| Item | Details |
|---|---|
| Document Name | AGM Notice Form |
| Document Code | NeftalyF018-01 |
| Related Policy | NeftalyP018-8-1 |
| 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 Notice Form is to formally notify shareholders, members, directors, stakeholders, and invited participants of the upcoming Annual General Meeting (AGM) of Neftaly. The form ensures compliance with governance requirements, promotes transparency, and supports proper meeting preparation and participation.
Scope
This form applies to:
- Board members
- Shareholders
- Members and partners
- Executive management
- Auditors
- Stakeholders invited to attend the AGM
- Corporate governance administrators
AGM Notice Information
4.1 General Meeting Details
| Field | Information |
| AGM Reference Number | NeftalyF018-01 |
| Date of Notice Issue | 08 May 2026 |
| AGM Date | 29 May 2026 |
| AGM Time | 12:30-13:30 |
| AGM Venue | 6863 Peach Road, Diepsloot Ext 10, Diepsloot, 2189 |
| Virtual Meeting Link (if applicable) | Neftaly App |
| Meeting Type | Physical and Virtual |
| Meeting Chairperson | Mr. Johannes Mputla |
| Company/Organisation Name | Diepsloot Youth Project |
Notice Statement
Official AGM Notice
This notice serves to formally inform all eligible participants that the Annual General Meeting (AGM) of Neftaly will be held on the date and time indicated above.
Participants are requested to attend and participate in discussions, voting processes, governance reviews, financial presentations, and strategic planning activities relevant to the organisation.
All participants are advised to confirm attendance within the required response period.
AGM Agenda Overview
| Item No. | Agenda Item | Presenter/Responsible Person |
| 1 | Opening and Welcome | Chairperson |
| 2 | Attendance and Apologies | Secretariat |
| 3 | Confirmation of Previous AGM Minutes | Chairperson |
| 4 | Matters Arising | Board |
| 5 | CEO/Executive Report | Chief Executive Officer |
| 6 | Financial Report Presentation | Finance Department |
| 7 | Auditor’s Report | External Auditor |
| 8 | Governance and Compliance Report | Governance Office |
| 9 | Elections/Appointments (if applicable) | Electoral Committee |
| 10 | Strategic Plans and Resolutions | Board |
| 11 | General Discussions | Participants |
| 12 | Closing Remarks | Chairperson |
Attendance Confirmation Section
Participant RSVP
| Field | Information |
| Full Name | __________________________ |
| Organisation/Department | __________________________ |
| Position/Title | __________________________ |
| Contact Number | __________________________ |
| Email Address | __________________________ |
| Attendance Status | Attending / Not Attending |
| Participation Mode | Physical / Virtual |
| Proxy Representative (if applicable) | __________________________ |
| Special Requirements | __________________________ |
Voting and Representation
8.1 Voting Eligibility
Participants eligible to vote at the AGM must:
- Be officially registered members/shareholders
- Meet governance eligibility requirements
- Submit proxy documentation where applicable
- Be recorded in the attendance register
8.2 Proxy Representation
Participants unable to attend may appoint an authorised proxy representative in accordance with organisational governance rules.
| Proxy Details | Information |
| Proxy Holder Name | __________________________ |
| Proxy Holder Contact | __________________________ |
| Proxy Authorization Attached | No |
Documentation Checklist
The following documents should accompany the AGM Notice where applicable:
| Document | Attached |
| AGM Agenda | Yes |
| Previous AGM Minutes | Yes |
| Financial Statements | TBC |
| Auditor’s Report | TBC |
| Governance Reports | Yes |
| Proxy Forms | No |
| Strategic Plan Documents | TBC |
| Voting Procedures | Yes |
Communication and Distribution
Distribution Methods
The AGM Notice may be distributed through:
- Email notifications
- Registered mail
- Internal governance systems
- Official company website/portal
- SMS or digital alerts
- Physical hand delivery
Distribution Tracking
| Recipient Name | Method Sent | Date Sent | Confirmation Received |
Compliance Requirements
The AGM Notice process must comply with:
- Company governance policies
- Applicable corporate legislation
- Shareholder and member rights regulations
- Organisational constitution and bylaws
- Financial and audit reporting obligations
Confidentiality and Data Protection
All AGM-related records and participant information shall:
- Be securely maintained
- Be accessed only by authorised personnel
- Comply with applicable data protection regulations
- Be retained according to governance retention schedules
Approval Section
| Approval Role | Name | Signature | Date |
| Prepared By | Linah Ralepelle | L. Ralepelle | 08 May 2026 |
| Reviewed By | Mary Malebe | M. Malebe | 11 May 2026 |
| Approved By | Johannes Mputla | J. Mputla | 11 May 2026 |
Secretariat Confirmation
I hereby confirm that the AGM Notice has been prepared and distributed according to the approved governance procedures of Neftaly.
| Field | Information |
| Secretariat Officer Name | Mary Malebe |
| Signature | M. Malebe |
| Date | 11 May 2026 |
Record Management
| Record Type | Retention Period | Responsible Office |
| AGM Notices | 5 Years | Governance Office |
| Attendance Registers | 5 Years | Secretariat |
| Proxy Forms | 5 Years | Governance Office |
| AGM Minutes | Permanent | Board Secretariat |
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