If your business is incorporated, you need to have general meetings. These are meetings at which company shareholders are present, and at which resolutions can be passed.
When you have a general meeting, you need to take minutes, and these need to adhere to a specific format. We’ve teamed up with the Clarkslegal LLP team to deliver a general meeting minutes example that you can customise for your own use.
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Small businesses each have their own specific legal requirements, but most do not have the cash for heavy-hitting lawyers. That’s where Clarkslegal comes in. They provide customisable templates for legal documents to help you ensure that you have the right frameworks in place.
A meeting minutes template is a customisable document that you can use to record what happened at your general meeting. The document needn’t be complicated, but it does need to follow a set formula.
So when might you call a general meeting? Many private limited companies hold an annual general meeting (AGM), but in most cases there is no legal requirement for them to do so. AGMs are often used as an opportunity to discuss company accounts, but it is perfectly legal to simply distribute the accounts to shareholders without holding the meeting, unless your articles of association say something different.
Any other general meeting is known as an extraordinary general meeting (EGM). The directors of the company can call an EGM whenever they wish, but they can also be forced generally to call one if 5% of shareholders request it.
Our minutes of a general meeting template helps to ensure that you record the proceedings of your general meetings in the correct way. The exact procedure for your meetings will be contained in your company articles, but you also need to adhere to provisions made in the Companies Act.
You need a written record of attendance of the meeting, and of the motions passed. Remember, though, that in most cases you can pass motions without holding a meeting: motions can also be passed in writing.
Our meeting minutes template is split into six sections.
The first section establishes that the required quorum is present at the meeting. The number of people required for a quorum is set out in the Companies Act, and may vary depending on the number of shares issued and a number of other factors (including your articles of association).
Section two applies if the meeting has been called at short notice, and acknowledges that consent has been given for this by the relevant number of shareholders.
The third section covers the reading of and agreement on the convening of the general meeting.
Section four sets out voting on the first motion presented to the meeting.
Section five covers any other motions to be passed at the meeting, duplicating the wording of section four.
The sixth and final section closes the meeting.
The minutes of meeting format you choose to use may vary from what’s written in the template, but if you want to make changes it’s best to consult legal counsel.
If you would like to make changes and don’t have Adobe Acrobat, you can also download our minutes of general meeting template in Microsoft Word format.
The attached document has been produced by Clarkslegal so we can’t take responsibility for its contents. We'd recommend you take professional advice before making any important decisions based on its contents.
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