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Company Minutes

Company Minutes Template for Austria

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Key Requirements PROMPT example:

Company Minutes

"I need Company Minutes for our quarterly board meeting scheduled for March 15, 2025, where we'll be discussing our annual financial results and appointing two new board members for our Austrian GmbH."

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Document background
Company Minutes are formal documents required under Austrian corporate law to record proceedings and decisions made during corporate meetings. These minutes serve as the official record of corporate governance activities and must comply with specific requirements set forth in Austrian legislation, including the UGB, GmbHG, or AktG, depending on the company structure. Company Minutes are essential when conducting board meetings, shareholder assemblies, or other formal corporate gatherings, documenting crucial information such as attendance, discussions, voting results, and formal resolutions. They provide legal protection, ensure transparency, and serve as historical documentation of corporate decision-making. The minutes must be maintained in accordance with Austrian record-keeping requirements and may be subject to review by auditors, regulatory authorities, or courts.
Suggested Sections

1. Header Information: Company name, registration number, meeting type (e.g., board meeting, shareholder meeting)

2. Date, Time and Location: Specific details of when and where the meeting took place, including whether conducted in person or virtually

3. Attendees and Quorum: List of all present participants, their roles, and confirmation of meeting quorum requirements being met

4. Meeting Chair and Secretary: Identification of the person chairing the meeting and the person taking minutes

5. Agenda: Itemized list of topics to be discussed and decided upon

6. Discussions and Deliberations: Summary of key points discussed for each agenda item

7. Resolutions: Formal decisions made, including voting results and specific terms of each resolution

8. Closing: Time of meeting conclusion and next meeting date if applicable

9. Signatures: Signatures of required parties (typically chairman and secretary) with date

Optional Sections

1. Conflicts of Interest: Used when any participants need to declare conflicts regarding specific agenda items

2. Dissenting Opinions: When board members or shareholders wish to record their opposition to decisions

3. Ratification of Previous Minutes: When previous meeting minutes need to be formally approved

4. Delegations of Authority: When specific powers or responsibilities are being delegated

5. Remote Participation Details: When some or all participants attend virtually, including technical arrangements

6. Special Resolutions: For decisions requiring special majority or specific formal requirements under Austrian law

Suggested Schedules

1. Attendance Register: Detailed list of all attendees with their signatures (required for certain meeting types)

2. Proxy Forms: Copies of valid proxy authorizations for represented shareholders/members

3. Supporting Documents: Key documents referenced during the meeting (e.g., financial statements, reports)

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

5. Voting Records: Detailed breakdown of votes for each resolution (particularly important for shareholder meetings)

6. Power of Attorney: If any participants are representing others through power of attorney

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

Healthcare

Retail

Professional Services

Energy

Telecommunications

Construction

Transportation

Agriculture

Education

Non-Profit Organizations

Media and Entertainment

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Governance

Executive Office

Administrative Support

Board Support

Corporate Affairs

Records Management

Risk Management

Relevant Roles

Chief Executive Officer

Managing Director

Board Member

Company Secretary

Corporate Counsel

Legal Director

Compliance Officer

Corporate Governance Manager

Board Secretary

Executive Assistant

Legal Administrator

Records Manager

Corporate Affairs Manager

General Counsel

Supervisory Board Member

Industries
Austrian Commercial Code (Unternehmensgesetzbuch - UGB): Provides the basic framework for business documentation requirements and record-keeping obligations for all types of companies in Austria
Limited Liability Companies Act (GmbH-Gesetz): Specifies requirements for meeting minutes and documentation for GmbH companies, including shareholder resolutions and management decisions
Stock Corporation Act (Aktiengesetz - AktG): Details requirements for meeting minutes and documentation for AG (public limited) companies, including board meetings and shareholder assemblies
Austrian Corporate Governance Code (ÖCGK): Provides guidelines for good corporate governance, including documentation requirements for listed companies
Austrian Signature and Trust Services Act (SVG): Regulates the use of electronic signatures, relevant for electronic meeting minutes and digital document management
Austrian Data Protection Act (Datenschutzgesetz - DSG): Governs the handling of personal data in corporate documents, including meeting minutes that contain personal information
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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