Minutes Of Extraordinary General Meeting are essential corporate documents required under Indian law when companies need to address urgent matters that cannot wait until the next Annual General Meeting. These meetings are called to handle special business such as alterations to the company's constitution, significant corporate actions, or major business decisions requiring shareholder approval. The document must comply with the Companies Act, 2013, and follow prescribed formats under Secretarial Standard-2. It serves as a legal record of the proceedings, resolutions passed, and decisions made during the meeting. The minutes must be maintained permanently in the company's records and filed with appropriate authorities when required. This document is crucial for corporate governance, regulatory compliance, and can be used as evidence in legal proceedings.
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1. Meeting Details: Date, time, venue/mode of meeting, type of meeting (EGM)
2. Company Information: Company name, registered office address, CIN number
3. Attendance Record: List of directors, company secretary, shareholders present (in person/proxy/video conference), quorum confirmation
4. Chairman: Details of chairman appointment/election and chairman's opening remarks
5. Notice and Convening: Confirmation of proper notice period, mode of sending notice, and statement that meeting was properly convened
6. Proceedings: Chronological record of meeting proceedings, discussions, and deliberations
7. Resolutions: Text of resolutions presented, voting method, and voting results
8. Closure: Time of conclusion and vote of thanks
9. Authentication: Chairman's signature, date and place of signing
1. Leave of Absence: Record of directors who couldn't attend and requested leave of absence
2. Scrutinizer's Report: Include when electronic voting or postal ballot was conducted
3. Shareholder Questions: Section recording specific questions raised by shareholders and responses provided
4. Dissenting Notes: Record of any formal dissent or disagreement expressed during the meeting
5. Corporate Representatives: Details of corporate shareholders' authorized representatives when applicable
6. Video Conferencing Details: Technical details and confirmations when meeting is held through video conferencing
1. Attendance Register: Detailed list of all attendees with signatures/electronic attendance records
2. Notice of EGM: Copy of the original notice calling the meeting
3. Proxy Forms: Copies of valid proxy forms submitted for the meeting
4. Scrutinizer's Report: Detailed report of voting results including electronic voting and postal ballots
5. Supporting Documents: Any presentations, reports, or documents referenced during the meeting
6. Board Resolution: Copy of board resolution calling for the EGM
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