Minutes of AGM (Hybrid meeting)

IN LIGHT OF THE ECONOMIC CRIME & CORPORATE TRANSPARENCY ACT 2023, THIS TEMPLATE IS CURRENTLY UNDER REVIEW. 

These template minutes record the proceedings at an AGM that is held as a hybrid meeting, i.e., a meeting that is being held both at a physical location and electronically.

Notwithstanding the end of the COVID-19 pandemic, many companies may still wish to hold meetings virtually for practical ease and logistical reasons and wish to give this option to their shareholders. As there remains some legal uncertainty over the holding of purely virtual general meetings, the most practical way for a company to proceed is to hold a hybrid meeting. Unless a company’s articles specifically prohibit virtual attendance at meetings or require shareholders to be physically present to count as attending, it can host a hybrid meeting.

For a hybrid meeting to be validly held all participants, whether physical or virtual, must be able to participate on an equal basis. Companies will need to give some thought to this and ensure it has the technology in place to allow everyone to speak and be heard. Companies where shareholders attend virtually can appoint the chairperson as their proxy. This template has been drafted on the basis that most shareholders will attend virtually, and the chair has been appointed to vote as their proxy.

Note that private companies are not required under the Companies Act 2006 to hold AGMs, however many may have provisions in their constitution requiring them to hold an AGM each year. This template notice only relates to such SME private limited companies that are required to hold an AGM.

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