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Minutes Of Annual General Meeting Of Listed Company

Minutes Of Annual General Meeting Of Listed Company Template for Hong Kong

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Key Requirements PROMPT example:

Minutes Of Annual General Meeting Of Listed Company

"I need Minutes of an Annual General Meeting of Listed Company for a Hong Kong technology company's routine AGM scheduled for March 15, 2025, covering standard business including financial statements approval, director re-elections, and auditor appointment."

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Document background
Minutes Of Annual General Meeting Of Listed Company is a mandatory document required under Hong Kong law for all companies listed on the Hong Kong Stock Exchange (HKEX). It must be prepared following each annual general meeting and maintained as part of the company's statutory records. The document ensures compliance with the Companies Ordinance (Cap. 622), HKEX Listing Rules, and corporate governance requirements, serving as an official record of shareholder meetings, resolutions passed, and corporate actions approved. It includes details of attendance, voting results, financial statement adoptions, director appointments, and other significant corporate matters. The minutes must be signed by the meeting chairman and kept at the registered office for inspection by shareholders and regulatory authorities.
Suggested Sections

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

2. Attendance: List of directors, company secretary, auditors, and other official attendees present and absent

3. Quorum and Chairman: Confirmation of quorum being present and identity of meeting chairman

4. Notice and Documents: Confirmation that proper notice was given and required documents were circulated

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

6. Financial Statements: Presentation and adoption of financial statements and reports

7. Directors' Report: Presentation and adoption of directors' report

8. Auditors' Report: Presentation and adoption of auditors' report

9. Declaration of Dividend: Resolution regarding final dividend (if any)

10. Directors' Re-election: Re-election of directors retiring by rotation

11. Auditors' Appointment: Re-appointment/appointment of auditors and fixing their remuneration

12. Closing: Time of meeting conclusion and chairman's signature

Optional Sections

1. Special Business: Any special resolutions or other non-routine business items requiring shareholder approval

2. Share Issue Mandate: Resolution for general mandate to issue shares, if required

3. Share Buyback Mandate: Resolution for share buyback mandate, if required

4. Constitutional Amendments: Any proposed amendments to company's articles of association

5. Connected Transactions: Approval of any connected transactions requiring shareholder vote

6. Questions from Shareholders: Record of any significant questions raised by shareholders and responses

7. Poll Results: Detailed poll results if voting conducted by poll

Suggested Schedules

1. Attendance List: Detailed list of shareholders present in person or by proxy

2. Poll Results Schedule: Detailed breakdown of voting results for each resolution

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

4. Proxy Forms: Summary of valid proxy forms received

5. AGM Notice: Copy of the original AGM notice

6. Chairman's Speech: Full text of chairman's address to the meeting

7. Questions and Answers: Detailed record of Q&A session if significant matters discussed

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

Real Estate

Manufacturing

Retail

Healthcare

Energy

Telecommunications

Consumer Goods

Industrial

Mining

Utilities

Transportation

Media

Professional Services

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Governance

Board of Directors

Investor Relations

Corporate Affairs

Finance

Risk Management

Regulatory Affairs

Relevant Roles

Company Secretary

Corporate Governance Officer

Legal Counsel

Board Chairman

Chief Executive Officer

Chief Financial Officer

Compliance Officer

Director of Corporate Affairs

Investor Relations Manager

Corporate Communications Manager

Board Director

External Auditor

Legal Manager

Regulatory Compliance Manager

Industries
Companies Ordinance (Cap. 622): Primary legislation governing Hong Kong companies, including requirements for AGMs (Section 610), keeping of minutes (Section 481), and content requirements for company records
Securities and Futures Ordinance (Cap. 571): Regulates securities and futures markets, including disclosure requirements and obligations for listed companies during general meetings
HKEX Main Board Listing Rules: Details specific requirements for listed companies including conduct of AGMs, shareholder communications, and corporate governance requirements
Corporate Governance Code (Appendix 14 of HKEX Listing Rules): Provides principles and code provisions for corporate governance practices, including conduct of general meetings and shareholder communication
HKICS Guidelines on General Meetings: Best practice guidelines for conducting general meetings and preparing minutes for Hong Kong companies
Model Articles of Association: Standard articles that may be adopted by companies, containing provisions about general meetings and minutes
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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