General Meeting Minutes are essential corporate documents required under Belgian law to record the proceedings and decisions made during company shareholder meetings. These minutes must comply with the Belgian Code of Companies and Associations and serve as the official record of corporate decision-making. The document includes critical information such as meeting attendance, voting results, and formal resolutions, and must be prepared for all general meetings, whether ordinary or extraordinary. It forms part of the company's permanent records and may be required for various purposes, including regulatory compliance, legal proceedings, or corporate transactions. The minutes must be signed by the required signatories and maintained at the company's registered office, with copies available to relevant stakeholders as prescribed by law.
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1. Meeting Details: Date, time, location of the meeting, and type of meeting (ordinary, extraordinary, etc.)
2. Company Information: Full legal name of the company, registered office address, company registration number
3. Attendance: List of present shareholders/members, proxies, directors, and other attendees including their capacities
4. Quorum and Validity: Confirmation of meeting quorum and valid constitution of the meeting
5. Chair and Secretary: Identification of the meeting's chairman and secretary
6. Agenda: List of items to be discussed and voted upon as previously communicated
7. Deliberations: Summary of discussions on each agenda item
8. Voting Results: Detailed results of votes taken, including numbers for, against, and abstentions
9. Resolutions: Formal recording of all decisions made during the meeting
10. Closure: Time of meeting closure and signature section
1. Scrutineers: Required when vote counting needs independent verification, typically in larger meetings
2. Questions and Answers: Section recording Q&A sessions when significant shareholder questions are raised
3. Special Reports: When special reports from board, auditors, or experts need to be presented
4. Declarations of Conflict: When conflicts of interest need to be declared by board members
5. Remote Participation Details: Required when meeting includes virtual or hybrid attendance options
1. Attendance Register: Detailed list of all attendees with signatures (required by law)
2. Proxy Forms: Copies of valid proxy forms submitted for the meeting
3. Supporting Documents: Any documents presented or referenced during the meeting
4. Voting Sheets: Detailed breakdown of votes if multiple or complex voting occurred
5. Meeting Notices: Copies of meeting convocation notices and proof of distribution
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