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Shareholder Meeting Minutes

Shareholder Meeting Minutes Template for United Arab Emirates

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Key Requirements PROMPT example:

Shareholder Meeting Minutes Template

"I need a Shareholder Meeting Minutes Template for our annual general meeting scheduled for March 15, 2025, which will cover standard agenda items including financial statement approval and dividend declaration for our UAE-based private limited company."

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Document background
The Shareholder Meeting Minutes Template is an essential corporate governance document used to maintain official records of shareholder meetings in the UAE. It is designed in accordance with UAE Federal Law No. 32 of 2021 and relevant corporate governance regulations, providing a standardized format for documenting meeting proceedings, decisions, and resolutions. This template is crucial for maintaining proper corporate records, ensuring legal compliance, and providing evidence of properly conducted meetings. It serves as a formal record of corporate decision-making and is particularly important for regulatory filings, future reference, and potential dispute resolution. The document must be maintained in company records and may be required by various authorities including the Department of Economic Development and Securities and Commodities Authority.
Suggested Sections

1. Meeting Details: Date, time, location, and form of meeting (physical/virtual/hybrid)

2. Attendance: List of present shareholders, proxies, directors, and other attendees including their shareholding percentages

3. Quorum Confirmation: Statement confirming that required quorum was present as per Articles of Association and UAE law

4. Chairman and Secretary: Identification of meeting chairman and appointed secretary

5. Notice and Documentation: Confirmation that proper notice was given and required documents were circulated

6. Agenda: List of items to be discussed and voted upon

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

8. Voting Results: Record of decisions made and voting outcomes for each resolution

9. Closure: Time of meeting conclusion and chairman's signature

Optional Sections

1. Special Resolutions: Required when changes to company constitution or other matters requiring special resolution are discussed

2. Board Elections: Used when director appointments or changes to the board are part of the agenda

3. Dividend Declaration: Included when dividend distributions are discussed and approved

4. Auditor's Presentation: When financial statements are presented and discussed by external auditors

5. Shareholder Questions: Detailed record of Q&A session when significant queries are raised

Suggested Schedules

1. Attendance Register: Detailed list of attendees with signatures or electronic confirmation of attendance

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

3. Voting Records: Detailed breakdown of votes cast for each resolution

4. Presentation Materials: Copies of any presentations or materials shown during the meeting

5. Notice and Agenda: Copy of the original meeting notice and detailed agenda

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

Financial Services

Real Estate

Technology

Manufacturing

Retail

Healthcare

Energy

Transportation

Professional Services

Construction

Telecommunications

Hospitality

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Governance

Board Affairs

Corporate Affairs

Regulatory Affairs

Relevant Roles

Company Secretary

Legal Counsel

Corporate Governance Officer

Board Secretary

Compliance Manager

Chief Legal Officer

Corporate Affairs Director

Board Relations Manager

Legal Director

Governance and Compliance Director

Industries
UAE Federal Law No. 32 of 2021 (Commercial Companies Law): The primary legislation governing companies in the UAE, including provisions for shareholder meetings, voting procedures, and corporate governance requirements
SCA Board of Directors' Decision No. (3/R.M) of 2020: Concerning Approval of Joint Stock Companies Governance Guide - relevant for public joint stock companies, covering detailed requirements for shareholder meetings
UAE Federal Law No. 4 of 2000: UAE Securities and Commodities Authority Law and its amendments - relevant for listed companies regarding shareholder meetings and disclosure requirements
Company's Articles of Association: While not legislation, the company's Articles of Association must be considered as they contain specific requirements for shareholder meetings that must be reflected in the minutes
UAE Corporate Governance Resolution No. 17 of 2020: Provides guidelines for corporate governance practices including requirements for documenting shareholder meetings and decision-making processes
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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