Is the Attendance Sheet for a General Meeting (AG) Useful and Mandatory?

An attendance sheet for a General Meeting (GM) is a crucial document often referenced in the organization and execution of GMs. Whether for a board of directors, a company, a property management association, or any other entity, this sheet is essential for documenting participation and ensuring transparency in governance. Here’s everything you need to know about the attendance sheet for a GM, its use, and the advantages of digitizing it.

What is the Purpose of the Attendance Sheet in a General Meeting?

The attendance sheet serves a critical role in a General Meeting, regardless of whether it’s for a company, association, or any other governing body. It records the names and signatures of participants, including those with proxies, ensuring proper documentation of who is attending and who is represented.

Is the Attendance Sheet Mandatory or Just Useful?

Having an attendance sheet allows you to confirm who is participating in the GM and which members are represented by proxy. While it is not always a legal requirement, it can become mandatory if stipulated in the organization’s statutes or internal regulations. In such cases, it is necessary to have this document to proceed with the meeting.

What Should the Attendance Sheet for a General Meeting Include?

Several essential elements must be included for the attendance sheet to have legal validity:

• The names and signatures of all participants.

• The names and signatures of those holding proxies, along with the names of the individuals they represent.

• The total number of present and represented members, as well as the absent members.

It’s important to note that the attendance sheet must be signed by the GM’s president and the meeting’s secretary to be certified. In some cases, scrutineers may also sign.

Remote Participation and the Attendance Sheet

Participants who attend the General Meeting via videoconference can also be listed on the attendance sheet. This is only valid if allowed by the organization’s statutes or internal regulations. In this case, the attendance sheet should explicitly mention the remote participation and include their names accordingly.

Why is the Attendance Sheet So Useful?

Beyond its legal function, the attendance sheet also plays a pivotal role in ensuring the quorum for the meeting.

Ensuring Quorum with the Attendance Sheet

Quorum refers to the minimum number of members that must be present for the GM to be valid. Even though quorum is not always legally required, it can still be enforced by the organization’s statutes or internal regulations.

If the quorum isn’t reached at any point during the meeting, whether due to early departures or late arrivals, the meeting should be adjourned, and decisions made without quorum will be invalid.

Note: The quorum also includes individuals present by proxy.

‍

Possible Voting Cancellation Without the Attendance Sheet

The attendance sheet also serves as proof that quorum was met during the General Meeting. Without this document, challenges to the validity of the meeting and its decisions can arise. The presence of irregularities in the attendance sheet could lead to the annulment of the meeting and the decisions made during it.

The Benefits of Digitizing the Attendance Sheet

While traditionally on paper, the attendance sheet offers significant advantages when digitized. In face-to-face meetings, participants sign next to their name on the list. However, this process can be time-consuming, especially with large numbers of participants.

With digital solutions like Voteer, participants receive a QR code, which they can scan upon entering the meeting, automatically generating the attendance sheet. Proxies can also be recorded under a single QR code, saving time.

For virtual or hybrid meetings, this functionality can be integrated into video conferencing software like Teams, Zoom, or Webex, and the attendance sheet is generated automatically.

‍

Frequently Asked Questions About the General Meeting Attendance Sheet

Here are answers to some of the most common questions regarding the attendance sheet: