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General Meeting Minutes

General Meeting Minutes Template for New Zealand

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Key Requirements PROMPT example:

General Meeting Minutes

"I need General Meeting Minutes for our upcoming Annual General Meeting scheduled for March 15, 2025, which will include voting on director appointments, approval of financial statements, and declaration of final dividend for our publicly listed technology company."

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Document background
General Meeting Minutes are essential corporate governance documents required under New Zealand company law. These minutes serve as the authoritative record of proceedings at Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs). The document must comply with the Companies Act 1993 and should accurately record all material discussions, decisions, and resolutions passed during the meeting. Meeting minutes are crucial for maintaining corporate transparency, providing evidence of proper governance, and protecting both the company and its stakeholders. They may be requested by regulators, used in legal proceedings, or referenced for historical decision-making purposes. The minutes must be signed by the chairperson and maintained in the company's records.
Suggested Sections

1. Meeting Details: Date, time, location, and type of meeting (AGM/EGM/Special)

2. Attendance: List of present members, directors, secretary, apologies, and guests including chairperson identification

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

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

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

6. Business Arising: Matters arising from previous minutes

7. Reports: Standard reports presented (e.g., financial, director's report)

8. Resolutions: Details of all resolutions proposed, voting results, and whether passed or failed

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

10. Authentication: Signature of chairperson and date of signature

Optional Sections

1. Conflicts of Interest: Used when directors declare any conflicts related to agenda items

2. Special Business: For non-standard items requiring separate documentation

3. Committee Reports: When committees present reports to the general meeting

4. Shareholder Questions: Record of Q&A session if significant discussions occurred

5. Proxy Votes: When proxy votes are exercised at the meeting

6. Electronic Participation: Details of members participating via video/teleconference

Suggested Schedules

1. Attendance Register: Detailed list of attendees with signatures

2. Proxy Forms: Copies of submitted proxy forms

3. Presentation Materials: Copies of any presentations or reports shown

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

5. Supporting Documents: Any documents tabled or referenced 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

Technology

Manufacturing

Retail

Healthcare

Professional Services

Real Estate

Energy

Transportation

Agriculture

Mining

Education

Non-Profit

Construction

Telecommunications

Relevant Teams

Legal

Corporate Governance

Compliance

Administrative Support

Board Secretariat

Corporate Affairs

Risk Management

Executive Office

Relevant Roles

Company Secretary

Corporate Governance Manager

Legal Counsel

Board Director

Chief Executive Officer

Compliance Officer

Administrative Assistant

Corporate Affairs Manager

Risk Manager

Board Administrator

General Counsel

Executive Assistant

Governance Coordinator

Industries
Companies Act 1993: Primary legislation governing company operations in New Zealand, including requirements for general meetings, notice periods, quorum requirements, voting procedures, and minute-taking obligations
Financial Markets Conduct Act 2013: Relevant for listed companies, containing additional requirements for shareholder meetings and disclosure obligations in meeting minutes
Contract and Commercial Law Act 2017: Provides the legal framework for business documents and their execution, including requirements for valid business records
Privacy Act 2020: Governs the collection and handling of personal information in business records, including meeting attendee details
Limited Partnerships Act 2008: If the entity is a limited partnership, this Act contains specific provisions about partner meetings and record-keeping 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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