Middleburg Financial DEF 14A 2005
SECURITIES AND EXCHANGE COMMISSION
Washington, D.C. 20549
Proxy Statement Pursuant to Section 14(a) of the Securities
Exchange Act of 1934 (Amendment No. )
Filed by the Registrant [ X ]
Filed by a Party other than the Registrant [ ]
Check the appropriate box:
MIDDLEBURG FINANCIAL CORPORATION
(Name of Registrant as Specified In Its Charter)
(Name of Person(s) Filing Proxy Statement, if other than the Registrant)
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[ X ]
No fee required.
Fee computed on table below per Exchange Act Rules 14a-6(i)(4) and 0-11.
MIDDLEBURG FINANCIAL CORPORATION
You are cordially invited to attend the 2005 Annual Meeting of Shareholders of Middleburg Financial Corporation (the Company) to be held on Wednesday, April 20, 2005, at 10:00 a.m. at the Middleburg Community Center, 300 West Washington Street, Middleburg, Virginia.
At the Annual Meeting, you will be asked to elect 14 directors for terms of one year each. You will also be asked to ratify the appointment of independent auditors for 2005. Enclosed with this letter are a formal notice of the Annual Meeting, a Proxy Statement and a form of proxy.
Whether or not you plan to attend the Annual Meeting, it is important that your shares be represented and voted. Please complete, sign, date and return the enclosed proxy promptly using the enclosed postage-paid envelope. The enclosed proxy, when returned properly executed, will be voted in the manner directed in the proxy.
We hope you will participate in the Annual Meeting, either in person or by proxy.
/s/ Joseph L. Boling
Joseph L. Boling
Chairman and Chief Executive Officer
March 23, 2005
MIDDLEBURG FINANCIAL CORPORATION
111 West Washington Street
Middleburg, Virginia 20117
NOTICE OF ANNUAL MEETING OF SHAREHOLDERS
The Annual Meeting of Shareholders (the Annual Meeting) of Middleburg Financial Corporation (the Company) will be held on Wednesday, April 20, 2005, at 10:00 a.m. at the Middleburg Community Center, 300 West Washington Street, Middleburg, Virginia, for the following purposes:
To elect 14 directors to serve for terms of one year each expiring at the 2006 annual meeting of shareholders;
To ratify the appointment of the firm of Yount, Hyde & Barbour, P.C. as independent auditors for the Company for the fiscal year ending December 31, 2005; and
To act upon such other matters as may properly come before the Annual Meeting.
Only holders of shares of Common Stock of record at the close of business on March 2, 2005, the record date fixed by the Board of Directors of the Company, are entitled to notice of, and to vote at, the Annual Meeting.
By Order of the Board of Directors
/s/ Alice P. Frazier
Alice P. Frazier
Executive Vice President and
Chief Financial Officer
March 23, 2005
MIDDLEBURG FINANCIAL CORPORATION
111 West Washington Street
Middleburg, Virginia 20117
This Proxy Statement is furnished to holders of the common stock, par value $2.50 per share (Common Stock), of Middleburg Financial Corporation (the Company), in connection with the solicitation of proxies by the Board of Directors of the Company to be used at the 2005 Annual Meeting of Shareholders (the Annual Meeting) to be held on Wednesday, April 20, 2005, at 10:00 a.m. at the Middleburg Community Center, 300 West Washington Street, Middleburg, Virginia, and any duly reconvened meeting after adjournment thereof.
Any shareholder who executes a proxy has the power to revoke it at any time by written notice to the Secretary of the Company, by executing a proxy dated as of a later date, or by voting in person at the Annual Meeting. It is expected that this Proxy Statement and the enclosed proxy card will be mailed on or about March 23, 2005, to all shareholders entitled to vote at the Annual Meeting.
The cost of soliciting proxies for the Annual Meeting will be borne by the Company. The Company does not intend to solicit proxies otherwise than by use of the mail, but certain officers and regular employees of the Company or its subsidiaries, without additional compensation, may use their personal efforts, by telephone or otherwise, to obtain proxies. The Company may also reimburse banks, brokerage firms and other custodians, nominees and fiduciaries for their reasonable out-of-pocket expenses in forwarding proxy materials to the beneficial owners of shares of Common Stock.
On March 2, 2005, the record date for determining those shareholders entitled to notice of and to vote at the Annual Meeting, there were 3,798,053 shares of Common Stock issued and outstanding. Each outstanding share of Common Stock is entitled to one vote on all matters to be acted upon at the Annual Meeting. A majority of the shares of Common Stock entitled to vote, represented in person or by proxy, constitutes a quorum for the transaction of business at the Annual Meeting.
A shareholder may abstain or (only with respect to the election of directors) withhold his or her vote (collectively, Abstentions) with respect to each item submitted for shareholder approval. Abstentions will be counted for purposes of determining the existence of a quorum. Abstentions will not be counted as voting in favor of or against the relevant item.
A broker who holds shares in street name has the authority to vote on certain items when it has not received instructions from the beneficial owner. Except for certain items for which brokers are prohibited from exercising their discretion, a broker is entitled to vote on matters presented to shareholders without instructions from the beneficial owner. Broker shares that are voted on at least one matter will be counted for purposes of determining the existence of a quorum for the transaction of business at the Annual Meeting. Where brokers do not have or do not exercise such discretion, the inability or failure to vote is referred to as a broker nonvote. Under the circumstances where the broker is not permitted to, or does not, exercise its discretion, assuming proper disclosure to the Company of such inability to vote, broker nonvotes will not be counted as voting in favor of or against the particular matter.
The Board of Directors is not aware of any matters other than those described in this Proxy Statement that may be presented for action at the Annual Meeting. However, if other matters do properly come before the Annual Meeting, the persons named in the enclosed proxy card possess discretionary authority to vote in accordance with their best judgment with respect to such other matters.
ELECTION OF DIRECTORS
Fourteen directors will be elected at the Annual Meeting. The individuals listed below are nominated by the Board of Directors for election at the Annual Meeting. Henry F. Atherton, III and Louis G. Matrone are standing for election the first time.
The election of each nominee for director requires the affirmative vote of the holders of a plurality of the shares of Common Stock cast in the election of directors. If the proxy is executed in such manner as not to withhold authority for the election of any or all of the nominees for directors, then the persons named in the proxy will vote the shares represented by the proxy for the election of the 14 nominees named below. If the proxy indicates that the shareholder wishes to withhold a vote from one or more nominees for director, such instructions will be followed by the persons named in the proxy.
Each nominee has consented to being named in this Proxy Statement and has agreed to serve if elected. The Board of Directors has no reason to believe that any of the nominees will be unable or unwilling to serve. If, at the time of the Annual Meeting, any nominee is unable or unwilling to serve as a director, votes will be cast, pursuant to the enclosed proxy, for such substitute nominee as may be nominated by the Board of Directors. There are no current arrangements between any nominee and any other person pursuant to which a nominee was selected. No family relationships exist among any of the directors or between any of the directors and executive officers of the Company.
The following biographical information discloses each nominees age and business experience in the past five years and the year that each individual was first elected to the Board of Directors of the Company or previously to the Board of Directors of Middleburg Bank (the Bank), the predecessor to and now a wholly owned subsidiary of the Company. Unless otherwise specified, each nominee has held his or her current position for at least five years.
Nominees for Election for Terms Expiring in 2006
Howard M. Armfield, 62, has been a director since 1984.
Mr. Armfield is President and owner of Armfield, Harrison & Thomas, Inc., an independent insurance agency in Leesburg, Virginia.
Henry F. Atherton, III, 60, has been in director since 2004.
Mr. Atherton owns and operates a farm in Fauquier County, Virginia.
Joseph L. Boling, 60, has been a director since 1993.
Mr. Boling has been the Chairman, President and Chief Executive Officer of the Company and the Bank since 1997. From 1993 to 1997, he was President and Chief Executive Officer of the Company and the Bank.
Childs Frick Burden, 54, has been a director since 1997.
Mr. Burden is a partner with Secor Group, an investment firm in Washington, D.C.
J. Lynn Cornwell, Jr., 80, has been a director since 1984.
Mr. Cornwell is currently retired. Until 2000, he had served as President and was owner of J. Lynn Cornwell, Inc., a real estate development company in Loudoun County.
William F. Curtis, 76, has been a director since 1962.
Mr. Curtis is currently retired. Until 1993, he had served as President and Chief Executive Officer of the Bank for 25 years.
Robert C. Gilkison, 69, has been a director since 1999.
Mr. Gilkison is currently retired. From 2001 to 2002, he was an investment consultant with Gilkison Patterson Investment Advisors, Inc., an investment advisory firm based in Alexandria, Virginia and a subsidiary of the Company (GPIA). From 1981 to 2001, he was President of GPIA, which was formerly known as Kahn Brothers Investment Management Corporation.
C. Oliver Iselin, III, 75, has been a director since 1975.
Mr. Iselin is owner and operator of the Wolver Hill Farm.
Gary D. LeClair, 49, has been a director since 2001.
Mr. LeClair is Chairman of the law firm of LeClair Ryan, A Professional Corporation, in Richmond, Virginia.
Louis G. Matrone, 48, has been a director since 2005.
Mr. Matrone is President and Chief Operating Officer of IMC, Inc., a technology company in Reston, Virginia.
Thomas W. Nalls, 63, has been a director since 1997.
Mr. Nalls is a partner with the law firm of Reed Smith LLP (formerly Hazel & Thomas, P.C.) in Leesburg, Virginia.
John Sherman, 64, has been a director since 1997.
Mr. Sherman is owner and operator of The Ashby Inn in Paris, Virginia.
Millicent W. West, 83, has been a director since 1975.
Ms. West has served in many volunteer positions in the Garden Club of America and Garden Club of Virginia.
Edward T. Wright, 68, has been a director since 1972.
Mr. Wright retired as Senior Vice President of the Bank in 1998 after 42 years of service.
THE BOARD OF DIRECTORS RECOMMENDS THAT THE SHAREHOLDERS VOTE FOR THE NOMINEES SET FORTH ABOVE.
Executive Officers Who Are Not Directors
John Mason L. Antrim, 54, has served as President and Chief Executive Officer of The Tredegar Trust Company, a subsidiary of the Company (Tredegar), since 2001. From 1995 to 2001, he served as Vice President Trust Administration of Tredegar.
Alice P. Frazier, 39, has served as Executive Vice President and Chief Operating Officer of the Company and the Bank since January 2004. From 2001 to 2003, she was Executive Vice President and Chief Financial Officer of the Company and the Bank. From 1993 to 2001, she was Senior Vice President and Chief Financial Officer of the Company and the Bank.
Arch A. Moore, III, 53, has served as Executive Vice President and Senior Loan Officer of the Bank since 2001. From 1995 to 2001, he was Senior Vice President and Senior Loan Officer of the Bank.
James H. Patterson, 64, has served as President of GPIA since 2001. From 1981 to 2001, he was Executive Vice President of GPIA.
Charles E. Wilson, 61, has served as Executive Vice President of Retail of the Bank since 2004. Prior to joining the Company, Mr. Wilson was the managing principal of the Banking Industry Group, Inc., a consulting-speaking-training services company from 1983 to 1986 and again from 2001 until 2004. Mr. Wilson had been employed with IBM Global Services from 1999 to 2001 as the North American Practice Leader for the Banking and Credit Union Industry and was employed with Alex Sheshunoff Management services in Austin, Texas from 1994 to 1999 as a Senior Relationship Manager.
Security Ownership of Management
The following table sets forth, as of March 14, 2005, certain information with respect to beneficial ownership of shares of Common Stock by each of the members of the Board of Directors, by each of the executive officers named in the Summary Compensation Table below (the named executive officers) and by all directors and executive officers as a group. Beneficial ownership includes shares, if any, held in the name of the spouse, minor children or other relatives of a director living in such persons home, as well as shares, if any, held in the name of another person under an arrangement whereby the director or executive officer can vest title in himself at once or at some future time.
Percentage of ownership is less than one percent of the outstanding shares of Common Stock.
Amounts disclosed include shares of Common Stock issuable upon the exercise of stock options exercisable within 60 days of March 14, 2005.
Amount disclosed includes shares of Common Stock beneficially owned by a trust of which Mr. Curtis serves as trustee.
Security Ownership of Certain Beneficial Owners
The following table sets forth, as of March 14, 2005, certain information with respect to the beneficial ownership of shares of Common Stock by each person who owns, to the Companys knowledge, more than five percent of the outstanding shares of Common Stock.
Section 16(a) Beneficial Ownership Reporting Compliance
Section 16(a) of the Securities Exchange Act of 1934, as amended, requires the Companys directors and executive officers, and any persons who own more than 10% of the outstanding shares of Common Stock, to file with the Securities and Exchange Commission (SEC) reports of ownership and changes in ownership of Common Stock. Directors and executive officers are required by SEC regulations to furnish the Company with copies of all Section 16(a) reports that they file. Based solely on review of the copies of such reports furnished to the Company or written representation that no other reports were required, the Company believes that, during the 2004 year, all filing requirements applicable to its officers and directors were complied with, except that James H. Patterson inadvertently filed late a Form 4 that reported the sale of 1,000 shares of Common Stock in February 2004, Henry Francis Atherton, III and Louis G. Matrone failed to file initial reports on Form 3 when they were elected to the Board of Directors, and Charles Wilson failed to file an initial report on Form 3 when he was appointed an officer in April 2004. Corrective action is being taken to cure the Form 3 delinquencies and to further prevent this type of delinquency in the future.
CORPORATE GOVERNANCE AND
THE BOARD OF DIRECTORS
The business and affairs of the Company are managed under the direction of the Board of Directors in accordance with the Virginia Stock Corporation Act and the Companys Articles of Incorporation and Bylaws. Members of the Board are kept informed of the Companys business through discussions with the Chairman, President and Chief Executive Officer and other officers, by reviewing materials provided to them and by participating in meetings of the Board of Directors and its committees.
Independence of the Directors
The Board of Directors has determined that the following 12 individuals of its total 14 members are independent as defined by the listing standards of the Nasdaq Stock Market (Nasdaq): Mrs. West and Messrs. Armfield, Atherton, Burden, Cornwell, Curtis, Iselin, LeClair, Matrone, Nalls, Sherman, and Wright. In reaching this conclusion, the Board of Directors considered that the Company and its subsidiary banks conduct business with companies of which certain members of the Board of Directors or members of their immediate families are or were directors or officers.
Code of Ethics
The Executive Committee of the Board of Directors has approved a Code of Business Conduct and Ethics for directors, officers and all employees of the Company and its subsidiaries, and an addendum to the Code of Ethics applicable to all of the Companys Executive Officers including the Chief Executive
Officer, Chief Financial Officer and other principal financial officers. The Code addresses such topics as protection and proper use of Company assets, compliance with applicable laws and regulations, accuracy and preservation of records, accounting and financial reporting and conflicts of interest. Requests for a copy of the Companys Code of Ethics may be sent to email@example.com or by visiting the Companys website at www.middleburgfinancial.com.
Board and Committee Meeting Attendance
There were 11 meetings of the Board of Directors in 2004. With the exception of Messrs. Iselin and Sherman, each incumbent director attended greater than 75% of the aggregate number of meetings of the Board of Directors and meetings of committees of which the director was a member in 2004.
Non-employee directors meet periodically outside of regularly scheduled Board meetings. The Company has scheduled seven formal executive sessions that include only independent directors for 2005. C. Lynn Cornwell serves as chairman for executive sessions.
Committees of the Board
The Audit Committee assists the Board of Directors in fulfilling its oversight responsibility to the shareholders relating to the integrity of the Companys financial statements, the Companys compliance with legal and regulatory requirements and the qualifications, independence and the performance of the internal audit function. During 2004, the majority of the Companys internal audit function was carried out by its internal auditor. The Company also outsourced a portion of its internal audit function during the year to an independent public accounting firm that specializes in financial institutions. The Audit Committee is directly responsible for the appointment, compensation, retention and oversight of the work of both the internal auditor and the independent auditor engaged for the purpose of preparing or issuing an audit report or performing other audit, review or attestation services for the Company. The Board of Directors has adopted a written charter for the Audit Committee. The Audit Committee Charter was included as Appendix A to the proxy statement for the 2004 annual meeting of shareholders.
The members of the Audit Committee are Mrs. West and Messrs. Armfield, Burden, Iselin, Sherman and Wright, all of whom the Board in its business judgment has determined are independent as defined by Nasdaqs listing standards. The Board of Directors also has determined that all of the members of the Audit Committee have sufficient knowledge in financial and auditing matters to serve on the Audit Committee and that Mr. Armfield qualifies as an audit committee financial expert as defined by SEC regulations.
The Audit Committee met five times in 2004. For additional information regarding the Audit Committee, see Audit Information Audit Committee Report on page 18 of this Proxy Statement.
The Compensation Committee reviews the CEOs performance and compensation and reviews and sets guidelines for compensation of the other executive officers. All decisions by the Compensation Committee relating to the compensation of the Companys executive officers are reported to the full Board of Directors.
The members of the Compensation Committee are Mrs. West and Messrs. Armfield, Burden, Cornwell and Nalls. The Board of Directors in its business judgment has determined that all members are
independent as defined by Nasdaqs listing standards. The Compensation Committee met eight times in 2004. For additional information regarding the Compensation Committee, see Executive Compensation and Related Party Transactions Compensation Committee Report on Executive Compensation on page 9 of this Proxy Statement.
The Nominating Committee consists of Mrs. West and Messrs. Boling, Burden, Cornwell, Curtis, Iselin and Sherman. With the exception of Mr. Boling, the Board in its business judgment has determined that all members are independent as defined by Nasdaqs listing standards. The Nominating Committee nominates the individuals proposed for election as directors in accordance with the Companys Articles of Incorporation and Bylaws. The Company does not have a separate charter related to the nomination process. The Nominating Committee met two times in 2004.
In identifying potential nominees, the Board of Directors takes into account such factors as it deems appropriate, including the current composition of the Board, the range of talents, experiences and skills that would best complement those that are already represented on the Board, the balance of management and independent directors and the need for specialized expertise. The Board considers candidates for Board membership suggested by its members and by management, and the Board will also consider candidates suggested informally by a shareholder of the Company.
The Nominating Committee considers, at a minimum, the following factors in recommending to the Board of Directors potential new directors, or the continued service of existing directors:
The ability of the prospective nominee to represent the interests of the shareholders of the Company;
The prospective nominees standards of integrity, commitment and independence of thought and judgment;
The prospective nominees ability to dedicate sufficient time, energy and attention to the diligent performance of his or her duties, including the prospective nominees service on other public company boards;
The extent to which the prospective nominee contributes to the range of talent, skill and expertise appropriate for the Board of Directors; and
The prospective nominees involvement within the communities the Company serves.
Shareholders entitled to vote for the election of directors may submit candidates for consideration by the Company if the Company receives timely written notice, in proper form, for each such recommended director nominee. If the notice is not timely and in proper form, the nominee will not be considered by the Company. To be timely for the 2006 annual meeting, the notice must be received within the time frame set forth in Proposals for 2006 Annual Meeting of Shareholders on page 19 of this Proxy Statement. To be in proper form, the notice must include each nominees written consent to be named as a nominee and to serve, if elected, and information about the shareholder making the nomination and the person nominated for election. These requirements are more fully described in Section 2.5 of the Companys Bylaws, a copy of which will be provided, wit hout charge, to any shareholder upon written request to the Secretary of the Company, whose address is Middleburg Financial Corporation, 111 W. Washington Street, Middleburg, Virginia, 20117.
Annual Meeting Attendance
The Company encourages members of the Board of Directors to attend the annual meeting of shareholders. All of the directors attended the 2004 annual meeting.
Communications with Directors
Any director may be contacted by writing to him or her c/o Middleburg Financial Corporation, 111 W. Washington Street, Middleburg, Virginia 20117. Communications to the non-management directors as a group may be sent to the same address, c/o the Secretary of the Company. The Company promptly forwards, without screening, all such correspondence to the indicated directors.
As compensation for his or her service to the Company, each member of the Board of Directors receives a fee of $600 for each meeting of the Board and $350 for each committee meeting attended. Board members who are also officers do not receive any additional compensation above their regular salary for attending committee meetings. In 2004, directors received $151,450 in the aggregate as compensation for their services as directors.
EXECUTIVE COMPENSATION AND
RELATED PARTY TRANSACTIONS
Compensation Committee Report on Compensation of Executive Officers
The Compensation Committee (the Committee), which is composed of the non-employee directors of the Company listed below, recommends to the Board of Directors of the Company the annual salary levels and any bonuses to be paid to the Companys executive officers. The Committee also makes recommendations to the Board of Directors regarding the issuance of stock options and other compensation related matters.
Compensation of Executive Officers. The primary objective of the Companys executive compensation program is to attract and retain highly skilled and motivated executive officers who will manage the Company in a manner to promote its growth and profitability and advance the interest of the Companys shareholders. As such, the compensation program is designed to provide levels of compensation that are reflective of both the individuals and the Companys performance in achieving its goals and objectives.
The elements of the Companys compensation program include base annual salary, short-term incentive compensation under the Companys Incentive Bonus Plan, and long-term incentives through the grants of stock options under the Companys 1997 Stock Option Plan.
The Committee establishes annual salary ranges for each executive officer position, except for the Chief Executive Officer (as discussed below). In establishing these ranges, the Committee balances the need to offer salaries that are competitive with peer companies with the need to maintain careful control of salary and benefits expense. The Committee also reviews a salary range evaluation, prepared by an independent consulting firm, of commercial banks that are similarly situated to the Company in terms of size, economic conditions and other factors. Individual salaries, within the salary ranges established by the Committee, are determined by the Chief Executive Officer, based on his subjective assessment in each case of the nature of the position, as well as the contribution, performance, experience and tenure of the executive officer.
Each year, the Committee also considers the desirability of granting long-term incentive awards under the Companys 1997 Stock Option Plan. The Committee believes that grants of options focus the Companys executive management on building profitability and shareholder value. The Committee notes in particular its view that stock option grants afford a desirable long-term compensation method because they closely ally the interests of management with shareholder value. In fixing the grants of stock options
to executive officers, other than the Chief Executive Officer (as discussed below), the Committee reviews with the Chief Executive Officer recommended individual awards, taking into account the respective scope of accountability and contributions of each executive officer.
Compensation of Chief Executive Officer. As Chairman, President and Chief Executive Officer, Mr. Boling is compensated pursuant to an employment agreement, which is described under Employment Agreements below. He is eligible for base salary increases and bonuses as the Committee may determine. In making this determination for 2004, the Committee evaluated the performance of the Chief Executive Officer based on the financial performance of the Company, achievements in implementing the Banks long-term strategy, and the personal observations of the Chief Executive Officers performance by the members of the Committee. As with executive officers generally, the Committee also considered a salary range evaluation of an independent consulting firm. No particular weight was given to any particular aspects of the performance of the Chie f Executive Officer, but his performance in 2004 was evaluated as outstanding.
The award to the Chief Executive Officer under the 1997 Stock Option Plan was fixed separately from executive officer awards and was based, among other things, on the review of competitive compensation data from selected peer companies and information on his total compensation as well as the Committees perception of his past and expected future contributions to the Companys achievement of its long-term goals.
Childs Frick Burden, Chairman
Howard M. Armfield
J. Lynn Cornwell, Jr.
Thomas W. Nalls
Millicent W. West
Compensation Committee Interlocks and Insider Participation
No member of the Compensation Committee is a current or former officer of the Company or any of its subsidiaries. In addition, there are no compensation committee interlocks with other entities with respect to any such member.
The following table shows, for the fiscal years ended December 31, 2004, 2003 and 2002, the cash compensation paid by the Company and its subsidiaries, as well as certain other compensation paid or accrued for those years, to each of the named executive officers in all capacities in which he or she served:
Summary Compensation Table
All benefits that might be considered of a personal nature did not exceed the lesser of $50,000 or 10% of total annual salary and bonus.
Mr. Patterson became an executive officer of the Company in April 2002, when the Company acquired GPIA. The amounts shown for 2002 include all compensation paid to Mr. Patterson by the Company from April 1, 2002.
Mr. Roberts employment with the Company commenced in April 2003 and terminated in October 2004. The amounts shown for 2004 include compensation paid to Mr. Roberts after his resignation as provided in his employment contract.
Amounts disclosed in this column represent payments by the Company to the executive officers account in the Companys 401(k) plan. The Company made matching contributions during the year and a discretionary contribution at year end. The discretionary contribution was approved by the Board of Directors and was conditional to the financial performance of the Company.
The following table sets forth for the year ended December 31, 2004, the grants of stock options to the named executive officers:
Option Grants in Last Fiscal Year
Stock options were granted at or above the fair market value of the shares of Common Stock at the date of award. 33.25% of the grant is immediately exercisable and 33.25% of each grant becomes exercisable on each of the first and second anniversary dates of the grant. The remaining 0.25% becomes exercisable on the third anniversary of the date of grant.
Options to purchase 9,000 shares of Common Stock were granted to employees during the year ended December 31, 2004.
The following table sets forth information with respect to the exercise of stock options by the named executive officers in 2004 and the amount and value of stock options held by the named executive officers as of December 31, 2004:
Aggregated Option Exercises in Last Fiscal Year
and Fiscal Year End Option Values
The value realized was calculated by determining the difference between (i) the fair market value of Common Stock underlying the options at the date of exercise and (ii) the exercise price of the options.
The value of in-the-money options at fiscal year end was calculated by determining the difference between the closing price of a share of Common Stock as reported on the Nasdaq SmallCap Market on December 31, 2004 and the exercise price of the options.
Equity Compensation Plans
The following table sets forth information as of December 31, 2004, with respect to compensation plans under which shares of Common Stock are authorized for issuance.
Equity Compensation Plan Information
Amounts exclude any securities to be issued upon exercise of outstanding options, warrants and rights.
The Company does not have any equity compensation plans that have not been approved by shareholders.
The Company and Joseph L. Boling entered into an employment contract with an initial term that was from January 1, 1998, to December 31, 2002, and provided for Mr. Bolings service as Chairman, President and Chief Executive Officer of both the Company and the Bank. Mr. Bolings employment contract was for five years at an initial base annual salary of $191,408. Beginning December 31, 2000, and every year thereafter until December 31, 2007, the contract automatically extends for an additional year. Mr. Boling is eligible for base salary increases and bonuses as determined by the Executive Committee of the Board of Directors. Mr. Bolings employment may be terminated by the Company with or without cause. If he resigns for good reason or is terminated without cause (as those terms are defined in the employment agreement), however, he is entitled to salary and certain benefits for the greater of the remainder of his contract or three years. Mr. Bolings contract also contains a covenant not to compete if his employment terminates for any reason other than a change in control of the Company.
A deferred compensation plan has been adopted for the Chairman and Chief Executive Officer. Benefits are to be paid in monthly installments for 15 years following retirement or death. The agreement provides that, if employment is terminated for reasons other than death or disability prior to age 65, the amount of benefits would be reduced. The deferred compensation expense for 2004, 2003 and 2002, based on the present value of the retirement benefits was $26,700, $24,952 and $23,320, respectively. The plan is unfunded. However, life insurance has been acquired on the life of the employee in an amount sufficient to discharge the obligation.
Effective as of April 16, 2003, the Company and Charles R. Roberts entered into an employment contract that provides for Mr. Robertss service as Executive Vice President and Chairman, Trust and Wealth Management Services of the Company. Mr. Robertss employment contract is for two years at an initial base annual salary of $150,000, and he is eligible for base salary increases and bonuses as determined by the Compensation Committee of the Board of Directors. Mr. Robertss employment may
be terminated by the Company with or without cause. If he resigns for good reason or is terminated without cause (as those terms are defined in the employment agreement), however, he is entitled to salary and certain benefits for the greater of the remainder of his contract or one year. Mr. Roberts contract also contains a covenant not to compete if his employment terminates for any reason other than a change in control of the Company. On October 15, 2004, Mr. Roberts resigned as the Companys Executive Vice President and Chairman of Trust, Wealth Management Services. Pursuant to the terms of his employment agreement with the Company, Mr. Roberts is entitled to receive salary and fringe benefits for a 12-month period following the date of his resignation and is subject to the covenant not to compete contained therein.
The Company has a noncontributory pension plan that conforms to the Employee Retirement Income Security Act of 1974, as amended (ERISA). The amount of benefits payable under the plan is determined by an employees period of credited service. The amount of normal retirement benefit will be determined based on a participants credited service, earnings and the benefit formula as described in the plans adoption agreement. The plan provides for early retirement for participants with 10 years of vesting service and the attainment of age 55. A participant who terminates employment with five or more years of vesting service will be entitled to a benefit. The benefits are payable in single or joint/survivor annuities, as well as a lump sum payment option upon retirement or separation of service (subject to limitations as described in the plans adoption agreement ).
The following table shows the estimated annual benefits payable upon retirement based on the specified remuneration and years of credited service classifications, assuming continuation of the present plan and retirement on October 1, 2003 at age 65 (normal retirement date):
Pension Plan Table
Compensation under the plan is limited to $205,000 in 2004 by the Internal Revenue Code of 1986, as amended. The table below describes the estimated annual benefit payable under the Retirement Plan upon retirement for the following executives.
The Company has a 401(k) Savings Plan. The plans primary purpose is to allow employees to save for retirement on a pre-tax basis. The plan provides for matching contributions by the Company equal to three percent of the first six percent of salary reduction contributions made by the employee. The plan also provides for discretionary profit sharing contributions to be made by the Company and allocated to participant accounts in proportion to the participants compensation.
The Company has a 1997 Stock Option Plan under which options for the purchase of the Companys stock may be granted to key employees. The plan reserved for issuance an aggregate of 380,000 shares of Common Stock. The plan requires that options be granted at an exercise price equal to 100% of the fair market value of the Common Stock on the date of the grant.
Transactions with Management
Some of the directors and officers of the Company are at present, as in the past, customers of the Company and its subsidiaries, and the Company and its subsidiaries has had, and expects to have in the future, banking transactions in the ordinary course of its business with directors, officers, principal shareholders and their associates, on substantially the same terms, including interest rates and collateral on loans, as those prevailing at the same time for comparable transactions with others. These transactions do not involve more than the normal risk of collectibility or present other unfavorable features. The balance of loans to directors, executive officers and their associates totaled $2,093,000 at December 31, 2004, or 3.96% of the Companys equity capital at that date.
There were no transactions during 2004 between the Companys directors or officers and the Companys retirement or profit sharing plans, nor are there any proposed transactions. Additionally, there are no legal proceedings to which any director, officer or principal shareholder, or any affiliate thereof, is a party that would be material and adverse to the Company.
STOCK PERFORMANCE GRAPH
The following graph compares the cumulative total return to the shareholders of the Company for the last five fiscal years with the total return on the NASDAQ Composite Index, the SNL $250M-$500M Bank Index and the SNL $500M-$1B Bank Index as reported by SNL Financial LC, assuming an investment of $100 in shares of Common Stock on December 31, 1999, and the reinvestment of dividends. Because the Companys total assets exceeded $500 million for the entirety of 2004, a new index has been included in the stock performance graph in order to provide a comparison to peer companies that are more comparable to the Companys size.
RATIFICATION OF THE APPOINTMENT
OF INDEPENDENT PUBLIC ACCOUNTANTS
The Board of Directors has appointed, subject to shareholder approval, the firm of Yount, Hyde & Barbour, P.C. as independent public accountants to audit the consolidated financial statements of the Company for the fiscal year ending December 31, 2005. Yount, Hyde & Barbour, P.C. has audited the financial statements of the Company and the Bank for over 25 years. A majority of the votes cast by holders of the Common Stock is required for the ratification of the appointment of the independent public accountants.
Representatives of Yount, Hyde & Barbour, P.C. are expected to be present at the Annual Meeting, will have an opportunity to make a statement, if they desire to do so, and are expected to be available to respond to appropriate questions from shareholders.
THE BOARD OF DIRECTORS RECOMMENDS THAT THE SHAREHOLDERS VOTE FOR THE APPOINTMENT OF YOUNT, HYDE & BARBOUR, P.C. AS INDEPENDENT PUBLIC ACCOUNTANTS FOR THE FISCAL YEAR ENDING DECEMBER 31, 2005.
The Audit Committee operates under a written charter that the Board of Directors has adopted. The members of the Audit Committee are independent as that term is defined in the listing standards of the National Association of Securities Dealers.
Fees of Independent Public Accountants
The aggregate fees billed by Yount, Hyde & Barbour, P.C. for professional services rendered for the audit of the Companys annual financial statements for the fiscal years ended December 31, 2004 and 2003, and for the review of the financial statements included in the Companys Quarterly Reports on Form 10-Q, and services that are normally provided in connection with statutory and regulatory filings and engagements, for those fiscal years were $92,000 for 2004 and $48,419 for 2003.
Audit Related Fees
The aggregate fees billed by Yount, Hyde & Barbour, P.C. for professional services for assurance and related services that are reasonably related to the performance of the audit or review of the Companys financial statements and not reported under the heading Audit Fees above for the fiscal years ended December 31, 2004 and December 31, 2003 were $28,348 and $34,608, respectively. During 2004 and 2003, included information technology audit; agreed upon procedures engagements for the trust company, employee benefit plan, FHLB collateral verification, consultation regarding financial accounting and reporting standards.
The aggregate fees billed by Yount, Hyde & Barbour, P.C. for professional services for tax compliance, tax advice and tax planning for the fiscal years ended December 31, 2004 and December 31, 2003 were $8,500 and $5,967. During 2004 and 2003, these services included preparation of federal and
state income tax returns, preparation of trust income tax returns related to the trust preferred entities and consultation regarding tax compliance issues.
All Other Fees
There were no fees billed by Yount, Hyde & Barbour, P.C. for any other services rendered to the Company for the fiscal years ended December 31, 2004 and 2003.
Audit Committee Report
Management is responsible for the Companys internal controls, financial reporting process and compliance with laws and regulations and ethical business standards. The independent auditor is responsible for performing an independent audit of the Companys consolidated financial statements in accordance with generally accepted auditing standards and issuing a report thereon. The Audit Committees responsibility is to monitor and oversee these processes on behalf of the Board of Directors.
In this context, the Audit Committee has reviewed and discussed with management and the independent auditors the audited financial statements. The Audit Committee has discussed with the independent auditors the matters required to be discussed by Statement on Auditing Standards No. 61, as amended, Statement on Auditing Standards No. 99, and Securities and Exchange Commission rules discussed in Final Releases Nos. 33-8183 and 33-8183A. In addition, the Audit Committee has received from the independent auditors the written disclosures required by Independence Standards Board Standard No. 1 (Independence Discussions with Audit Committees) and discussed with them their independence from the Company and its management. Moreover, the Audit Committee has considered whether the independent auditors provision of other non-audit services to the Company is compatible with ma intaining the auditors independence.
In reliance on the reviews and discussions referred to above, the Audit Committee recommended to the Board of Directors that the audited financial statements be included in the Companys Annual Report on Form 10-K for the fiscal year ended December 31, 2004, for filing with the SEC. By recommending to the Board of Directors that the audited financial statements be so included, the Audit Committee is not opining on the accuracy, completeness or presentation of the information contained in the audited financial statements.
Howard M. Armfield, Jr., Chairman
Childs Frick Burden
C. Oliver Iselin, III
Millicent W. West
Edward T. Wright
February 28, 2005
All audit related services, tax services and other services were pre-approved by the Audit Committee, which concluded that the provision of such services by Yount, Hyde & Barbour, P.C. was compatible with the maintenance of that firms independence in the conduct of its auditing functions. The Audit Committees Charter provides for pre-approval of audit, audit-related and tax services. The Charter
authorizes the Audit Committee to delegate to one or more of its members pre-approval authority with respect to permitted services.
PROPOSALS FOR 2006 ANNUAL MEETING OF SHAREHOLDERS
Under the regulations of the SEC, any shareholder desiring to make a proposal to be acted upon at the 2006 annual meeting of shareholders must cause such proposal to be received, in proper form, at the Companys principal executive offices at 111 West Washington Street, Middleburg, Virginia 20117, no later than November 23, 2005, in order for the proposal to be considered for inclusion in the Companys Proxy Statement for that meeting. The Company presently anticipates holding the 2006 annual meeting of shareholders on April 19, 2006.
The Companys Bylaws also prescribe the procedure that a shareholder must follow to nominate directors or to bring other business before shareholders meetings outside of the proxy statement process. For a shareholder to nominate a candidate for director at the 2006 annual meeting of shareholders, notice of nomination must be received by the Secretary of the Company not less than 60 days and not more than 90 days prior to the date of the 2006 annual meeting. The notice must describe various matters regarding the nominee and the shareholder giving the notice. For a shareholder to bring other business before the 2006 annual meeting of shareholders, notice must be received by the Secretary of the Company not less than 60 days and not more than 90 days prior to the date of the 2006 annual meeting. The notice must include a description of the proposed business, the reasons therefor, and other specified matters. Any shareholder may obtain a copy of the Companys Bylaws, without charge, upon written request to the Secretary of the Company. Based upon an anticipated date of April 19, 2006 for the 2006 annual meeting of shareholders, the Company must receive any notice of nomination or other business no later than February 18, 2006 and no earlier than January 19, 2006.
THE COMPANYS 2004 ANNUAL REPORT TO SHAREHOLDERS (THE ANNUAL REPORT), WHICH INCLUDES A COPY OF THE COMPANYS ANNUAL REPORT ON FORM 10-K FOR THE FISCAL YEAR ENDED DECEMBER 31, 2004 (EXCLUDING EXHIBITS) AS FILED WITH THE SEC, IS BEING MAILED TO SHAREHOLDERS WITH THIS PROXY STATEMENT. A COPY OF THE ANNUAL REPORT MAY ALSO BE OBTAINED WITHOUT CHARGE BY WRITING TO ALICE P. FRAZIER, EXECUTIVE VICE PRESIDENT AND CHIEF OPERATING OFFICER, WHOSE ADDRESS IS P.O. BOX 5, MIDDLEBURG, VIRGINIA 20118. THE ANNUAL REPORT IS NOT PART OF THE PROXY SOLICITATION MATERIALS.
[FORM OF PROXY]
MIDDLEBURG FINANCIAL CORPORATION
Proxy Solicited on Behalf of the Board of Directors
The undersigned hereby appoints Arch A. Moore, III and Alice P. Frazier, jointly and severally, proxies, with full power to act alone, and with full power of substitution, to represent the undersigned and to vote, as designated below and upon any and all other matters that may properly be brought before such meeting, all shares of Common Stock that the undersigned would be entitled to vote at the Annual Meeting of Shareholders of Middleburg Financial Corporation, a Virginia corporation (the Corporation), to be held at the Middleburg Community Center, 300 West Washington Street, Middleburg, Virginia, on Wednesday, April 20, 2005 at 10:00 a.m., local time, or at any adjournments thereof, for the following purposes:
(Continued and to be signed on the reverse side)
ANNUAL MEETING OF SHAREHOLDERS OF
MIDDLEBURG FINANCIAL CORPORATION
April 20, 2005
Please date, sign and mail
your proxy card in the
envelope provided as soon
Signature of Shareholder_______________________ Date:____ Signature of Shareholder____________________ Date:_____
Note: This proxy must be signed exactly as the name appears hereon. When shares are held jointly, each holder should sign. When signing as executor, administrator, attorney, trustee or guardian, please give full title as such. If the signer is a corporation, please sign full corporate name by duly authorized officer, giving full title as such. If signer is a partnership, please sign in partnership name by authorized person.