Minutes of an
AGM

Minutes of your company’s AGM should be more formal than those of your company’s board meetings.

Information

All minutes must contain the following information:

• the name of the chairman
• place, date and time of meeting
• the names of everyone present (and the number), including apologies for absence
• minutes of the previous AGM
• matters arising
• business transacted at the meeting, including all resolutions and their type passed at the meeting
• the time the meeting closed.

Good practice

It’s a good idea to observe the following principles:

•        ensure your minutes are concise, accurate, impartial and unambiguous

•        make sure you set out in full all formal resolutions and decisions. sufficient information to explain the decision and, where necessary, an explanation as to the reasoning leading to the resolution

•        all matters of record must be minuted.

Note the following good practice points:

•        minutes of members’ meetings must be kept separate from board meetings. Members have a right to inspect members’ meetings minutes, but not the minutes of what the directors discussed at board meetings

•        check the minutes carefully for spelling and accuracy before they’re distributed to the members

•        once they’ve been checked and approved, they should be signed and dated by the chairman

•        make sure a copy of the minutes is kept in a safe place at the company’s registered office or any place open to inspection by the members

•        don’t forget to arrange for any appropriate resolutions to be sent to Companies House.