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Shareholder Meeting Minutes

Shareholder Meeting Minutes Template for Switzerland

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Key Requirements PROMPT example:

Shareholder Meeting Minutes

"I need Shareholder Meeting Minutes for our Swiss AG's annual general meeting scheduled for March 15, 2025, which will cover standard agenda items including financial statement approval, dividend distribution, and board member re-election."

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Document background
Shareholder Meeting Minutes are a mandatory corporate governance document required under Swiss law for all companies holding shareholder meetings. These minutes serve as the official record of proceedings and decisions made during general or extraordinary shareholder meetings. The document must comply with Articles 698-702 of the Swiss Code of Obligations, which outline specific requirements for content and documentation. Shareholder Meeting Minutes are crucial for maintaining corporate transparency, providing evidence of properly adopted resolutions, and protecting both the company and its shareholders. They are frequently referenced for corporate governance matters, regulatory compliance, and legal proceedings, and must be maintained as part of the company's official records.
Suggested Sections

1. Meeting Details: Date, time, location of meeting, and form of meeting (in-person, virtual, or hybrid)

2. Company Information: Full legal name of company, registered office address, and company registration number

3. Chairperson and Secretary: Names and roles of meeting chairperson and appointed secretary

4. Attendance and Quorum: List of shareholders present or represented, number of shares represented, confirmation of quorum

5. Notice and Documentation: Confirmation that proper notice was given and required documents were made available

6. Agenda: List of all items to be discussed and voted upon

7. Discussions and Deliberations: Summary of key discussions for each agenda item

8. Voting Results: Detailed results of all votes taken, including numbers for/against/abstaining

9. Closing: Time of meeting conclusion and signature blocks for chairperson and secretary

Optional Sections

1. Special Business: Section for any extraordinary items requiring special majority or specific documentation

2. Board Changes: Used when there are appointments or resignations of board members

3. Share Capital Modifications: Required when discussing changes to share capital structure

4. Statutory Amendments: Include when changes to articles of association are proposed

5. Shareholder Statements: For recording specific statements requested by shareholders to be included in minutes

6. Dissenting Opinions: Used to record formal objections or dissenting votes when specifically requested

Suggested Schedules

1. Attendance Register: Detailed list of all attendees including representatives and proxies

2. Voting Records: Detailed breakdown of votes for each resolution

3. Meeting Notice: Copy of the original meeting notice and proof of distribution

4. Power of Attorney Documents: Copies of proxy forms and representation authorizations

5. Presentation Materials: Copies of any presentations or materials shown during the meeting

6. Financial Statements: If annual accounts were presented, copies of financial statements discussed

7. Proposed Resolutions: Full text of all resolutions as proposed and voted upon

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
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Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Real Estate

Energy

Telecommunications

Professional Services

Consumer Goods

Industrial

Transportation

Agriculture

Mining

Construction

Education

Entertainment

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Governance

Board Administration

Investor Relations

Corporate Affairs

Risk Management

Finance

Executive Office

Relevant Roles

Chief Executive Officer

Company Secretary

Corporate Secretary

Legal Counsel

Compliance Officer

Board Secretary

Corporate Governance Officer

Managing Director

Board Member

Chief Legal Officer

General Counsel

Corporate Affairs Manager

Investor Relations Manager

Risk Management Officer

Chief Financial Officer

Legal Administrator

Corporate Law Specialist

Industries








Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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