DUTIES OF COMPANY SECRETARY IN RESPECT OF ANNUAL GENERAL MEETING

In this post, we will discuss the duties of the company secretary in respect to the Annual General Meeting. A company secretary has to perform various duties before the meeting, during the meeting and after the meeting which is discussed as follows

BEFORE THE GENERAL MEETING

  1. To convene a board meeting, after giving notice as per section 173(3). Give advance notice to the stock exchange.
  2. Invite auditors for their report
    • To consider and discuss the report of the audit committee.
    • To approve and authorize the signing of accounts.
    • To secure auditors reports.
    • To consider the payment of dividends.
  3. To consider the closure of the register of members and the share transfer book (compliance of section 91) and to authorize for its publication. In the case of a listed company 7 days, prior notice must be given to the stock exchange before such closure.
  4. to arrange for printing of balance sheet, auditors report, directors report.
  5. To issue notice to the shareholder.
  6. Check proxies.
  7. Arrange attendance slip, ballot paper etc.

AT THE MEETING

  1. To read out notice, auditors report.
  2. To help the chairmen in ascertaining quorum.
  3. Produce copies of MOA, AOA.
  4. To keep minutes of previous meetings.
  5. To ensure that the chairman of the audit committee is present at the meeting.

AFTER THE MEETING

  1. To prepare minutes of the proceedings.
  2. To record the minutes and get them signed by the chairman within 30 days from the meeting.
  3. To send intimation of appointment of directors and file Form DIR-12 with the registrar of companies within 30 days of appointment.
  4. To send intimation of appointment of auditors.
  5. To file copies of special and other resolutions (form MGT within 30 days).
  6. Deposit DDT.
  7. Copy of BS to RBI.
  8. Deposit the amount of dividend within 7 days of declaration.
  9. To dispatch dividend warrants with notice of dividend within 30 days.
  10. Details of meeting within 48 hours to the stock exchange.

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