Create a general meeting
From Meetings, click "New meeting" and fill in the "Meeting preparation" form: the date, how people attend, who chairs, how voting works and the items on the agenda. When you click "Save", the meeting is saved as a draft and nothing is sent to the shareholders until you send the notice.
Before you start
- The date and time of the general meeting, and whether it will be in person, online or both.
- The venue and, if people can attend online, the video conference link.
- Who will be the chair and who the secretary.
- The items on the agenda, in the order in which they will be dealt with.
How to do it#
- Open Meetings and click "New meeting". It is at the top, in "Shareholder meetings". The "Meeting preparation" form opens.
- Say when and where. Type the "Meeting name". Under "Basic information", choose the "Date and time" and the "Meeting type": ordinary, extraordinary or universal. Then set the "Attendance method" (in person, online or hybrid), the "Venue" and, if there is a video conference, the link in "Online access (optional)".
- Choose the chair and secretary and how voting works. Choose the "Chair" and the "Secretary". In "When can people vote?" you decide whether voting runs from when the secretary opens it until they close it, or from when the notice is sent until the secretary closes it. In "Attendance proxy" you decide who a shareholder who cannot attend can appoint as proxy.
- Add the documents and the items. With "Add documents" you upload what the shareholders need to be able to consult. Under "Items to vote on", click "Add item" for each one: type the "Item" and, if needed, a "Description", which is the text the shareholder will read. In "Response/voting type" choose "Yes/No/Abst." if it is voted on, or "None" if it is for information only, such as "Any other business". And in "The vote is passed with", the majority required (see the table below).
- Review and click "Save". The general meeting is created as a "Draft".
The majorities Sttok offers#
In "The vote is passed with" you choose one of these options. Sttok uses it to say whether the item is approved or rejected when the general meeting ends. The law and your articles of association take precedence: choose the option that applies to each resolution.
| Option | When it is passed |
|---|---|
| Do not calculate | Sttok does not calculate the result. |
| Simple majority of attendees | More votes for than against among those attending. |
| +50% of the company's capital | More than half of the entire share capital votes in favor. |
| +50% of the capital present, if at least 1/3 of the share capital votes | More than half of the share capital present, provided that at least one third of the share capital votes. |
| Minimum 2/3 of the company's capital | At least two thirds of the entire share capital votes in favor. |
| Simple majority of a class of shares | The majority within a specific class. |
Creating is not convening. While the general meeting is a "Draft", the shareholders receive nothing. The notice goes out when you send it.
What happens next#
- The general meeting appears in the Meetings list with the status "Draft".
- In the Notice tab of the meeting you can upload or change the PDF of the notice with "Replace" and add the "Documents for shareholders": accounts, reports and whatever is going to be voted on. Shareholders consult them from the meeting page.
- The same tab holds the "Communication text", the email the shareholders will receive.
- When it is ready, the notice is sent from the meeting's page, with "Actions" › "Send notice". It is explained in Send the notice of a general meeting.
Frequently asked questions#
Can I change the general meeting after creating it?
Yes. Open the meeting and, under "Actions", click "Edit". If you have already convened it, the shareholders do not receive any automatic notice of the change: you will need to tell them yourself.
What is a universal general meeting?
It is a meeting held without prior notice because all of the share capital is present or represented and everyone agrees to hold it and to its agenda. Your articles of association take precedence. In Sttok it is created like any other, choosing "Universal" as the type.
Can I leave the chair or the secretary unassigned?
Yes, and assign them later with "Edit". But the minutes need them: the secretary is the one who draws them up and the chair signs them together with the secretary.
What if the general meeting is no longer going to be held?
Shareholders do not receive any automatic notice, so you will need to tell them.
Related
- Send the notice of a general meeting When the general meeting is ready, open it and click "Actions" › "Send notice". Sttok shows you which shareholders and representatives it goes to, lets you send yourself a test and sends it with "Send now".
- What the shareholder receives and what they can do Each shareholder receives the notice by email with a link to their page for the general meeting. From there, including on their phone, they appoint a proxy, vote when voting is open and consult the documents.
- Open and close voting With the general meeting convened, switch on "Voting active" on its card in the list so that shareholders can vote from their page, record in the Votes tab the votes of those voting in the room and, when you finish, click "End meeting": voting closes and the result of each item is fixed.