All Countries
Minutes Of Extraordinary General Meeting

Minutes Of Extraordinary General Meeting Template for Australia

Create a bespoke document in minutes,  or upload and review your own.

4.6 / 5
4.8 / 5

Let's create your Minutes Of Extraordinary General Meeting

Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Get your first 2 documents free

Your data doesn't train Genie's AI

You keep IP ownership of your information

Key Requirements PROMPT example:

Minutes Of Extraordinary General Meeting

"I need Minutes of Extraordinary General Meeting for our technology company's virtual EGM scheduled for March 15, 2025, where shareholders will vote on a major corporate restructuring and the appointment of two new directors."

Celebrated by
Collaborations with
Investors
Document background
Minutes Of Extraordinary General Meeting are essential corporate documents required under Australian law when companies need to address significant matters that cannot wait until the next Annual General Meeting. These minutes must comply with the Corporations Act 2001 (Cth) and related regulations, documenting special resolutions, major corporate changes, or urgent matters requiring shareholder approval. The document serves as the official record of the meeting, capturing attendance, discussions, voting outcomes, and formal resolutions. It's particularly crucial for corporate governance, legal compliance, and maintaining an accurate historical record of company decisions. The minutes must be maintained in the company's records and may need to be filed with regulatory bodies such as ASIC in certain circumstances.
Suggested Sections

1. Meeting Details: Date, time, venue/meeting format (physical/virtual/hybrid), and company name

2. Attendance: List of directors present, shareholders present (in person or by proxy), company secretary, and any other attendees such as auditors or advisors

3. Chairperson: Confirmation of meeting chairperson and their appointment

4. Quorum: Confirmation that quorum requirements were met as per company constitution

5. Notice: Confirmation that proper notice was given or that notice was waived

6. Business of Meeting: Statement of meeting purpose and agenda items

7. Resolutions: Full text of each resolution presented, voting method, and outcome

8. Voting Results: Detailed breakdown of votes for each resolution (for/against/abstain)

9. Closure: Time of meeting closure and chairperson's signature

10. Authentication: Signature block and date of minute preparation

Optional Sections

1. Proxies Received: Details of proxy appointments - include when proxies were present at the meeting

2. Questions and Discussion: Summary of material questions and discussions - include when significant debates occurred

3. Objections: Record of any formal objections raised - include when objections were made

4. Technical Difficulties: Details of any technical issues for virtual/hybrid meetings - include for non-physical meetings

5. Declarations of Interest: Directors' interest declarations - include when relevant to resolutions

6. Adjournments: Details of any meeting adjournments - include if meeting was adjourned

Suggested Schedules

1. Attendance Register: Full list of attendees including shareholders, proxies, and percentage of voting power

2. Proxy Forms: Copies of valid proxy forms received

3. Meeting Notices: Copy of meeting notice and any related correspondence

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

5. Supporting Documents: Any documents tabled or referenced in resolutions

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

Mining and Resources

Technology

Healthcare

Retail

Manufacturing

Professional Services

Real Estate

Energy

Telecommunications

Transport and Logistics

Agriculture

Education

Construction

All Business Sectors

Relevant Teams

Legal

Corporate Governance

Company Secretariat

Board of Directors

Executive Leadership

Compliance

Risk Management

Investor Relations

Corporate Affairs

Regulatory Affairs

Relevant Roles

Company Secretary

Corporate Governance Manager

Legal Counsel

Compliance Officer

Board Director

Chief Executive Officer

Chief Financial Officer

Corporate Affairs Manager

Risk Manager

Regulatory Affairs Manager

General Counsel

Managing Director

Board Chairman

Investor Relations Manager

Industries
Corporations Act 2001 (Cth): Primary federal legislation governing company operations in Australia, including requirements for general meetings, notice periods, quorum requirements, and voting procedures
Corporations Regulations 2001: Detailed regulations supplementing the Corporations Act, providing specific requirements for meeting procedures and documentation
ASX Listing Rules: If the company is listed on the Australian Securities Exchange, these rules contain additional requirements for shareholder meetings and continuous disclosure obligations
Company Constitution: While not legislation, the company's constitution must be considered as it contains specific requirements for conducting EGMs and recording minutes
Electronic Transactions Act 1999 (Cth): Relevant for virtual or hybrid meetings and electronic record-keeping of minutes
ASIC Regulatory Guidelines: Guidelines issued by the Australian Securities and Investments Commission regarding corporate governance and meeting procedures
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

Find the exact document you need

Notice Agenda And Minutes Of Annual General Meeting

An Australian corporate governance document package containing the notice, agenda, and minutes for an Annual General Meeting, complying with the Corporations Act 2001.

find out more

Minutes Of Extraordinary General Meeting

An official record of an Extraordinary General Meeting proceedings and resolutions under Australian corporate law.

find out more

Annual General Meeting Minutes

A formal record of an Australian company's Annual General Meeting proceedings, required under the Corporations Act 2001, documenting key decisions and compliance with corporate governance requirements.

find out more

Annual Corporate Meeting Minutes

Official record of annual corporate meeting proceedings and resolutions under Australian corporate law, documenting key decisions and governance matters.

find out more

Download our whitepaper on the future of AI in Legal

By providing your email address you are consenting to our Privacy Notice.
Thank you for downloading our whitepaper. This should arrive in your inbox shortly. In the meantime, why not jump straight to a section that interests you here: https://www.genieai.co/our-research
Oops! Something went wrong while submitting the form.

Genie’s Security Promise

Genie is the safest place to draft. Here’s how we prioritise your privacy and security.

Your documents are private:

We do not train on your data; Genie’s AI improves independently

All data stored on Genie is private to your organisation

Your documents are protected:

Your documents are protected by ultra-secure 256-bit encryption

Our bank-grade security infrastructure undergoes regular external audits

We are ISO27001 certified, so your data is secure

Organizational security

You retain IP ownership of your documents

You have full control over your data and who gets to see it

Innovation in privacy:

Genie partnered with the Computational Privacy Department at Imperial College London

Together, we ran a £1 million research project on privacy and anonymity in legal contracts

Want to know more?

Visit our Trust Centre for more details and real-time security updates.

Read our Privacy Policy.