1. Document Control
Item Details Document Name AGM Minutes Template Document Code NeftalyD018-01 Related Policy NeftalyP018-8-3 Department Corporate Governance & Administration Approved By Board of Directors Version 1.0 Effective Date 08 May 2026 Review Date 11 May 2026 Classification Official
2. Purpose
The purpose of this AGM Minutes Template is to provide a standardised structure for recording the proceedings, discussions, decisions, resolutions, and action items arising from the Annual General Meeting (AGM) of Neftaly.
The template supports governance accountability, legal compliance, institutional memory, and effective follow-up of AGM resolutions.
3. Scope
This template applies to:
Annual General Meetings (AGMs)
Extraordinary General Meetings (EGMs)
Shareholder Meetings
Member Governance Meetings
Board-led Annual Governance Sessions
4. Meeting Information
Field Information Meeting Title DYP AGM Meeting Reference Number NeftalyD018-01 Meeting Type Annual GM Date 29 May 2026 Time 12:30-13:30 Venue 6863 Peach Road, Diepsloot Ext 10, Diepsloot, 2189 Virtual Platform (if applicable) Neftaly App Chairperson Mr. Johannes Mputla Secretariat Officer Ms. Mary Malebe
5. Attendance
5.1 Participants Present
No. Full Name Position/Role Organisation/Department Signature 1 2 3 4 5
5.2 Apologies
No. Full Name Position/Role Reason for Absence 1 2 3
5.3 Quorum Confirmation
Field Information Quorum Requirement Met Yes / No Verified By __________________________ Verification Time __________________________
6. Meeting Proceedings
Agenda Item 1: Opening and Welcome
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 2: Attendance and Apologies
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 3: Confirmation of Previous AGM Minutes
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 4: Matters Arising
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 5: CEO/Executive Report
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 6: Financial Report Presentation
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 7: Auditor’s Report
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 8: Governance and Compliance Report
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 9: Elections/Appointments (if applicable)
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 10: Strategic Plans and Resolutions
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 11: General Discussions
Discussion Summary
Decisions/Resolutions
Action Items
Action Responsible Person Deadline
Agenda Item 12: Closing Remarks
Discussion Summary
Decisions/Resolutions
7. AGM Resolutions Register
Resolution Number Resolution Description Approved/Rejected Responsible Person Due Date Status 1 2 3 4 5
8. Voting Outcomes (if applicable)
Motion/Resolution Votes For Votes Against Abstentions Outcome
9. Key Risks and Governance Concerns
Risk/Concern Impact Mitigation Action Responsible Person
10. Next Meeting Information
Field Information Proposed Next Meeting Date TBC Proposed Venue TBC Proposed Chairperson TBC
11. Secretariat Certification
I hereby certify that these minutes accurately reflect the proceedings and decisions of the AGM.
Field Information Secretariat Officer Name Ms. Mary Malebe Signature M. Malebe Date 26 May 2026
12. Chairperson Approval
I hereby approve these AGM minutes as an accurate record of the meeting proceedings.
Field Information Chairperson Name Mr. Clifford Legodi Signature M. Legodi Date 26 May 2026
13. Record Management
Record Type Retention Period Responsible Office AGM Minutes Permanent Board Secretariat Resolutions Register Permanent Governance Office Voting Records 5 Years Secretariat Attendance Records 5 Years Governance Office
14. Annexures
Annexure B: AGM Agenda
Annexure C: Financial Statements TBC
Annexure D: Auditor’s Report TBC
Annexure E: Governance Compliance Report TBC
Annexure F: Voting Records and Proxy Forms TBC
Leave a Reply
You must be logged in to post a comment.