Meetings Of Shareholders: Definition, Kinds & When & How Meetings Held


The postal ballot can be used for voting in meetings except for when the poll is for deciding on ordinary business or in a case where a business in which it is important to attend and hear directors or auditors in the meeting. When it is decided that the resolution placed before the company will be passed by postal ballot, it shall send a notice regarding it to all the members of the meeting annexed with a draft resolution in which reasons for the poll are explained. The method of postal ballot includes voting by post or through any electronic means. The vote shall be sent within 30 days from the date on which the notice for the passing of the resolution was sent to the members.

  • Class meetings are held exclusively to pass resolutions that are binding only on the members of a class of shares.
  • 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 informal meeting rooms in BrowserStack are designed keeping these parameters in mind.
  • However, the Central Government is empowered to relax the rule with regard to any class of companies .

Make sure all the members know when, where, and why the meeting is being held. A disagreement is constructive if it inspires workers to perform better. Conflicts can be negative if they breed distrust and resentment, which lowers workplace efficiency. Participants typically engage in question-and-answer sessions while receiving such material. For instance, a boss needs to provide information about reorganising the team. Every organisation occasionally needs fresh ideas, and creativity meetings are the go-to solution for that requirement.

Voting Rights

If no such meeting is convened within 21 days of their requisition, shareholders may themselves convene the meeting within 3 months from the date of their requisition. The shareholders are the real owners of the company, but due to certain limitations they cannot take part in the management of the company. For controlling the board of directors and their activities ‘shareholders’ ‘meetings’ are held from time to time. Every listed company and every other public company having paid up share capital of ₹10 crore is required to have audit committee. In case of other companies, the board of directors shall nominate a director to play the role of audit committee which is functioning as a vigil mechanism.

income tax

Your privacy and security are guaranteed with private cabins for confidential meetings. But do not worry; there are many possibilities, and you will undoubtedly discover one ideal for your upcoming business meeting. Here are three meeting room designs to consider, along with each one’s benefits and drawbacks. From macro strategy to micro design ideas, we want to share our insights with our community of clients, partners, and employees. The informal meeting rooms in BrowserStack are designed keeping these parameters in mind. They have single glazed glass walls that offer acoustic privacy without compromising on the open feel of the space.

Meetings Held by Directors

Once the payment process has been completed on the website, you will get an email confirmation from myHQ with the booking information. The meeting configuration that is best for presentations should be taken into account if one is required. A huge classroom setup does not work for discussion groups within the room, and theatre seating is not ideal for taking notes.

The attending members could discuss the topics concerning the formation of the Company and the statutory report. The main objective of such meeting is to make the members familiar with the matters regarding the promotion and the formation of the Company. However, if the directors fail to hold the EGM within 45days from the date of the requisition, the requisitionists could call off the meeting and claim necessary reimbursement of the meeting expenses from the Company. Every public company having share capital should convene a general meeting of shareholders within several not less than a single month and also no more than 6 weeks after the day where it’s authorised to commence its business enterprise. This’s the very first meeting of the shareholders on the business and it’s held one time in the entire life of the business.

  • Section 165 of the Companies Act, 1956, defined statutory meetings as the one which shall be conducted between one to six months from the date of commencement of business.
  • They need a space where they can sit for longer durations, without it feeling stifling or monotonous.
  • Alternately, since it accommodates big crowds, this spacious area can also be used for town halls when required.
  • For informal client meetings, longer team discussions, and planning and strategy sessions, one needs a cosy, cheerful space that has all the functionalities of a meeting room.
  • The meetings of the creditors are held when the company proposes to make a scheme for an arrangement with the company’s creditors.
  • The idea was to create an environment that would keep people engaged without feeling stifled.

After incorporation, the company needs to conduct an annual general meeting within 18 months. The meeting can be called by giving not less than 21 days’ notice in writing by the requisitionists, and the meeting must be held within 45 days from the date of requisition. The same shall be signed by the requisitionists and deposited at the registered office of the Company. No other issues could be discussed in the meeting except for the specified matter for which the EGM has been called off. It means the meeting which is called for the specific class of stakeholders for e.g.

Republic Day on 26 January, Independence Day on 15 August, and Gandhi Jayanti on 02 October every year. Since these rooms are at the heart of the company’s decision-making processes, the décor is kept understated. The furniture is classically elegant with muted colours and wood tones. The space is evenly lit from above so that nobody at the conference tables finds themselves in the shadows. Since reports and charts may be frequently presented here, these meeting rooms are fully tech-enabled, with a wide-screen TV and adequate data and power grommets.

Here in this blog, I am discussing the six types of meetings every organization should focus on

Unless the articles of the company provide a definite period of notice, a reasonable notice must be given of the Board meeting. If a proper notice is not given the proceedings are invalid unless all the directors are present at the meeting. However, the Central Government is empowered to relax the rule with regard to any class of companies . The object of this provision is to save smaller companies having insufficient business to be transacted at Board meetings from unnecessary hardships and expenditure involved in holding them. Extraordinary meeting is a general meeting which is held between two Annual General Meetings. Extraordinary General Meeting is Called to discuss any particular matter of urgent importance to the company.

Electronic means includes transmission of documents by registered email id, or such other means by which the identity of the sender can be recognized. The minutes of a meeting is an essential document in which all the points, discussions, decisions which were taken in the meeting are recorded. It is an official document and is mandatorily referred to before starting a new meeting. Minutes are final when it is approved by the members of the meeting and signed by the chairperson. Minutes are written in a factual manner which gives the gist of the meeting. A member can be appointed by the Government to attend meetings of the company in case the Government is a member of the company.

Try and conduct one-on-one meetings with your employees regularly to get a clear perspective on employee satisfaction. Make sure to be more empathetic towards them and actively listen to them in the whole process. Hold a meeting with the creative team or the people whose insights you trust. Please keep track of the discussed ideas and push them further to research and act on the same. Often the best of ideas get swayed away if not implemented immediately. So, follow up with actions and assign immediate tasks to respective teams.

Contents of notice

Shareholders holding at least one-tenth of the paid-up share capital of the company can make a requisition to the Board of Directors to convince such a meeting. The Board of Directors has to call Annual General Meeting giving 21 days notice to all the members entitled to attend the meeting. However, such a meeting may be called with shorter notice, if it is agreed to by all the members to vote in the meeting. As per Rule 77 of ‘Table A’, the board of directors may delegate their works to a Committee which may have only one member. When the meeting of such Committee will be held, only one member will be present and he alone will constitute a valid meeting. If the quorum does not complete within half an hour of the prescribed time, meeting will be adjourned to the same time, place and date in the next week.

Ordinarily, a business might be described as gathering, coming or assembling together of 2 or perhaps more individuals for transaction and debate of certain lawful business. The more organized your meetings are, the more efficient you’ll be at getting the work done. However the extension of 3 months for conducting AGM can also be granted by the Registrar, for any special reasons other than first AGM on the request of the Company. Particulars of any commission or brokerage paid or to be paid in connection with the issue or sale of shares or debentures to any director.

As per S.166 of companies act the time limit prescribed for a meeting after a company is incorporated Is 18 months, after that there shouldn’t be a gap for more than 15 months between two annual general meeting. The registrar has a power to extend the period by additional 3 months. There must bee a notice issued for the details such as date, place, time of the meetings and it shouldn’t be on public holidays and should be in business hours. The venue should be the company’s premise or any place located within the city. It is important to confirm that there is a quorum present before the meeting commences and also it is important to ensure that the quorum is maintained during the process of meeting as it is necessary for a valid motion to pass.

The quorum for Board Meeting should be at least two directors or one-third of total strength of the Board of Directors, whichever is more subject to a minimum of two directors. When the agenda is enclosed with the notice each director gives due consideration to the proposed business and comes with necessary preparations for discussion in the meeting. Notice Of every meeting of the Board of Directors must be given in writing to every director in India and at his usual address in India to every other director who is outside India for the time being (Sec. 286). Notice must be given to a director, even if he has stated that he will be unable to attend the meeting. If default is made in complying with the provisions of Section 165, every director or other officer of the company who is in default will be liable to a fine which may extend to Rs. 500.

These rooms are closed off with glass walls to afford a higher level of privacy. Further, husk board ceilings have been used to absorb sounds and give the rooms a better acoustic quality. For informal client meetings, longer team discussions, and planning and strategy sessions, one needs a cosy, cheerful space that has all the functionalities of a meeting room. It needs to offer some degree of privacy, but ideally should not feel like it is completely closed off from the rest of the office. As companies move towards collaborative work structures, meetings are no longer just formal boardroom conversations. Today, a quick chat over a water cooler may be just as productive as one that takes place around a conference table.


After holding such meeting it is not necessary to hold any other annual general meeting in the year of its incorporation and in the next year. The members present at the meeting may discuss any matter relating to the formation of the company or arising out of statutory report, whether previous notice has been given or not. The meeting cannot pass a resolution on any item or on a subject unless notice has been given according to the provisions of the Act. According to Companies Act, every public company, should hold a meeting of the shareholders within 6 months but not earlier than one month from the date of commencement of business of the company. This is the first general meeting of the public company is called the Statutory Meeting.

The EGM is called either by the Board of Directors voluntarily on the ground of any urgent transaction, or it is called on the requisition of a specified number of members. Holders of at least one-tenth paid-up share capital should sign the requisition. But if a company does not have any share capital, the requisition must be signed by the members having one-tenth of the total voting power. Section 96 of the Companies Act, 2013describes the annual general meeting.

What is the Agenda of an AGM?

Under section 230 of the Act, companies can make arrangements with creditors. Such arrangements are often discussed in meeting between the directors, board and creditors. In some cases the judiciary may also play an important role in calling meeting of the creditors. Ordinarily, a company may be defined as gathering, assembling or coming together of two or more persons for discussion and transaction of some lawful business. Effective meetings allow for open conversation that draws upon each members’ knowledge, skills, and perspectives to solve problems and to support one another in achieving the collective goals.

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Here are some pointers to help you understand how to make your meetings worthwhile time expenditures. CAs, experts and businesses can get GST ready with Clear GST software & certification course. Our GST Software helps CAs, tax experts & business to manage returns & invoices in an easy manner. Our Goods & Services Tax course includes tutorial videos, guides and expert assistance to help you in mastering Goods and Services Tax. Clear can also help you in getting your business registered for Goods & Services Tax Law. An AGM cannot be held on National Holiday; however, no specific provision restricts an adjourned AGM to be held on a national holiday.

Section 97 and Section 98 of the Companies Act, 2013 states that when the Tribunal calls an appointment, and one member of the company is present in person or by proxy, such meeting shall be held as a valid one. A meeting may be defined as the gathering, assembly, or the coming together of two or more persons for the transaction of any lawful business.The term meeting clearly explains that the accumulation of two or more persons results in a meeting. Therefore, a single person cannot constitute a meeting even though he holds proxies of several other persons. However, the company law provides an exception to such provisions, where one person alone could also constitute a valid meeting.

If the kinds of meeting doesn’t finish within an hour on the prescribed time, meeting is adjourned to the exact same time, date and location within the coming week. If at the adjourned meeting additionally the quorum doesn’t finish, the people present shall be quorum and also joining members that is present might be permitted to reach a choice and pass resolutions. It implies one part present in person shall make up a legitimate meeting.

If the meeting is not conducted in accordance with the rules of the Companies Act, then the directors of the company will be held responsible and be liable for a fine. The matters which are taken up to be discussed in an annual general meeting are known as ordinary business. These are the matters which are discussed in every annual general meeting. Ordinary business constitutes of discussion on annual accounts, important reports such as director’s report and auditor’s report, declaration of dividend, the appointment of directors, etc. Apart from ordinary business, a special business can also be discussed in annual general meeting.

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The total amount of cash received by the company in respect of all the shares allotted. When two or more than two persons come together to discuss matters of common interest, there is said to be a meeting. It follows that to constitute a meeting there must be two or more persons. Generally, the purpose of a meeting is to consider issues of common interests to its attendants. Problem-solving meetings are oriented around solving problems that teams and management face in the workplace.

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Every year a meeting­ is held to transact the ordinary business of the company. Company is bound to invite the first general meeting within eighteen months from the date of its registration. The differences between two general meetings should not be more than fifteen months. Every Annual General meeting shall be held during business hours, on a day which is not a public holiday, at the Registered­ Office of the company or at some other place within the town or village where the Registered Office is situated. All the matters of the company have to be decided by the members of the company.

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