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
- To convene a board meeting, after giving notice as per section 173(3). Give advance notice to the stock exchange.
- 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.
- 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.
- to arrange for printing of balance sheet, auditors report, directors report.
- To issue notice to the shareholder.
- Check proxies.
- Arrange attendance slip, ballot paper etc.
AT THE MEETING
- To read out notice, auditors report.
- To help the chairmen in ascertaining quorum.
- Produce copies of MOA, AOA.
- To keep minutes of previous meetings.
- To ensure that the chairman of the audit committee is present at the meeting.
AFTER THE MEETING
- To prepare minutes of the proceedings.
- To record the minutes and get them signed by the chairman within 30 days from the meeting.
- To send intimation of appointment of directors and file Form DIR-12 with the registrar of companies within 30 days of appointment.
- To send intimation of appointment of auditors.
- To file copies of special and other resolutions (form MGT within 30 days).
- Deposit DDT.
- Copy of BS to RBI.
- Deposit the amount of dividend within 7 days of declaration.
- To dispatch dividend warrants with notice of dividend within 30 days.
- Details of meeting within 48 hours to the stock exchange.