Annual General Meeting Agenda Sample
MINUTES [COMPANY] PLC
No. [ ]/20[ ] ANNUAL GENERAL MEETING
[ ].[ ].20[ ]
Note: This template is made for information purposes only and prior to using the template relevant legislation, articles of association,
and other regulation should be examined. Use of the template without any crosschecks does not guarantee that the minutes of the
meeting would comply with relevant legislation, articles of association and other regulations. Anyone using the is responsible for
compliance of the minutes of the meeting with the relevant legislation, articles of association and other regulations.
1
ANNUAL GENERAL MEETING OF [COMPANY] PLC
Time: [date] at [time]
Place: [place]
Present: Shareholders were present at the meeting, in person or represented by
proxy, in accordance with the list of votes adopted at the meeting.
[In addition, all members of the board of directors, the CEO, the
company’s auditor, members of the company’s senior management, media
representatives and technical personnel were present at the meeting.]
1 §
OPENING OF THE MEETING
The chairman of the board of directors [name] opened the meeting [and presented
a brief overview of the activities of the board of directors (Appendix [ ])].
[Other speeches to be attached at relevant agenda items where appropriate.]
2 §
CALLING THE MEETING TO ORDER
[name] was elected as chairman of the general meeting and he/she called [name]
to act as secretary.
[The chairman explained the procedures fo r handling matters on the agenda of the
meeting.
It was noted that the meeting was conducted in [language] and translated
simultaneously for the participants into [language(s)]. Furthermore, the meeting
was recorded on audio and video tape.]
The chairman gave a description of the voting instructions that had been provided
in advance by nominee registered shareholders.
[name] stated that he/she represented multiple nominee registered shareholders
and that he/she had provided the chairman with the information concerning the
shareholdings and voting instructions of these shareholders. [name] stated that
his/her clients did not demand a vote on those agenda items, under which the
instruction was to oppose the proposed resolution or to abstain from taking part in
the decision-making, but that it was sufficient that such votes were recorded in the
minutes under the each item concerned.
[name] and [name] similarly stated the voting instructions from the shareholders
they each represented and the preferred procedure to be followed.
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