An Annual General Meeting (AGM) is a crucial event in the corporate governance calendar for companies in Ireland. It provides an opportunity for shareholders to receive information about the company’s performance, ask questions, and make important decisions. Here are the key requirements and practices associated with AGMs:

Legal Requirements

1. Frequency and Timing:
   • Every company is required to hold an AGM each calendar year.
   • The interval between AGMs must not exceed 15 months.
   • A company’s first AGM must be held within 18 months of its incorporation.
2. Notice of Meeting:
   • A minimum of 21 days' notice must be given to all shareholders, unless a shorter period is agreed upon by all members entitled to attend and vote at the meeting.
   • The notice must specify the date, time, venue of the meeting, and the nature of the business to be conducted.
3. Quorum:
   • The company's constitution will typically specify the quorum required for the AGM. If not specified, two members present in person or by proxy usually constitute a quorum.
4. Agenda:
   • Standard items on the agenda include:
     • Approval of the previous AGM’s minutes.
     • Presentation and approval of financial statements.
     • Declaration of dividends.
     • Election or re-election of directors.
     • Appointment or re-appointment of auditors.
     • Directors’ and auditors’ remuneration.
5. Proxies:
   • Shareholders have the right to appoint a proxy to attend, speak, and vote on their behalf at the AGM. The proxy need not be a member of the company.

Conduct of the AGM

1. Chairperson:
   • The chairperson of the board usually presides over the AGM. If they are absent, the company’s constitution typically outlines the procedure for appointing a substitute.
2. Voting:
   • Voting can be conducted by a show of hands or by a poll. A poll may be demanded by shareholders holding a specified percentage of the voting rights.
3. Resolutions:
   • Ordinary resolutions require a simple majority of votes cast.
   • Special resolutions require a 75% majority of votes cast and typically address more significant changes, such as amendments to the company’s constitution.

Reporting and Compliance

1. Minutes:
   • Minutes of the AGM must be recorded and signed by the chairperson. These minutes must be kept as part of the company’s official records.
2. Annual Return:
   • After the AGM, companies must file an annual return with the Companies Registration Office (CRO), including financial statements and other relevant documents approved at the meeting.

Virtual AGMs

1. Electronic Participation:
   • The Companies (Miscellaneous Provisions) (COVID-19) Act 2020 allowed for the holding of AGMs virtually. Companies can continue to hold fully virtual or hybrid AGMs if their constitution permits.
2. Technology:
   • Adequate technology must be provided to ensure that members can participate, speak, and vote electronically.

By adhering to these requirements, companies can ensure that their AGMs are conducted legally and efficiently, fostering transparency and accountability to shareholders. It is advisable for companies to consult legal professionals or corporate governance experts to ensure full compliance with AGM requirements.