The following Corporate Governance Guidelines have been adopted by the Board of
Directors (the "Board") of Hewitt Associates, Inc. ("Hewitt") to assist the
Board in the exercise of its responsibilities. These Corporate Governance
Guidelines reflect the Board's commitment to monitor the effectiveness of
policy and decision making both at the Board and management level, with a view
to enhancing long-term stockholder value. In the event of a conflict between
these Corporate Governance Guidelines and any applicable law or regulation or
any provision of the Certificate of Incorporation or By-laws of Hewitt, such
law, regulation or provision shall control. These Corporate Governance
Guidelines are subject to modification from time to time by the Board.
It is the Board's express intention to observe appropriate corporate governance
requirements and to timely implement proposed New York Stock Exchange ("NYSE")
listing requirements as the same may be amended from time to time.
Composition of Board of Directors
Size of Board
By Board resolution, the Board has 11 members. The size of the Board could,
however, be increased or decreased if determined to be appropriate by the
Board. Vacancies created by the resignation or removal of a director or the
addition of a director position may be filled by the majority vote of the
directors then in office to serve in that capacity until the next annual
meeting of stockholders at which the designated term of the class to which the
new director(s) have been elected expires.
Independent Directors
A majority of the Board will be comprised of directors who meet the criteria for
independence required by the New York Stock Exchange. The Board will determine
annually, based on all of the relevant facts and circumstances, whether each
director satisfies the criteria for independence and must disclose each of
these determinations in its filings. The Board may adopt and disclose
categorical standards to assist it in making such determinations and may make a
general disclosure if a director meets these standards. Any determination of
independence for a director who does not meet these standards, however, must be
specifically explained.
Lead Director
A Lead Director will be appointed annually by the Board. The Lead Director shall
be independent of the Company and its management, consistent with the criteria
required by the New York Stock Exchange. The Lead Director’s duties will
include:
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ensuring that independent Directors have adequate opportunities to meet in
executive sessions of the Board of Directors and presiding over the executive
sessions;
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acting as the liaison between the independent Directors and the Chairman of the
Board and Chief Executive Officer;
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serving as the contact person to facilitate communications by shareholders
directly with non-management members of the Board;
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providing input to the Chairman on agendas for the Board;
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serving temporarily as Chairman of the Board and the Company's spokesperson if
the Chairman is unable to act;
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advising the Chairman on the appropriate schedule for Board meetings;
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advising the Chairman on the quality, quantity and timeliness of the flow of
information to the Board;
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interviewing Board candidates;
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meeting with the Chief Executive Officer in conjunction with the Chair of the
Compensation and Leadership Committee to discuss the Board’s evaluation of the
Chief Executive Officer;
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ensuring the Board has adequate resources;
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seeking to ensure the Board works as a cohesive team; and
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communicating to the Chief Executive Officer, as appropriate, the results of
executive sessions and other private discussions among outside directors.
Board Membership Criteria
The Board seeks members from diverse professional and personal backgrounds who
combine a broad spectrum of experience and expertise with a reputation for
integrity. The Nominating and Corporate Governance Committee is responsible for
identifying and screening candidates for Board membership. This assessment will
include an examination of whether the individual is independent, as well as
consideration of diversity, skills and experience in the context of the needs
of the Board. The Board may also consider advice and recommendations from
others, such as executive search firms, as it deems appropriate. Directors are
expected to advise the Chairman before accepting an invitation to serve on the
board of another company and/or committee appointments to any board. If any
such service by a director may subsequently represent a conflict of interest
with respect to his or her duties to the Company, the director must notify the
Chairman in a timely manner. If the Chairman determines a conflict of interest
exists by serving on the board or a board committee of another company, the
Chairman will promptly bring this matter to the attention of the full Board,
which will make the determination whether the conflict warrants requesting the
director to offer to resign from the Board or removing the director from a
committee of the Board.
To focus the Board’s efforts on the performance of the Company, the Board limits
the number of public company boards on which any director may serve. A member
of the Board who is also the Chief Executive Officer of the Company may only
serve as a director on two additional public company boards. Any other director
may serve on no more than six public company boards, including the Company’s
Board.
Directors' Tenure, Retirement and Succession
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Terms and Term Limits. Directors are divided into three classes,
with each class consisting, as nearly as possible, of one-third the total
number of directors. Each director is elected to serve a three-year term,
thereby helping to ensure continuity in Board service. The Board does not
presently favor term limits for directors but will review this position from
time to time.
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Retirement Policy. The Board has not adopted a retirement policy,
noting that age should not be a barrier to service of any director maintaining
the interest, commitment, experience and ability to serve on the Board.
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Resignation Policy — Non-independent Directors. Directors who are
also employees of Hewitt must offer to resign from the Board upon their
resignation, removal or retirement as an employee of Hewitt. The full Board has
discretion as to whether or not it should accept a tendered resignation.
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Directors Changing Their Present Job Responsibilities. Upon a change
in a director's primary business position, the director should notify the
Chairman and the Lead Director, who shall review the appropriateness of the
affected director remaining on the Board given the changed circumstances. While
a change in position or retirement from a position does not mean that the
director will be asked to resign from the Board, the affected director is
expected to act in accordance with the Board's recommendation following such
review.
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Majority Voting. In an election of directors, any nominee who receives a
greater number of votes "withheld" from or voted "against" his or her election
than votes "for" his or her election, other than elections in which the number
of nominees exceeds the number of directors to be elected, shall tender his or
her resignation to the Board. The Nominating and Corporate Governance Committee
shall then review the matter and recommend to the Board whether it should
accept the resignation.
Conduct
Director's Duties
In exercising their duties, directors may consider, and act upon their beliefs
concerning, Hewitt's long-term financial and other interests, and may take into
account, among other factors, the social, economic and legal effects of
Hewitt's actions upon all constituencies having a relationship with Hewitt,
including without limitation, its stockholders, employees, clients, suppliers,
consumers, and the community at large, so long as all actions and decisions
reflecting such considerations are reasonably calculated to be in the interests
of Hewitt's stockholders. In discharging that obligation, directors should be
entitled to rely on the honesty and integrity of Hewitt's officers, employees,
outside advisors and independent auditors.
Directors are expected to read broadly about Hewitt, its competitors, and the
industry(ies) in which Hewitt competes. Directors who are not otherwise retired
from service as officers of their companies are expected to maintain positions
in good standing within their own companies as well as in their surrounding
communities.
Directors are expected to attend Board meetings and meetings of committees on
which they serve, and to spend the time needed and meet as frequently as
necessary to properly discharge their responsibilities. Directors are expected
to review meeting materials prior to Board and committee meetings and, when
possible, should communicate in advance of meetings any questions or concerns
that they wish to discuss so that management will be prepared to address the
same. Directors are expected to participate actively in discussions, expressing
divergent points of view and drawing on their experience.
Board Meetings
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Selection of Agenda Items and Executive Sessions. The Chairman
establishes the agenda for Board meetings. Each Board member is free to suggest
the inclusion of items on the agenda. Each Board member is also free to raise
at any Board meeting subjects that are not on the agenda for that meeting. The
full Board is regularly scheduled to meet four-six times a year. In addition,
independent directors will meet regularly in executive session without any
members of Hewitt's management, whether or not they are directors. There may,
but does not need to be, a single presiding director at all executive sessions;
however the directors meeting in executive session shall have to formulate and
disclose the manner by which a presiding director shall be selected for each
executive session. If, however, one director is chosen to preside at all
executive sessions, his or her name will be disclosed in the annual proxy
statement. The annual proxy statement will also disclose how interested persons
may communicate with any such person or the directors who meet in executive
session as a group.
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Distribution of Materials. Hewitt shall distribute, sufficiently in
advance of meetings to permit meaningful review, any written materials that are
important to the Board's understanding of the agenda items and other topics to
be considered at a Board meeting. In the event of a pressing need for the Board
to meet on short notice or if such materials would otherwise contain highly
confidential or sensitive information, it is recognized that written materials
may not be available in advance of the meeting.
Director Compensation
The Compensation and Leadership Committee, in accordance with the policies and
principles set forth in its charter, will recommend the form and amount of
director compensation for Board membership, Committee membership, and serving
as Chairperson of a Board Committee. Hewitt employees who serve as directors
will receive no compensation for their service as directors, but will be
compensated for their reasonable and necessary out of pocket expenses incurred
in the course of their duties as directors. The Compensation and Leadership
Committee will periodically review directors' fees and other compensation.
Director compensation should be based on time spent carrying out Board and
Committee responsibilities and should align director interests with the
long-term interests of shareholders. Changes to director compensation will be
proposed by the Compensation and Leadership Committee to the Board for its
consideration.
Director Stock Ownership
In order to promote equity ownership and further align the interests of the
Board with Hewitt's shareholders, non-employee directors are required to retain
Hewitt common stock equal in value to three times the 2008 annual cash retainer
of $75,000 or 6,000 shares, whichever is less. Directors will have five years
to reach the required level. The number of shares required shall be reviewed
periodically by the Compensation and Leadership Committee. Shares owned
directly, unvested restricted stock and vested deferred restricted stock units
will be counted toward the required total. Shares subject to unexercised
options will not be counted towards the total.
Continuing Director Education
All new members of the Board participate in a formal orientation program to
acquaint themselves with Hewitt's business and structure. Such program includes
review of documentation of Hewitt's business and financial structure, including
a review of Hewitt's history, as well as meetings with members of senior
management. Ongoing, non-director members of senior management are regularly
invited to meet with the Board to apprise them on Hewitt's business activities.
Assessing Board Performance
The Board, in conjunction with the Nominating and Corporate Governance
Committee, will conduct an annual self-evaluation to determine whether it and
its committees are functioning effectively. The Nominating and Corporate
Governance Committee will ask all directors to comment as to the Board's
performance and will report annually to the Board with an assessment of the
Board's performance, to be discussed with the full Board following the end of
each fiscal year. The Nominating and Corporate Governance Committee may utilize
the results of this self-evaluation process in assessing and determining the
characteristics and critical skills required of prospective candidates for
election to the Board and membership on various committees.
Access to Officers and Employees
Board members have complete and open access to Hewitt's Chief Executive Officer,
Chief Operating Officer, Chief Administrative Officer, Chief Financial Officer,
General Counsel, Manager of Internal Audit as well as Hewitt's independent
advisors. Board members are encouraged to engage in discussion with other
Hewitt leaders and employees. Board members who wish to have access to such
other individuals should coordinate such access through the Chairman to
minimize disruption to the business.
Interaction with Third Parties
The Board believes that management should speak for Hewitt and that the Chairman
should speak for the Board. It is suggested that each director refer all
inquiries from institutional investors, analysts, the press or clients to the
Chief Executive Officer or his or her designee.
Board Authority
The Board and each committee have the power to hire independent legal, financial
or other advisors as they may deem necessary, without consulting or obtaining
the approval of any officer of Hewitt in advance.
Confidentiality
The Board believes maintaining confidentiality of information and deliberations
is imperative. Information learned during the course of service on the Board is
to be held confidential and used solely in furtherance of Hewitt's business.
Committee Matters
Board Committees
The Board will have at all times an Audit Committee, a Compensation and
Leadership Committee, and a Nominating and Corporate Governance Committee. Each
of these Committees will consist solely of independent directors satisfying, at
a minimum, applicable legal, regulatory and stock exchange requirements.
Committee members will be appointed by the full Board with consideration of the
desires of individual directors.
The Board may, from time to time, establish or maintain additional committees as
it deems necessary or appropriate.
Rotation of Committee Assignments and Chairs
Committee assignments and the designation of committee chairs should be based on
each director's knowledge, interests and areas of expertise. The Board does not
favor mandatory rotation of committee assignments or chairs. The Board believes
experience and continuity are more important than rotation. Committee members
and chairs may be rotated in response to changes in the membership of the Board
and in all cases should be rotated only if rotation is likely to improve
committee performance.
Committee Charters
Each committee shall have its own charter. These charters shall be posted on
Hewitt's public web site and be available in printed form from Hewitt's
Investor Relations department. The charters will set forth the purposes, goals
and responsibilities of the committees as well as appointment and removal,
committee structure and operations and committee reporting to the Board. The
charters will also provide that each committee will annually evaluate its own
performance.
Frequency and Length of Committee Meetings
The chair of each committee, in consultation with the committee members, will
determine the frequency and length of the committee meeting consistent with any
requirements set forth in the committee's charter. It is expected that the
Audit Committee shall meet no less than four times per year, and the
Compensation and Leadership Committee and the Nominating and Corporate
Governance Committee shall meet as often as necessary to fulfill their
responsibilities under their respective charters.
Periodic Review
The Board, or a designated committee thereof, will conduct periodic reviews of
these Guidelines and approve such amendments or modifications as it deems
reasonable and appropriate to ensure effective corporate governance.
Succession Planning and Evaluation of Chief Executive Officer
The Board, in conjunction with the Compensation and Leadership Committee, sets
policies and principles for CEO and senior management selection and performance
review, as well as policies regarding succession in the event of an emergency
or the retirement of the CEO or other member of senior management. The Board
also is responsible for establishing policies and principles for the long-term
succession to these positions.
The Compensation and Leadership Committee will conduct an annual review and
approve corporate goals and objectives relevant to Chief Executive Officer
compensation and issue its recommendation to the Board for establishing the
Chief Executive Officer's compensation level based on this evaluation.
Review of Related Party Transactions
The Nominating and Corporate Governance Committee shall review, and approve or
ratify, transactions between the Company and any related party, regardless of
whether the transactions are reportable pursuant to Item 404 of Regulation S-K
under the Securities Exchange Act of 1934, as amended. For purposes of these
guidelines, a "related party transaction" is any transaction in which the
Company was or is to be a participant and in which any related party has a
direct or indirect material interest, other than transactions that (i) involve
less than $120,000 when aggregated with all similar transactions, (ii) are
available to all employees generally, (iii) involve compensation of executive
officers or Directors duly authorized by the appropriate Board committee, or
(iv) involve reimbursement of expenses in accordance with Company policy.
All related party transactions are to be reported to the Chief Legal Officer,
prior to consummation to the extent practicable. The Chief Legal Officer shall
review Officer and Director Questionnaires prepared in connection with the
annual proxy preparation process and shall report to the Nominating and
Corporate Governance Committee promptly after becoming aware of any related
party transaction that may come to his or her attention. The Nominating and
Corporate Governance Committee shall review related party transactions as they
arise and are reported to the Committee and shall report on such reviews to the
Board of Directors. No related party transaction shall be permitted to be
consummated or to continue unless the Nominating and Corporate Governance
Committee shall have approved or ratified the transaction.
For purposes of these guidelines, a "related party" is any person who is, or at
any time since the beginning of the Company's last fiscal year was an executive
officer or director (including in each case nominees for director), any
shareholder owning in excess of five percent of the Company's common stock, and
an immediate family member of an executive officer, director, or five percent
shareholder.
For purposes of these guidelines, an "immediate family member" includes a
person's spouse, parents, stepparents, children, stepchildren, siblings,
mothers and fathers-in-law, sons and daughters-in-law, brothers and
sisters-in-law, and anyone (other than employees) who shares such person's
home.