Minutes Of Extraordinary General Meeting Template for Singapore

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Key Requirements PROMPT example:

Minutes Of Extraordinary General Meeting

"I need Minutes Of Extraordinary General Meeting for our tech startup's shareholder meeting scheduled for March 15, 2025, where we'll be discussing a Series B funding round and changing our share capital structure."

Document background
Minutes Of Extraordinary General Meeting are essential corporate documents required when companies need to make significant decisions outside their regular annual meeting cycle. Under Singapore law, these minutes must capture all material discussions, resolutions proposed, voting results, and attendee details. They are particularly important for corporate governance, serving as evidence of compliance with legal requirements and documenting major company decisions such as changes to share capital, constitutional amendments, or significant corporate transactions. The document must be maintained as part of the company's official records and may be subject to review by regulators or courts.
Suggested Sections

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

2. Attendance: List of directors, shareholders, and other attendees present, including their capacities

3. Quorum: Confirmation of meeting quorum and its validity under Companies Act requirements

4. Notice of Meeting: Confirmation that proper notice was given in accordance with Companies Act and company constitution

5. Chairman: Appointment/confirmation of meeting chairman and constitutional authority

6. Resolutions: Details of resolutions presented, voting procedures, and results of each vote

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

Optional Sections

1. Proxy Representatives: List of proxy holders and their appointing shareholders, required when proxies are present

2. Questions and Answers: Record of significant Q&A discussions between shareholders and board, included when substantial discussions occur

3. Special Business: Details of any special business or non-routine matters discussed, included for special resolutions

4. Electronic Meeting Arrangements: Details of electronic meeting platform and procedures when meeting is conducted virtually

Suggested Schedules

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

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

3. Presentation Materials: Copies of any slides or materials presented during the meeting

4. Voting Results: Detailed breakdown of voting results for each resolution, including numbers and percentages

5. Notice of Meeting: Copy of the original notice calling the EGM

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

Clauses
Industries

Companies Act (Cap. 50): Primary legislation governing company meetings in Singapore, including Section 179 (meeting requirements), Section 184 (quorum requirements), and Section 188 (minutes of proceedings)

Company Constitution: Company-specific document (formerly Memorandum and Articles of Association) containing requirements for EGMs, voting procedures, and notice periods

SGX Listing Rules: For listed companies: requirements for shareholder meetings, disclosure obligations, and timing requirements

Code of Corporate Governance 2018: Guidelines for best practices in conducting meetings, shareholder rights and engagement procedures

COVID-19 (Temporary Measures) Act 2020: Legislation covering alternative arrangements for meetings and electronic meeting requirements during pandemic conditions

Personal Data Protection Act 2012: Requirements for handling attendees' personal information and obtaining necessary consents

Electronic Transactions Act: Regulations governing electronic signatures and digital record-keeping requirements for virtual 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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