def14a
SCHEDULE 14-A INFORMATION
Proxy Statement Pursuant to Section 14(a) of the Securities Exchange Act of 1934
Filed
by the Registrant þ
Filed by a Party Other than the Registrant o
Check the appropriate box:
o Preliminary Proxy Statement
o Confidential, for Use of the Commission Only (as permitted by Rule 14a-6(e)(2)
þ Definitive Proxy Statement
o Definitive Additional Materials
o Soliciting Material under Rule 14a-12
Panhandle Oil and Gas Inc.
Name of the Registrant as Specified In Its Charter
(Name of Person(s) Filing Proxy Statement, if other than the Registrant)
Payment of Filing Fee (Check the appropriate box):
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No fee required |
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Fee computed on table below per Exchange Act Rules 14a-6(i)(1) and 0-11. |
1. Title of each class of securities to which transaction applies:
2. Aggregate number of securities to which transaction applies:
3. Per unit price or other underlying value of transaction computed pursuant to Exchange Act
Rule 0-11 (set forth the amount on which the filing fee is calculated and state below how it was
determined):
4. Proposed maximum aggregate value of transaction:
5. Total fee paid:
o Fee paid previously with preliminary materials.
o Check box if any part of the fee is offset as provided by Exchange Act Rule 0-11(a)(2) and
identify the filing for which the offsetting fee was paid previously. Identify the previous filing
by registration statement number, or the Form or Schedule and the date of its filing.
1. Amount Previously Paid:
2. Form, Schedule or Registration Statement No.:
3. Filing Party:
4. Date Filed:
Notice of Annual Shareholders Meeting
To be held March 5, 2009
Notice is hereby given that the annual meeting of the shareholders of Panhandle Oil and Gas Inc.
will be held at the Waterford Marriott, 6300 Waterford Boulevard (63rd and North
Pennsylvania), Oklahoma City, Oklahoma, on Thursday, March 5, 2009, at 9:00 a.m., local time, for
the following purposes:
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To elect two directors for terms of three years; and |
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To consider and act upon any other matter as may properly come before the meeting or any
adjournment or postponement thereof. |
Shareholders of record at the close of business on January 23, 2009 shall be entitled to vote at
the meeting and any adjournments.
If you do not expect to attend the meeting in person, please mark, date and sign the enclosed proxy
card and return it in the prepaid envelope enclosed for your convenience.
YOUR VOTE IS IMPORTANT.
WHETHER OR NOT YOU EXPECT TO ATTEND THE MEETING, PLEASE SIGN AND DATE THE ENCLOSED PROXY AND MAIL
IT PROMPTLY IN THE POSTAGE-PAID ENVELOPE PROVIDED.
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PLEASE VOTE! |
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By Order of the Board of Directors
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/s/ Lonnie J. Lowry |
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Lonnie J. Lowry, Secretary |
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Oklahoma City, Oklahoma
January 30, 2009
(1)
Panhandle Oil and Gas Inc.
5400 N. Grand Boulevard, Suite 300
Oklahoma City, OK 73112-5688
Annual Shareholders Meeting
March 5, 2009
TABLE OF CONTENTS
Proxy Statement
The accompanying proxy is solicited by the Board of Directors of Panhandle Oil and Gas Inc.,
an Oklahoma corporation (the Company), for use at the Companys annual meeting of shareholders
(the meeting) to be held at the Waterford Marriott, 6300 Waterford Boulevard, Oklahoma City,
Oklahoma, on Thursday, March 5, 2009, at 9:00 a.m. local time, and at any adjournment or
postponement thereof.
When the proxy is properly executed and returned, the shares it represents will be voted at
the meeting in accordance with any directions noted thereon. If no direction is indicated, the
persons named on the enclosed proxy will vote the proxy for the nominees for director set forth
thereon. Should other matters properly come before the meeting, the proxy will be voted as the
Board of Directors of the Company may recommend.
If the enclosed form of proxy is executed and returned, it nevertheless may be revoked at any
time before it is exercised, by signing and sending to the Company a later dated proxy or a written
revocation, or by attending the meeting and voting in person.
If your shares are held in street name (that is, through a bank, broker or other nominee),
follow the voting instructions on the form you receive from such firm. If you hold shares in
street name and would like to attend the annual meeting and vote in person, you will need to
bring a proxy to the annual meeting signed by the nominee in whose name your shares are registered.
The mailing address of the Company is 5400 N. Grand Boulevard, Suite 300, Oklahoma City, OK
73112-5688. It is anticipated that the proxies and proxy statements will be mailed to shareholders
beginning on or about January 30, 2009.
The cost of soliciting proxies for the meeting will be borne by the Company. In addition to
solicitation by mail, arrangements may be made with brokerage firms, banks and other custodians,
nominees and fiduciaries to send proxy material to their principals. The Company will reimburse
these institutions for their reasonable costs. No solicitation is to be made by specially engaged
employees or other paid solicitors.
Important Notice Regarding the Availability of Proxy Materials for the Shareholders Meeting to be
held on March 5, 2009.
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This proxy statement, form of proxy and the Companys 2008 Annual Report to Shareholders
are available at the following website: www.proxydocs.com/phx. |
(2)
Voting Securities
All holders of Common Stock of record at the close of business on January 23, 2009 will be
entitled to vote at the meeting. As of January 23, 2009, there were 8,300,128 shares of Common
Stock outstanding, entitled to vote, owned by approximately 4,300 shareholders. A list of record
shareholders entitled to vote at the meeting will be available for examination at least 10 days
prior to the meeting at the Companys offices during ordinary business hours and at the meeting.
The Amended Certificate of Incorporation of the Company provides for one vote for each share
of Common Stock outstanding. At the meeting, each holder of Common Stock will be entitled on each
matter to cast one vote per share of Common Stock held of record on the record date. Votes may be
cast by shareholders either in person or by proxy.
The presence, in person or by proxy, of a majority of the outstanding shares of Common Stock
entitled to vote is necessary to constitute a quorum for the transaction of business at the
meeting. Abstentions and broker non-votes are counted as present and entitled to vote for
determining a quorum. Broker non-votes are shares held by brokers or nominees over which the
broker or nominee lacks discretionary power to vote and for which the broker or nominee has not
received specific voting instructions from the beneficial owner. For purposes of determining the
outcome of any matter as to which the broker has indicated on the proxy that it does not have
discretionary authority to vote, those shares will be treated as not present and not entitled to
vote with respect to that matter, even though those shares are considered present and entitled to
vote for quorum purposes and may be entitled to vote on other matters.
The Board has adopted a majority vote standard for the election of directors in uncontested
elections. Accordingly, at the meeting, directors will be elected by a majority of the votes cast
for that director of the shares present in person or by proxy at the meeting. Both nominees for
director at the meeting are currently directors of the Company. If either incumbent for director
fails to receive the required affirmative vote of the holders of a majority of the votes, under
Oklahoma law and the Companys Bylaws, the incumbent remains in office until his successor is
elected and qualified or until his earlier death, resignation, retirement or removal. If either
incumbent for director receives a greater number of votes withheld from his election than votes
for, he must promptly submit his offer of resignation from the Board for consideration by the
Governance and Nominating Committee. The Governance and Nominating Committee will consider all
relevant facts and circumstances and recommend to the Board the action to be taken with respect to
such offer of resignation. The Board will act on the offered resignation, taking into account such
recommendation, and publicly disclose its decision regarding the offered resignation within 90 days
from the date of election. The Director who offered his resignation shall not participate in any
proceedings with respect to his offered resignation. If the Board accepts a directors offered
resignation, the Governance and Nominating Committee will recommend to the Board whether to fill
such vacancy or reduce the size of the Board. The Corporate Governance Guidelines and Bylaws can be
viewed at www.panhandleoilandgas.com, the Companys website.
The Company knows of no arrangements which would result in a change in control of the Company
at any future date.
The Company knows of no other matters to come before the meeting. If any other matters
properly come before the meeting, the proxies solicited hereby will be voted on such matters as the
Board may recommend, except proxies which are marked to deny discretionary authority.
A proxy is enclosed for your signature. Please return it immediately, dated and signed.
(3)
Election of Directors
The present directors of the Company and their current Board Committee memberships are as
follows:
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Positions and Offices |
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Served As |
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Presently Held with |
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Director |
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Present |
Name |
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Age |
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the Company |
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Since |
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Term Ends |
Bruce M. Bell (1)(2)(3) |
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67 |
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Director |
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2004 |
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2010 |
Michael C. Coffman |
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55 |
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Director, President and Chief Executive Officer |
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2006 |
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2011 |
E. Chris Kauffman (2)(4) |
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68 |
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Director |
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1991 |
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2009 |
Duke R. Ligon (1)(2)(3) |
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67 |
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Director |
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2007 |
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2011 |
Robert O. Lorenz (1)(2) |
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62 |
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Lead Independent Director (5) |
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2003 |
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2010 |
Robert A. Reece (1)(3)(4) |
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64 |
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Director |
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1986 |
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2011 |
Robert E. Robotti (1)(2)(3) |
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55 |
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Director |
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2004 |
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2010 |
H. Grant Swartzwelder (2)(3)(4) |
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45 |
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Director |
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2002 |
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2009 |
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Member of the Audit Committee |
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Member of the Compensation Committee |
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Member of the Governance and Nominating Committee |
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Member of the Retirement Committee |
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Elected Lead Independent Director effective November 1, 2008. |
There are two vacancies for three-year terms beginning 2009. Nominees for the
vacancies are E. Chris Kauffman and H. Grant Swartzwelder, both of whom are currently directors.
These nominees were recommended by the Governance and Nominating Committee and approved by the
Board of Directors. The Board of Directors has no reason to believe that any of the nominees will
be unable to serve as director. However, if any nominee should be unable for any reason to accept
nomination or election, it is the intention of the persons named in the enclosed proxy to vote
those proxies for the election of such other person or persons as the Board of Directors may
recommend.
Nominees for Election to the Board of Directors In 2009
E. Chris Kauffman is vice president, secretary and treasurer of Campbell-Kauffman, Inc., an
independent insurance agency, and chief financial officer and secretary of The Insurance Center
Agency, Inc., an independent insurance agency, both of Oklahoma City. He has been involved with
both agencies since 1983. He has served as Chairman of the Board of the Company from 2005 to 2008.
Mr. Kauffman has never been an employee of the Company.
H. Grant Swartzwelder is president of PetroGrowth Advisors, Irving, Texas, a merchant banking
and venture capital firm for oil field service companies which he founded in 1998. Prior to 1998,
he was vice president of Principal Financial Securities, Inc., Dallas, Texas, an investment-banking
firm. He holds a Bachelor of Science degree in Petroleum Engineering and a MBA degree.
THE BOARD OF DIRECTORS UNANIMOUSLY RECOMMENDS THAT THE
SHAREHOLDERS ELECT
E. CHRIS KAUFFMAN AND H. GRANT SWARTZWELDER
(4)
Directors Whose Terms Continue Beyond the 2009 Annual Meeting and Who Are Not
Subject to Election This Year
Directors Whose Terms Expire in 2010
Bruce M. Bell, for more than five years, has been CEO of Post Oak Oil Company (oil and gas
exploration and production) and CEO and president of Edrio Oil Co. Inc. (oil and gas exploration
and production), both of Oklahoma City, OK. He also is past chairman of the Mid-Continent Oil & Gas
Association (oil and gas trade association). Dr. Bell holds a Ph.D. degree in paleontology.
Robert O. Lorenz is a former audit partner of Arthur Andersen LLP. He served as the managing
partner of the Oklahoma City office beginning in 1994 and as the managing partner of the Oklahoma
practice beginning in 2000. He retired from Arthur Andersen in 2002. Mr. Lorenz currently serves as
a director of OGE Energy Corp. (regulated electric utility and natural gas transportation), and
Infinity Inc. (oil and gas exploration and development).
Robert E. Robotti, for more than five years, has been the president of Robotti & Company, LLC,
a registered broker-dealer, president of Robotti & Company Advisors, LLC, a registered investment
advisor, and managing member of the Ravenswood Investment Company, LP, which serves as the general
partner of two investment partnerships, all located in New York City. Mr. Robotti is a certified
public accountant and holds a MBA degree. He is a member of the New York Society of Security
Analysts.
Directors Whose Terms Expire in 2011
Michael C. Coffman has worked in public accounting and as a financial officer with companies
involved in the oil and gas industry since 1975. He has been an executive officer of the Company
since 1990. During fiscal 2007, he served as Co-President and Chief Financial Officer until August,
2007, when he was elected President and Chief Executive Officer.
Duke R. Ligon is an attorney and served as senior vice president and general counsel of Devon
Energy Corporation from 1997 until he retired in 2007. He currently serves as strategic advisor to
Loves Travel Shops and Country Stores. He is a director of Pre-Paid Legal Services, Inc.
(insurance company), Quest Midstream Partners, L.P. (natural gas transportation), SemGroup Energy
Partners, L.P. (crude oil terminaling, storage, gathering and transportation) and Trans Montaigne
Partners, L.P. (distribution and marketing of petroleum products). Mr. Ligon was elected to the
Board of Directors in August, 2007.
Robert A. Reece is an attorney and for more than five years has been of counsel with the law
firm of Crowe & Dunlevy and active in the management of his familys investments. He is also a
director of NBC Bank, Oklahoma City, OK. He holds a MBA degree.
None of the organizations described in the business experiences of the Companys directors and
officers are parents, subsidiaries or affiliates of the Company.
None of the non-management directors have ever been employees of the Company.
(5)
Lead Independent Director
Effective November 1, 2008, the Board named Robert O. Lorenz as Lead Independent Director and
eliminated the position of Chairman of the Board. The Lead Independent Director presides at all
Board meetings and all executive sessions of non-management directors. The Board adopted a Charter
of Lead Independent Director which can be viewed at www.panhandleoilandgas.com, the Companys
website.
Meetings and Committees of the Board of Directors
During the fiscal year ended September 30, 2008 (fiscal 2008), the Board of Directors held
six meetings. At each meeting, a quorum of directors was present. The outside directors hold
executive sessions at each board meeting without management present. The Company expects all of its
directors to attend each annual meeting of shareholders. All directors attended the 2008 annual
meeting.
During fiscal 2008, each director attended at least 75% of the meetings of the Board and the
committees on which he served.
The Board has determined that, under the rules of the New York Stock Exchange, all directors
are currently independent, except for Michael C. Coffman, Chief Executive Officer, who does not
serve on any Board committee.
The Board of Directors has four standing committees: Audit, Compensation, Governance and
Nominating, and Retirement.
Information regarding the functions performed by the Audit Committee, its membership and the
number of meetings held during the fiscal year is set forth below in the caption Report of the
Audit Committee included in this proxy statement. Each member of the Audit Committee meets all
applicable independence and financial literacy requirements of the Securities and Exchange
Commission and of the New York Stock Exchange. Robert O. Lorenz has been determined by the Board to
meet the audit committee financial expert requirements of the Securities and Exchange Commission
and the New York Stock Exchange. In December, 2008, the Board adopted an immaterial change to the
Audit Committee Charter which was originally adopted in December, 2004. A copy of the Charter is
attached hereto as Appendix A and can be viewed at the Companys website:
www.panhandleoilandgas.com.
During fiscal 2008, the Compensation Committee was comprised of H. Grant Swartzwelder,
chairman, Bruce M. Bell, Duke R. Ligon, Robert O. Lorenz and Robert E. Robotti. The Committee met
two times during fiscal 2008. The Committee reviews officer performance and recommends to the Board
of Directors compensation amounts for officers and directors. See Compensation Discussion and
Analysis below. The Compensation Committee Charter can be viewed at the Companys website:
www.panhandleoilandgas.com.
During fiscal 2008, the Governance and Nominating Committee (which was formerly named the
Nominating Committee), was comprised of Duke R. Ligon, chairman, Bruce M. Bell, Robert A. Reece,
and H. Grant Swartzwelder. This Committee met twice during fiscal 2008. In October, 2008, the Board
adopted changes to the Committees Charter. A copy of the Charter can be viewed at the Companys
website: www.panhandleoilandgas.com. The principal functions of the Governance and Nominating
Committee are to: identify individuals qualified to become members of the Board of Directors;
recommend to the Board when new members should be added to the Board; recommend to the Board
individuals to fill vacant Board positions; and recommend to the Board nominees for election as
(6)
directors at the annual meeting of shareholders. The Governance and Nominating Committee will
consider nominees proposed by shareholders of the Company if the requirements set forth in the
Companys Bylaws are satisfied. For more information, see Shareholder Proposals below. Those
nominations must include sufficient biographical information so that the Committee can
appropriately assess the proposed nominees background and qualifications. In its assessment of
potential candidates, the Governance and Nominating Committee will review each candidates
character, wisdom, acumen, business experiences and understanding of the Companys business
environment and ability to devote the time and effort necessary to fulfill his or her
responsibilities. To propose a prospective nominee for the Committees consideration, shareholders
should submit the proposal in writing to Panhandle Oil and Gas Inc., Attention: Secretary, 5400 N.
Grand Boulevard, Suite 300, Oklahoma City, OK 73112-5688. Any such submission must be accompanied
by the written consent of the proposed nominee to being named as a nominee and to serve as a
director, if elected.
During fiscal 2008, the Retirement Committee was comprised of Robert A. Reece, chairman, Bruce
M. Bell and E. Chris Kauffman, and oversaw the administration of the Companys Employee Stock
Ownership and 401(k) Plan and Agreement (ESOP). This Committee met twice during fiscal 2008.
Compensation of Directors
The following outlines the compensation plan for the Companys outside directors for their
services in all capacities.
From January 1, 2006 to December 31, 2007, outside directors were paid an annual retainer of
$10,000, plus a $1,000 fee plus out-of-pocket travel expenses for attending each Board and
committee meeting. Any director who traveled over 50 miles to attend a Board or committee meeting
received an additional $500 for each meeting. In addition to the above fees, the Chairman of the
Board of Directors (who is not an employee of the Company) and the chairmen of the Audit,
Compensation and Nominating Committees received additional annual retainers of $15,000, $10,000,
$2,500 and $1,000, respectively. These retainers and fees were frozen for two years beginning
January 1, 2006. The annual retainers were paid to the directors on January 15 of each year.
Effective January 1, 2008, outside directors receive annual retainers of $20,000, plus a
$1,000 fee and out-of-pocket travel expenses for attending each Board and committee meeting. Any
director who travels over 50 miles to attend a Board or committee meeting receives an additional
$500 for each meeting. In addition to the above fees, during calendar 2008, the Chairman of the
Board and the chairmen of the Audit, Compensation and Nominating Committees received additional
annual retainers of $15,000, $10,000, $2,500 and $1,000, respectively. All annual retainers are
calculated on a calendar year basis and are paid to the directors on January 15 of each year.
Robert O. Lorenz was named Lead Independent Director effective November 1, 2008 and will
continue as chairman of the Audit Committee. For calendar 2009, Mr. Lorenz will receive annual
retainers of $10,000 each as Lead Independent Director and as chairman of the Audit Committee. The
annual retainer paid to the Chairman of the Governance and Nominating Committee for calendar 2009
was increased to $2,500.
Outside directors may elect to be included in the Panhandle Oil and Gas Inc. Deferred
Compensation Plan For Non-Employee Directors (the Directors Deferred Compensation Plan). The
Directors Deferred Compensation Plan provides that each outside director may individually elect to
receive Company stock rather than cash for all or a portion of the yearly retainer, Board meeting
fees and Board committee meeting fees, and also may elect to receive shares if and when issued over
a period
(7)
of time up to ten years. The future right to receive these unissued shares is accrued and
credited to each directors deferred compensation account at the closing market price of the shares
(i) on the dates of the Board and committee meetings, and (ii) on January 15 of each year for the
annual retainers. Only upon a directors retirement, termination or death, or upon a
change-in-control of the Company, will the shares accrued under the Directors Deferred
Compensation Plan be issued to the director. The promise to issue such shares in the future is an
unsecured obligation of the Company. All directors participate in the Directors Deferred
Compensation Plan.
The following table contains information with respect to fiscal 2008 compensation of directors
of the Company who served in such capacity during fiscal 2008, except for the fiscal 2008
compensation of Michael C. Coffman, Chief Executive Officer, whose compensation is disclosed below
in the caption Executive Compensation Summary Annual Compensation Table. Other than the
Directors Deferred Compensation Plan, the Company has no stock award, stock option or non-equity
incentive plans for its directors.
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Fees Earned |
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or Paid in |
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All Other |
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Name |
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Cash(1) |
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Compensation(2) |
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Total |
Bruce M. Bell |
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$ |
30,000 |
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$ |
1,197 |
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$ |
31,197 |
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E. Chris Kauffman |
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$ |
43,000 |
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$ |
5,382 |
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$ |
48,382 |
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Duke R. Ligon |
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$ |
30,000 |
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$ |
244 |
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$ |
30,244 |
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Robert O. Lorenz |
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$ |
41,000 |
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$ |
2,923 |
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$ |
43,923 |
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Robert A. Reece |
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$ |
32,000 |
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$ |
8,812 |
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$ |
40,812 |
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Robert E. Robotti |
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$ |
34,500 |
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$ |
1,731 |
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$ |
36,231 |
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H. Grant Swartzwelder |
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$ |
38,000 |
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$ |
3,244 |
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$ |
41,244 |
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All but one director deferred 100% of their fees under the Directors
Deferred Compensation Plan. E. Chris Kauffman deferred 48% of his fees
under such Plan. |
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At the end of fiscal 2008, the following future share amounts had
been credited to each directors account under the Directors Deferred
Compensation Plan: Bell 4,607; Kauffman 19,516; Ligon 1,199; Lorenz
10,925; Reece 31,964; Robotti 6,590; and Swartzwelder 12,052. |
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Under the Directors Deferred Compensation Plan, dividends paid on
the Companys Common Stock are credited to each Directors account on the
record date of the dividend. The amount of the credit is based on the
number of future shares in each Directors account and the closing market
price of the Common Stock on each dividend record date. |
Transactions With Directors
The Company has entered into indemnification agreements with its directors and executive
officers.
During fiscal 2008 the Company purchased directors and officers liability and other
miscellaneous insurance policies through the Campbell-Kauffman, Inc. insurance agency for premiums
aggregating $93,978. The Company believes that the premiums and the terms of the insurance policies
were at market rates and on market terms.
(8)
Beneficial Ownership of Common Stock
The following table sets forth information with respect to the outstanding shares of Common
Stock owned beneficially as of December 31, 2008 by all persons who own or are known by the Company
to own beneficially more than 5% of the outstanding Common Stock, by each director, nominee for
director and executive officer and by all directors and executive officers as a group.
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Amount of Shares |
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Name of Beneficial Owner |
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Beneficially Owned(3) |
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Percent of Class |
Bruce M. Bell (1) |
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1,100 |
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* |
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Michael C. Coffman (1) (2) |
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114,326 |
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1.4 |
% |
E. Chris Kauffman (1) |
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33,000 |
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* |
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Duke R. Ligon (1) |
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161,417 |
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1.9 |
% |
Robert O. Lorenz (1) |
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4,200 |
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* |
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Robert A. Reece (1) |
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50,176 |
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* |
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H. Grant Swartzwelder (1) |
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7,472 |
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* |
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Lonnie J. Lowry (2) |
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8,278 |
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* |
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Ben Spriestersbach (2) |
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6,446 |
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* |
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Robert E. Robotti (1) |
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755,276 |
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9.1 |
% |
c/o Robotti & Company, LLC
110 E. 42nd St., 11th Floor
New York, NY 10017 |
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All directors and executive officers as a group
(10 persons) |
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1,141,691 |
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13.8 |
% |
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* |
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Less than 1% owned |
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Director |
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(2) |
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Executive Officer |
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(3) |
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The number of shares shown includes shares that are individually or jointly owned, as well as
shares over which the individual has either sole or shared investment or voting authority. |
Report of the Audit Committee
During fiscal 2008, the Audit Committee was composed of five independent directors: Robert O.
Lorenz, chairman, Duke R. Ligon, Robert A. Reece, Robert E. Robotti and H. Grant Swartzwelder. The
Board of Directors has determined that all committee members are independent and that Mr. Lorenz is
an audit committee financial expert, as defined by Securities and Exchange Commission guidelines
and the rules of the New York Stock Exchange. Four meetings of the Committee were held during
fiscal 2008.
The Audit Committee Charter was adopted in December, 2004 and an immaterial change was
approved by the Board of Directors in December, 2008. A copy of the Charter is attached hereto as
Appendix A and can be viewed at the Companys website: www.panhandleoilandgas.com.
The Audit Committees primary responsibility is to oversee the Companys financial reporting
process on behalf of the Board of Directors and report the results of its activities to the Board.
(9)
Management has the primary responsibility for the financial statements and the reporting process
including the systems of internal control over financial reporting.
Controls and Procedures. Management has established and maintains a system of disclosure
controls and procedures designed to provide a reasonable assurance that information required to be
disclosed by the Company in the reports filed or submitted under the Securities Exchange Act of
1934, as amended, is recorded, processed, summarized and reported within the time periods specified
in the SECs rules and forms, and includes controls and procedures designed to provide reasonable
assurance that information required to be disclosed by the Company in those reports is accumulated
and communicated to management, including the Chief Executive Officer and the Chief Financial
Officer, as appropriate, to allow timely decisions regarding required disclosure. As of September
30, 2008, management conducted an evaluation of disclosure controls and procedures. Based on this
evaluation, the Chief Executive Officer and Chief Financial Officer concluded that the Companys
disclosure controls and procedures are effective to provide reasonable assurance that the
information required to be disclosed in the reports filed or submitted under the Securities and
Exchange Act of 1934 is recorded, processed, summarized and reported within the time periods
specified in the SECs rules and forms. The Audit Committee discussed with management and Ernst &
Young LLP the quality and adequacy of the Companys disclosure controls and procedures.
Management has also established and maintains a system of internal controls over financial
reporting as defined in Rules 13a-15(f) and 15d-15(f) under the Securities and Exchange Act of
1934. These internal controls are designed to provide reasonable assurance that the reported
financial information is presented fairly, that disclosures are adequate and that the judgments
inherent in the preparation of financial statements are reasonable. Management conducted an
evaluation of the effectiveness of the Companys internal control over financial reporting based on
the framework set forth in Internal Control Integrated Framework issued by the Committee of
Sponsoring Organizations of the Treadway Commission. Based on managements evaluation under the
framework in Internal Control Integrated Framework, management concluded that the Companys
internal control over financial reporting was effective as of September 30, 2008 as discussed in
more detail in Managements Report on Internal Control Over Financial Reporting, which was included
in our Annual Report on Form 10-K for the year ended September 30, 2008, filed with the SEC on
December 11, 2008. The effectiveness of the Companys internal control over financial reporting as
of September 30, 2008 has been audited by Ernst & Young LLP, as stated in its attestation report,
which was included in our Annual Report on Form 10-K for the year ended September 30, 2008. The
Audit Committee reviewed and discussed with management and Ernst & Young LLP the Companys system
of internal control over financial reporting in compliance with Section 404 of the Sarbanes-Oxley
Act of 2002.
Discussions with Management and Independent Accountants. In fulfilling its responsibilities,
the Committee reviewed with management the audited financial statements included in the Companys
Annual Report on Form 10-K for fiscal 2008, including a discussion of the quality, not just the
acceptability, of the accounting principles, the reasonableness of significant judgments, and the
clarity of disclosures in the financial statements. The Committee reviewed with Ernst & Young LLP,
the Companys independent registered public accounting firm (independent accountants), who are
responsible for expressing an opinion on the conformity of those audited financial statements with
generally accepted accounting principles, their judgments as to the quality, not just the
acceptability, of the Companys accounting principles and such other matters as are required to be
discussed with the Committee by Statement on Auditing Standards No. 61 (Communications with Audit
Committees), as amended by Statement on
Auditing Standards No. 90 (Audit Committee Communications). In addition, the Committee
discussed with the independent accountants its independence from management and the Company,
including
(10)
matters in the written disclosures received from the independent accountants as required
by the Independence Standards Board Standard No. 1 (Independence Discussions with Audit
Committees).
The Committee met with the independent accountants, with and without management present, to
discuss the overall scope and plans for their audit, the results of their examinations, their
evaluations of the Companys internal control over financial reporting and the overall quality of
the Companys financial reporting.
The Committee also met with the independent accountants and management after the end of each
of the first three fiscal quarters. At these meetings, the independent accountants review of
quarterly results was presented and discussed and discussions were also held with management
concerning these results.
In reliance on the reviews and discussions referred to above, the Committee recommended to the
Board of Directors (and the Board approved) that the audited financial statements be included in
the Companys Annual Report on Form 10-K for fiscal 2008 for filing with the Securities and
Exchange Commission.
Independent Accountants Fees and Services
The following sets forth fees billed for audit and other services provided by Ernst & Young
LLP for the fiscal years ended September 30, 2008 and September 30, 2007:
|
|
|
|
|
|
|
|
|
Fee Category |
|
Fiscal 2008 Fees |
|
Fiscal 2007 Fees |
Audit Fees (1) |
|
$ |
275,100 |
|
|
$ |
267,500 |
|
Audit-Related Fees |
|
$ |
|
|
|
$ |
|
|
Tax Fees |
|
$ |
6,575 |
|
|
$ |
|
|
All Other Fees |
|
$ |
|
|
|
$ |
|
|
|
|
|
(1) |
|
Includes fees for audit of annual financial statements, reviews of the
related quarterly financial statements and internal control audits required by
Section 404 of the Sarbanes-Oxley Act. |
All services rendered by Ernst & Young LLP were permissible under applicable laws and
regulations and were pre-approved by the Audit Committee. The Audit Committees pre-approval policy
is set forth in the Audit Committee Charter attached hereto as Appendix A and which can be viewed
at the Companys website: www.panhandleoilandgas.com.
For fiscal 2009, the Audit Committee has selected Ernst & Young LLP to conduct quarterly
reviews for the first three fiscal quarters, and expects to select Ernst & Young LLP as the
Companys independent registered public accounting firm for the fiscal 2009 audit.
A representative of Ernst & Young LLP is expected to be present at the annual meeting to
respond to appropriate questions and will have an opportunity to make a statement if so desired.
Audit Committee
Robert O. Lorenz Chairman
Duke R. Ligon
Robert A. Reece
Robert E. Robotti
H. Grant Swartzwelder
(11)
Executive Officers
The following is a list of the current executive officers of the Company. All officers hold
office at the discretion of the Board of Directors and may be removed from office, with or without
cause, at any time by the Board of Directors.
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Positions and Offices Presently Held |
|
Officer |
|
Name |
|
Age |
|
|
With The Company |
|
Since |
|
Michael C. Coffman |
|
|
55 |
|
|
President and Chief Executive Officer |
|
|
1990 |
|
Lonnie J. Lowry |
|
|
56 |
|
|
Vice President, Chief Financial Officer and Secretary |
|
|
2006 |
|
Ben Spriestersbach |
|
|
57 |
|
|
Vice President of Land |
|
|
2005 |
|
All those named above also hold office in the Companys wholly-owned subsidiary, Wood Oil
Company.
Lonnie J. Lowry served as Vice President, Controller and Secretary from March, 2006 until
August, 2007 when he was elected Vice President, Chief Financial Officer and Secretary. From 2001
to 2006, he served as Controller of the Company. He was Controller of Wood Oil Company when
acquired by Panhandle in 2001.
Ben Spriestersbach was elected Vice President of Land in 2005. From 2002 through 2004, he
served as Land Manager of the Company. From 1989 to 2001, he worked for Farmers Union Cooperative
Royalty Company (oil and gas royalty company), last serving as assistant secretary-treasurer. Mr.
Spriestersbach is a certified professional landman.
(12)
Executive Compensation
The table below sets forth information for the three most recently completed fiscal years
concerning compensation paid to executive officers in those fiscal years for services in all
capacities.
Summary Annual Compensation Table
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|
|
|
|
|
|
Fiscal |
|
Base |
|
Cash |
|
All Other |
|
|
Name and Principal Position |
|
Year |
|
Salary(1) |
|
Bonus(1) |
|
Compensation(2) |
|
Total |
Michael C. Coffman, |
|
|
2008 |
|
|
$ |
216,250 |
|
|
$ |
188,113 |
|
|
$ |
34,976 |
(3) |
|
$ |
439,339 |
|
President
and Chief Executive Officer |
|
|
2007 |
|
|
$ |
186,250 |
|
|
$ |
79,500 |
|
|
$ |
33,675 |
(3) |
|
$ |
299,425 |
|
|
|
|
2006 |
|
|
$ |
166,125 |
|
|
$ |
37,750 |
|
|
$ |
30,394 |
(3) |
|
$ |
234,269 |
|
Lonnie J. Lowry, |
|
|
2008 |
|
|
$ |
139,875 |
|
|
$ |
35,486 |
|
|
$ |
26,973 |
(4) |
|
$ |
202,334 |
|
Vice President, Chief Financial |
|
|
2007 |
|
|
$ |
122,375 |
|
|
$ |
30,330 |
|
|
$ |
23,554 |
(4) |
|
$ |
176,259 |
|
Officer and Secretary |
|
|
2006 |
|
|
$ |
111,375 |
|
|
$ |
15,750 |
|
|
$ |
19,177 |
(4) |
|
$ |
146,302 |
|
Ben Spriestersbach, |
|
|
2008 |
|
|
$ |
119,775 |
|
|
$ |
30,608 |
|
|
$ |
23,315 |
(5) |
|
$ |
173,698 |
|
Vice President of Land |
|
|
2007 |
|
|
$ |
111,100 |
|
|
$ |
26,289 |
|
|
$ |
21,253 |
(5) |
|
$ |
158,642 |
|
|
|
|
2006 |
|
|
$ |
98,950 |
|
|
$ |
20,750 |
|
|
$ |
18,047 |
(5) |
|
$ |
137,747 |
|
|
|
|
(1) |
|
Salaries are set on a calendar year basis and are reported on a fiscal year basis ending on September 30 of each year. This means that the salary shown
above for each fiscal year reported represents three months salary of the previous calendar year and the first nine months of the current calendar year. Cash
bonuses are paid in December of each year based on the preceding fiscal years performance. |
|
(2) |
|
Includes premiums of immaterial amounts for group life insurance for fiscal 2008, fiscal 2007 and fiscal 2006. |
|
(3) |
|
Represents the value of 1,128 shares for fiscal 2008, 1,336 shares for fiscal 2007, and 1,682 shares for fiscal 2006, of Company stock contributed to the
ESOP on Mr. Coffmans behalf based on the closing market price of the shares on the last day of each fiscal year. |
|
(4) |
|
Represents the value of 879 shares for fiscal 2008, 927 shares for fiscal 2007 and 1,059 shares for fiscal 2006 of Company stock contributed to the ESOP
on Mr. Lowrys behalf based on the closing market price of the shares on the last day of each fiscal year. |
|
(5) |
|
Represents the value of 753 shares for fiscal 2008, 834 shares for fiscal 2007 and 996 shares for fiscal 2006 of Company stock contributed to the ESOP on
Mr. Spriestersbachs behalf based on the closing market price of the shares on the last day of each fiscal year. |
The Company has no equity incentive plans or other incentive compensation plans for its
executive officers except for participation in the ESOP.
The ESOP is a non-voluntary, non-contributory defined contribution plan, and serves as the
Companys retirement plan for its employees. Contributions are made at the discretion of the Board
of Directors and, to date, all contributions have been made in shares of Company Common Stock.
Contributions are allocated to all participants in proportion to their salaries for the plan year
and 100% vesting occurs after three years of service.
Compensation Discussion and Analysis
Compensation Committee and Role of the Board of Directors in Fiscal 2008
The Compensation Committee is composed entirely of independent directors and has the
responsibility for establishing, implementing and monitoring the compensation of the Companys
executives. In particular, the Committees role is to oversee, on behalf of the Board of Directors,
the compensation, benefit plans and policies, and, in addition, review and approve annually all
compensation decisions relating to the Chief Executive Officer and other executive officers of the
(13)
Company. The Committee reviews executive compensation programs, approves compensation levels
and performance targets, reviews management performance and approves final executive bonus
distributions. The Committee met two times during fiscal 2008. The Committee operates in accordance
with its charter, which sets forth its powers and responsibilities. A copy of the charter of the
Compensation Committee can be viewed at the Companys website: www.panhandleoilandgas.com.
In December of each year, base salaries of executive officers are set for the next calendar
year and bonuses are determined based on the preceding fiscal years operational and financial
performance. The Committee makes recommendations to the Board of Directors which makes the final
decision.
Compensation Philosophy and Objectives
The objectives of the Companys compensation program are to:
|
§ |
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attract and retain key executives; |
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|
§ |
|
motivate and reward individual performance and contributions; and |
|
|
§ |
|
align the interests of the executives with those of the shareholders. |
The principal elements of the compensation program are salary, annual cash bonus and
contributions to the ESOP. The Company does not offer any stock award, stock option or non-equity
incentive plans to its executive officers and has no employment contracts. The salary, cash bonus
and ESOP are used to meet compensation objectives as follows:
|
§ |
|
Attract and retain key executives and reward the officers who contribute to the
Companys success and to motivate the officers to develop and execute current and
long-term business strategies and goals. The Company believes that it must offer
competitive compensation to attract and retain talented executives. |
|
|
§ |
|
Motivate and reward individual performance and contributions. The Companys
evaluation of the individual performance of each executive officer affects most aspects
of the executives compensation. Individual performance and level of responsibility are
considered in determining an executives annual salary and are important factors in
deciding discretionary cash bonuses. |
|
|
§ |
|
The performance of the Company is also a key factor in determining
compensation. |
|
|
§ |
|
Align the interests of the executives with those of the Companys shareholders.
In fiscal 2008, the Company continued to use allocations of Company stock to the ESOP
to align the financial interests of the executives with those of the shareholders. |
Role of Executive Officers
In fiscal 2008, the Board of Directors made all compensation decisions for the Chief Executive
Officer and, after receiving input from the Chief Executive Officer, all other named executive
officers. The Board of Directors reviewed the performance of the Chief Executive Officer, and
following such review, set his compensation. The Board of Directors, together with the Chief
Executive Officer, reviewed the performance of the other named executive officers, and the Chief
Executive Officer made compensation recommendations to the Board of Directors with respect to the other named
executive officers. Messrs. Lowry and Spriestersbach were not present at the time of these
discussions.
(14)
Base Salaries and Annual Cash Bonuses
Base salaries and annual cash bonuses for executive officers are based upon the individuals
responsibilities and experience, taking into account, among other factors, the individuals
initiative, contribution to the Companys overall performance, handling of special projects or
events during the year and yearly financial and operating results. Base salaries for executive
officers are reviewed and compared to similar positions in the Companys industry. The Company has
made an effort in the last few years to bring its salary levels up to those of comparably-sized
companies in the oil and gas industry.
Base Salaries. The base salaries of the named executive officers are reviewed annually by the
Compensation Committee and future salary adjustments are reviewed by the Committee on an annual
basis and recommended to the Board for final approval. The Compensation Committee and the Board
consider various factors, including, the position of the named executive officer, the compensation
of executive officers of comparable companies within the oil and natural gas industry, the
performance of each executive officer, increases in responsibilities of each executive officer and
recommendations of the Chief Executive Officer with respect to base salaries of other named
executive officers.
Based on these considerations, in December 2007, the Board established the annual base salary
for the Chief Executive Officer at $225,000 for calendar 2008. Salaries for the named executive
officers in fiscal 2008 are set forth in the Summary Annual Compensation Table above and were
determined by the Board based on the considerations described above. In December, 2008, the annual
base salary of the Chief Executive Officer was adjusted to $240,000 for calendar 2009.
Annual Cash Bonuses. During an annual goal-setting process, management and the Board approve
objective performance metrics as well as more subjective performance goals that focus on the manner
in which the Companys oil and gas business is managed. For fiscal years 2006, 2007 and 2008, the
objective performance metrics addressed production volume, reserve replacement rate, finding and
development (F&D) costs and general and administration (G&A) costs.
The Compensation Committee believes that the Chief Executive Officers cash bonus should
principally reflect his success in achieving these performance metrics. Thus, his bonus calculation
is based on a weighting of 70% for meeting the objective performance metrics and 30% for meeting
the subjective performance goals. The other named executive officers annual bonuses are based 80%
for meeting the subjective performance goals and 20% on the objective performance metrics. This
weighting was used for the Chief Executive Officer and other named executive officers for fiscal
years 2007 and 2008.
In making its decisions regarding cash bonuses paid in December, 2007 and December, 2008, the
Compensation Committee determined that the Company had substantially met the objective metrics
related to production volume, reserve replacement rate, F&D costs, and G&A costs for fiscal 2007
and fiscal 2008. The Committee also reviewed the performance of the Chief Executive Officer in
meeting his subjective performance goals and each of the named executive officers performance with
respect to their subjective performance goals for those two fiscal years.
The maximum targeted annual cash bonus paid in December, 2007 (based on fiscal 2007) to the
Chief Executive Officer was 100% of his base salary and 30% of the base salaries of the other named
executive officers. The maximum targeted annual cash bonus paid in December, 2008 (based on
fiscal
(15)
2008) to the Chief Executive Officer was 100% of his base salary and 30% of the base
salaries of the other named executives and remains the same for annual cash bonuses to be paid in
December, 2009.
Since a significant percentage of the Chief Executive Officers total compensation is based on
the Companys objective performance, a targeted goal for the Companys net income was added as an
objective performance metric for fiscal 2008 and thereafter. The objective performance metrics
relating to production volume, reserve replacement rate, F&D costs and G&A costs remain in place.
Broad-Based Employee Benefits
§ |
|
The Company has an ESOP which is a non-voluntary,
non-contributory defined contribution plan that covers all
employees including the named executive officers. Under
the ESOP, the Company contributes shares of its common
stock to the ESOP based on the employees compensation. |
|
§ |
|
The named executive officers are eligible to participate
in all of the Companys other employee benefit plans which
include medical, dental, group life, long term disability,
accidental death and dismemberment and eye care insurance,
in each case on the same basis as all other employees. |
Change-In-Control Executive Severance Agreements
The Board of Directors believes that the executives performance generally may be hampered by
distraction, uncertainty and other activities in the event of a change-in-control of the Company
which might adversely affect shareholder values. To reduce these potential adverse effects and to
encourage fair treatment of the executive officers in connection with any change-in-control event,
Change-In-Control Executive Severance Agreements were entered into with Messrs. Coffman, Lowry and
Spriestersbach in September, 2007 to provide for change-in-control protection. Under these
Agreements, if, within two years following a change-in-control event, the Company terminates the
employment of any of the executives without cause, or any executive resigns for good reason, that
executive would be entitled to a severance payment, payable in a lump sum, in cash, following his
termination, in an amount equal to two times the average of the compensation paid to the executive
during the two calendar years preceding the change-in-control (or the annual average of any shorter
period). Compensation for this purpose includes the sum of the executives base salary, cash
bonuses and contributions made to the ESOP on executives behalf. The bonus to be used in
determining the executives compensation shall not be less than two times his targeted bonus for
the calendar year in which the change-in-control event occurs (or if not yet determined for that
year, two times executives targeted bonus for the preceding calendar year). Further, if the
executive qualifies, and the Company is required to provide coverage under COBRA, the Company shall
reimburse the executive the costs of purchasing continuing coverage under COBRA for the executive
and his dependents for as long as he qualifies for COBRA coverage. The Company is not currently
subject to COBRA because it has fewer than 20 employees.
A change-in-control event generally means: (i) the acquisition of beneficial ownership of 30%
or more of the Companys Common Stock; (ii) during any two consecutive years, individuals who
currently make up the Companys Board of Directors (or which subsequently become directors after
being approved for election by at least a majority of current directors) ceasing for any reason to
make up at least two-thirds of the Board; or (iii) approval by the Companys shareholders of (a) a
reorganization, merger or consolidation which results in the ownership of 20% or more of the
Companys Common Stock by persons or entities that were not previously shareholders, (b) a
liquidation or dissolution of the
Company, or (c) the sale of substantially all of the Companys assets.
(16)
The Company believes that the double trigger requiring both (i) a change-in-control event
and (ii) the termination of an executives employment without cause or his resignation for good
reason is appropriate to provide fair treatment of the named executive officers, while allowing
them to continue to concentrate on enhancing shareholder value during a change-in-control event.
Pursuant to the Change-In-Control Executive Severance Agreements, assuming that a
change-in-control event took place on the first day of calendar 2009, and an executives employment
was terminated without cause, or the executive terminated his employment for good reason, within
two years following this assumed change-in-control event, the named executives below would receive
the following severance payments:
|
|
|
|
|
|
|
|
|
|
|
|
|
Name |
|
Salary(1) |
|
Bonus(2) |
|
Total(3) |
Michael C. Coffman |
|
$ |
513,368 |
|
|
$ |
480,000 |
|
|
$ |
993,368 |
|
Lonnie J. Lowry |
|
$ |
318,710 |
|
|
$ |
96,000 |
|
|
$ |
414,710 |
|
Ben Spriestersbach |
|
$ |
278,266 |
|
|
$ |
76,200 |
|
|
$ |
354,466 |
|
|
|
|
(1) |
|
Calculated based on (i) two times the average of the base salary paid to the named executive officers during calendar
years 2007 and 2008 plus (ii) two times the average amount contributed to the ESOP on behalf of each named executive during
calendar years 2007 and 2008. |
|
(2) |
|
Calculated based on two times the maximum targeted bonus for each named executive for calendar year 2009. |
|
(3) |
|
In addition, if the Company is required to provide continuing coverage to its employees under COBRA (as defined in
Section 4980B of the Internal Revenue Code of 1986) at the time of a change-in-control, the Company will reimburse each named
executive for all costs incurred by them in purchasing such continuing coverage for themselves and their dependents as long
as he qualified for COBRA coverage. |
Compensation Committee Report
The Compensation Committee has reviewed and discussed the Compensation Discussion and Analysis
with management and, based on such review and discussions, the Compensation Committee has
recommended to the Board of Directors that the Compensation Discussion and Analysis be included in
this proxy statement.
Compensation Committee
H. Grant Swartzwelder Chairman
Bruce M. Bell
Duke R. Ligon
Robert O. Lorenz
Robert E. Robotti
Code of Ethics
The Board of Directors has adopted a Code of Ethics for Senior Financial Officers. The
Companys Chief Executive Officer and Chief Financial Officer were required to sign this code and
will be held to the standards outlined. In addition, the Board of Directors has adopted a Code of
Ethics and Business Practices applicable to all directors, officers and employees of the Company.
Copies of both codes are available at the Companys website: www.panhandleoilandgas.com.
(17)
Communications with the Board of Directors
The Company provides an informal process for shareholders and other interested parties to send
communications to its Board of Directors. Shareholders or other interested parties who wish to
contact the non-management directors as a group, the Lead Independent Director, or any of its
individual members may do so by writing to: The Board of Directors, Panhandle Oil and Gas Inc.,
5400 N. Grand Boulevard, Suite 300, Oklahoma City, OK 73112-5688. Correspondence directed to any
individual Board member is referred, unopened, to that member. Correspondence not directed to a
particular Board member is referred, unopened, to the Lead Independent Director.
Section 16(a) Beneficial Ownership Reporting Compliance
Section 16(a) of the Securities and Exchange Act of 1934 requires the Companys directors and
executive officers and persons who own more than ten percent of the Companys Common Stock
(collectively reporting persons) to file with the Securities and Exchange Commission initial
reports of ownership and reports of changes in ownership of the Common Stock, and to furnish the
Company with copies of such reports. Based upon a review of the filings with the Securities and
Exchange Commission and representations that no other reports were filed, the Company believes that
during fiscal 2008 all directors and executive officers complied with the reporting requirements of
Section 16(a) of the Securities and Exchange Act of 1934 with the exception of Bruce M. Bell who
filed a late report on September 16, 2008 relating to 500 shares bought on September 10, 2008.
Shareholder Proposals
Proposals of shareholders intended to be presented at the next annual meeting of shareholders
to be held in March, 2010, and to be included in the proxy statement and form of proxy pursuant to
Rule 14a-8 under the Securities and Exchange Act of 1934, must be received by the Company by
October 2, 2009. Any such proposals should be in writing and be sent by certified mail, return
receipt requested, to the Companys principal office address shown above, Attention: Secretary.
Upon receipt of any such proposal, the Company will determine whether or not to include such
proposal in the proxy statement and any proxy in accordance with regulations governing the
solicitation of proxies.
In order for a shareholder to nominate a candidate for director, under the Companys Bylaws
timely notice of the nomination must be received by the Company in advance of the meeting.
Ordinarily, such notice must be received not less than 90 nor more than 120 days prior to the first
anniversary of the preceding years annual meeting. The shareholder filing the notice of nomination
must describe various matters regarding the nominee, including, but not limited to, such
information as name, address, occupation, business background and shares held, and the nominee must
deliver a written questionnaire and agreement to the Company covering certain matters as specified
in the Bylaws. In order for a shareholder to bring other business before a shareholders meeting,
timely notice must be received by the Company within the time limits described above in this
paragraph for notice of nomination of a candidate for director. Such notice must include a
description of the proposed business, the reasons therefor, and other specified matters. These
requirements are separate from the requirements a shareholder must meet to have a proposal included
in the Companys proxy statement under Rule 14a-8 described above.
In each case the notice must be given to the Secretary of the Company at the address shown
below under the caption Form 10-K. Any shareholder desiring a copy of the Companys Bylaws will
be
(18)
furnished one without charge upon written request to the Secretary. A copy of the Bylaws is
available on the Companys website at
www.panhandleoilandgas.com.
Annual Financial Report
Copies of the Annual Report to Shareholders for fiscal 2008 are being mailed with this proxy
statement and a copy of the Annual Report is available at www.panhandleoilandgas.com, the Companys
website.
Form 10-K
A copy of the Companys Annual Report on Form 10-K for fiscal 2008 filed with the Securities
and Exchange Commission is included in the Annual Report to Shareholders mailed with this proxy
statement. A separate Form 10-K and copies of the Companys charters for the various committees of
the Board of Directors, the Corporate Governance Guidelines and the Companys codes of ethics are
available, free of charge, upon written or oral request made to the Company at the address or
telephone number set forth below, or can be viewed at the Companys website:
www.panhandleoilandgas.com.
Lonnie J. Lowry, Secretary
Panhandle Oil and Gas Inc.
5400 N. Grand Boulevard, Suite 300
Oklahoma City, OK 73112-5688
405.948.1560
Other Matters
Management knows of no other matters to be brought before the meeting. However, if any other
matters do properly come before the meeting, it is intended that the shares represented by the
proxies in the accompanying form will be voted as the Board of Directors may recommend. Whether
shareholders plan to attend the meeting or not, they are respectfully urged to sign, date and
return the enclosed proxy, which will be returned to them at the meeting if they are present and so
request.
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By Order of the Board of Directors |
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|
|
/s/ Lonnie J. Lowry
Lonnie J. Lowry, Secretary
|
|
|
January 30, 2009
YOUR VOTE IS IMPORTANT.
WHETHER OR NOT YOU EXPECT TO ATTEND THE MEETING, PLEASE SIGN AND DATE THE ENCLOSED PROXY AND MAIL
IT PROMPTLY IN THE POSTAGE-PAID ENVELOPE PROVIDED.
PLEASE VOTE!
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PANHANDLE OIL AND GAS INC.
AUDIT COMMITTEE CHARTER
(Last revised December 1, 2008)
Organization
This Charter governs the operations of the Audit Committee (Committee) of Panhandle Oil and Gas
Inc. (Company). The Committee shall review and reassess this Charter at least annually and obtain
the approval of the Charter by the Board of Directors (Board). The Committee shall consist of
three or more directors appointed annually by the Board, each of whom is independent of management
and the Company. Members of the Committee shall be considered independent as long as they do not
accept any consulting, advisory, or other compensatory fees from the Company other than for Board
service and are not an affiliated person of the Company, or its subsidiaries, and meet such
independence and expertise requirements as are applicable under U.S. law, and the rules and
regulations of the Securities and Exchange Commission and the exchange where the Company is listed.
At least one member of the Committee shall be an audit committee financial expert as defined by
SEC regulations.
Purpose
The Committee shall provide assistance to the Board in fulfilling its oversight responsibility to
the shareholders, potential shareholders, the investment community and others, relating to the
integrity of the Companys financial statements; the financial reporting process; the systems of
internal accounting and financial controls; the performance of the Companys internal audit
function and independent auditors; the independent auditors qualification and independence; and
the Companys compliance with ethics policies and legal and regulatory requirements. In so doing,
it is the responsibility of the Committee to maintain free and open communication among the
Committee, the independent auditors and management of the Company.
In discharging its oversight role, the Committee is empowered to investigate any matter brought to
its attention with full access to all books, records, facilities and personnel of the Company and
has the authority to engage, without Board approval and at the Companys expense, independent
counsel and other advisors as it determines appropriate to carry out its duties.
Responsibilities
The primary responsibility of the Committee is to oversee the Companys financial reporting process
on behalf of the Board and report the results of their activities to the Board. While the Committee
has the responsibilities and powers set forth in this Charter, it is not the duty of the Committee
to plan or conduct audits or to determine that the Companys financial statements are complete and
accurate and are in accordance with generally accepted accounting principles. Management is
responsible for the preparation, presentation and integrity of the Companys financial statements
and for the appropriateness of the accounting principles and reporting policies that are used by
the Company. The independent auditors are responsible for auditing the Companys financial
statements and for reviewing the Companys unaudited interim financial statements.
The Committee, in carrying out its responsibilities, believes its policies and procedures should
remain flexible in order to best react to changing conditions and circumstances. The Committee
should take appropriate actions to set the overall corporate tone for quality financial
reporting, sound business risk practices and ethical behavior. The following shall be the principal
duties and responsibilities of the
Appendix A, Page 1 of 3
Committee. These are set forth as a guide with the understanding
that the Committee may supplement them from time to time as appropriate.
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The Committee shall be directly responsible for the appointment,
termination, compensation and oversight of the work of the
independent auditors. The Committee shall pre-approve all audit
and non-audit services provided by the independent auditors and
the fees to be paid for those services and shall not engage the
independent auditors to perform any non-audit services prohibited
by law or regulation. The Committee may delegate pre-approval
authority to a member of the Committee. The decisions of any
Committee member to whom pre-approval authority is delegated must
be presented to the full Committee at its next scheduled meeting. |
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The Committee shall evaluate the qualifications, independence and
performance of the independent auditors on the basis of such
factors as it shall deem appropriate. The Committee shall obtain
and review a report from the independent auditors at least
annually regarding (a) the auditors internal quality-control
procedures, (b) any material issues raised by the most recent
quality-control review, or peer review, of the firm, or by any
inquiry or investigation by governmental or professional
authorities within the preceding five years respecting one or more
independent audits carried out by the firm, (c) any steps taken to
deal with any such issues, and (d) all relationships between the
independent auditors and the Company. The Committee shall discuss
with management the qualifications, independence and performance
of the independent auditors. The independent auditors shall report
directly to the Audit Committee and are ultimately accountable to
the Committee and the Board. |
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The Committee shall establish policies for hiring employees or
former employees of the independent auditors. |
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The Committee shall discuss with the independent auditors the
overall scope and plans for their audits, including the adequacy
of staffing and compensation. Also, the Committee shall discuss
with management and the independent auditors the adequacy and
effectiveness of the accounting and financial controls, including
the Companys policies and procedures to assess, monitor and
manage business risk and legal and ethical compliance programs
(including the Companys Code of Ethics and Business Practices). |
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The Committee shall provide sufficient opportunity for the
independent auditors to meet with the members of the Audit
Committee without members of management present. Among the items
to be discussed in these meetings are the independent auditors
evaluation of the Companys financial and accounting personnel,
the cooperation that the independent auditors received during the
course of audit, any difficulties encountered, any restrictions on
their work, significant disagreements with management and their
findings and recommendations. The Committee shall discuss certain
matters required to be communicated to the Audit Committee in
accordance with AICPA SAS 61. |
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The Committee shall receive annual reports from the independent
auditors on the critical policies and practices of the Company,
and all alternative treatments of financial information within
generally accepted accounting principles that have been discussed
with management. |
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The Committee shall review managements assertion on its
assessment of the effectiveness of internal controls and the
independent auditors report on the Companys internal controls. |
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The Committee shall review and discuss earnings and press
releases, as well as any financial information and earnings
guidance that might be provided to analysts and rating agencies.
The chairman of the Committee may represent the entire Committee
for the purposes of these reviews. |
Appendix A, Page 2 of 3
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The Committee shall review the interim financial statements and
disclosures under Managements Discussion and Analysis of
Financial Condition and Results of Operations with management and
the independent auditors prior to the filing of the Companys
quarterly report on Form 10-Q. Also, the Committee shall discuss the results of the quarterly review and any other
matters required to be communicated to the Committee by the independent
auditors under generally accepted auditing standards. The chair of the
Committee may represent the entire Committee for the purposes of this review. |
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The Committee shall review with management and the
independent auditors the financial statements and
disclosures under Managements Discussion and
Analysis of Financial Condition and Results of
Operations to be included in the Companys annual
report on Form 10-K, including their judgment about
the quality, as well as the acceptability of
accounting principles, the reasonableness of
significant judgments and the clarity of the
disclosures in the financial statements. Also, the
Committee shall discuss the results of the annual
audit and any other matters required to be
communicated to the Committee by the independent
auditors under generally accepted auditing standards. |
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The Committee shall review the internal audit
function of the Company including proposed programs,
the progress of ongoing programs and the outsourcing
of internal audit responsibilities. |
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The Committee shall establish procedures for the
receipt, retention and treatment of complaints
received by the Company regarding accounting,
internal accounting controls or auditing matters and
the confidential anonymous submission by its
employees of concerns regarding questionable
accounting or auditing matters. |
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The Committee shall receive corporate attorneys
reports of evidence of a material violation of
securities laws or breaches of fiduciary duty. |
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The Committee shall prepare its report to be included
in the Companys annual proxy statement as required
by SEC regulations. |
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The Committee shall evaluate its performance at least
annually to determine whether it is functioning
effectively. |
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The chair of the Committee shall be responsible for
keeping accurate minutes of Committee meetings,
reviews, activities and reports. The Committee shall
regularly report its activities to the Board. |
Compliance Matters
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The Committee shall discuss with management the
Companys compliance with applicable laws and
regulations and any material reports, correspondence
or inquiries from regulatory or governmental agencies
and any employee complaints or published reports
which raise material issues regarding the Companys
financial statements or accounting policies. |
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The Committee shall obtain reports from management
stating that the Company and its subsidiary entities
are in conformity with applicable legal requirements,
legal business policies, regulatory requirements and
the Companys Code of Ethics and Business Practices.
The Committee shall review reports and disclosures of
insider and affiliated party transactions. The
Committee shall advise the Board with respect to the
Companys policies and procedures regarding
compliance with applicable laws and regulations and
with the Companys Code of Ethics and Business
Practices. |
Appendix A, Page 3 of 3
PROXY
Panhandle Oil and Gas Inc.
Grand Centre, Suite 300, 5400 North Grand Blvd.
Oklahoma City, OK 73112-5688
THIS PROXY IS SOLICITED ON BEHALF OF THE BOARD OF DIRECTORS
The undersigned hereby appoints L. Kelly Harris and Linda K. Schwartz, or either of them,
as proxies each with full power of substitution, to represent and vote all of the shares
of Class A Common Stock of Panhandle Oil and Gas Inc. held of record by the undersigned
on January 23, 2009, at the annual meeting of shareholders to be held on March 5, 2009,
or any adjournment or postponement thereof. Should other matters properly come before
the meeting, the proxies are further authorized to vote thereon as the Board of Directors
may recommend.
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ELECTION OF DIRECTORS (two vacancies, each for a 3-year term) |
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E.
Chris Kauffman
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o FOR
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o WITHHOLD AUTHORITY TO VOTE FOR |
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H.
Grant Swartzwelder
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o FOR
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o WITHHOLD AUTHORITY TO VOTE FOR |
(Please Sign on Reverse Side)
THIS PROXY, WHEN PROPERLY EXECUTED, WILL BE VOTED IN THE MANNER DIRECTED HEREIN BY THE
UNDERSIGNED STOCKHOLDER. IF NO DIRECTION IS GIVEN, THIS PROXY WILL BE VOTED FOR ALL
PROPOSALS.
PLEASE SIGN EXACTLY AS NAME APPEARS BELOW
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DATED:
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2009 |
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SIGNATURE |
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SIGNATURE, IF HELD JOINTLY |
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WHEN SHARES ARE HELD BY JOINT TENANTS, BOTH SHOULD SIGN. WHEN SIGNING AS ATTORNEY,
EXECUTOR, ADMINISTRATOR, TRUSTEE OR GUARDIAN, PLEASE GIVE FULL TITLE AS SUCH. IF A
CORPORATION, PLEASE SIGN IN FULL CORPORATE NAME BY PRESIDENT OR OTHER AUTHORIZED OFFICER.
IF A PARTNERSHIP, PLEASE SIGN IN PARTNERSHIP NAME BY AUTHORIZED PERSON.