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KEEP CALM AND ONE Extra Ordinary General Meeting Friday, 23 May, 2:15pm Parent CAF, Lower Elementary AGENDA Election of AISHA President and 2 General Committee members To nominate yourself or a friend,

How to fill out extra ordinary general meeting

How to fill out an extraordinary general meeting:

1. Determine the purpose: Before filling out the meeting, it is essential to clearly define the purpose of the extraordinary general meeting (EGM). This could include matters such as changes in company policies, amendments to the articles of association, or the election of new board members.
2. Set a date and time: Select a date and time that is convenient for all stakeholders involved in the meeting. Ensure that proper notice is given to all participants, as required by the company's governing documents or local laws.
3. Prepare an agenda: Create a comprehensive agenda that outlines the topics to be discussed during the EGM. This will help keep the meeting focused and ensure all necessary matters are addressed.
4. Compile supporting documents: Gather any relevant documents, reports, or proposals that need to be discussed or distributed during the meeting. This may include financial statements, legal documents, or any other papers pertinent to the agenda items.
5. Send out meeting invitations: Notify all shareholders, board members, and other relevant individuals about the EGM. Provide details such as the date, time, location, and agenda of the meeting. Include any necessary instructions for attendance, such as whether it will be held in person, online, or via teleconference.
6. Conduct the meeting: Ensure all necessary participants are present or have provided their proxy for voting purposes. Follow the agenda and allow ample time for discussion and decision-making. Keep accurate minutes of the meeting for future reference.
7. Voting and resolutions: If voting is required during the EGM, ensure that proper procedures are followed for proxy voting, if applicable. Tallies should be recorded accurately, and resolutions should be documented in the meeting minutes.
8. Communicate the outcomes: Once the meeting has concluded, inform all relevant parties of the decisions made, any resolutions passed, and any follow-up actions that need to be taken. This could include disseminating minutes of the meeting, updating the company's records, or implementing changes resulting from the discussions.

Who needs an extraordinary general meeting:

1. Shareholders: Extraordinary general meetings are typically required when matters of considerable importance or significant changes within a company need to be addressed. Shareholders have the right to be informed and have a say in such matters, making their attendance crucial.
2. Board of Directors: The board members are responsible for calling and organizing extraordinary general meetings. They play a key role in making important decisions and presenting proposals to the shareholders for approval.
3. Company Executives: Executives, such as the CEO or other key members of the management team, may need to attend the extraordinary general meeting to provide information, answer questions, or advocate for specific proposals.
4. Legal or Financial Advisors: Depending on the complexity of the matters being discussed during the EGM, legal or financial advisors may be present to provide expertise and guidance to the shareholders and board members.

Overall, an extraordinary general meeting is necessary when important decisions need to be made, company policies need to be changed, or significant matters need to be addressed. It ensures that all relevant parties have a voice and can contribute to the decision-making process.

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What is extra ordinary general meeting?

An extraordinary general meeting is a meeting of shareholders that is held outside of the regular annual general meeting to discuss important issues or decisions.

Who is required to file extra ordinary general meeting?

The company's management or board of directors is required to file an extraordinary general meeting.

How to fill out extra ordinary general meeting?

To fill out an extraordinary general meeting, the company needs to provide details about the purpose of the meeting, agenda items, date, time, location, and any supporting documents.

What is the purpose of extra ordinary general meeting?

The purpose of an extraordinary general meeting is to address significant matters that cannot wait until the next annual general meeting.

What information must be reported on extra ordinary general meeting?

Information such as the reason for the meeting, proposed resolutions, voting procedures, attendance requirements, and any decisions made during the meeting must be reported on an extraordinary general meeting.