Professional Documents
Culture Documents
Introduction:
Every company, other than One Person Company (OPC), shall, in each
year hold (in addition to any other meetings) a general meeting as its
Annual General Meeting.
According, to General Clauses Act, 1897, a 'year' means a period of 12
months running from l" January to 31st December. Thus, holding of an
.Annual General Meeting, in every calendar year is a statutory requirement.
The proper authority to call Annual General Meeting is the Board of
Directors.
The first annual general meeting shall The subsequent annual general meeting
be held within a period of 9 months shall be held within a period of 15
from the closing of first financial year. months from the last AGM.
If a company holds its first annual Subsequent annual general meeting shall
general meeting as aforesaid, it shall be held within a period of six months of
not be necessary for the company to closure of relevant financial year.
hold any annual general meeting in the Such meeting should be conducted every
year of its incorporation. calendar year.
No extension by authority possible The Registrar may, for any special reason
shown, grant an extension of time for
holding the subsequent AGM up to 3
months.
☻ Department of Company Affairs has clarified that while granting the extension, ROC
can ignore the requirement of holding an AGM in every calendar year. However in
such a case, AGM held in the next year shall be deemed to the AGM of the previous
year and for the next year, one more AGM will be required to be held.
(b) In the case of a company not having a share capital, members holding at
least one tenth of total voting power of all the members who have a right to
vote in regard to that matter.
The Board of Directors shall, on receipt of requisition, immediately proceed to call
E.G.M. within 21 days from the date of the deposit of requisition, on a date,
which shall not be later than 45 days of the date of deposit of requisition. The
BOD shall be said to have failed in calling the meeting if:
(i) it does not call the meeting within 21 days of the deposit of requisition;
(ii) it calls the meeting on a day which is later than 45 days from the date
of deposit of requisition; or
(iii) it convenes a meeting to transact only a part of the business specified
in the requisition.
(c) Where the Board fails to call a meeting, the meeting may be called by the
requisitionists themselves within a period of three months from the
date of the deposit of requisition. A meeting under called by the
requisitionists shall be called and held in the same manner in which the
meeting is called and held by the Board.
Here, requisitionists shall convene the meeting at the Registered Office of
the Company or at some other place within the city, town or village in which
the registered office of the company is situated. Further, the EGM shall be
held on a working day.
Any reasonable expenses incurred by the requisitionists in calling a meeting shall be
reimbursed to the requisitionists by the company and the sums so paid shall be deducted
from any fee or other remuneration payable to such of the directors who were in default in
calling the meeting.
Provisions:
In case of public company:
Number of members as on date of meeting Quorum for meeting
Up to 1000 5 members personally present
> 1000 but ≤ 5000 15 members personally present
> 5000 30 members personally present
In the case of a private company, 2 members personally present, shall be
the quorum for a meeting of the company.
The representative of a company, if it holds shares in another company,
shall be deemed to be a member of the company for all practical purposes
under Section 113 of the Companies Act, 2013.
Similarly, the representative of the President or the Governor of a State,
if they hold shares in a company, shall be deemed to be member of the
company for all practical purposes under Section 112 of the Companies
Act.
Consequences of absence of quorum [Section 103(2)]:
If the quorum is not present within half an hour from the time appointed for
holding a meeting of the company—
a. the meeting shall stand adjourned to the same day in the next week at
the same time and place, or
b. to such other date and such other time and place as the Board may
determine; or
c. The meeting, if called by requisitionists (under section 100), shall
stand cancelled.
In case of adjournment, notice is required to be given to the members:
Where there is adjournment or of change of day, time and place of meeting,
the company is required to give not less than three days' notice to the
members either individually or by publishing and advertisement in the
newspapers (one in English and one in vernacular language) which is in
circulation at the place where the registered office of the company is
situated.
Section 103(3) lays down that if at the adjourned meeting also, quorum is
not present within half an hour from the time appointed for holding the
meeting, the members present shall constitute quorum.
Any resolution passed without a quorum is invalid. In fact, if no quorum is
present there is no meeting and the proceedings are invalid. But if all the
members of a company are present in person the proceedings will be valid
even if the quorum required is more than the total number of shareholders.
CHAIRMAN OF MEETING [SECTION 104]
One of the essentials of a valid meeting is that it must have a presiding officer
endowed with authority to conduct its affairs in an orderly fashion. A Chairman
derives his authority from the assembly over which he presides.
Provisions :
Transaction of business through postal ballot: According to section 110, the
following items of business shall be transacted only by means of voting
through a postal ballot
(a) alteration of the objects clause of the memorandum and in the
case of the company in existence immediately before the
commencement of the Act, alteration of the main objects of the
memorandum;
(b) alteration of articles of association in relation to insertion or removal
of provisions which, under section 2(68), are required to be included in
the articles of a company in order to constitute it a private company;
(c) change in place of registered office outside the local limits of any
city, town or village as specified in section 12(5);
(d) change in objects for which a company has raised money from
public through prospectus and still has any unutilized amount out of
the money so raised under section 13(8);
(e) issue of shares with differential rights as to voting or dividend or
otherwise under section 43;
(f) variation in the rights attached to a class of shares or debentures
or other securities as specified under section 48;
(g) buy5back of shares by a company under section 68;
(h) election of a director under section 151 of the Act;
(i) Sale of the whole or substantially the whole of an undertaking of a
company as specified under section 180;
(j) giving loans or extending guarantee or providing security in excess
of the limit specified under section 186:
It is mandatory for a company to pass resolution by postal ballot
in respect of such items of business as the Central Government
may, by notification, declare to be transacted only by means of
postal ballot. It is, however, discretionary for a
company to pass any resolution by way of
postal ballot other than
(i) Ordinary business items; and
(ii) Any business in respect of which
directors or auditors have a right to be
heard at any meeting.
It may be noted that One Person Company
(OPC) and other companies having
members up to 200 are not required to
transact any business through postal
ballot.
RESOLUTIONS
Types of Resolutions
1. Ordinary Resolutions ;
Ordinary Resolution
At a general meeting of which notice has been given, if votes cast in favour of the
resolution by members exceed the votes, if any, cast against the resolution by members, the
resolution so passed is an ordinary resolution [Sec. 189(1)]Unless the Companies Act or the
memorandum or the articles expressly require a special resolution or resolution requiring special
notice, an ordinary resolution is sufficient to carry out any matter.
(iv) The consideration of accounts, the Balance Sheet and the report of the Board
of Directors and of the auditors (Sec. 210)
(v) Appointment of auditors and fixation of their remuneration [Sec. 224(1)].
(vi) Appointment of the first directors who are to retire by rotation [Sec. 255(1)].
(vii) Increase or decrease in the number of directors within the limits prescribed by
the Articles [Sec. 258].
(ix) Removal of a director and appointment of another director in his place [Sec.
284(1)].
Special Resolution
(i) the intention to propose the resolution as a special resolution has been duly
specified in the notice calling the general meeting ;
(ii) the notice required has been duly given of the general meeting; and
(iii) the votes cast in favour of the resolution by members are three times the
number of the votes, if any, cast against the resolution by the members [Sec.
189 (2)].
A copy of the special resolution must be filed with the Registrar within 30 days of its
passing.
In addition to the matters given in the articles of the company, the Companies
Act specifies certain matters for which a special resolution must be passed ; for example,
(vii) for authorising a director to hold an office or place of profit [Sec. 314];
(b) for certain persons who shall not be eligible for appointment as directors
whose period of office is liable to determination by retirement of directors by
rotation (Sec. 261).
(c) for removing a director before the expiry of his period of office; and
Board Meetings
The board of directors is the supreme authority in a company and they have the powers to
take all major actions and decisions for the company. The board is also responsible
for managing the affairs of the whole company. For the effective functioning and
management, it is imperative that board meetings be held at frequent intervals. For this,
Section 173 of Companies Act, 2013 provides –
In the case of a Public Limited Company, the first board meeting has to be held
within the first 30 days, since the incorporation date. Additionally, a minimum of 4
board meetings must be held in a span of one year. Also, there cannot be a gap of
more than 120 days between two meetings.
In the case of small companies or one person company, at least two meetings must
be conducted, one in each half of the financial year. Additionally, the gap between
the two meetings must be at least 90 days. In a situation where the meeting is held
at a short notice, at least one independent director must be attending the meeting.
“Electronic voting system” means a secured system based process of display of electronic ballots,
recording of votes of the members and the number of votes polled in favour or against, in such a
manner that the entire voting exercised by way of electronic means gets registered and counted in an
electronic registry in a centralized server with adequate cyber security. It includes remote e-voting.
“Remote e-voting” means the facility of casting votes by a member using an electronic voting system
from a place other than venue of a general meeting.
Applicability
The e-voting and the provisions relating to e-voting under Companies Act, 2013 have been made
mandatory for the following:
1. Notice of the meeting is to be sent to all members, directors and auditors of the company.
1. Notice shall be sent by
1. Registered post or speed post, or,
2. Electronic means, i.e. registered e-mail id of the recipient, or,
3. Courier service.
2. Contents of the notice: The notice of the meeting shall state
1. That the company is providing facility for voting by electronic means and the business may be
transacted through such voting,
2. That the facility for voting, either through voting by electronic means or ballot/polling paper
shall also be made available at the meeting and members attending the meeting who have not
already cast their vote by remote e-voting shall be able to exercise their right at the meeting,
3. That the members who have cast their vote by remote e-voting prior to the meeting may attend
the meeting but shall not be entitled to cast their vote again,
4. Process and manner for voting by electronic means,
5. Time schedule including the time period during which the votes may be cast by remote e-
voting,
6. Details about the login ID,
7. Process and manner for generating or receiving the password and for casting of vote in a
secure manner,
8. Notice of the meeting shall be displayed on the website of the company, if any, after it is sent
to the members.
2. Public Notice by way of Advertisement:
1. When: A public notice by way of an advertisement shall be published immediately on completion
of dispatch of notices, but atleast 21 days before the date of the general meeting.
2. Where: Such advertisement shall be published in
1. One English newspaper having country wide circulation,
2. One vernacular newspaper having wide circulation in the district of the Registered office of the
company, and
3. Website of the company and agency
3. Contents of such advertisement shall be:
1. Statement that the business may be transacted through voting by electronic means,
2. The date and time of commencement of remote e-voting,
3. The date and time of end of remote e-voting,
4. cut-off date,
5. The manner in which the shareholders may obtain the login ID and password,
6. Website of the company, if any, and of the agency where notice of the meeting is displayed.
7. Name, designation, address, email id and phone number of the person responsible to address
the grievances connected with facility for voting by electronic means.
8. The statement that
1. Remote e-voting shall not be allowed beyond the said date and time
2. Manner in which the company shall provide for voting by members present at the Meeting
(electronic/ballot paper)
3. A member may participate in the general meeting even after exercising his right to vote
through remote e-voting but shall not be allowed to vote again in the meeting
4. A person whose name is recorded in the register of members or in the register of beneficial
owners maintained by the depositories as on the cut-off date only shall be entitled to avail
the facility of remote e-voting as well as voting in the general meeting.
3. Remote E-voting:
1. A resolution proposed to be considered through voting by electronic means shall not be
withdrawn.
2. The facility for remote e-voting shall remain open for not less than 3 days and shall close at 5.00
p.m. on the date preceding the date off the general meeting.
3. During the period when facility for remote e-voting is provided, the members of the company
holding shares either in physical form or in dematerialized form, as on the cut-off date, may opt
for remote e-voting.
4. Once the vote on a resolution is cast by the member, he shall not be allowed to change it
subsequently or cast the vote again.
5. At the end of the remote e-voting period, the facility shall forthwith be blocked.
6. The manner in which members have cast their votes, that is, affirming or negating the resolution,
shall remain secret and not available to the Chairman or Scrutinizer or any other person till the
votes are cast in the meeting.
4. E-voting in the meeting:
1. A member may participate in the general meeting even after exercising his right to vote through
remote e-voting but shall not be allowed to vote again.
2. The Chairman shall, at the general meeting at the end of discussion on the resolutions on which
voting is to be held, allow voting with the assistance of scrutinizer, by use of ballot or polling
paper or by using an e-voting system for all those members who are present at the general
meeting but have not cast their votes by availing the remote e-voting facility.
3. If a company opts to provide the same electronic system as used during remote e-voting during
the general meeting, the said facility shall be in operation till all the resolutions are considered
and voted upon in the meeting and may be used for voting by the member attending the meeting
and who have not exercised their right to vote through remote e-voting.
5. Scrutinizer:
1. Board of directors of the company shall appoint one or more scrutinizers, who is a Chartered
Accountant in practice, Cost Accountant in practice, or Company Secretary in practice or an
Advocate’ or any other person who is not in employment of the company and is a person of
repute as a Scrutinizer.
2. Function of the Scrutinizer: to scrutinize the voting and remote e-voting process in a fair and
transparent manner
3. The Scrutinizer may take assistance of a person who is not in employment of the company and
who is well-versed with the e- voting system.
4. For the purpose of ensuring that members who have cast their votes through remote e-voting do
not vote again at the general meeting, the scrutinizer shall have access, after the closure of
period for remote e-voting and before the start of general meeting, to details relating to members,
such as their names, folios, number of shares held and such other information that the scrutinizer
may require, who have cast votes through remote e-voting but not the manner in which they have
cast their votes.
5. The scrutinizer shall, immediately after the conclusion of voting at the general meeting, first count
the votes cast at the meeting, thereafter unblock the votes cast through remote e-voting in the
presence of at least two witnesses who are not in the employment of the company.
6. The scrutinizer shall maintain a register either manually or electronically to record the assent or
dissent received, mentioning the particulars of name, address, folio number or client ID of the
members, number of shares held by them, nominal value of such shares and whether the shares
have differential voting rights.
7. The scrutinizer shall make, not later than three days of conclusion of the meeting, a consolidated
scrutinizer’s report of the total votes cast in favour or against, if any, to the Chairman or a person
authorized by him in writing who shall countersign the same.
6. On submission of report by Scrutinizer to Chairman:
1. The Chairman or a person authorized by him in writing shall declare the result of the voting.
2. The results declared along with the report of the scrutinizer shall be placed on the website of the
company, if any, and on the website of the agency immediately.
In case of companies whose equity shares are listed on a recognized stock exchange, the company
shall, simultaneously, forward the results to the concerned stock exchange or exchanges where its
equity shares are listed and such stock exchange or exchanges shall place the results on its or their
website.