various meetings

1. GURUMOORTHI V
ASST. PROFESSOR
COMPANY MEETINGS

2. COMPANY MEETINGS
 Meeting may be defined as assembly of people for a
lawful purpose or the coming together of at least two
persons for the same reason. A company meting
may be defined as a concurrence or coming together
of at least a quorum of members in order to transact
either the ordinary or special business of the
company.

3. TYPES OF MEETINGS

4. I. GENERAL MEETINGS
 STATUTORY MEETING
 Every company limited by shares and every company limited
by guarantee and having a share capital shall within a period of
not less than one month and not more than six months from
the date at which the company is entitled to commence
business, hold a general meeting of the members of the
company. Such a meeting can be called as the statutory
meeting [sec 165(1)]. This meeting is held once during the life
time of the company.

5. CONTI…
 STATUTORY REPORT
1. The total number of shares allotted distinguishing those allotted as fully or partly paid
up otherwise than in cash and stating in the case of shares partly paid up the extent to
which they are So paid up and in either case the consideration for which they have
been allotted.
2. The total amount of cash received by the company in respect of all the shares allotted.
3. Abstract of receipts and payments made there at up to a date within seven days of the
date of the report and an account or estimate of the preliminary expenses.
4. Names, addresses and occupations of its directors and auditors and also of its manager
and secretary if any and the changes which have occurred since the date of the
incorporation.
5. The particulars of any contract and the modification or the proposed modification of
any contract which is to be submitted for the approval of the members at the meeting.
6. The extent to which the underwriting contracts have not been carried out and the
reasons therefore.
7. The arrears, if any, due on calls from any director and the manager.
8. The particulars of any commission or brokerage paid or to be paid to any director or to
the manager in connection with the issue or sale of shares or debentures of the
company.

6. Secretary Duties:
 Before the Meeting:
 Preparation of the statutory report.
 Certification of the report.
 Printing and forwarding of the statutory report and notices.
 Filing of the copy of the statutory report with the Registrar.
 Drawing up the agenda of the meeting.
 Preparation of the list of the meeting.
 Necessary arrangement for holding the meeting.
 At the meeting:
 Secure attendance of the members.
 Receive the directors and make them comfortable.
 Ascertain the requisite quorum.
 Take the notes of the proceedings.
 After the meeting:
 Prepare the minutes of the proceedings.
 Record the minutes and get approved by the chairman and signed by him within 30 days of the
meeting.
 Carry out the instructions of the Board.

7. ANNUAL GENERAL MEETING
 Every company must in each year hold in addition to any
other meeting, an annual general meeting. The notice
convening the meeting must specify that it is a notice of
the annual general meeting.
 The first annual general meeting must be
held within 18 months from the date of incorporation. In
that case, the company is not required to hold an annual
general meeting in the year of incorporation or in the
following year. Thereafter it must be held in each year
and there shall not be a gap of more than 15 months
between two annual general meetings.

8. Secretary Duties
 Before the Meeting:
 Preparation, authentication and audit of accounts.
 Printing and issue of notices and reports.
 Preparation of certain documents.
 Preliminary work of dividend distribution.
 Receiving proxies.
 Press report of the proceedings.
 Seating arrangements.
 At the Meeting:
 Help the chairman.
 Read the notice convening the meeting.
 Read the auditors report.
 Take notes of the proceedings.
 After the Meeting:
 Draft the minutes.
 Execute instructions and resolutions.
 Filing with the registrar.
 Take action on other matters arising out of the decisions of the shareholders.

9. EXTRAORDINARY GENERAL MEETING
 Every general meeting of the company which is not
statutory or the annual general meeting is an
‘extraordinary general meeting’. This meeting is
generally held for the purpose of dealing with any
extraordinary matter which cannot be postponed till
the next annual general meeting.

10. Secretary Duties
 Before the Meeting:
 To convene the board meeting in consultation with the chairman.
 To submit the letter of requisition.
 To scrutinize and registrar all proxies received.
 To make arrangements.
 At the Meeting:
 To see the admission cards are duly signed.
 To supply necessary references, explanation, information and documents.
 To assist the chairman in the conduct of the meeting.
 After the Meeting:
 Prepare the minutes of the meetings.
 Carry out the instructions.
 Incorporate the necessary changes.
 To take action on other matters.