{"id":3504,"date":"2020-06-16T12:19:04","date_gmt":"2020-06-16T12:19:04","guid":{"rendered":"https:\/\/prathamconsult.com\/bak-main\/?p=3504"},"modified":"2022-07-08T06:02:06","modified_gmt":"2022-07-08T06:02:06","slug":"role-of-company-secretary-in-convening-annual-general-meeting","status":"publish","type":"post","link":"https:\/\/prathamconsult.com\/bak-main\/blog\/2020\/06\/16\/role-of-company-secretary-in-convening-annual-general-meeting\/","title":{"rendered":"Role of Company Secretary in convening Annual General Meeting"},"content":{"rendered":"<p><span lang=\"EN-US\">The Role of Company Secretary in administering and managing the business affairs of the Company has been increased over the years. The <a href=\"https:\/\/www.icsi.edu\/home\/\" target=\"_blank\" rel=\"noopener noreferrer\">Company Secretary<\/a> is responsible for statutory compliance of the company with the regulators.<\/span><\/p>\n<p><span lang=\"EN-US\">In today\u2019s business climate, the role of Company Secretary (CS) has been intensified with greater responsibilities and duties. In addition to preparing agendas and setting up board meetings, company secretaries are becoming key individuals within their companies.<\/span><\/p>\n<p><span lang=\"EN-US\">According to the nature and business of the organization, the role of Company Secretary varies. Company Secretary has to make all the arrangements from holding the Annual General Meeting (AGM) of the company till its filing with all required regulators.<\/span><\/p>\n<p><span lang=\"EN-US\">Let us have a look on the Role of the Company Secretary from the Beginning and till the end of the Annual General Meeting are as follows:<\/span><\/p>\n<h6><strong><span lang=\"EN-US\">1. Before the Meeting:<\/span><\/strong><\/h6>\n<p><span lang=\"EN-US\">&#8211; Hold a Board Meeting after giving notice for calling the Annual General Meeting.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Approve the Annual accounts and authorize signing of accounts<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Approve the draft Board\u2019s report so prepared in compliance with the <strong><span style=\"font-weight: normal\"><a href=\"https:\/\/www.mca.gov.in\/SearchableActs\/Section134.htm\">Section 134&nbsp;of the Act<\/a> <\/span><\/strong>with the Board and <\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To authorize the Chairman to sign the Report on Behalf of the Board.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Consider the payment of Dividend, if any.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Fix time, date and place for the AGM, <\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Approve the draft notice and authorise the Secretary to send to all members, directors, auditors and stock exchanges.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Timely Closure of the Register of Members and the Share Transfer Book.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To arrange for the printing of the Annual Report and Notice to call AGM.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To issue notice to the shareholders, at least 21 clear days before the date AGM and<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; If send through post, then it should be posted 48 hours still earlier in terms of section 101. <\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; For listed company, send 6 copies of Annual Report and 3 copies of notices to such stock exchanges and 1 copy to all other recognised stock exchanges in India.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To arrange for the printing of attendance slips or attendance register and ballot papers.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Check proxies as and when they are received, so that an up-to-date position is available till the date of meeting.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; In consultation with the Chairman or the MD, prepare a detailed agenda to be discussed at the AGM.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To prepare List of members showing their names, addresses and occupations and total shares held from the Register of Members.<\/span><\/p>\n<h6><strong><span lang=\"EN-US\">2. At the Meeting:<\/span><\/strong><\/h6>\n<p><span lang=\"EN-US\">&#8211; Help the Chairman in ascertaining whether a quorum is present or not.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To arrange for the collection of admission slips to get the Attendance Register signed by the Shareholders, and<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To make shareholders comfortable in their seats, to look to the comfort and convenience of the directors and chairman.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Produce copies of Memorandum and Articles of Association of the Company.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Read out the Auditor\u2019s Report, if advised by Chairman, when the adoption of accounts is taken up for consideration.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Supply to the Chairman any information which he may require in case the shareholders raised queries relating to accounts and other related matters.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To take notes of the proceedings for the purpose of preparing minutes thereof.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To keep at the meeting Members Register, Minutes Book, Annual Accounts, Notice of the meeting, Directors\u2019 and Auditors\u2019 Report.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To ensure that the Chairman of the Audit Committee is present at the AGM to clarify the audit matters and answer shareholders queries.<\/span><\/p>\n<h6><strong><span lang=\"EN-US\">3. After the Meeting:<\/span><\/strong><\/h6>\n<p><span lang=\"EN-US\">&#8211; To prepare minutes of the proceedings<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To record the minutes of the meeting and get them signed from the Chairman within 30 days of the meeting.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To send information regarding the appointment\/ re-appointment of directors. <\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; File <strong>Form DIR-12<\/strong> with the <a href=\"http:\/\/www.mca.gov.in\/MinistryV2\/registrarofcompanies.html\">ROC<\/a> within 30 days of appointment of Directors or KMPs along with filing fee.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To send intimation of appointment\/ re-appointment of auditors.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To file copies of resolutions passed at the meeting in <strong>Form MGT-14<\/strong> with ROC, within 30 days of the meeting.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To file Annual Accounts and Reports of Directors and Auditors in <strong>Form AOC-4<\/strong> within 30 days of the AGM.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To file Annual Return in&nbsp;<strong>Form MGT-7<\/strong>&nbsp;with the ROC within 60 days of the AGM, as per Section 92.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; Where the company has invited public deposits, a copy of the Balance Sheet be forwarded to the RBI.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To open a \u201c<strong>Dividend Account<\/strong>\u201d with bank and deposit the total amount of dividend within 5 days from the declaration of Dividend.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To get the Dividend Warrants and Notice of dividend signed from the authorised persons.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; To take action on the decisions of the shareholders.<\/span><\/p>\n<p><span lang=\"EN-US\">&#8211; In case of Listed Companies, submit within 48 hours of conclusion of the AGM, details regarding the voting results to the stock exchanges.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Role of Company Secretary in administering and managing the business affairs of the Company has been increased over the [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":4254,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[40,16,45],"tags":[80,83,86,120,222,266,287],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Role of Company Secretary in convening AGM | Duties | Responsibility<\/title>\n<meta name=\"description\" content=\"Role of Company Secretary - make all the arrangements from holding the Annual General Meeting till its filing. 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