Meetings
A meeting is a formal gathering of persons for the purpose of discussing and deciding matter of common interest to all of them. It requires special arrangement. The topics to be discussed in the meeting have to be decided in advance. All the individuals except to attend the meeting are informed about date, time and venue of the meeting.
The seating arrangement is made. All equipments such as mikes and visual aids are to be provided. Arrangement should also be made for writing pads, pens and refreshments etc.
Meeting are supported by written communication like notice to be bring people together, agenda of structure the meeting, minutes to record the proceeding etc. persons participating in a meeting need both speaking and listening skills.
Need for meeting
Meeting may be held for several services, e.g. to exchange information, to get feedback, to consider proposal, to achieve a consensus etc.
Type of meeting
• Board of meeting
• Statutory meeting
• Annual meeting
• Extraordinary meeting
• Meeting for debenture holders
Board meeting
Board of director’s has wide power of management in a company. The company act lays down that a meeting of the board of director’s must be held at least once in a every three months. Board meetings are convened by the secretary in consultation with the chairman.
Statutory meeting
This is the first general meeting of member’s after the incorporation of company. It is held only once in the lifetime of the company. The purpose of statutory meeting is to acquaint the member’s with the affairs of the company.
Annual general meeting
This meeting of member’s is held every year to improve annual accounts of the company, to decide dividend, to appoint auditors and directors.
Extraordinary meeting
It is held to consider and decide certain urgent matters of extraordinary nature which can not be postponed till the next annual general meeting.
Meeting of debenture holder
A meeting of debenture holder of the company may be held when necessary.
Requirements of meeting
• Notice
• Agenda
• Quorum
• Procedure
• Motions
• Amendments
• Ascertaining the sense house
• Resolution
• Minutes
• Working notes
• Action plan
Notice
A written notice must be sent all those who are entitled to attend the meeting. The company’s act lay down that notice of meeting must be sent to the members at least 21 days before the date of meeting. The notice must be sent accordance with the prescribed rules and regulations. The notice must specify the date, the time and venue of the meeting.
The last line of the notice is followed directly by the signature, name and designation of the authority sending the notice.
A specimen of notice is given below
Abc international limited
Abc mansion, Nehru nagar
New delhi
Notice of board meeting
Notice is here by given that a meeting of the board of directors of the company will take place in the board room of abc mansion on 28th Dec 2010 at 10:00 am.
The following business is to be transacted at the meeting
Confirmation of minutes of the previous meeting.
Consideration of report of the expert committee for proposed seeding up of a new plant.
Consideration of new issue of convertible debentures.
Any other matter with the permission of the chair.
Date of next meeting.
Enclosure minutes of meeting
Date 1 oct 2010 sk rawat
Agenda
The term agenda refer to a document containing the results to be discussed at a meeting. It means list of things to be done at a proposed meeting. The secretary prepare the agenda in consultation in the chairman. Generally the agenda sent to the member’s along with the notice of meeting. It helps the members to come prepare for the meeting. Items that are not on the agenda can be taken up in the meeting only with the permission of chairman. While drafting the agenda, the secretary should be bear in mind the following points:
The agenda must be explicit and clear.
It should be stated in brief.
Each item of the agenda should be serially number.
All items of a similar nature should be placed together.
Quorum
A quorum means the specified minimum number of qualified persons. Whose presence is necessary to transact the legally binding business at a meeting. The members who constitute the quorum must be effective members. i.e. is entitled to vote at the meeting.
If the quorum is not complete, the chairman and members will wait for half an hour. If even then the quorum is not complete meeting shall be adjourned to the same date in the next week at the same time and place. If the said date is holyday it will be adjourned the next day after that.
Procedure
The procedure usually followed in meeting consists of the following steps:-
First of all, the chairman of the meeting ensures that the meeting is properly called up with due notice the required quorum.
The meeting begins with the recording of the attendance of the members, name of the member’s, who are absent are also recorded.
The minutes of the previous meeting are read out and confirmed.
The items on the agenda are taken up one by one. The secretary notes do the observations and remark of the participant.
Motions
A motion is a proposal moved as a meeting for discussion and take decisions. It is desirable that all business at a meeting should be introduce by walking a motion. Informal procedure of motion must be duly proposed and it generally lay down that motions should be in writing, signed by the mover and it handed to the chairman or secretary.
Amendments
An amendment is proposed alteration to a motion. The regulations normally provided that any member other than the proposer and seconder of the motion can move or second an amendment to it. The effect of an amendment may be either
a. To omit or insert or add certain words to the motion.
b. To omit certain words and add or insert other words.
Ascertaining the sense of the house
When motion is under discussion, different members express different opinions and unanimity is not possible on all matters. Therefore, chairman has to put the motion to vote in order to ascertain the sense of the house. Trough voting members can express their views formally in favour or against the motions. Vote on motion take place in the following way:-
By acclamation
Voice vote
By ballot
By division
Voting by poll
By acclamation
This method of voting is is adopted when sharp difference of opinion does not exist on a motion. Under it the motion is adopted unanimously by clapping or cheering by members.
Voice vote
When there is unanimity on a motion, the chairman read the motion and exclaim or many are of that opinion, say aye (yes). He listen to those how says yes. Them he exclaim that how many are says ney (no). on the basis of the volume of voice the chairman announces the verdict.
By ballot
Under this method, every member present in the meeting record has vote on the ballot paper and put in the ballot box. The result is announced after counting the ballots cost in favour of and against the motion.
By division
Under this method the member’s who are in the favour in the motion go to one room or lobby and those against it go to another room or lobby. The teller’s appointed by the chairman count the member’s in each room or lobby and declare the winner.
Voting by poll
If the members are not satisfied with the result of voting by show of hands they may demand a poll. On a poll every member is entitled to cost votes in proportion to the numbers of shares held by him. A proxy can also cost the vote. A proxy or a member is free to distribute his votes in any manner he likes. A separate poll is required for each resolution to be passed at the meeting.
Resolutions
A resolution is a motion, which has been approved or adopted as a meeting. When a motion is put to vote and requisite majority passes it. It becomes a resolution the company act provides the types of resolution.
o Ordinary resolution
o Special resolution
Ordinary resolution
It is resolution that can be passed with simple majority of the member’s voting at a meeting. Simple majority means the votes cost in favour of the resolution exceed the votes, if any cost against it. The votes may be cost either by shows of hands or an poll. The member’s who are present in the meeting but who do not vote are not counted. An ordinary resolution is required to approve the annual accounts, to sanction dividend, to elect director, to appoint auditor’s etc.
Special resolution
A resolution is said to be a special resolution when intention to move it as a special resolution is specially stated in the notice of the meeting and it is passed by majority of three fourth of the member’s entitled to vote. 21 days notice must be given for the meeting in which a special resolution is passed.
The company act has also specified the matters for which a special resolution must be passed. Some of these matter’s are given below:-
o Alteration of memorandum of association.
o Alteration of article of association.
o Reduction of share capital.
o Issue of further shares without preemptive (defensive) rights.
o For voluntary winding up of the company or winding up by the court.
o Creation of reserve capital.
Minutes
The official records of the proceedings of a meeting is known as the minutes. Minutes are the systematic and dependable record of when and where a meeting was held who chaired the meeting, who were present at the meeting, what decisions were taken at the meeting and so on.
Minutes are recorded by the secretary preparation of minutes involves conversion of the direct speech in to indirect speech, summarizing etc. minutes should be concise, clear and accurate. It should be a brief account of what happened at the meeting without irrelevant details.
Working notes
The member who attend meeting after prepare in advance some notes about what is to be said at the meeting. They may note down certain points against each item of the agenda on the agenda paper’s or separate sheets of papers. These brief notes are known as working notes. The secretary also prepares working notes on the proceedings during the course of the meeting. From these working notes he drafts the minutes of the meeting.
Action plan
The resolutions adopted at a meeting reflect the resolve of the meeting. They should be put into actions as early as possible. Therefore, a plan of action is prepared immediately to implement the decision arrived at the meeting. Such a plan known as action plan. It sets out the steps to be taken for implementation of a resolution.
A meeting is a formal gathering of persons for the purpose of discussing and deciding matter of common interest to all of them. It requires special arrangement. The topics to be discussed in the meeting have to be decided in advance. All the individuals except to attend the meeting are informed about date, time and venue of the meeting.
The seating arrangement is made. All equipments such as mikes and visual aids are to be provided. Arrangement should also be made for writing pads, pens and refreshments etc.
Meeting are supported by written communication like notice to be bring people together, agenda of structure the meeting, minutes to record the proceeding etc. persons participating in a meeting need both speaking and listening skills.
Need for meeting
Meeting may be held for several services, e.g. to exchange information, to get feedback, to consider proposal, to achieve a consensus etc.
Type of meeting
• Board of meeting
• Statutory meeting
• Annual meeting
• Extraordinary meeting
• Meeting for debenture holders
Board meeting
Board of director’s has wide power of management in a company. The company act lays down that a meeting of the board of director’s must be held at least once in a every three months. Board meetings are convened by the secretary in consultation with the chairman.
Statutory meeting
This is the first general meeting of member’s after the incorporation of company. It is held only once in the lifetime of the company. The purpose of statutory meeting is to acquaint the member’s with the affairs of the company.
Annual general meeting
This meeting of member’s is held every year to improve annual accounts of the company, to decide dividend, to appoint auditors and directors.
Extraordinary meeting
It is held to consider and decide certain urgent matters of extraordinary nature which can not be postponed till the next annual general meeting.
Meeting of debenture holder
A meeting of debenture holder of the company may be held when necessary.
Requirements of meeting
• Notice
• Agenda
• Quorum
• Procedure
• Motions
• Amendments
• Ascertaining the sense house
• Resolution
• Minutes
• Working notes
• Action plan
Notice
A written notice must be sent all those who are entitled to attend the meeting. The company’s act lay down that notice of meeting must be sent to the members at least 21 days before the date of meeting. The notice must be sent accordance with the prescribed rules and regulations. The notice must specify the date, the time and venue of the meeting.
The last line of the notice is followed directly by the signature, name and designation of the authority sending the notice.
A specimen of notice is given below
Abc international limited
Abc mansion, Nehru nagar
New delhi
Notice of board meeting
Notice is here by given that a meeting of the board of directors of the company will take place in the board room of abc mansion on 28th Dec 2010 at 10:00 am.
The following business is to be transacted at the meeting
Confirmation of minutes of the previous meeting.
Consideration of report of the expert committee for proposed seeding up of a new plant.
Consideration of new issue of convertible debentures.
Any other matter with the permission of the chair.
Date of next meeting.
Enclosure minutes of meeting
Date 1 oct 2010 sk rawat
Agenda
The term agenda refer to a document containing the results to be discussed at a meeting. It means list of things to be done at a proposed meeting. The secretary prepare the agenda in consultation in the chairman. Generally the agenda sent to the member’s along with the notice of meeting. It helps the members to come prepare for the meeting. Items that are not on the agenda can be taken up in the meeting only with the permission of chairman. While drafting the agenda, the secretary should be bear in mind the following points:
The agenda must be explicit and clear.
It should be stated in brief.
Each item of the agenda should be serially number.
All items of a similar nature should be placed together.
Quorum
A quorum means the specified minimum number of qualified persons. Whose presence is necessary to transact the legally binding business at a meeting. The members who constitute the quorum must be effective members. i.e. is entitled to vote at the meeting.
If the quorum is not complete, the chairman and members will wait for half an hour. If even then the quorum is not complete meeting shall be adjourned to the same date in the next week at the same time and place. If the said date is holyday it will be adjourned the next day after that.
Procedure
The procedure usually followed in meeting consists of the following steps:-
First of all, the chairman of the meeting ensures that the meeting is properly called up with due notice the required quorum.
The meeting begins with the recording of the attendance of the members, name of the member’s, who are absent are also recorded.
The minutes of the previous meeting are read out and confirmed.
The items on the agenda are taken up one by one. The secretary notes do the observations and remark of the participant.
Motions
A motion is a proposal moved as a meeting for discussion and take decisions. It is desirable that all business at a meeting should be introduce by walking a motion. Informal procedure of motion must be duly proposed and it generally lay down that motions should be in writing, signed by the mover and it handed to the chairman or secretary.
Amendments
An amendment is proposed alteration to a motion. The regulations normally provided that any member other than the proposer and seconder of the motion can move or second an amendment to it. The effect of an amendment may be either
a. To omit or insert or add certain words to the motion.
b. To omit certain words and add or insert other words.
Ascertaining the sense of the house
When motion is under discussion, different members express different opinions and unanimity is not possible on all matters. Therefore, chairman has to put the motion to vote in order to ascertain the sense of the house. Trough voting members can express their views formally in favour or against the motions. Vote on motion take place in the following way:-
By acclamation
Voice vote
By ballot
By division
Voting by poll
By acclamation
This method of voting is is adopted when sharp difference of opinion does not exist on a motion. Under it the motion is adopted unanimously by clapping or cheering by members.
Voice vote
When there is unanimity on a motion, the chairman read the motion and exclaim or many are of that opinion, say aye (yes). He listen to those how says yes. Them he exclaim that how many are says ney (no). on the basis of the volume of voice the chairman announces the verdict.
By ballot
Under this method, every member present in the meeting record has vote on the ballot paper and put in the ballot box. The result is announced after counting the ballots cost in favour of and against the motion.
By division
Under this method the member’s who are in the favour in the motion go to one room or lobby and those against it go to another room or lobby. The teller’s appointed by the chairman count the member’s in each room or lobby and declare the winner.
Voting by poll
If the members are not satisfied with the result of voting by show of hands they may demand a poll. On a poll every member is entitled to cost votes in proportion to the numbers of shares held by him. A proxy can also cost the vote. A proxy or a member is free to distribute his votes in any manner he likes. A separate poll is required for each resolution to be passed at the meeting.
Resolutions
A resolution is a motion, which has been approved or adopted as a meeting. When a motion is put to vote and requisite majority passes it. It becomes a resolution the company act provides the types of resolution.
o Ordinary resolution
o Special resolution
Ordinary resolution
It is resolution that can be passed with simple majority of the member’s voting at a meeting. Simple majority means the votes cost in favour of the resolution exceed the votes, if any cost against it. The votes may be cost either by shows of hands or an poll. The member’s who are present in the meeting but who do not vote are not counted. An ordinary resolution is required to approve the annual accounts, to sanction dividend, to elect director, to appoint auditor’s etc.
Special resolution
A resolution is said to be a special resolution when intention to move it as a special resolution is specially stated in the notice of the meeting and it is passed by majority of three fourth of the member’s entitled to vote. 21 days notice must be given for the meeting in which a special resolution is passed.
The company act has also specified the matters for which a special resolution must be passed. Some of these matter’s are given below:-
o Alteration of memorandum of association.
o Alteration of article of association.
o Reduction of share capital.
o Issue of further shares without preemptive (defensive) rights.
o For voluntary winding up of the company or winding up by the court.
o Creation of reserve capital.
Minutes
The official records of the proceedings of a meeting is known as the minutes. Minutes are the systematic and dependable record of when and where a meeting was held who chaired the meeting, who were present at the meeting, what decisions were taken at the meeting and so on.
Minutes are recorded by the secretary preparation of minutes involves conversion of the direct speech in to indirect speech, summarizing etc. minutes should be concise, clear and accurate. It should be a brief account of what happened at the meeting without irrelevant details.
Working notes
The member who attend meeting after prepare in advance some notes about what is to be said at the meeting. They may note down certain points against each item of the agenda on the agenda paper’s or separate sheets of papers. These brief notes are known as working notes. The secretary also prepares working notes on the proceedings during the course of the meeting. From these working notes he drafts the minutes of the meeting.
Action plan
The resolutions adopted at a meeting reflect the resolve of the meeting. They should be put into actions as early as possible. Therefore, a plan of action is prepared immediately to implement the decision arrived at the meeting. Such a plan known as action plan. It sets out the steps to be taken for implementation of a resolution.
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