Minutes Of Extraordinary General Meeting are essential corporate documents required under UAE corporate law when companies need to make significant decisions that go beyond ordinary business matters. These minutes must be prepared in accordance with UAE Federal Law No. 32 of 2021 and related regulations, documenting special resolutions that require at least 75% shareholder approval. The document is typically required when companies undergo major changes such as capital restructuring, mergers, acquisitions, change in corporate structure, or amendments to constituent documents. It serves as an official record of the meeting proceedings, attendees, discussions, and voting results, and may need to be submitted to various regulatory authorities including the Department of Economic Development, Ministry of Economy, or Securities and Commodities Authority (SCA) for listed companies.
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1. Meeting Details: Date, time, venue of the meeting, and type of meeting (EGM)
2. Company Information: Full legal name of the company, registration number, and registered office address
3. Attendance and Quorum: List of attendees, confirmation of quorum requirements being met, including percentage of share capital represented
4. Chairman and Secretary: Names and roles of the meeting's chairman and appointed secretary
5. Notice and Convening: Confirmation that proper notice was given in accordance with the Articles of Association and UAE law
6. Agenda Items: Detailed list of agenda items to be discussed and voted upon
7. Discussions: Summary of key discussions on each agenda item
8. Voting and Resolutions: Record of voting process and results for each resolution, including percentage of votes in favor
9. Closure: Time of meeting conclusion and signature block for Chairman and Secretary
1. Regulatory Representatives: Section noting presence of any regulatory bodies' representatives (required if company is listed or if regulators attended)
2. Proxy Details: Section detailing proxy appointments and validations (required if any shareholders attended by proxy)
3. Objections or Reservations: Record of any formal objections or reservations raised (required if any were made during the meeting)
4. Electronic Participation: Details of virtual attendance and electronic voting if applicable (required for hybrid or virtual meetings)
5. Legal Advisor Statement: Statement from legal advisor confirming compliance with laws and regulations (recommended for significant corporate changes)
1. Attendance Register: Detailed list of all attendees including shareholders, proxies, and observers with their respective shareholdings
2. Proxy Forms: Copies of valid proxy forms submitted for the meeting
3. Meeting Notice: Copy of the original meeting notice and any publications/advertisements
4. Voting Results: Detailed breakdown of voting results for each resolution
5. Supporting Documents: Any relevant documents referenced during the meeting or necessary for implementing the resolutions
6. Regulatory Approvals: Copies of any regulatory pre-approvals required for the resolutions passed
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