Hallituksen kokous, pöytäkirja (englanniksi)

Hallituksella on yleistoimivalta yhtiön johtamisessa

Hallitus muodostaa osakeyhtiön ylimmän johdon. Hallituksella on niin sanottu yleistoimivalta – toimivalta tietyn päätöksen tekemiseen kuuluu hallitukselle, jollei se lain tai yhtiöjärjestyksen mukaan kuulu yhtiökokoukselle.

Hallituksen tärkeimpänä tehtävänä pidetään monesti toimitusjohtajan valitsemista, mutta tyypillisesti se osallistuu myös esimerkiksi strategian suunnitteluun.

Kokouksista on laadittava ja arkistoitava pöytäkirjat

Osakeyhtiön hallituksen kokouksesta on laadittava pöytäkirja, johon kirjataan kokouksessa tehdyt päätökset. Pöytäkirjat tulee myös arkistoida. Velvoite on lakisääteinen, mutta laadukkaat pöytäkirjat ovat muutoinkin eduksi. Ensinnäkin asianmukaisesti laaditut pöytäkirjat todistavat riidattomasti, mitä kokouksissa on päätetty. Toisekseen ne antavat ammattimaisen kuvan yrityksen johtamisesta esimerkiksi rahoitusta tai yritysostajaa etsittäessä. Sopimuskoneen älykäs pöytäkirjapohja auttaa sinua laadukkaan lopputuloksen saavuttamisessa.

Miten Sopimuskoneen hallituksen pöytäkirjamalli toimii?

Sopimuskone sisältää yritysjuridiikan ammattilaisten laatimat mallisisällöt kymmeniin eri asiakohtiin, joista hallitus tyypillisesti päättää. Voit valita omaan pöytäkirjaasi mallikirjaukset esimerkiksi lainan ottamisesta, osakeannin ehdottamisesta yhtiökokoukselle, toimitusjohtajan valinnasta tai prokuristin nimeämisestä.

Sopimuskone ohjeistaa sinua eri kohtien merkityksestä ja muotoilee antamiesi lisätietojen perusteella mallikirjauksiamme juuri sinun tilanteeseesi sopivaksi. Voit myös muokata mallikirjauksia tai kirjoittaa kokonaan omia kohtiasi. Kysymyksessä ei ole siis yksittäinen pöytäkirjapohja tai lomake, vaan älykäs pöytäkirjapohja, joka muuntuu valintojesi mukaan ja joka helpottaa sinua hallintosi hoitamisessa. Lopputuloksena syntyy siisti, allekirjoitusvalmis asiakirja.

Tämä pöytäkirjapohja on englanniksi. Sopimuskoneessa on erikseen tarjolla myös suomenkielinen versio.


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Board Meeting, Minutes

Competence of the board of directors

The board of directors forms the highest level of management in a limited liability company. The board has what is known as general jurisdiction – jurisdiction for making a specific decision belongs to the board of directors unless it has been specifically assigned to the general meeting. Appointing the managing director is often considered the board’s most important task.

In a small company, the board of directors will often be equal to the management; however, the legal jurisdiction of the board is good to bear in mind. The role of the board grows as the company grows in size or external investors are involved.

Minutes must be taken and archived

Minutes must be taken for the meeting of a limited liability company’s board of directors that record the decisions taken at the meeting. The minutes must also be archived. These obligations are statutory; however, tidy, high-quality minutes also give a professional impression of the company’s management during investment negotiations, for example. Secondly, appropriate minutes will demonstrate beyond any doubt what was decided in the meetings.

Standard clauses based on the Limited Liability Companies Act

Using Sopimustieto, you can create high-quality, valid meeting minutes in only 5–10 minutes. We offer standard clauses for dozens of different decision-making scenarios, such as processing the financial statements, taking out loans and organising share issues. Our minutes template takes into account the limitations set by the legislation on the operation of a limited liability company. On the other hand, you can freely modify the contents of the minutes to suit your needs.

Sopimustieto contains standard clauses for nearly 30 different decision types

Company management

  • Appointment of the managing director
  • Issuing or withdrawing a procuration
  • Election of the chairperson of the board
  • Proposal for the remuneration of the board members*
  • Proposal for the number of board members*
  • Proposal for the board members*

Financial statements

  • Processing and adopting the financial statements
  • Amending the depreciation plan in the accounting
  • Proposal for the auditor*
  • Proposal for the remuneration for the auditor*

Distribution of assets

  • Proposal for measures taken in relation to profit or loss (using the profit shown on the balance sheet, which needs to be decided on at the ordinary general meeting)*
  • Proposal for the return of capital from the invested unrestricted equity fund (alternatively, a direct decision on returning the assets if the general meeting has authorised the board to do this)*

Financing

  • Opening a bank account in the company’s name
  • Taking out a loan or a bank guarantee
  • Taking out a credit facility or financing facility or raising the limit on an existing one
  • Receiving an investment in the invested unrestricted equity fund

Share issue

  • Proposal for a share issue (including directed share issues, against payment and free of charge)*
  • Direct decision on a share issue if the general meeting has authorised the board for this
  • Proposal for authorising the board of directors to decide on a share issue (“authorisation for share issue”)*

Option rights to shares

  • Proposal for the issuing of options*
  • Direct decision on issuing options if the general meeting has authorised the board for this
  • Proposal for authorising the board of directors to decide on the issuance of options (“authorisation for options”)*

Acquisition of own shares

  • Proposal on the acquisition of own shares (may also be directed)*
  • Direct decision on the acquisition of own shares if the general meeting has authorised the acquisition
  • Proposal for authorising the board of directors to decide on a purchase of own shares*

Other decision-making

  • Proposal for an amendment of the articles of association*
  • Convening the general meeting

*Board of directors’ proposal to the general meeting which makes the final decision

Utilise the possibilities of shortcuts

Sopimustieto’s strength lies in that you can create meeting minutes with a few clicks of the mouse. Our precisely developed standard clauses adapt to your situation. This is not a traditional single template or form template, but a modern technology that includes terms and standard content from thousands of different templates.

Our corporate clients have used our versatile minutes template to create more than 2,000 minutes from board meetings.

Avoid the paperwork

Minutes are signed with a phone and automatically stored on your agreement account; folders, pens and printers are no longer required.

Who will sign the minutes?

The minutes from a board meeting are signed by the chairperson of the meeting and, if the board has several members, at least one member elected from the board.

How does the minutes template in Sopimustieto actually work?

  1. Use our list to choose the decision the board is making (e.g. proposal for a directed share issue).

  2. Item by item, Sopimustieto will ask you further questions, and the text for your minutes will be automatically formatted on the basis of your response (in a share issue, for example, the number of issued shares, their price and the subscribers; the weighty financial reason for the issue as required by law; the subscription period for the shares)

  3. At different points, Sopimustieto will advise you based on the legislation regarding what the general meeting should take into account in the records (in a share issue decision, for example, a reminder that you need to separately mention the funds being recognised in the invested unrestricted equity fund, if you do not want to raise the share capital)

  4. Once the minutes are complete, the parties of your choosing will sign it electronically using their smartphones or computers

  5. The minutes are automatically archived on your company’s agreement account, which you can later easily access from your computer or phone