Measures that private companies may adopt in holding general meetings
(1) Hybrid meetings
General meetings can be conducted through face to face together with electronic means like tele-conferencing or video- conferencing.
Section 584 of the Companies Ordinance (Cap. 622) permits the holding of general meetings at 2 or more places with the use of technology which enables members to communicate and cast votes subject to the provisions of the Company’s articles of association.
(2) Pre-registration and proxy voting
To better manage the number of members that may attend the meeting, companies may consider requesting members to pre-register if they (or their proxies) wish to attend the meeting in person.
Companies may also encourage members to vote by proxy, or by electronic modes of voting if practicable, and to submit their questions to management in writing before the meeting.
Pursuant to section 576 of the Companies Ordinance, if a general meeting is to be held at 2 or more places, the principal place of the meeting and the other meeting places must be specified in the Notice of Meeting.
Under section 585(3) of the Companies Ordinance, where a company has more than 1 member, subject to the provisions of the company’s articles of association, 2 members present in person or by proxy is a quorum of a general meeting of the company.
The right to appoint a proxy and the procedures relating to the appointment of proxies are stipulated in sections 596 to 608 of the Companies Ordinance (Subdivision 9 of Division 1 of Part 12).
Restrictions of no. of attendees at face to face meetings
Companies should restrict the number of attendees at an one venue of face-to face general meetings as far as practicable to achieve social distancing.
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