Document Control
| Item | Details |
|---|---|
| Document Name | AGM Agenda Template |
| Document Code | NeftalyT018-01 |
| Related Policy | NeftalyP018-8-5 |
| Department | Corporate Governance & Administration |
| Approved By | Board of Directors |
| Version | 1.0 |
| Effective Date | 08 May 2026 |
| Review Date | 11 May 2026 |
| Classification | Official |
Purpose
The purpose of this AGM Agenda Template is to provide a structured and standardised format for planning, organising, and conducting the Annual General Meeting (AGM) of Neftaly.
The agenda ensures:
- Effective governance and orderly meeting proceedings
- Compliance with organisational and legal requirements
- Clear allocation of discussion items and responsibilities
- Proper decision-making and resolution tracking
- Transparency and accountability during AGM proceedings
Scope
This template applies to:
- Annual General Meetings (AGMs)
- Extraordinary General Meetings (EGMs)
- Shareholder meetings
- Member governance sessions
- Annual board governance reviews
- Strategic governance consultations
Meeting Information
| Field | Information |
|---|---|
| Meeting Title | DYP AGM Agenda |
| Meeting Reference Number | NeftalyT018-01 |
| Meeting Type | AGM |
| Date | 29 May 2026 |
| Time | 12:30- 13:30 |
| Venue | 6863 Peach Road, Diepsloot Ext 10, Diepsloot, 2189 |
| Virtual Platform/Link | Neftaly App |
| Chairperson | Mr. Johannes Mputla |
| Secretariat Officer | Ms. Mary Malebe |
| Organising Department | Diepsloot Youth Project |
AGM Agenda Schedule
| Item No. | Agenda Item | Presenter/Responsible Person | Time Allocation | Supporting Documents |
|---|---|---|---|---|
| 1 | Opening and Welcome | Chairperson | ||
| 2 | Confirmation of Attendance and Apologies | Secretariat | ||
| 3 | Quorum Confirmation | Secretariat | ||
| 4 | Adoption of Agenda | Chairperson | ||
| 5 | Confirmation of Previous AGM Minutes | Chairperson | ||
| 6 | Matters Arising from Previous Minutes | Board/Management | ||
| 7 | Chairperson’s Report | Chairperson | ||
| 8 | CEO/Executive Management Report | CEO/Executive Team | ||
| 9 | Financial Statements Presentation | Finance Department | ||
| 10 | Auditor’s Report | External Auditor | ||
| 11 | Governance and Compliance Report | Governance Office | ||
| 12 | Strategic Plan Review | Board/Strategy Unit | ||
| 13 | Elections/Appointments (if applicable) | Electoral Committee | ||
| 14 | Approval of Resolutions | Participants | ||
| 15 | Stakeholder Discussions and Questions | All Participants | ||
| 16 | Any Other Business (AOB) | Chairperson | ||
| 17 | Closing Remarks | Chairperson |
Detailed Agenda Notes
Agenda Item 1: Opening and Welcome
Objective
Key Discussion Points
Expected Outcome
Agenda Item 2: Confirmation of Attendance and Apologies
Objective
Key Discussion Points
Expected Outcome
Agenda Item 3: Quorum Confirmation
Objective
Key Discussion Points
Expected Outcome
Agenda Item 4: Adoption of Agenda
Objective
Key Discussion Points
Expected Outcome
Agenda Item 5: Confirmation of Previous AGM Minutes
Objective
Key Discussion Points
Expected Outcome
Agenda Item 6: Matters Arising from Previous Minutes
Objective
Key Discussion Points
Expected Outcome
Agenda Item 7: Chairperson’s Report
Objective
Key Discussion Points
Expected Outcome
Agenda Item 8: CEO/Executive Management Report
Objective
Key Discussion Points
Expected Outcome
Agenda Item 9: Financial Statements Presentation
Objective
Key Discussion Points
Expected Outcome
Agenda Item 10: Auditor’s Report
Objective
Key Discussion Points
Expected Outcome
Agenda Item 11: Governance and Compliance Report
Objective
Key Discussion Points
Expected Outcome
Agenda Item 12: Strategic Plan Review
Objective
Key Discussion Points
Expected Outcome
Agenda Item 13: Elections/Appointments (if applicable)
Objective
Key Discussion Points
Expected Outcome
Agenda Item 14: Approval of Resolutions
Objective
Key Discussion Points
Expected Outcome
Agenda Item 15: Stakeholder Discussions and Questions
Objective
Key Discussion Points
Expected Outcome
Agenda Item 16: Any Other Business (AOB)
Objective
Key Discussion Points
Expected Outcome
Agenda Item 17: Closing Remarks
Objective
Key Discussion Points
Expected Outcome
Supporting Documentation Checklist
| Document | Attached |
|---|---|
| AGM Notice | Yes |
| Attendance Register | Yes |
| Previous AGM Minutes | Yes |
| Financial Statements | TBC |
| Auditor’s Report | TBC |
| Governance Report | Yes |
| Strategic Plan Documents | TBC |
| Proxy Forms | No |
| Voting Procedures | Yes |
| Resolution Register | TBC |
Time Management and Meeting Controls
| Control Area | Requirement |
|---|---|
| Start Time Compliance | Meeting must begin on time |
| Quorum Verification | Required before official proceedings |
| Agenda Adherence | Chairperson to maintain schedule |
| Speaking Time Limits | Applied where necessary |
| Resolution Recording | Secretariat responsible |
| Voting Management | Conducted according to governance procedures |
Governance and Compliance Requirements
The AGM agenda process shall comply with:
- Corporate governance frameworks
- Organisational constitution and bylaws
- Applicable company and nonprofit legislation
- Financial reporting obligations
- Audit and accountability standards
Risk and Contingency Planning
| Potential Risk | Mitigation Action |
|---|---|
| Lack of quorum | Reschedule according to governance rules |
| Technical issues during virtual meeting | Backup communication platforms |
| Delayed presentations | Time monitoring by secretariat |
| Missing documentation | Pre-meeting document verification |
| Voting disputes | Apply approved voting procedures |
Approval Section
Prepared By
| Field | Information |
|---|---|
| Name | Ms. Mary Malebe |
| Position | Neftaly Kingdom Royal Committee Sectretary |
| Signature | M. Malebe |
| Date | 29 May 2026 |
Reviewed By
| Field | Information |
|---|---|
| Name | Mr. Clifford Legodi |
| Position | Neftaly Kingdom Royal Committee Chairperson |
| Signature | C. Legodi |
| Date | 29 May 2026 |
Approved By
| Field | Information |
|---|---|
| Name | Mr. Clifford Legodi |
| Position | Neftaly Kingdom Royal Committee Chairperson |
| Signature | C. Legodi |
| Date | 29 May 2026 |
Record Management
| Record Type | Retention Period | Responsible Office |
|---|---|---|
| AGM Agendas | 5 Years | Governance Office |
| Agenda Supporting Documents | 5 Years | Secretariat |
| Resolution Schedules | Permanent | Board Secretariat |
| Meeting Schedules | 5 Years | Administration Office |
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