SECRETARIAL STANDARD- 2 (GENERAL MEETINGS)
A. Notice in writing of every Meeting
shall be given to every Member of the
company. Such Notice shall also be given to the Directors and Auditors of the company, to the Secretarial Auditor, to Debenture
Trustees, if any, and, wherever applicable or so required, to other specified persons.
B. In case of companies having a website, the Notice shall be hosted on the
website.
C.
Meetings shall be called during business hours, i.e., between 9 a.m. and 6 p.m., on a day that is not a National Holiday. A Meeting called by the requisitionists
shall be convened only on a working day.
D. Notice and accompanying documents shall be given at least twenty-one clear days in advance
of the Meeting.
For the purpose of reckoning twenty-one days clear Notice, the day of sending
the
Notice and the day of Meeting
shall not be counted. Further
in case the company sends the Notice by post or courier, an additional two days shall be
provided for the service of Notice.
E. No items of business other than those specified in the Notice and those
specifically permitted under the Act shall be taken up at the Meeting.
F. One person can be
an authorized representative of
more
than one body corporate. In such a case, he is treated as more than one Member present in
person for the purpose of Quorum.
G. A Meeting
convened upon due Notice shall not be postponed or cancelled.
If, for reasons beyond the control of the Board, a Meeting cannot be held on the date originally fixed, the Board may reconvene the Meeting, to transact the same business as specified in the original Notice, after giving not less than three
days
intimation to the Members. The intimation shall be either sent individually in the manner stated in this Standard or published in a vernacular newspaper in
the
principal vernacular language of the district in which the registered office of
the
company is situated,
and
in an English newspaper in English language, both
having a wide circulation in that district.
H. The Auditors/ Secretarial Auditor, unless exempted by the company, shall, either by themselves or through their authorized representative, attend the
General Meetings of the company
and
shall have the right to be heard at such
Meetings on that part of the business which concerns them as Auditors.
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