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Minutes Of Extraordinary General Meeting

Minutes Of Extraordinary General Meeting Template for Hong Kong

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Key Requirements PROMPT example:

Minutes Of Extraordinary General Meeting

"I need Minutes of an Extraordinary General Meeting for our Hong Kong technology company's EGM scheduled for March 15, 2025, where shareholders will vote on a major corporate restructuring involving the spin-off of our AI division into a separate entity."

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Document background
Minutes Of Extraordinary General Meeting are essential corporate documents required whenever a company holds a special shareholders' meeting outside its regular annual general meeting schedule. Under Hong Kong law, these minutes must accurately record all proceedings, including attendance, quorum verification, voting results, and resolutions passed. The document is particularly important when companies need to make urgent decisions requiring shareholder approval, such as changes to the company constitution, major asset transactions, or corporate restructuring. The minutes must comply with the Hong Kong Companies Ordinance (Cap. 622) requirements and serve as legal evidence of corporate decisions. They form part of the company's permanent records and may be inspected by shareholders, auditors, and regulators.
Suggested Sections

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

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

3. Attendance and Quorum: List of attendees, including directors, shareholders, company secretary, and confirmation of quorum requirements being met

4. Chairperson: Identity of the meeting's chairperson and confirmation of their appointment

5. Notice and Documentation: Confirmation that proper notice was given and relevant documentation was circulated

6. Declarations of Interest: Record of any interests declared by directors in relation to the business being discussed

7. Business of Meeting: Main agenda items and matters to be considered

8. Resolutions: Full text of resolutions presented, voting results, and whether passed or rejected

9. Close of Meeting: Time of meeting conclusion and signature of chairperson

10. Confirmation: Signature block for chairperson to confirm accuracy of minutes

Optional Sections

1. Appointment of Corporate Representatives: Required when corporate shareholders attend through appointed representatives

2. Proxies: Required when shareholders are represented by proxy holders

3. Questions and Discussions: Detailed record of significant questions raised and responses given during the meeting

4. Adjournment Details: Required if the meeting was adjourned and reconvened

5. Special Business: Required for specific matters like constitutional changes, major transactions, or corporate restructuring

6. Objections: Required if any formal objections were raised during the meeting

Suggested Schedules

1. Notice of Meeting: Copy of the original EGM notice sent to shareholders

2. Attendance Register: Detailed list of all attendees including shareholders, proxies, and corporate representatives

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

4. Supporting Documents: Any presentations, reports, or documents tabled at the meeting

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

6. Legal Certificates: Any legal or professional certificates required for special resolutions or corporate actions

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

Real Estate

Retail

Healthcare

Energy

Transportation

Telecommunications

Professional Services

Construction

Mining

Education

Entertainment

Agriculture

Relevant Teams

Legal

Corporate Secretariat

Board Office

Compliance

Corporate Governance

Shareholder Relations

Risk Management

Internal Audit

Corporate Communications

Executive Office

Relevant Roles

Company Secretary

Chief Executive Officer

Board Director

Corporate Governance Officer

Legal Counsel

Compliance Officer

Chief Financial Officer

Corporate Secretary

Board Chairman

Managing Director

Shareholder Relations Manager

Risk Management Officer

Audit Director

Corporate Communications Manager

Industries
Companies Ordinance (Cap. 622): Primary legislation governing company operations in Hong Kong, including requirements for general meetings, notice periods, voting procedures, and record-keeping
Companies (Model Articles) Notice (Cap. 622H): Provides standard articles of association which include provisions about the conduct of general meetings and documentation requirements
Securities and Futures Ordinance (Cap. 571): Relevant for listed companies, governing disclosure requirements and corporate governance matters in relation to extraordinary general meetings
Corporate Governance Code (Appendix 14 of HKEX Listing Rules): Provides guidance on best practices for corporate governance including meeting procedures and shareholder communications for listed companies
Companies (Winding Up and Miscellaneous Provisions) Ordinance (Cap. 32): Contains provisions relevant to extraordinary general meetings called in relation to company restructuring or winding-up matters
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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