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Shareholder meeting minutes are the official record of what happens during a company's shareholder meetings in Indonesia. They capture key decisions, voting results, and important discussions between shareholders and management. Under Indonesian Company Law (UUPT), these minutes must be prepared by a notary for publicly listed companies.

These records protect both the company and its shareholders by documenting crucial corporate decisions, from dividend distributions to board member appointments. They also serve as legal proof of compliance with governance requirements and help prevent future disputes. Companies must keep these minutes as part of their corporate documentation and file them with the Ministry of Law and Human Rights when required.

Create Shareholder meeting minutes whenever your Indonesian company holds a General Meeting of Shareholders (RUPS), especially for major decisions like changing the board structure, issuing new shares, or approving annual financial statements. For listed companies, a notary must prepare these minutes during every meeting.

Having clear, properly documented minutes becomes essential when seeking regulatory approvals, resolving shareholder disputes, or proving compliance during audits. They're particularly valuable when applying for business licenses, securing funding, or demonstrating good corporate governance to stakeholders. Keep detailed minutes to protect your company's interests and maintain a solid legal foundation for future corporate actions.

• Minutes Of Annual Meeting Of Shareholders: Documents regular yearly meetings covering standard business like financial reports, dividend decisions, and director appointments
• Minutes Of Extraordinary General Meeting: Records special meetings called for urgent matters like major acquisitions, structural changes, or crisis responses
• Shareholder Minutes: Used for smaller-scale meetings and routine decisions, often suitable for private companies with fewer shareholders

• Corporate Secretary: Takes primary responsibility for preparing and maintaining Shareholder meeting minutes, ensuring accurate documentation of all proceedings
• Board of Directors: Reviews and validates the minutes, uses them to implement shareholder decisions and demonstrate accountability
• Notary Public: Must prepare or certify minutes for public companies under Indonesian law, ensuring legal compliance
• Shareholders: Review and approve the minutes, rely on them as proof of their voting decisions and rights
• Regulatory Bodies: Reference these minutes when monitoring corporate compliance and governance standards

• Meeting Details: Gather date, time, location, and list of all attendees with their roles and shareholding percentages
• Agenda Items: Prepare the complete meeting agenda, including all proposals and matters for discussion
• Voting Records: Document precise voting results for each resolution, including abstentions and objections
• Supporting Documents: Collect financial statements, board reports, or any materials presented during the meeting
• Legal Requirements: Ensure compliance with Indonesian Company Law (UUPT) requirements, especially for notarial involvement in public companies
• Signature Requirements: Identify authorized signatories and arrange for proper execution of the minutes

• Meeting Identification: Full company name, meeting type (annual/extraordinary), date, time, and venue details
• Attendance Record: Names and positions of all present shareholders, directors, commissioners, and quorum calculation
• Meeting Agenda: Detailed list of discussion points and proposed resolutions
• Voting Results: Exact count of votes for, against, and abstentions for each resolution
• Formal Declarations: Statement of compliance with notice requirements and meeting procedures
• Signature Block: Signatures of meeting chairman, secretary, and notary (if required)
• Supporting Attachments: Reference to any presented documents or reports

Shareholder meeting minutes are often confused with Board Minutes, but they serve distinct purposes in Indonesian corporate governance. While both document important company decisions, they capture different types of meetings with different participants and legal requirements.

• Meeting Participants: Shareholder meeting minutes record discussions among shareholders and management, while board minutes document meetings of directors only
• Legal Requirements: Shareholder minutes often need notarial certification in Indonesia, especially for public companies. Board minutes typically don't require this formality
• Scope of Decisions: Shareholder minutes cover fundamental company changes like capital increases or mergers, while board minutes focus on operational decisions and strategy
• Regulatory Filing: Major shareholder decisions usually require filing with the Ministry of Law and Human Rights; board decisions rarely do