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Ordinary and Extraordinary General Shareholders Meeting Manual March, 31 2010 TABLE OF CONTENTS 1 Message from the Management 03 2 — Legitimization and Representation of Shareholders at the General

How to fill out ordinary and extraordinary general

1. Start by understanding the purpose of ordinary and extraordinary general meetings. These meetings are usually held by corporations or organizations to discuss important matters and make decisions that affect the company and its stakeholders.
2. Determine the timing and agenda for the meetings. An ordinary general meeting is typically held annually and focuses on routine matters such as financial reports, board elections, and dividend declarations. On the other hand, an extraordinary general meeting is called when there is a need to address urgent or significant matters outside the scope of an ordinary meeting.
3. Prepare the necessary documents and notifications. Depending on your jurisdiction and the specific requirements of your organization's bylaws or regulations, you may need to draft notices, agendas, and resolutions for the meetings. It's crucial to ensure that all relevant stakeholders are informed, such as shareholders, board members, and executives.
4. Follow the proper meeting procedures. During the ordinary or extraordinary general meeting, it's important to adhere to the rules outlined in your organization's bylaws or guidelines. This may include establishing quorum, allowing discussions, voting on resolutions, and recording minutes of the meeting.
5. Keep accurate records. Minutes of the meeting should be taken to document the discussions, decisions, and any voting outcomes. These minutes serve as an official record of the meeting and may be required for legal or compliance purposes in the future.

Regarding who needs ordinary and extraordinary general meetings, any corporation or organization with shareholders, board members, or stakeholders typically conducts these meetings. It ensures transparency, accountability, and gives an opportunity for the involved parties to participate in decision-making processes. Shareholders, including individual or institutional investors, have the right to attend and vote at these meetings. Board members have the responsibility to oversee the company's operations and make important decisions. Stakeholders, such as employees or community members, may also be invited or have their interests represented in the discussions held during these meetings. Ultimately, ordinary and extraordinary general meetings help foster proper governance and ensure the well-being of the organization and its stakeholders.

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What is ordinary and extraordinary general?

The ordinary general refers to regular meetings held by a company's board of directors, shareholders, or stakeholders to discuss routine matters. The extraordinary general refers to special meetings called to address specific urgent or important issues.

Who is required to file ordinary and extraordinary general?

Companies or organizations with shareholders, stakeholders, or a board of directors are required to file ordinary and extraordinary general meetings.

How to fill out ordinary and extraordinary general?

To fill out ordinary and extraordinary general meetings, one must prepare an agenda, notify the attendees, conduct the meeting, document the discussions and decisions, and file any necessary reports or resolutions.

What is the purpose of ordinary and extraordinary general?

The purpose of ordinary general meetings is to address routine matters such as approving annual financial reports. Extraordinary general meetings are called to address specific urgent or important matters that cannot wait until the next ordinary meeting.

What information must be reported on ordinary and extraordinary general?

Information such as financial reports, resolutions, decisions, meeting minutes, and any other relevant documents must be reported on ordinary and extraordinary general meetings.

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