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Company Minutes

Company Minutes Template for Hong Kong

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Key Requirements PROMPT example:

Company Minutes

"I need Company Minutes for a Board Meeting scheduled for March 15, 2025, which will primarily discuss the approval of our annual financial statements and declaration of final dividends for the Hong Kong subsidiary."

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Document background
Company Minutes are formal documents required under Hong Kong's corporate law framework that record the proceedings, discussions, and decisions made during company meetings. These minutes must be maintained in accordance with the Companies Ordinance (Cap. 622) and serve as the official record of corporate decision-making. The document is used to record both board meetings and general meetings, capturing essential information such as attendance, quorum, discussions, and resolutions passed. Company Minutes are critical for corporate governance, providing evidence of directors' discharge of duties, compliance with legal requirements, and proper decision-making processes. They must be kept at the registered office or a prescribed place and be available for inspection by relevant stakeholders as required by law.
Suggested Sections

1. Meeting Details: Date, time, venue, and type of meeting (Board/General/Committee)

2. Attendance: List of present directors/shareholders, apologies for absence, and other attendees (e.g., company secretary, advisors)

3. Quorum: Confirmation that meeting quorum requirements were met as per Articles of Association

4. Chairperson: Name of the person chairing the meeting and basis of appointment

5. Previous Minutes: Confirmation of accuracy and approval of previous meeting minutes

6. Matters Arising: Discussion of any outstanding matters from previous minutes

7. Main Business: Record of main items discussed and decisions made

8. Resolutions: Text of any resolutions passed, voting results if applicable

9. Close: Time of meeting conclusion and date of next meeting if set

Optional Sections

1. Declaration of Interests: Required when directors need to declare any interests in matters being discussed

2. Financial Reports: Include when financial statements or reports are presented and discussed

3. Committee Reports: When reports from various committees (audit, remuneration etc.) are presented

4. Share Transfers/Allotments: When share-related matters are discussed and approved

5. Special Business: For any extraordinary items requiring specific notation

6. Regulatory Compliance: When specific regulatory matters are discussed or compliance issues addressed

Suggested Schedules

1. Attendance Register: Signed record of all attendees

2. Board Papers: Documents circulated for discussion during the meeting

3. Financial Statements: Any financial reports presented during the meeting

4. Presentation Materials: Copies of any presentations made during the meeting

5. Written Resolutions: Copies of any written resolutions passed

6. Supporting Documents: Any other documents referenced or tabled during the meeting

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

Manufacturing

Technology

Retail

Healthcare

Real Estate

Professional Services

Energy

Transportation

Education

Telecommunications

Construction

Mining

Agriculture

Non-Profit

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Governance

Board Administration

Risk Management

Administrative Support

Executive Office

Relevant Roles

Company Secretary

Director

Chief Executive Officer

Chief Financial Officer

Legal Counsel

Compliance Officer

Corporate Governance Manager

Board Chairman

Managing Director

Risk Manager

Administrative Officer

General Counsel

Board Administrator

Corporate Secretary

Governance Officer

Industries
Companies Ordinance (Cap. 622): Primary legislation governing companies in Hong Kong, including requirements for meetings, resolutions, and record-keeping. Particularly relevant sections include Part 12 (Company Administration and Procedure) which covers requirements for company meetings and minutes.
Model Articles of Association: Standard articles that apply by default to Hong Kong companies (unless modified), containing provisions about how meetings should be conducted and minutes recorded.
Securities and Futures Ordinance (Cap. 571): Relevant for listed companies, containing additional requirements for corporate governance and disclosure in meeting minutes.
Electronic Transactions Ordinance (Cap. 553): Governs the validity of electronic records and signatures, relevant if company minutes are maintained in electronic format.
Corporate Governance Code: For listed companies, provides principles and guidelines for corporate governance practices, including requirements for proper documentation of meetings.
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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