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	Internal

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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.

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3. Scope

This template applies to:

• Annual General Meetings (AGMs)
• Extraordinary General Meetings (EGMs)
• Shareholder Meetings
• Member Governance Meetings
• Board-led Annual Governance Sessions

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4. Meeting Information

Field	Information
Meeting Title	SayPro AGM
Meeting Reference Number	NeftalyD018-01
Meeting Type	AGM / EGM / Annual Governance Session
Date	29 May 2026
Time	13:30
Venue	Diepsloot Ext 10, Peach Road 6863
Virtual Platform (if applicable)	Neftaly App
Chairperson	Mr Johannes Mputla
Secretariat Officer	Ms Mary Malebe

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5. Attendance

5.1 Participants Present

No.	Full Name	Position/Role	Organisation/Department	Signature
1
2
3
4
5

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5.2 Apologies

No.	Full Name	Position/Role	Reason for Absence
1
2
3

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5.3 Quorum Confirmation

Field	Information
Quorum Requirement Met	Yes / No
Verified By	__________________________
Verification Time	__________________________

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6. Meeting Proceedings

Agenda Item 1: Opening and Welcome

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 2: Attendance and Apologies

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 3: Confirmation of Previous AGM Minutes

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 4: Matters Arising

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 5: CEO/Executive Report

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 6: Financial Report Presentation

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 7: Auditor’s Report

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 8: Governance and Compliance Report

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 9: Elections/Appointments (if applicable)

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 10: Strategic Plans and Resolutions

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 11: General Discussions

Discussion Summary

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Decisions/Resolutions

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Action Items

Action	Responsible Person	Deadline

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Agenda Item 12: Closing Remarks

Discussion Summary

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Decisions/Resolutions

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7. AGM Resolutions Register

Resolution Number	Resolution Description	Approved/Rejected	Responsible Person	Due Date	Status
1
2
3
4
5

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8. Voting Outcomes (if applicable)

Motion/Resolution	Votes For	Votes Against	Abstentions	Outcome

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9. Key Risks and Governance Concerns

Risk/Concern	Impact	Mitigation Action	Responsible Person

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10. Next Meeting Information

Field	Information
Proposed Next Meeting Date	__________________________
Proposed Venue	__________________________
Proposed Chairperson	__________________________

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11. Secretariat Certification

I hereby certify that these minutes accurately reflect the proceedings and decisions of the AGM.

Field	Information
Secretariat Officer Name	Mary Malebe
Signature	M Malebe
Date	29 May 2026

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12. Chairperson Approval

I hereby approve these AGM minutes as an accurate record of the meeting proceedings.

Field	Information
Chairperson Name	__________________________
Signature	__________________________
Date	__________________________

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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

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14. Annexures

Annexure A: Attendance Register

Annexure B: AGM Agenda

Annexure C: Financial Statements (TBC)

Annexure D: Auditor’s Report (TBC)

Annexure E: Governance Compliance Report

Annexure F: Voting Records and Proxy Forms