Ylimääräinen yhtiökokous, pöytäkirja (englanniksi)

Ylimääräinen yhtiökokous pidetään vain erityisestä syystä

Osakkeenomistajat käyttävät osakeyhtiössä päätösvaltaansa yhtiökokouksessa. Vuosittain pidettävästä varsinaisesta yhtiökokouksesta poiketen ylimääräinen yhtiökokous pidetään vain erityisestä syystä. Kokous on kutsuttava koolle esimerkiksi tilanteessa, jossa hallitus katsoo sen aiheelliseksi tai tilintarkastaja sitä vaatii. Ylimääräisen yhtiökokouksen menettelysäännöt ovat samat kuin varsinaisessa yhtiökokouksessa.

Pöytäkirjat on laadittava ja arkistoitava

Ylimääräisestä yhtiökokouksesta on laadittava pöytäkirja, johon merkitään kokouksessa tehdyt päätökset ja äänestysten tulokset. Pöytäkirjat on arkistoitava, ja niiden tulee olla osakkeenomistajien saatavilla kahden viikon kuluessa kunkin kokouksen pitämisestä. Velvoite on lakisääteinen, mutta laadukkaat ja siistit pöytäkirjat antavat ammattimaisen kuvan yrityksen johtamisesta myös esimerkiksi yritystä myytäessä.

Sopimuskone tekee pöytäkirjan lähes puolestasi

Sopimuskoneen pöytäkirjamalli sisältää juristiemme laatimat mallisisällöt kymmeniin eri tilanteisiin, joista ylimääräisissä yhtiökokouksissa tavanomaisesti päätetään. Voit hiirenklikkauksin valita omaan pöytäkirjaasi kirjaukset esimerkiksi SVOP-rahaston jakamisesta, osakeannista, omien osakkeiden hankkimisesta tai optioista. Tämä pöytäkirjamalli on englanniksi. Vastaavan sisältöinen pöytäkirjamalli on tarjolla palvelussa erikseen myös suomeksi.

Sopimuskone esittää sinulle valitsemiisi kohtiin liittyen jatkokysymyksiä, joiden pohjalta se hioo mallikirjaukset vielä paremmiksi. Tarjolla on myös ohjeistusta eri vaihtoehtojen merkityksestä. Kysymys ei ole siis yksittäisestä pöytäkirjasta tai lomakepohjasta, vaan älykkäästä pöytäkirjapohjasta, joka muuntuu valintojesi mukaan ja jonka avulla laadit allekirjoitusvalmiin pöytäkirjan helpommin.


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Extraordinary General Meeting, Minutes

An extraordinary general meeting is held when necessary

Shareholders exercise their decision-making powers at the general meeting. In a limited liability company, an extraordinary general meeting must be held when the board deems it necessary or when required by an auditor, for example. The rules of procedure for an extraordinary general meeting are the same as those for the ordinary general meeting.

Minutes must be taken and archived

Minutes must be taken for the extraordinary general meeting that record the decisions taken at the meeting and the results of the votes. The minutes must be archived, and they must be available to the shareholders within two weeks from each meeting. Tidy, high-quality minutes also give a professional impression of the company’s management during investment negotiations, for example.

Sopimustieto contains standard clauses based on the Limited Liability Companies Act

Sopimustieto offers standard clauses for taking minutes from dozens of different decision-making situations, such as the amendment of the articles of association, share issues and return of capital from the invested unrestricted equity fund. This standard content is based on the provisions of the Limited Liability Companies Act. If you want, you can also freely edit the contents in the meeting minutes according to your needs.

Speed up taking the minutes by up to 10x by using the quick selections

Using Sopimustieto, you can create minutes that are ready for signing with only a few clicks of the mouse. In Sopimustieto, standard statements developed by experts in business law change according to the choices you make. This is not a traditional, single document or form template; it is a new technology that contains the terms and standard contents of thousands of different templates.

Our clients have used our versatile minutes template to take minutes from over 1,000 general meetings.

Our document template includes standard content for more than 20 different decision types

** Interim financial statements**

  • Processing and adopting the interim financial statements
  • Election of auditor
  • Remuneration for the auditor

Distribution of assets from the company

  • Measures taken with relation to profit or loss (distribution of dividend)
  • Return of capital from the invested unrestricted equity fund

Company management

  • Deciding to discharge the management from liability
  • Remuneration of the board members
  • Number of board members
  • Election of the board members

Acquisition of own shares

  • Acquisition of own shares (may also be a directed repurchase of own shares)
  • Authorising the board of directors to decide on the acquisition of own shares
  • Redemption of own shares

Share issues

  • Share issue (against payment or free of charge)
  • Directed share issue (against payment or free of charge)
  • Authorising the board of directors to decide on a share issue (“authorisation for share issue”)

Option rights to shares

  • Issue of option rights
  • Authorising the board of directors to decide on the issuance of option rights (“authorisation for options”)

Other decision-making

  • Amendment of the articles of association
  • Change of accounting period
  • Placing the company in liquidation

This is how the general meeting proceeds in general

  1. The meeting is opened by a person appointed by its convener (usually the board of directors).

  2. Those present elect a chairperson for the meeting, unless otherwise stipulated by the articles of association. The chairperson of the meeting draws up the list of votes that records the shareholders present at the meeting and their numbers of shares and votes. Sopimustieto’s minutes template contains a functionality for drawing up a list of votes. The chairperson is also responsible for taking the minutes.

  3. In principle, the general meeting may only decide on matters that are mentioned in the notice of the meeting or that must be processed by the meeting according to the articles of association.

  4. If there is no unanimity on a decision, it will be voted on. The decision of the ordinary general meeting will be the proposal supported by more than half of the votes given at the meeting, unless the matter requires a qualified majority of 2/3 under the Limited Liability Companies Act (e.g. amendment of the articles of association, directed share issue). Specific amendments of the articles of association also require consent from the shareholders whose interests are directly affected by the decision (e.g. adding a payment obligation towards the company).

  5. The minutes must be signed and archived, and they must be available to the shareholders within two weeks from the meeting.

Who will sign the minutes for the general meeting?

At a minimum, the minutes must be signed by the chairperson of the meeting and one of the scrutineers of the minutes.

How do I use Sopimustieto to take minutes for the extraordinary general meeting?

  1. At the beginning of the template minutes, select the matter that the general meeting is deciding on (e.g. directed share issue).

  2. Item by item, Sopimustieto will ask you further questions, and the text of your minutes will be automatically formatted on the basis of your response (in a directed 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 Limited Liability Companies Act regarding what the general meeting should take into account in its decision-making (in a share issue decision, for example, a separate entry that the funds are recognised in the invested unrestricted equity fund, if the meeting does 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 document is automatically archived on your company’s Agreement Account which you can instantly access on your computer or phone