Essentials of a valid meeting | Conditions of valid meeting

Requirement or essentials of a valid meeting or, necessary conditions 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

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