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Shareholder meeting minutes are the official record of what happens during company shareholder meetings in England and Wales. They capture key decisions, voting results, and discussions that take place when shareholders gather to make important company choices. Under the Companies Act 2006, keeping these minutes is a legal requirement for all UK companies.

These records protect both the company and its shareholders by documenting exactly what was agreed upon. They become especially important when proving compliance with company law, resolving disputes, or showing evidence of major decisions like appointing directors, approving dividends, or changing company articles. Companies must keep their meeting minutes for at least 10 years.

Create Shareholder meeting minutes immediately after every general meeting and board meeting where shareholders make decisions. This includes annual general meetings (AGMs), extraordinary general meetings (EGMs), and any special meetings where shareholders vote on company matters. Under UK law, you must record these minutes within one month of the meeting.

These minutes become essential when dealing with Companies House filings, handling shareholder disputes, or proving compliance during audits. They're particularly valuable when documenting major decisions like changes to company structure, director appointments, or dividend approvals. Banks and potential investors often request meeting minutes as part of their due diligence process.

• Annual General Meeting (AGM) minutes: Records standard yearly shareholder meetings covering financial reports, director elections, and dividend decisions
• Extraordinary General Meeting (EGM) minutes: Documents special meetings called for urgent matters like major acquisitions or company restructuring
• Written Resolution minutes: Captures decisions made by written agreement without holding a physical meeting
• Class Meeting minutes: Records meetings of specific share class holders when their rights are affected
• Combined Board and Shareholder minutes: Used in smaller companies when directors and shareholders meet simultaneously

• Company Secretary: Usually takes and drafts the Shareholder meeting minutes, ensuring accuracy and legal compliance
• Board Chairman: Reviews and signs the minutes to confirm their accuracy as the meeting's presiding officer
• Shareholders: Primary audience who rely on these minutes to verify decisions and protect their interests
• Directors: Use minutes to implement approved decisions and demonstrate compliance with shareholder directives
• External Auditors: Review minutes during annual audits to verify corporate governance and decision-making processes
• Legal Advisers: Reference minutes when providing guidance on corporate actions or resolving disputes

• Meeting Details: Gather date, time, location, and type of meeting (AGM/EGM)
• Attendance List: Record names of all shareholders present, proxies, and directors attending
• Notice Compliance: Confirm proper notice was given and meeting quorum requirements met
• Agenda Items: List all items discussed and decisions made, including voting results
• Supporting Documents: Collect copies of presentations, reports, or documents tabled
• Action Points: Note specific tasks assigned, deadlines set, and responsible parties
• Signature Requirements: Prepare for chairman's signature and company secretary's countersignature

• Meeting Identification: Company name, registered office, meeting type, date, time, and location
• Attendance Record: List of shareholders present, proxies held, and total voting rights represented
• Quorum Statement: Confirmation that required attendance thresholds were met
• Notice Confirmation: Statement that proper notice was given or waived per Companies Act 2006
• Resolution Details: Full text of each resolution, voting results, and declarations of passage
• Discussion Summary: Key points raised during deliberations on each agenda item
• Signature Block: Space for chairman's signature and date of approval

Shareholder meeting minutes are often confused with Board Minutes, but they serve distinct purposes in corporate governance. While both document important company decisions, they capture different types of meetings and decisions.

• Meeting Participants: Shareholder meeting minutes record decisions made by company owners (shareholders), while board minutes document discussions and decisions made by directors
• Legal Requirements: Shareholder minutes focus on major company decisions like changing articles or issuing shares, while board minutes cover operational decisions and strategy
• Voting Rights: Shareholder minutes must record votes based on share ownership percentages, whereas board minutes typically record decisions made by directors with equal voting power
• Access Rights: Shareholders have legal rights to access shareholder meeting minutes, but access to board minutes is typically more restricted
• Filing Requirements: Certain shareholder meeting minutes must be filed with Companies House, while board minutes remain internal documents