19 July 2024
Conducting an Extraordinary General Meeting (EGM) involves several procedural steps and documentation to ensure it is conducted smoothly and legally. Here’s a checklist along with related formats you might need:
### Checklist for Conducting an EGM:
1. **Notice of Meeting:** - Issue a notice of the EGM to all shareholders in accordance with statutory requirements and the company's articles of association. - **Format**: The notice should include: - Date, time, and venue of the meeting. - Agenda items to be discussed. - Any special resolutions proposed. - Proxy form (if applicable).
2. **Quorum Requirements:** - Check the company's articles of association for quorum requirements. - Ensure the required number of shareholders are present either in person or by proxy. - **Format**: No specific format, but ensure you have a record of attendance to verify quorum.
3. **Chairperson and Secretary:** - Appoint a chairperson to preside over the meeting. - Designate a secretary to record minutes of the meeting. - **Format**: Appointment may be documented in the minutes of the meeting.
4. **Opening the Meeting:** - Call the meeting to order and verify quorum. - Introduce the agenda items and outline the purpose of the meeting.
5. **Agenda Items:** - Discuss each agenda item as per the notice. - **Format**: Agenda items should be clearly stated in the notice and minutes.
6. **Resolutions:** - Propose and discuss resolutions. - Record voting results for each resolution. - **Format**: Use a resolution format for each item requiring shareholder approval.
7. **Voting:** - Conduct voting as per statutory requirements and the company's articles. - Record votes (in favor, against, abstain). - **Format**: Voting can be recorded in the minutes.
8. **Minutes of the Meeting:** - Record accurate minutes of the proceedings. - Include details of attendees, resolutions, voting results, and any discussions. - **Format**: Minutes should be signed by the chairperson of the meeting.
9. **Closing the Meeting:** - Confirm all agenda items have been addressed. - Declare the meeting closed. - **Format**: Closing remarks may be noted in the minutes.
10. **Post-Meeting Actions:** - Distribute signed copies of the minutes to shareholders and directors. - File minutes with the company’s records.
### Additional Formats:
- **Proxy Form**: If shareholders are allowed to appoint proxies, provide a format for shareholders to appoint proxies to attend and vote at the EGM.
- **Resolution Format**: Use a standard format for proposing and documenting resolutions, including details like the resolution number, title, proposer, seconder, and text of the resolution.
- **Minutes Format**: Ensure your minutes capture all necessary details including attendees, agenda items, resolutions passed, voting results, and any other relevant discussions.
By following this checklist and using the suggested formats, you can effectively plan and conduct an EGM in compliance with legal requirements and company procedures.
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