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Shareholder meeting minutes are the official record of what happens during a company's shareholder meetings in Austria. They capture key decisions, voting results, and important discussions between shareholders. Under Austrian corporate law, keeping these minutes is mandatory for both AG (public) and GmbH (private limited) companies.

The minutes must include specific details like attendance, voting outcomes, and formal objections. They need to be signed by the meeting's chairperson and stored safely at the company's headquarters. These records protect shareholders' interests and serve as legal proof of decisions made during meetings, particularly for important matters like dividend payments or board appointments.

Create Shareholder meeting minutes during every shareholder assembly in your Austrian company, from routine annual meetings to special sessions. These records become essential when shareholders request proof of decisions, especially for major changes like mergers, capital increases, or leadership appointments.

The minutes protect your company during regulatory audits and help resolve disputes about what was decided. They're particularly valuable when documenting controversial votes, dividend distributions, or strategy changes. Austrian law requires storing these minutes for seven years, and you'll need them handy for tasks like bank account changes, property transactions, or proving board member authority to external parties.

• Annual General Meeting Minutes: Records mandatory yearly shareholder gatherings, covering financial statements, dividend decisions, and routine votes
• Extraordinary Meeting Minutes: Documents special meetings called for urgent matters like mergers, acquisitions, or major strategic changes
• Notarized Meeting Minutes: Required for certain high-stakes decisions in Austrian AG companies, featuring official notary certification
• Universal Meeting Minutes: Used when all shareholders are present and agree to hold an impromptu meeting without formal notice
• Virtual Meeting Minutes: Captures online shareholder meetings, including technical details about the digital platform and participant verification

• Board Secretary or Meeting Chairperson: Takes primary responsibility for drafting and certifying Shareholder meeting minutes during the assembly
• Company Directors: Review and confirm the accuracy of minutes, often signing them alongside the chairperson
• Shareholders: Receive copies, review content, and can challenge recorded decisions within legal timeframes
• Corporate Lawyers: Advise on legal requirements and review minutes for compliance with Austrian corporate law
• Notaries: Must authenticate minutes for certain major decisions in Austrian AG companies
• Company Registry Officials: Access minutes when processing corporate changes or conducting investigations

• Meeting Details: Gather date, time, location, and type of meeting (annual or extraordinary)
• Attendance List: Record all present shareholders, board members, and any legal representatives with their voting rights
• Agenda Items: Compile the meeting's official agenda and any pre-distributed materials
• Voting Results: Document exact numbers of votes for, against, and abstentions for each decision
• Key Discussions: Note significant debates, objections, and formal statements by shareholders
• Supporting Documents: Collect all referenced materials, financial reports, or presentations
• Signature Requirements: Confirm who needs to sign based on your company's Articles of Association

• Meeting Identification: Company name, registration number, meeting date, time, location, and type of meeting
• Attendance Details: Full list of present shareholders, voting rights, and representation status
• Meeting Leadership: Names and roles of chairperson and minute-taker
• Quorum Confirmation: Statement confirming valid assembly under Austrian corporate law
• Agenda Items: Numbered list of all topics discussed and decisions made
• Voting Results: Exact count of votes for each resolution, including abstentions
• Formal Objections: Any shareholder protests or disagreements raised during the meeting
• Authentication: Signatures of required parties according to company statutes

Shareholder meeting minutes often get confused with Board Minutes, but they serve different legal purposes in Austrian corporate governance. While both document important company decisions, they cover distinct meetings with different participants and legal requirements.

• Meeting Participants: Shareholder meeting minutes record gatherings of company owners, while board minutes document meetings of directors and executives
• Legal Authority: Shareholder minutes cover fundamental company decisions like dividend payments and structural changes, whereas board minutes focus on operational management decisions
• Documentation Requirements: Shareholder minutes often need notarization under Austrian law for major decisions, while board minutes typically don't
• Access Rights: All shareholders have legal rights to view shareholder minutes, but board minutes remain more restricted, usually available only to directors and specific authorized parties