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General Meeting Minutes

General Meeting Minutes Template for Indonesia

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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 be conducted as a hybrid meeting (both physical and electronic attendance) to discuss our annual financial statements and elect new board members."

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Document background
General Meeting Minutes are fundamental corporate governance documents required by Indonesian law for all limited liability companies (Perseroan Terbatas). These minutes must be prepared for both Annual General Meetings (AGM) and Extraordinary General Meetings (EGM) in accordance with Law No. 40 of 2007 on Limited Liability Companies and related regulations. The document serves multiple purposes: it provides a legal record of corporate decisions, demonstrates compliance with governance requirements, and protects the interests of all stakeholders. General Meeting Minutes must include specific details such as meeting attendance, quorum verification, voting procedures, and formal resolutions. For public companies, additional requirements apply under OJK regulations, including more detailed disclosure requirements and strict timelines for submission and publication.
Suggested Sections

1. Meeting Details: Date, time, venue, and type of meeting (Annual General Meeting or Extraordinary General Meeting)

2. Attendance: List of attendees, including shareholders present (in person or by proxy), directors, commissioners, and other invited parties, along with their respective shareholdings and voting rights

3. Quorum Confirmation: Statement confirming that the required quorum was met as per the company's articles of association and applicable laws

4. Meeting Agenda: Detailed list of all agenda items to be discussed and decided upon

5. Discussion and Deliberation: Summary of key discussions, questions raised, and responses provided for each agenda item

6. Voting Results: Detailed results of voting for each resolution, including number of votes for, against, and abstaining

7. Resolutions: Clear statement of all resolutions passed during the meeting

8. Closing: Time of meeting conclusion and signatures of the required parties

Optional Sections

1. Electronic Meeting Details: Required when the meeting is conducted electronically, including details of the platform used and confirmation of technical requirements

2. Shareholder Questions and Comments: Detailed section recording specific questions and comments from shareholders when significant discussions occur

3. Dissenting Opinions: Required when there are formal dissenting opinions from shareholders or board members

4. Power of Attorney Verification: When proxies are present, details of power of attorney verification

5. Special Committee Reports: When special committees present reports during the meeting

Suggested Schedules

1. Attendance List: Detailed list of all attendees with their signatures or electronic confirmation of attendance

2. Voting Tally Sheets: Detailed breakdown of votes for each resolution

3. Power of Attorney Documents: Copies of valid power of attorney documents from represented shareholders

4. Meeting Presentations: Copies of any presentations or reports presented during the meeting

5. Supporting Documents: Any relevant documents discussed or referenced during the meeting

6. Notice and Advertisement: Copies of meeting notices and advertisements as required by regulations

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

Banking and Financial Services

Manufacturing

Mining and Resources

Technology

Telecommunications

Real Estate

Retail

Healthcare

Education

Transportation

Energy

Agriculture

Construction

Professional Services

Consumer Goods

Media and Entertainment

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Affairs

Board Administration

Investor Relations

Risk Management

Corporate Governance

Regulatory Affairs

Administrative Support

Relevant Roles

Chief Executive Officer

Company Secretary

Corporate Secretary

Legal Director

Compliance Officer

Board Director

Commissioner

Corporate Governance Officer

Legal Counsel

Corporate Affairs Manager

Investor Relations Manager

Risk Management Officer

Administrative Officer

Board Affairs Executive

Regulatory Compliance Manager

Industries
Law No. 40 of 2007 on Limited Liability Companies: The main Indonesian Company Law that governs corporate matters including requirements for general meetings, voting procedures, quorum requirements, and documentation of meeting minutes
OJK Regulation No. 15/POJK.04/2020: Regulations regarding the planning and implementation of General Meeting of Shareholders of Public Limited Companies, including provisions for both physical and electronic meetings
Ministry of Law and Human Rights Regulation No. 11 of 2020: Regulations specifically addressing the implementation of electronic General Meetings of Shareholders, including technical requirements and procedures
Minister of Trade Regulation No. 71 of 2019: Guidelines on the implementation of electronic meetings and electronic decision-making processes in Limited Liability Companies
Government Regulation No. 43 of 2011: Implementing regulations for Law No. 40 of 2007, providing detailed requirements for meeting documentation and corporate administration
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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