When planning/preparing for a general (shareholders) meeting it is helpful for the Directors and Company Secretary to have a checklist to refer to so that nothing is overlooked – so attached is a sample “Reminder Notes Checklist” for your use.
EXAMPLE CORPORATION LIMITED
General Meeting
REMINDER NOTES CHECKLIST
PREPARATION
- Some Weeks Before
- Board to formally convene AGM/EGM date/venue and approve Notice of Meeting.
- Book venue.
- Prepare AGM/EGM Notice and Proxy Form (and have pre-approved by ASX/ASIC in need).
- Arrange printing of Notice etc.
- Mail out Notice (to shareholders, directors and auditors with copy to ASX and
Share Registry) 28 clear days in advance (ie, plus mailing days).
- Just Before
- Arrange attendance register (shareholders/guests) [Share Registry?]
- Organise auditors (or share registry) as scrutineers.
- Prepare copies of previous minutes.
- Obtain voting cards.
- Confirm arrangements with Share Registry (to attend, check in visitors, etc).
- Prepare Agenda.
- Prepare Chairman’s detailed script notes (to conduct meeting).
- Prepare Chairman’s &/or MD’s speech.
- Prepare ASX releases:-
- Chairman’s &/or MD’s speech;
- Results of resolutions/proxy details.
- Prepare draft minutes.
- Invite key guests – particularly auditor who must attend.
- Invite press.
- Prepare press release.
- Prepare answers to possible questions (from shareholders re financials, etc).
- Confirm venue booking.
Provide voting exclusion related party names to Share Registry.
ON THE DAY
- Folder for Directors
- Agenda.
- Notice of Meeting.
- Blank proxy form.
- Annual Report.
- Minutes of previous AGM/EGM.
- Copy of Chairman’s address.
- Proxy votes summary.
- Copy Chairman’s script/notes for Deputy Chairman.
- Share Registry
- Representative(s) to attend meeting.
- Bring up to date shareholders list to check shareholders on arrival.
- Ensure shareholder/guest attendance register/lists completed/signed.
- Calculate proxy entitlements.
- Bring list/copies of Authorised Reps/Attorneys.
- Auditors
- Prepare voting slips.
- Scrutinise ballots/proxy votes.
- ASX
- Release any prepared Chairman’s speech by start of meeting.
- Release results of resolutions / proxy votes immediately after meeting.
- Take to Meeting
- Minutes of previous Annual/Extraordinary General Meeting:-
- copies for shareholders;
- original for Chairman to sign (if not already signed)
- Minute Book of general meetings (as members have a right to inspect)
- Copies of Agenda
- Proxy details:-
- signed forms
- schedule of votes
- Voting cards
- Chairman’s script/notes
- Chairman’s speech:-
- copies for shareholders / brokers / analysts
- lodge with ASX before start of meeting
- Folders for directors
- Shareholders Register (at ‘snapshot’ date = close of business day proxies close)
- Attendance register / lists
- Constitution
- Annual Report:-
- copies for shareholders
- to table to meeting (financial statements and directors’ and auditors reports)
- Notice of Meeting:-
- copies for shareholders
- for Secretary to read out at meeting
- Directors name plates
- Directors / executives name tags
- Authorised corporate representative forms (already held) / blank forms
- Powers of Attorney (already held)
- Corporations Act and ASX Listing Rules
- ASX releases:-
- Chairman’s speech
- Results of resolutions/proxies
- Voting slips (pre-completed – if call for poll)
- Proxy revocation form
- Blank letterhead
- Press release
- Prepared questions and answers
- Calculator / tape recorder / mobile phone / laptop
- Writing pad / pen
- Directors / advisers / key contacts phone numbers
- Business cards
*Originally written by Company Secretary, an Australian virtual company secretary service.