A meeting is an assembly of two or more person
related to company who have so gathered at a common place, date and time for a purpose of discussion and deciding the matters related to the company.

There are 3 types of meeting –

Statutory Meeting

Annual General Meeting
Extra – Ordinary General Meeting


.Meaning  Statutory meeting is the first meeting of the members of the public limited company.

 It is required to be held only by a public company having a share capital. . A private company or a public company registered without share capital is under no obligation to hold such.

 It must be held within a period of not less than one month nor more than six months from the date at which the company is entitled to commence business. .

.Statutory Report  The Board of directors shall. forward a report (statutory report) to every member of the company. at least twenty-one days before the day on which the meeting is held.

where there is one. . The statutory report shall be certified as correct by not less than two directors of the company one of whom shall be a managing director.

. after copies thereof have been sent to the members of the company. 1956 . The Board shall cause a copy of the statutory report certified as is required by section 165 of Companies Act. to be delivered to the Registrar for registration forthwith.

. whether previous notice has been given or not. The members of the company present at the meeting may discuss any matter relating to the formation of the company or arising out of the statutory report. but no resolution may be passed of which notice has not been given in accordance with the provisions of this Act.

 The meeting may adjourn from time to time. may do anything which could have been done by the original meeting. The adjourn meeting. and the adjourned meeting shall have the same powers as an original meeting. . therefore.

the following consequences may follow: • every director or other officer of the company who is in default shall be punishable with fine which may extend to Rs.5000. .Penalties  If default is made in complying with the provisions of section 165.

the court may. instead of passing an order for winding up. However. .• The Registrar or a contributory may apply to the Court for the winding up of the company[Section 439]. give directions for the holding of the meeting or filing of the Statutory Report.

having a share capital. This meeting is Required to be held only once in the life time of a public company. .


which is held once in every year after the financial year is over.Meaning The annual general meeting is the meeting of all the shareholders. .

Subsequent AGMs must be held once in every year. .ANNUAL GENERAL MEETING The first AGM must be held within 18 months from the date of its incorporation. but within 6 months after the financial year is over.

.ANNUAL GENERAL MEETING The interval between two consecutive annual general meetings should not be more than 15 months.

ANNUAL GENERAL MEETING  The AGM must be held on a working day during business hours 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 .

ANNUAL GENERAL MEETING  The Central Government may. however. . exempt any class of companies from the above provisions.

such a day will be treated as a working day. .ANNUAL GENERAL MEETING  If any day is declared by the Central government to be a public holiday after the issue of the notice convening such meeting.

PURPOSE  The purpose of the meeting is to give full information to members about the progress made by the company during the year. .

.PURPOSE The meeting conducts ordinary business like  Approving annual a/c.  Declaration of dividend. auditor’s reports. director’s reports.

 Appointment of and the fixing of the remuneration of the statutory auditors. .PURPOSE  Appointment of directors in the place of those retiring.

Change of Memorandum of Association.   Increase in Authorized Capital. .PURPOSE Special business like:  Change of Articles.

of members required to be present for the meeting.  In case of Public limited company the quorum is 5 members.  In case of Private limited company the quorum is 2 members. .QUORUM  Quorum is the minimum no.

NOTICE  Notice should be sent to all shareholders at least 21 days before the meeting. .

Details about the general business to be  transacted at the meeting. . to be transacted.CONTENTS OF THE AGM NOTICE  Time. place and date of the meeting.  Details about the special business if any.

.REPORT  It is necessary to prepare Annual Report prior to this meeting and place it before this meeting for the approval.

 .AUTHORITY TO CALL MEETING The Board of Directors call the Annual General Meeting.


“All general meetings other than annual general meeting shall be called extraordinary general meetings” except statutory meeting. .What do you mean by extra ordinary general meeting?  Under Article 47 of schedule.

 This meetings are called in emergencies or on special occasions to take necessary decision which can not be postponed in next AGM .

convene an extra-ordinary general meeting.Who may call extra-ordinary general meeting?  By the Board of Directors: The regulation provides that Directors may. by their own motion. .

. By the directors on the requisition of members: It provides that it becomes essential for the directors to call an extra ordinary general meeting on the requisition signed by members holding one-tenth of the total voting right or holder of at least one-tenth of the paid up share capital.

the requistionists may themselves proceed to call the meeting. . Such meeting may called before the end of 3 months from the date of requisition. By the requisitionists: If the directors have failed to call the meeting within 45 days from the date of requisition by the members.

By the order of the Company Law Board: An extra ordinary general meeting can be call. or Articles. the Company Law Board may call meeting accordance with its direction such as :- . held or conducted according to the provision of the Companies Act.

by any member of the company who is entitled to vote at the meeting . on the application of a director of the company 3.1. on its own motion 2.

Notice of the EGM: In extra ordinary general meeting notice of 21 days is necessary while short notice may be accepted if the members holding 95% of voting rights. .

.Time and Place of meeting:  EGM may be held at any time on any day including a public holiday and even outside the city. town or village limits in which the registered office of the company is situated .

Secretarial Duties: Before The Meeting:   To convene a meeting of the Board To draft the requisite resolution .

 To draft the notice for calling the meeting  To issue the notice to members .

  Publication of notice Notice to stock exchange  Verification of proxies received .

seating. . etc for the meeting. To keep ready the important registers and documents  To keep necessary arrangement for refreshment.

.At the meeting:  Arrangement for collection admission card at the gate of meeting hall  To issue admission cards at the gate of the meeting in case if the member loose its admission cards he should be reissued.

.   Ascertain the quorum by chairman. The attendance register should be maintain. Reading of notice if required and auditors report in case the auditors are absent.

 To assist the chairman by providing quires raised by member.  To help the chairman in taking poll counting of votes in case of polling. .  To prepare minutes .

Get minutes signed by the chairman of the meeting within 30 days of the meeting. .Duties after the meeting:   Prepare minutes book.

 Sending of formal notices of appointment or reappointment to director and auditor. . To file 3 copies of annual account and annual returns with registrar of companies within 30days.

 Filing of certified copy of special resolution if any passed at the meeting to registrar within 30 days. .