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The annual general meeting
Learn how to prepare and close the Annual General Meeting
Next to the preparation and the convocation, we can also start the next phase, that is the preparation, editing and finalising the meeting and minutes of the AGM.
Please note that this learning path may include optional steps and that additional steps required in your specific jurisdiction or due to your internal approach may need to be added. The learning path assumes that templates (either our standard pack or tailored templates) are available in your Corporify environment. If this is not yet the case, or if you would like more information on templates, please contact support@corporify.com.
Below, you will find the relevant articles that explain how to improve and automate the actual meeting and minutes:
Prepare minutes and other documents for the AGM
1. Prepare minutes and other documents for the AGM
1.1 Adapt governing bodies
You can already start with editing the governing bodies, in certain templates of the AGM this will make sure that the necessary agenda items are added to the template for the (re)appointment or termination the mandates.
Below you can find a step by step guide on how to prepare a change in a governing body.
For detailed instructions, click 'Start tutorial' below.
1.2 Prepare minutes and presence list
You can start to prepare all minutes and other documents required for the AGM. We recommend generating the minutes in Word (DOCX), so you can easily edit the document before or during the meeting. Below you can find some examples of our standard AGM pack:
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Minutes of the AGM.
- Presence list: Presence list: an overview of all shareholders where you can note during the meeting whether the shareholder or legal representative is present.
- Minutes of the board of directors.
Below you can find a step by step guide on how to create a template.
For detailed instructions, click 'Start tutorial' below.
For Belgian entities, you can also prepare form I and II for publication in the Belgian Official Gazette. Click here to learn more, or reach out to support@corporify.com if you would like to add other forms or minutes for your specific jurisdiction.
1.3 Share minutes using the portal
If you want to share the minutes with shareholders or other stakeholders before the meeting, you can easily do so via the investor portal. Please note that this creates a separate copy of the document. Any changes you make later to the original document will not be reflected in the previously shared copy.
Below you can find a step by step guide on how copy the document to a shareholder or other stakeholders.
For detailed instructions, click 'Start tutorial' below.
Using this method will create multiple duplicates of the same document. In your document manager, you will see the minutes of the AGM several times: once in the legal entity’s folder and again in each shareholder’s folder where you copied the document.
As an alternative, you can - next to the investor - also open the entity portal to all shareholders to share specific entity documents. This avoids creating separate copies of documents that are not shareholder-specific, such as the convocation. You can find more information here.
2. The Annual General Meeting
2.1 Edit the minutes and presence list in Word
When you need to edit the minutes or complete the presence list, you can easily make change to the document with our Microsoft office integration.
Below you can find a step by step guide on how edit a Word document in Corporify
For detailed instructions, click 'Start tutorial' below.
2.2. Send documents for eSignature
Once the meeting is closed and the minutes are final, you can send these for eSignature. When launching the signing flow, you could add the following:
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Due date: you could add a due date where you can add a reminder for yourself to send a reminder for all singers that still need to sign.
- Add persons to notify: you could add the colleagues from finance so they receive a notification when the minutes are completely signed to continue with certain filings (Eg. filling of the annual accounts).
Below you can find a step by step guide on how send a document for eSignature.
For detailed instructions, click 'Start tutorial' below.
Reach out to support@corporify.com if you have not yet integrated your eSigning tool to your Corporify silo.
3. Follow-up
3.1 Remind eSigning flow
When you have added a due date when launching the eSigning request, you can add a reminder to follow-up to send a reminder to all signers that not yet have signed (Please note: this reminder is for you. It helps you check whether all parties have signed and if needed, send them a signing reminder).
Below you can find a step by step guide on how to add a reminder on a due date.
For detailed instructions, click 'Start tutorial' below.
When you want to send a reminder, you have two options: you can send a reminder to an individual signer or you can send a reminder to all signers. Please note that when you choose to send a reminder to all signers, only those who have not yet completed their signing process will receive the reminder.
Below you find a step by step guide on how to remind a signing request.
For detailed instructions, click 'Start tutorial' below.
3.2 Share signed minutes using the portal
As soon as the minutes are dully signed, all signers will receive a copy of the signed documents. If you additional want to share these documents in the portal of each shareholders. You can make a copy to, to the folder of each shareholder.
See the specific note in point 1.3 as the same considerations apply here.
3.2 Prepare the forms I & II for publication (only for Belgian entities)
Based on the work completed in step 1.1 'Adapt governing bodies' and the minutes of the AGM, you can now create the necessary forms for publication in the Belgian Official Gazette. This step is only required if there are changes for Belgian entities that must be published.
Below you find a step by step guide on how to create the publication forms for the Belgian Official Gazet.
For detailed instructions, click 'Start tutorial' below.
3.3 Execute the change of governing bodies
Now that the minutes are final, you can continue with the change of the governing body to make sure your corporate information is up-to-date.
Below you find a step by step guide on how to find a pending transaction and how to save and execute it.
For detailed instructions, click 'Start tutorial' below.
3.4 Inform finance and other teams
Now that the minutes and other documents that needed to be signed, you can inform other teams that documents are dully signed.
3.5 Follow-up filings
Ensure that all required filings are completed and that the related documents are properly stored in Corporify, so your corporate records and filings remain fully up to date. For example, if a reappointment must be published in the Belgian Official Gazette.
If needed, you can create a reminder in Corporify to track these specific filings and their deadlines. Click here if you want know more information on how to add reminders.
Questions?
If you have any further questions or if you do not currently have access to create templates and would like to activate this feature, please feel free to contact us at support@corporify.com for assistance.