Explain the different types of General Meetings of company Secretarial Practice

The delegation of powers to such committees is being authorised by the Articles of Association and also must be governed by the provisions of the Companies Act. While some prefer informal interactions, others believe in conference room meetings. You can assess your organization’s culture to understand how to make the most of its business meetings. Whether you want to catch up with colleagues in an informal setting or share a status update, meetings can help you streamline the process of communication. COMPANIES ACT, 1956 Section 169 – Calling of extraordinary general meeting on requisition.

Meetings held between two annual general meetings are called Extraordinary general meetings. These meetings are called upon by members for discussing urgent matters that fall outside the general scope and cannot wait until the next annual general meeting. In companies with share capital members holding one-tenth paid-up share capital can send a requisition for convening the meeting to the board of directors.

Get the certificate of the extension privilege in the holding of AGM of the company from the Registrar. In the case of electronic communication, the notice should be sent to the e-mail address of the member as per the records of the company. The notice can be text typed in an email or an attachment to an email. The notice of the AGM should be placed on the website of the company or any other website as may be mentioned by the government. GST registration is mandatory for all businesses with an annual turnover of… The second factor to take into account is the duration of the meeting; if it lasts a long time, refreshments will be required.

If at the adjourned meeting also the quorum does not complete, the members present shall be quorum and attending members may be allowed to come to a decision and pass resolutions. It means one member present in person shall constitute a valid meeting. A company meeting may be defined as a concurrence or coming together of at least a quorum of members in order to transact either ordinary or special business of the company.

If the company further defaults in holding a meeting in accordance with the directions of the Tribunal, the company and every officer of the company who commits the default shall be punishable with a fine of up to Rs 1 lakh. In case of continuing default, a fine of Rs 5,000 per day is levied for each day during which the default continues. In case a company fails to hold an AGM within the stipulated time or extension obtained by it, the Tribunal may itself or on an application made by any director or member order an AGM to be conducted as per its directions.

Section 108 of the Companies Act includes the provision for electronic mode of voting. A company listed under the Companies Act, 2013, having 1000 or more shareholders should provide to its members, the facility of casting vote through electronic mode. A member gets the right to vote even if they are not physically present in a meeting through electronic modes. The electronic mode of voting can be used in place of the postal ballot. Section 188 states that the members who are entitled to vote shall have voting rights on a poll in proportion to the shares held by him to the paid-up equity share capital of the company.

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However, none of these requirements is imposable on private companies or public companies which are not limited by shares or guarantees with shares. The matters which constitutes to be the ordinary business of the company is discussed in a statutory meeting and annual general meeting. To discuss the matters apart from ordinary business i.e. special business extraordinary general meeting is called for. Any meeting which is called apart from statutory meeting and annual general is called an extraordinary meeting. Extraordinary general meeting is usually called for discussing matters which are urgent and can’t wait to be discussed in the annual general meeting.

In the present context it is a statement of the business to be transacted at a meeting. It also sets out the order in which the business is to be dealt with. Though the Companies Act does not make it obligatory on the secretary to send an agenda or to incorporate the same in the notice of Board Meeting, yet by convention it necessarily accompanies the notice calling the meeting. The Extraordinary General Meeting may be called by the Directors or may be convened by the Shareholders if the Board of Directors does not arrange for it despite their requisition to call it.

When the meeting of a specific category of shareholders takes place for example preference shareholder meeting, it’s referred to as training meeting. Such a meeting could be attended solely by that category of shareholders. Such a meeting is called for the modification within the rights and privileges of the shareholders as well as for the goal of transformation of a single category of shares into another. Meetings of the debenture holders are held as per the conditions contained in the debenture trust deed. These meetings are called from time to time where the interests of debenture holders are involved at the time of reorganisation, reconstruction, amalgamation, or winding up of the company. A statutory meeting and an annual general meeting of a company are called ordinary meetings.

c) Extra-Ordinary General Meeting

And interestingly, any company meeting does not end in the meeting room with the polling rule. Instead, all the proceedings of the meetings are laid down in the minutes of the meetings’ book of the company. All such minutes are duly signed by the chairman present in the meeting.

Extraordinary General Meeting is Called to talk about any particular case of immediate value to the business. This particular conference is called for the account of any certain subject, choice of which can’t be postponed to the subsequent Annual General Meeting. A public business that had been registered as a private business earlier. It is required to convene the first AGM within 9 months from the end of the first financial year to decide the overall progress of the company as well as to plan future courses of action.

Every company must in each year hold in addition to any other meeting a general meeting, as its annual general meeting and must specify the meeting as such in the notices calling it [Section 166 ]. The annual general meeting is to be held in addition to any other general meeting that might have been held in a year. It appears that holding of an annual general meeting in every calender year is a statutory necessity. Calender year is to be calculated from Ist January to 31st December and not twelve months from the date of incorporation of the company. A meeting held prior to the statutory period of one month from the date of entitlement of a company to commence business can not be called the statutory meeting. The statutory meeting is held only once in the life time of a company.

When the meeting of such Committee is going to be kept, one part is present and he by itself will comprise a legitimate meeting. Exactly where the Central Government calls an annual general meeting under Sec. 167 of the Act, it can point that an individual part of the business present personally or even by proxy shall make up the meeting. The Board of Directors form certain committees and entrust some of its powers to them. The delegation of powers to such committees is to be authorised by the Articles of Association and should be according to the provisions of the Companies Act, 2013. These kinds of meetings are convened to find creative and simple solutions to complex problems. Problem-solving meetings may be planned to resolve conflicts between coworkers, discuss performance or even take accountability for mistakes.

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There is no mention of the quorum for committee meetings in The Gujarat Co-operative Society Rules. As it does not provide details about the number of members required to form a quorum for committee meetings, we have to look up the bye-laws for more information. It states that a quorum of two-fifth members of the total number of members shall be necessary for holding a general meeting . The information, product and services provided on this website are provided on an “as is” and “as available” basis without any warranty or representation, express or implied. Khatabook Blogs are meant purely for educational discussion of financial products and services.

If the company has a share capital, holding not less than 95% of such part of the paid up share capital of the company as gives a right to vote at the meeting. Class meetings are a type of meeting which are held by particular class of shareholder. These meetings are usually held when it affects the particular class of shareholders.

The discussions which take place in order to decide on the matters of the company are known as meetings of the company. The Companies Act contains many provisions in relation to the meetings of the company. The meetings of the company for deciding on ordinary business and special business or extraordinary business takes place by following separate procedures and rules. The meetings may take place at different levels of the company to decide on matters which lie before the company.

The kinds of meeting of directors determines the overall business strategy of the company. Both extraordinary general meeting and annual general meeting are formal types of company meetings but there is a difference between the two. Now, according to Companies Act, 2013 general meeting refers to the meeting of shareholders and the board meetings refer to the meeting of directors. Here, in this article we will discuss about the three aspects of meeting i.e Board meeting, Annual General Meeting and Extra ordinary general meeting. Its first annual general meeting is required to be held within 18 months from the incorporation, i.e. up to March 1996 and if such a meeting is held within this period, no other meeting will be necessary either for 1995 or 1996. Furnished with these particulars the shareholders are to have an opportunity of meeting and discussing the whole situation in the management methods and prospects of the company.

Will I also be required to pay for an hour if I wish to extend my reservation by 10 to 15 minutes?

However, section 183 lays down that there is no hard and fast rule for the members or the proxies to use their multiple votes in the same manner. Later, section 180 lays down that in case of a decision on adjournment the polling shall be conducted instantaneously once asked for, while in any other cases such polling shall be conducted within forty-eight hours of such demand. Section 181 and 182 on the other hand put restrictions on these polling rights of the members. To scrutinize the votes, under section 184, the chairman is empowered to appoint two scrutineers amongst whom one has to be the member present at the voting. Section 100 of the Companies Act, 2013 enumerates the provisions concerning the extraordinary general meetings. All the general meetings of a Company other than the AGM and the statutory meetings are called the extraordinary general meetings.

• Section 186 of the Companies Act empowers the Company Law Board to call only extraordinary general meeting and not the annual general meeting of the company.
• Holding up the interest of the shareholders regarding the benefit of a Company could be a significant step towards preventing mismanagement and could equally be a triggering point for an increase in productivity.
• Our Goods & Services Tax course includes tutorial videos, guides and expert assistance to help you in mastering Goods and Services Tax.
• The gatherings of creditors are called when the organization proposes making a scheme for agreement because of its creditors.
• The matters which are taken up to be discussed in an annual general meeting are known as ordinary business.

For example, in some societies, the quorum is higher than 50 members, while in others, it’s lower. Moreover, a lot of the by-laws also specify the age limit and the list of qualifications of the members attending the meetings. It aids in keeping track of the actions taken by the company to accomplish its goals and objectives.

Thus, an adjourned AGM can be held on a national holiday as the original scheduled date of the meeting was not on a national holiday. However, the Central Government is empowered to exempt a company from the AGM provisions, subject to the conditions it may impose. Thus, a company can hold AGM outside India if it applies to the Central Government to relax the provisions of Section 96 of the Companies Act, 2013 and allow it to conduct AGM outside India.

In order to discuss some important matters, the Board can suo-moto call an EGM. COMPANIES ACT, 1956 Section 186 – Power of Tribunal to order meeting to be called. Finally, section 185 of the act lays that firstly, it is the chairman who decides the manner of polling. And finally, the result of the polling shall be deemed to have been the result upon the proposed resolution in the meeting. HOLDING OF MEETING- Both AGM & Board meeting must be held in a calendar year but EGM can be held in any year not particularly in calendar year. When one person makes decisions, it often leads to conflicts and creates ineffective team goals and direction.

The laws and rules entered in trust deed relate with the notice of the conference, appointment of a Chairman of the meeting, passing the resolutions, quorum of the posting as well as the meeting as well as signing of minutes. The object of this area is usually to make sure that the Board meetings are held at moderately regular times therefore the directors might be in contact with the control of the matters of the business. This article has been written by Mansi Tyagi, a student at Symbiosis Law School, Pune. In this article, taking cognizance of the different sections of the Companies Act’ 1956, she has discussed the procedure and steps concerning a company meeting and the different types of company meetings. If the company has no share capital, holding not less than 95% of the total voting power exercisable at the meeting.

Except for these exceptions, the requisites cannot be compromised with. A list showing the names, addresses and occupation of the members of the company and the number of shares held by them must be produced by the Board of Directors at the commencement of the statutory meeting. The list is to remain open and accessible to any member of the company during the continuance of the meeting [Section 165 ]. The rules and regulations entered in trust deed relate to the notice of the meeting, appointment of a Chairman of the meeting, passing the resolutions, quorum of the meeting and the writing and signing of minutes. Again the directors who are interested in any of the resolutions to be passed at the Board Meeting shall not be counted for the purpose of quorum of that resolution. The object of this section is to ensure that the Board meetings are held at reasonably frequent intervals so that the directors may be in touch with the management of the affairs of the company.

This meeting is called for the consideration of any specific subject, decision of which cannot be postponed to the next Annual General Meeting. After the session is finished, the members are free to discuss the agenda items and vote in favor of or against the decision taken by the majority. The resolution passed should be recorded in the minutes of the meeting. Not only may the speaker or presenter go into greater detail during these meetings, but team members can also ask questions, and discussions can take place in real time. These meetings also make idea exchange interactive by allowing coworkers to think outside of the box, thus fostering stronger relationships, increased teamwork, and an enjoyable meeting environment. Even though these meetings can be quite time-consuming, they frequently provide new product ideas, market growth, and strategies for outpacing the competition.