
|
|
$ |
0.94 |
|
|
|
1,225,553 |
|
|
|
|
|
|
|
|
|
|
|
15
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.
Outstanding Equity Awards at Fiscal Year End
Stock Options
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Number of Unexercised Options at Fiscal Year End |
|
|
|
|
|
|
|
|
|
Earned and |
|
|
Earned and |
|
|
Unearned and |
|
|
Option |
|
|
|
|
|
|
Exercisable |
|
|
Unexercisable |
|
|
Unexercisable |
|
|
Exercise Price |
|
|
Option |
|
Name |
|
(#) |
|
|
(#) |
|
|
(#) |
|
|
($) |
|
|
Expiration Date |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Mazzullo, Anthony C. |
|
|
0 |
|
|
|
0 |
|
|
|
12,000 |
|
|
|
0.50 |
|
|
|
04/09/2019 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
0 |
|
|
|
0 |
|
|
|
12,000 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Lundy, Ronald C. |
|
|
30,000 |
|
|
|
0 |
|
|
|
0 |
|
|
|
2.34 |
|
|
|
08/28/2010 |
|
|
|
|
40,000 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0.43 |
|
|
|
08/09/2011 |
|
|
|
|
25,000 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0.48 |
|
|
|
05/15/2013 |
|
|
|
|
9,000 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0.78 |
|
|
|
05/22/2017 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
104,000 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Bouk, Joshua B. |
|
Mr. Bouk does not have any outstanding option awards |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
McAlees, Thomas W. |
|
Mr. McAlees does not have any outstanding option awards |
|
16
Stock
Outstanding Stock Awards at Fiscal Year End
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Unvested but Earned |
|
|
Unvested and Unearned |
|
|
Vested but Unearned |
|
Name |
|
|
|
|
|
(#) |
|
|
($) |
|
|
(#) |
|
|
($) |
|
|
(#) |
|
|
($) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Mazzullo, Anthony C. |
|
|
(1 |
) |
|
|
0 |
|
|
|
0 |
|
|
|
66,666 |
|
|
|
18,666 |
|
|
|
66,667 |
|
|
|
18,667 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
0 |
|
|
|
0 |
|
|
|
66,666 |
|
|
|
18,666 |
|
|
|
66,667 |
|
|
|
18,667 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Lundy, Ronald C. |
|
|
(2 |
) |
|
|
2,034 |
|
|
|
570 |
|
|
|
6,966 |
|
|
|
1,950 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
2,034 |
|
|
|
570 |
|
|
|
6,966 |
|
|
|
1,950 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Bouk, Joshua B. |
|
|
(3 |
) |
|
|
12,907 |
|
|
|
3,614 |
|
|
|
27,093 |
|
|
|
7,586 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
(4 |
) |
|
|
3,390 |
|
|
|
949 |
|
|
|
11,610 |
|
|
|
3,251 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
16,297 |
|
|
|
4,563 |
|
|
|
38,703 |
|
|
|
10,837 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
McAlees, Thomas W. |
|
|
(3 |
) |
|
|
12,907 |
|
|
|
3,614 |
|
|
|
27,093 |
|
|
|
7,586 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
(4 |
) |
|
|
3,390 |
|
|
|
949 |
|
|
|
11,610 |
|
|
|
3,251 |
|
|
|
0 |
|
|
|
0 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
16,297 |
|
|
|
4,563 |
|
|
|
38,703 |
|
|
|
10,837 |
|
|
|
0 |
|
|
|
0 |
|
(1) |
|
66,666 shares will vest 12/31/10 |
|
(2) |
|
3,000 shares will vest at each remaining grant date anniversary of 04/09/10, 04/09/11, and
04/09/12 |
|
(3) |
|
20,000 shares will vest at each remaining grant date anniversary of 03/01/10 and 03/01/11 |
|
(4) |
|
5,000 shares will vest at each remaining grant date anniversary of 04/09/10, 04/09/11, and
04/09/12 |
17
Director Compensation
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Non-Equity |
|
|
Non-Qualified |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Incentive |
|
|
Deferred |
|
|
Other Annual |
|
|
|
|
|
|
Fees Earned |
|
|
Stock |
|
|
Option |
|
|
Compensation |
|
|
Compensation |
|
|
Compensation |
|
|
|
|
Name |
|
or Paid (1) |
|
|
Awards ($) |
|
|
Awards ($) |
|
|
($) |
|
|
Earnings ($) |
|
|
($) |
|
|
Total ($) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Current Directors |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Seth J. Collins |
|
|
15,400 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
15,400 |
|
Charles A. Constantino |
|
|
16,600 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
16,600 |
|
John E.Gould |
|
|
15,400 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
15,400 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Former Directors who Served in 2009 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Andrew W. Moylan |
|
|
24,308 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
24,308 |
|
Rafael A. Rodriguez |
|
|
12,733 |
|
|
|
0 |
|
|
|
3,000 |
|
|
|
0 |
|
|
|
0 |
|
|
|
0 |
|
|
|
15,733 |
|
(1)
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Fees Earned or Paid For: |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Actual |
|
|
|
|
|
|
Number of |
|
|
|
|
|
|
|
Participation in |
|
|
|
|
|
|
Option Awards |
|
|
|
|
|
|
|
Board and |
|
|
|
|
|
|
Outstanding |
|
|
|
Annual |
|
|
Committee |
|
|
|
|
|
|
at Fiscal |
|
|
|
Retainer ($) |
|
|
Meetings ($) |
|
|
Total ($) |
|
|
Year End |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Current Directors |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Seth J. Collins |
|
|
10,000 |
|
|
|
5,400 |
|
|
|
15,400 |
|
|
|
10,000 |
|
Charles A. Constantino |
|
|
10,000 |
|
|
|
6,600 |
|
|
|
16,600 |
|
|
|
60,000 |
|
John E.Gould |
|
|
10,000 |
|
|
|
5,400 |
|
|
|
15,400 |
|
|
|
70,000 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Former Directors who Served in 2009 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Andrew W. Moylan |
|
|
12,308 |
|
|
|
12,000 |
|
|
|
24,308 |
|
|
|
33,333 |
|
Rafael A. Rodriguez |
|
|
8,333 |
|
|
|
4,400 |
|
|
|
12,733 |
|
|
|
10,000 |
|
In 2004 and for a number of years prior, each outside director received an annual option grant
to purchase 10,000 shares of the Companys common stock at a price based upon the closing price of
the Common Stock on the last trading day of the prior year. Additionally, in 2003, each outside
director received a one-time option grant to acquire 30,000 shares of the Companys common stock at
a price based upon the closing price on the date of grant, vesting ratably over a three-year
period. A similar one-time option grant was provided to directors who joined the board in 2004 or
2005. Since 2005, in lieu of the annual grant of 10,000 options, each outside director receives an
annual retainer of $10,000, payable quarterly, in addition to fees for each meeting attended.
Outside directors receive $1,000 for each regular board meeting attended and $200 for each
committee meeting attended. In 2006, the one-time grant of 30,000 options to new directors was
reduced to 10,000 shares. Since 2008, a non-officer chairperson receives and additional retainer
of $10,000 payable quarterly. 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 meeting 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.
18
PROPOSAL NO. 2 RATIFICATION OF APPOINTMENT OF INDEPENDENT AUDITORS
The Audit Committee has appointed EFP Rotenberg LLP as independent auditors for the fiscal
year ending December 31, 2010. EFP Rotenberg LLP, as successor by merger to Rotenberg & Co., LLP,
effective October 1, 2009, acted as the independent auditors for the fiscal years ending December
31, 2004 through December 31, 2009. Representatives of EFP Rotenberg 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
shareholders, the Audit Committee believes as a matter of policy that it is appropriate that the
shareholders ratify the Boards appointment. If the shareholders should not ratify the appointment
of EFP Rotenberg LLP, the Audit Committee will consider other certified public accountants for
appointment.
Audit Fees. During fiscal years 2009 and 2008, the aggregate fees billed to the Company by
its independent auditors were $74,190 and $74,000, 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.
Audit Related Fees. During fiscal years 2009 and 2008, the aggregate fees billed to the
Company by its independent auditors were $5,000 and $5,000, respectively, for the annual audit of
the Veramark Technologies, Inc. 401K Plan and the preparation of its annual report on Form 5500.
Tax Fees. The aggregate fees billed to the Company by its independent auditors for
professional services rendered to the Company during fiscal years 2009 and 2008, other than the
audit services referred to above, were $7,500 and $7,000, 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 EFP
Rotenberg 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.
19
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.
SHAREHOLDER PROPOSALS
Under SEC rules, any shareholder wishing to present a proposal at the Companys 2010 Annual
Meeting of Shareholders must submit the proposal to the Companys Secretary at its office at 3750
Monroe Avenue, Pittsford, New York 14534, no later than December 10, 2010 in order for the proposal
to be considered for inclusion, if appropriate, in the proxy and proxy statement relating to the
2011 Annual Meeting of Shareholders.
By Order of the Board of Directors
Robert F. Mechur
Secretary
Pittsford, New York
April 9, 2010
20
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.
***************************
21
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.
ll. 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 any time to remove from or add to 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.
22
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.
23
(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 of
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.
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25
EXHIBIT C
VERAMARK TECHNOLOGIES, INC.
Compensation Committee of the Board of Directors
CHARTER
Overview of Role
The Compensation Committee of the Board (the Compensation Committee) sets compensation levels 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 such
individuals and approves payments under such incentive plans.
The Compensation Committee is also 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 Committees compensation policies are designed to attract and retain highly
skilled individuals, reward outstanding individual performance, encourage cooperative team efforts
and provide an incentive to enhance long term stockholder value.
In establishing salaries for the Companys Chief Executive Officer, other executive 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.
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 executive officers and directors.
Membership
The membership of the Compensation Committee consists of at least three directors, each of whom is
independent as defined under Section 10A(m)(3) of the Securities Exchange Act of 1934, and the
rules and regulations promulgated by the Securities and Exchange Commission (SEC), as well as
applicable NASDAQ rules.
The members of the Compensation Committee are elected by the Board at its annual meeting held in
conjunction with the annual shareholders meeting. Members of the Compensation Committee shall hold
their office until their successors shall be duly elected and qualified, or until such members
earlier resignation or removal. The Board shall have the power at any time to remove from or add
the membership of the Compensation Committee and to fill vacancies, subject to the independence
requirements referred to above. Unless a Chairperson is elected by the full Board, the members of
the Compensation Committee may designate a Chairperson by majority vote of the full Compensation
Committee membership.
Operations
The Compensation Committee meets at least two (2) times a year. Additional meetings may occur as
the Compensation Committee or its Chairperson deems advisable. The Committee will cause to be kept
adequate minutes of all its proceedings, and will report its actions to the next meeting of the
Board. Compensation Committee members will be furnished with copies of the minutes of each meeting
and any action taken by unanimous consent. The Compensation Committee is governed by the same rules
regarding meetings (including meetings by conference telephone or similar communications
equipment), action without meetings, notice, waiver of notice, and quorum and voting requirements
as are applicable to the Board.
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Authority
The Compensation Committee will have the resources and authority necessary to discharge its duties
and responsibilities, including the authority to retain outside counsel or other experts or
consultants, as it deems appropriate. Any communications between the Compensation Committee and
legal counsel in the course of obtaining legal advice will be considered privileged communications
of the Company and the Compensation Committee will take all necessary steps to preserve the
privileged nature of those communications.
Responsibilities
The Compensation Committee will have the follows duties, consistent with applicable law and SEC and
NASDAQ rules:
Compensation Levels for Executive Officers and Directors
Review and approve goals and objectives of the CEO and executive management in consultation
with the full Board, evaluate CEO, executive officers and directors performance in light of those
objectives, and set CEO and executive management compensation levels consistent with those
objectives.
Review and approve the consideration paid to non-employee directors for annual retainers
and/or meeting fees. No member of the Compensation Committee will act to fix his or her own
compensation except for uniform compensation paid to all directors for their services as such.
Review and approve compensation packages for new executive officers and directors and
termination packages for the same and other company employees as requested by management.
Review and approve the awards made under any executive officer bonus plan, and provide an
appropriate report to the Board.
Compensation Plans
Review the competitiveness of the Companys executive compensation programs and director
compensation to: (a) attract and retain qualified individuals, (b) provide motivation to achieve
the Companys business objectives, and (c) align the interest of key leadership with the long-term
interests of the Companys shareholders.
Review trends in management and director compensation, oversee the development of new
compensation plans and, when necessary, approve the revision of existing plans.
Review and make recommendations concerning long-term incentive compensation plans,
including the use of stock options and other equity-based plans. Except as otherwise delegated by
the Board, the Committee will act on behalf of the Board as the Committee established to
administer equity-based and employee benefit plans, and as such will discharge any responsibilities
imposed on the Committee under those plans, including making and authorizing grants, in accordance
with the terms of those plans.
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Planning
Review and discuss with the Board and senior officers plans for officer development and
corporate succession plans for the CEO and other senior officers.
Review periodic reports from management on matters relating to the Companys personnel
appointments and practices.
Produce an annual Report of the Compensation Committee on Executive and Director
Compensation for the Companys annual proxy statement in compliance with applicable SEC rules and
regulations and relevant listing authority.
Annually evaluate the Committees performance and this Charter.
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EXHIBIT D
VERAMARK TECHNOLOGIES, INC.
Nominating Committee of the Board of Directors
CHARTER
Overview of Role
The Nominating Committee of the Board (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.
Membership
The membership of the Nominating Committee consists of all members of the Companys Board who are
independent as defined under Section 10A(m)(3) of the Securities Exchange Act of 1934, and the
rules and regulations promulgated by the Securities and Exchange Commission (SEC), as well as
applicable NASDAQ rules.
The members of the Nominating Committee are elected by the Board at its annual meeting held in
conjunction with the annual shareholders meeting. Members of the Nominating Committee shall hold
their office until their successors shall be duly elected and qualified, or until such members
earlier resignation or removal. The Board shall have the power at any time to remove from or add
the membership of the Nominating Committee and to fill vacancies, subject to the independence
requirements referred to above. Unless a Chairperson is elected by the full Board, the members of
the Nominating Committee may designate a Chairperson by majority vote of the full Nominating
Committee membership.
Operations
The Nominating Committee meets at least two (2) times a year. Additional meetings may occur as the
Nominating Committee or its Chairperson deems advisable. The Committee will cause to be kept
adequate minutes of all its proceedings, and will report its actions to the next meeting of the
Board. Nominating Committee members will be furnished with copies of the minutes of each meeting
and any action taken by unanimous consent. The Nominating Committee is governed by the same rules
regarding meetings (including meetings by conference telephone or similar communications
equipment), action without meetings, notice, waiver of notice, and quorum and voting requirements
as are applicable to the Board.
Authority
The Nominating Committee will have the resources and authority necessary to discharge its duties
and responsibilities, including the authority to retain outside counsel or other experts or
consultants, as it deems appropriate. Any communications between the Nominating Committee and legal
counsel in the course of obtaining legal advice will be considered privileged communications of the
Company and the Nominating Committee will take all necessary steps to preserve the privileged
nature of those communications.
Responsibilities
The Nominating Committee has the following responsibilities and duties, consistent with applicable
law and SEC and NASDAQ rules:
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Selection of Candidates
Annually present a list of individuals recommended for nomination for election to the Board
at the annual meeting of shareholders.
Before recommending an incumbent, replacement or additional director, review his or her
qualifications, including capability, availability to serve, conflicts of interest, and other
relevant factors, including with respect to incumbents, prior performance.
Assist in identifying, interviewing and recruiting candidates for the Board.
Annually review the composition of each committee and present recommendations for committee
memberships to the Board as needed.
Policies
Establish and review on an annual basis the Nominating Committees policy with regard to the
consideration of any director candidates recommended by the Companys shareholders, including the
procedures to be followed by the Companys shareholders in submitting such recommendations;
If the Nominating Committee deems it appropriate, it shall establish and review on an annual
basis any specific, minimum qualifications that the Nominating Committee believes must be met by a
Nominating Committee-recommended nominee for a position on Companys Board, as well as any specific
qualities or skills that the Nominating Committee believes are necessary for one or more of the
Companys directors to possess;
Establish and review on an annual basis a process for identifying and evaluating nominees
for director, including nominees recommended by the Companys shareholders, including and any
differences in the manner in which the Nominating Committee evaluates nominees for director based
on whether the nominee is recommended by a shareholder of the Company.
Annual Reviews
Annually evaluate and report to the Board on the performance and effectiveness of the Board
to facilitate the directors fulfilling their responsibilities in a manner that serves the interests
of the Companys shareholders.
Regularly review and make recommendations about changes to the charter of the Nominating
Committee.
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30
EXHIBIT E
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
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.
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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 provide legally acquired software to meet its legitimate software
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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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34
ANNUAL MEETING OF SHAREHOLDERS OF
VERAMARK TECHNOLOGIES, INC.
May 20, 2010
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PROXY VOTING INSTRUCTIONS
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INTERNET -
Access www.voteproxy.com and follow the on-screen instructions. Have your proxy card available when you access
the web page,
and use the Company Number and Account Number shown on your proxy card
TELEPHONE
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Call toll-free 1-800-PROXIES (1-800-776-9437) in the United
States or 1-718-921-8500 from foreign countries from any
touch-tone telephone and follow the instructions.
Have your proxy card available when you call and use the Company Number
and Account Number shown on your proxy card.
Vote online/phone until 11:59 PM EST the day before the meeting.
MAIL -
Sign, date and mail your proxy card in the envelope provided as soon as possible.
IN PERSON -
You may vote your shares in person by attending the Annual Meeting.
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COMPANY NUMBER
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ACCOUNT NUMBER
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NOTICE OF INTERNET AVAILABILITY OF PROXY MATERIAL: The Notice of Meeting, proxy statement and proxy
card are available at http://www.veramark.com/Company/InvestorRelations
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Please detach along perforated line and mail in the envelope
provided. IF you are not voting via telephone or the Internet.
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20633000000000000000 3
052010
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PLEASE SIGN, DATE AND RETURN PROMPTLY IN THE ENCLOSED ENVELOPE. PLEASE MARK YOUR VOTE IN
BLUE OR BLACK INK AS SHOWN HERE ý
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FOR
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AGAINST
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ABSTAIN |
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Election of Directors: |
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Ratification of the appointment of EFP Rotenberg
LLP, as auditors for the year ending December 31, 2010.
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NOMINEES: |
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FOR ALL NOMINEES |
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Seth J. Collins Charles
A. Constantino |
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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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WITHHOLD AUTHORITY FOR ALL NOMINEES |
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John E. Gould Anthony C. Mazzullo |
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FOR ALL EXCEPT (See instructions below) |
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Steve M. Dubnik Christopher T. Dunstan
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The shares represented by this proxy when properly executed will be voted in the
manner directed herein by the undersigned Shareholder(s). If no direction is made,
this proxy will be voted FOR items 1, 2, and will be voted at the discretion of
the Proxies named herein with respect to any matters referred to in Proposal 3.
PLEASE MARK, SIGN, DATE AND RETURN THIS PROXY IN THE ENCLOSED
ENVELOPE. |
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INSTRUCTION: To withhold authority to vote for any individual nominee(s),
mark FOR ALL EXCEPT and fill in the circle next to
each nominee you wish to
withhold, as shown here: = |
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To change the address on your account, please check the box at right and indicate your new address in the address space above. Please note that changes to the registered name(s) on the account may not be submitted via this method. |
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Signature
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Signature
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Please sign exactly as your name or names appear 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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ANNUAL MEETING OF SHAREHOLDERS OF
VERAMARK TECHNOLOGIES, INC.
May 20, 2010
NOTICE OF INTERNET AVAILABILITY OF PROXY MATERIAL:
The Notice of Meeting, proxy statement and proxy card
are available at http://www.veramark.com/Company/InvestorRelations
Please sign, date and mail
your proxy card in the
envelope provided as soon
as possible.
â
Please detach along perforated line and mail in the envelope provided.
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20633000000000000000 3
052010
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PLEASE SIGN, DATE AND RETURN PROMPTLY IN THE ENCLOSED ENVELOPE. PLEASE MARK YOUR VOTE IN
BLUE OR BLACK INK AS SHOWN HERE ý
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FOR
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AGAINST
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ABSTAIN |
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Election of Directors: |
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Ratification of the appointment of EFP Rotenberg
LLP, as auditors for the year ending December 31, 2010.
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NOMINEES: |
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FOR ALL NOMINEES |
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¡ ¡ |
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Seth J. Collins Charles
A. Constantino |
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3. |
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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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WITHHOLD AUTHORITY FOR ALL NOMINEES |
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John E. Gould Anthony C. Mazzullo |
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FOR ALL EXCEPT (See instructions below) |
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¡ ¡ |
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Steve M. Dubnik Christopher T. Dunstan
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The shares represented by this proxy when properly executed will be voted in the
manner directed herein by the undersigned Shareholder(s). If no direction is made,
this proxy will be voted FOR items 1, 2, and will be voted at the discretion of
the Proxies named herein with respect to any matters referred to in Proposal 3.
PLEASE MARK, SIGN, DATE AND RETURN THIS PROXY IN THE ENCLOSED
ENVELOPE. |
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INSTRUCTION: To withhold authority to vote for any individual nominee(s), mark
FOR ALL EXCEPT and fill in the circle next to each nominee you wish to
withhold, as shown here: = |
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To change the address on your account, please check the box at right and indicate your new address in the address space above. Please note that changes to the registered name(s) on the account may not be submitted via this method. |
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Signature
of Shareholder
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Date:
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Signature
of Shareholder
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Date:
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Note: |
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Please sign exactly as your name or names appear 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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VERAMARK TECHNOLOGIES, INC.
THIS PROXY IS SOLICITED ON BEHALF OF THE BOARD OF DIRECTORS
PROXY FOR THE ANNUAL MEETING OF SHAREHOLDERS MAY 20, 2010
As an alternative to completing this form,
you may enter your vote instruction by telephone at 1-800-PROXIES, or via the Internet at WWW.VOTEPROXY.COM and follow the simple instructions.
Use the Company Number and Account Number shown on your proxy card.
The undersigned hereby appoints Anthony C. Mazzullo and Charles A. Constantino, or
either of them, as proxies, each with the power to appoint his substitute, and hereby authorizes
them to represent and to vote, as designated on the reverse side of this ballot, all of the shares
of Common Stock of Veramark Technologies, Inc. that the shareholder(s) is/are entitled to vote at
the Annual Meeting of Shareholders to be held 9:00 AM local time (eastern) on May 20, 2010, at the
Corporate headquarters located at 3750 Monroe Avenue, Pittsford, NY, and any adjournment.
THIS PROXY, WHEN PROPERLY EXECUTED, WILL BE VOTED AS DIRECTED BY THE SHAREHOLDER(s). IF NO
SUCH DIRECTIONS ARE MADE, THIS PROXY WILL BE VOTED FOR THE ELECTION OF THE NOMINEES LISTED ON THE
REVERSE SIDE FOR THE BOARD OF DIRECTORS AND FOR EACH PROPOSAL.
(Continued and to be signed on the reverse side)