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Minutes Of Extraordinary General Meeting

Minutes Of Extraordinary General Meeting Template for United Arab Emirates

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Key Requirements PROMPT example:

Minutes Of Extraordinary General Meeting

"I need Minutes of Extraordinary General Meeting for a UAE-based technology company planning to increase its share capital by AED 10 million through a rights issue, with the EGM scheduled for March 15, 2025, requiring documentation of shareholder approval and regulatory compliance."

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Document background
Minutes Of Extraordinary General Meeting are essential corporate documents required under UAE corporate law when companies need to make significant decisions that go beyond ordinary business matters. These minutes must be prepared in accordance with UAE Federal Law No. 32 of 2021 and related regulations, documenting special resolutions that require at least 75% shareholder approval. The document is typically required when companies undergo major changes such as capital restructuring, mergers, acquisitions, change in corporate structure, or amendments to constituent documents. It serves as an official record of the meeting proceedings, attendees, discussions, and voting results, and may need to be submitted to various regulatory authorities including the Department of Economic Development, Ministry of Economy, or Securities and Commodities Authority (SCA) for listed companies.
Suggested Sections

1. Meeting Details: Date, time, venue of the meeting, and type of meeting (EGM)

2. Company Information: Full legal name of the company, registration number, and registered office address

3. Attendance and Quorum: List of attendees, confirmation of quorum requirements being met, including percentage of share capital represented

4. Chairman and Secretary: Names and roles of the meeting's chairman and appointed secretary

5. Notice and Convening: Confirmation that proper notice was given in accordance with the Articles of Association and UAE law

6. Agenda Items: Detailed list of agenda items to be discussed and voted upon

7. Discussions: Summary of key discussions on each agenda item

8. Voting and Resolutions: Record of voting process and results for each resolution, including percentage of votes in favor

9. Closure: Time of meeting conclusion and signature block for Chairman and Secretary

Optional Sections

1. Regulatory Representatives: Section noting presence of any regulatory bodies' representatives (required if company is listed or if regulators attended)

2. Proxy Details: Section detailing proxy appointments and validations (required if any shareholders attended by proxy)

3. Objections or Reservations: Record of any formal objections or reservations raised (required if any were made during the meeting)

4. Electronic Participation: Details of virtual attendance and electronic voting if applicable (required for hybrid or virtual meetings)

5. Legal Advisor Statement: Statement from legal advisor confirming compliance with laws and regulations (recommended for significant corporate changes)

Suggested Schedules

1. Attendance Register: Detailed list of all attendees including shareholders, proxies, and observers with their respective shareholdings

2. Proxy Forms: Copies of valid proxy forms submitted for the meeting

3. Meeting Notice: Copy of the original meeting notice and any publications/advertisements

4. Voting Results: Detailed breakdown of voting results for each resolution

5. Supporting Documents: Any relevant documents referenced during the meeting or necessary for implementing the resolutions

6. Regulatory Approvals: Copies of any regulatory pre-approvals required for the resolutions passed

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Banking and Financial Services

Real Estate and Construction

Manufacturing

Technology and Communications

Healthcare

Retail and Consumer Goods

Energy and Resources

Professional Services

Transport and Logistics

Hospitality and Tourism

Relevant Teams

Legal

Corporate Governance

Compliance

Corporate Secretariat

Board Affairs

Regulatory Affairs

Corporate Communications

Finance

Executive Management

Shareholder Relations

Relevant Roles

Chief Executive Officer

Company Secretary

Legal Counsel

Corporate Governance Officer

Board Secretary

Compliance Manager

Chief Legal Officer

Director of Corporate Affairs

Regulatory Affairs Manager

Corporate Services Manager

Board Member

Managing Director

Chief Financial Officer

Shareholder Relations Manager

Industries
UAE Federal Law No. 32 of 2021: The Commercial Companies Law which provides the primary legal framework for companies in the UAE, including requirements for general meetings, voting procedures, and corporate documentation
UAE Federal Law No. 2 of 2015: Commercial Companies Law's implementing regulations which provide detailed requirements for conducting general meetings and maintaining corporate records
SCA Decision No. (3/R.M) of 2020: Concerning Approval of Joint Stock Companies Governance Guide - relevant if the company is publicly listed, covering requirements for general meetings and corporate governance
UAE Ministry of Economy Resolution No. 539 of 2017: Guidelines for General Assembly Meetings of Public Joint Stock Companies, including specific requirements for extraordinary general meetings
UAE Federal Law No. 4 of 2000: UAE Securities and Commodities Authority Law and its amendments, relevant for listed companies conducting EGMs
Department of Economic Development Regulations: Local regulations specific to the relevant emirate governing corporate meetings and documentation requirements
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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