Essentials of a valid meeting | Conditions of valid meeting

Requirement of a valid meeting

There must be some requisites in order to validate the meeting. The necessary pare-conditions of a valid meeting are stated below:

1. Right convening authority: A valid meeting must be convened by the proper authority otherwise it wills loss its validity. Company’s secretary is the proper authority to call a formal meeting.
2. Proper notice: Duty signed notice must be submitted to members before meeting. The place of meeting, time and date must be stated on the notice.
3. Proper publicity of agenda: Every member of the meeting should be properly informed of the agenda.
4. Legal purposes: Every meeting must have a legal purpose. Any meeting should be properly informed of the agenda.
5. Requisite quorum: For valid meeting requisite quorum is necessary. The meeting should not be stared until the requisite members of member s are resent.
6. Presence of right persons: Only legal members can present in the meeting. If there is an unauthorized person in the meeting, the meeting will lose its validity.
7. Proper presiding officer: The chairman of a valid meeting must be a proper person.
8. Conducting meeting according to the agenda: A valid meeting must be conducted according to the agenda. No decision will get validity, if it is not related to the agenda.

Role or function or duties of chairmen of a meeting

In all types of meetings, you have the following responsibilities as a presiding officer.

• Arranging the time and place
• Preparing and serving an agenda.
• Calling the meeting to order on time
• Making clear the purpose of the meeting
• Keeping the discussion on course
• Controlling over enthusiastic members
• Electing contributions from each member
• Creating a good atmosphere
• Summarizing the discussion form time to time
• Working to end the meeting on schedule
• Thanking to the members

Secretarial work relating to statutory meeting

1. Functions before the meeting:

• Maintaining time for statutory meeting,
• Preparing statutory statement or report,
• Drafting a notice for the meeting,
• Collecting the auditor’s certificate,
• Selection the place of the meeting,
• Preparing agenda of the meeting,
• Listing the name of members who will attend the meeting,
• Calling on board of directors meeting,
• Preparing final notice of the meeting.
• Serving the notice to the concerned members.

2. Functions at the meeting:

• Determining the quorum of the meeting,
• Stating or reading the agenda,
• Supply of the necessary explanations,
• Giving the explanations,
• Writing the rough minutes

3. Functions after the meeting:

• Preparing final minutes and resolutions,
• Submitting the statutory report