
Investment Office
P.O. Box 2749
Sacramento, CA 95812-2749
Telecommunications Device for the Deaf - (916) 326-3240
(916) 326-3400; FAX (916) 326-3330
April 15, 2003
The following letter was sent to approximately 1,800 companies in CalPERS
U.S. equity portfolio.
RE: CalPERS' actions to ensure: 1) independence of the external auditor;
and, 2) that shareholders be given the opportunity to vote on all equity-based
compensation plans
I am writing to you on behalf of the California Public Employees' Retirement
System (CalPERS). As you are aware, the Securities and Exchange Commission
(SEC) recently adopted rules related to auditor independence as a result
of the Sarbanes-Oxley Act. The SEC is also in the process of considering
rules related to shareowner approval of equity-based compensation plans.
The purpose of the letter is to communicate our concerns related to the
implementation of rules or standards related to these issues and to notify
you of specific actions we intend to take. At its March 2003 meeting, CalPERS'
Board of Administration voted unanimously to withhold our vote for directors
if necessary and take additional actions to help ensure: 1) the independence
of the external auditor; and, 2) that shareholders be given the opportunity
to vote on all equity-based compensation plans. We are also asking that
you take a few moments to respond to the attached survey regarding the implementation
of the Sarbanes-Oxley Act.
Auditor Independence
In regards to the recently adopted rules regarding auditor independence,
CalPERS has concerns over specific areas that were not addressed. It has
been our position that a bright line test should be applied to audit independence.
As an investor, we rely heavily on the accuracy and objectivity of the external
auditor. We feel strongly that the auditor should not be engaged in any
consulting work with audit clients outside the scope of the audit .
The recently adopted rules leave open the possibility that external auditors
may perform certain forms of tax related consulting and information systems
design and implementation services. Despite requirements for Audit Committee
pre-approval, we continue to feel that these types of services are inappropriate
for the external auditor and lead to the potential for significant conflicts
of interest.
We are requesting that your Audit Committee take steps to ensure that
your external auditor remain independent related to these specific concerns.
Through our corporate governance program, CalPERS will monitor proxy disclosures
related to the use of your external auditor. In cases where companies use
their auditor for these non-audit services, CalPERS will take the following
actions at a minimum:
- Withhold our vote for all Audit Committee members
- Post a periodic list on CalPERS' website listing the companies and
directors for which we are withholding our vote for this purpose
- We will also review the data aggregated through this process and give
special consideration for inclusion in CalPERS' Focus List process for
the worst offenders in relation to this issue.
Equity-based Compensation Plans
The second issue of significant concern to us is related to shareowner
approval of equity based compensation plans. The SEC is currently considering
rules related to this issue, however, no action will be taken that is likely
to be applicable to the 2003 season. Our position, consistent with most
investors, is that any equity based compensation plan should be shareowner
approved. We are not supportive of any exceptions to this position. We are
also not in favor of counting broker votes toward approval of equity based
compensation plans.
We are specifically requesting that your Board seek shareowner approval
of any equity based compensation plan of a material change to any existing
plan despite the delay in implementing this rule at the SEC. Should your
board adopt any plan or amend any existing plan without shareowner approval,
CalPERS will take the following steps at a minimum:
- Withhold our vote for any director up for re-election
- Highlight through our web site the actions taken by your company and
potentially promote a withhold campaign against existing directors
- Give special consideration to your company in our Focus List program
We are also interested in assessing the impact and effectiveness of the
Sarbanes-Oxley Act. We recognize that it will take several years to get
a full understanding of how companies are implementing the new rules and
just how effective they are at improving the governance of public corporations.
However, we would like early feedback specifically from your Audit Committee
regarding the implementation of the Sarbanes-Oxley Act. Attached to this
letter is a short survey form with some specific questions as well as space
for general feedback. Please take a few moments to complete the
survey. We value your input.
Thank you for your attention to these critical issues. Should you have
any questions, please feel free to contact Ted White, Director, Corporate
Governance at (916) 341-2731. We look forward to your response to the attached
survey.
Sincerely,
Mark Anson
Chief Investment Officer
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