Minutes Of The Annual General Meeting Of Shareholders is a mandatory document required under Section 118 of the Indian Companies Act, 2013. Every company registered in India must maintain these minutes as a formal record of the proceedings of their Annual General Meeting. The document captures crucial information including attendance details, discussions held, resolutions passed, voting results, and other significant proceedings of the meeting. It serves multiple purposes: as a legal record of corporate decisions, evidence in judicial proceedings, reference for future actions, and compliance documentation for regulatory authorities. The minutes must be prepared in accordance with Secretarial Standard-2 issued by the Institute of Company Secretaries of India and maintained at the registered office of the company.
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1. Meeting Details: Date, time, venue, and mode of meeting (physical/virtual/hybrid)
2. Attendance and Quorum: Number of members present, details of directors and key management personnel present, confirmation of quorum
3. Chairman: Name of the chairman of the meeting and basis of chairmanship
4. Notice and Reports: Confirmation that proper notice was sent and statutory registers were made available for inspection
5. Chairman's Speech: Summary of the Chairman's opening remarks and company performance overview
6. Ordinary Business: Discussion and voting on standard items like adoption of financial statements, dividend declaration, director appointments/reappointments, auditor appointments
7. Voting Process: Details of voting methodology (show of hands/e-voting/poll) and appointment of scrutinizer
8. Results and Resolutions: Outcome of voting on each resolution with details of votes cast
9. Vote of Thanks: Formal closing of the meeting with acknowledgments
10. Conclusion: Time of conclusion and chairman's signature with date
1. Special Business: Include when there are special resolutions or items beyond ordinary business
2. Questions and Answers: Include when shareholders raise significant questions during the meeting
3. Corporate Presentations: Include when management makes specific presentations during the AGM
4. Virtual Meeting Specifics: Include for virtual/hybrid meetings with details of platform and technical arrangements
5. Adjournment Details: Include if meeting is adjourned for any reason
6. Dividend Details: Include detailed section when dividend is declared, with record date and payment details
1. Attendance Register: Detailed list of all attendees including directors, KMPs, and shareholders
2. Voting Results: Detailed breakdown of votes cast for each resolution
3. Scrutinizer's Report: Report from the independent scrutinizer on voting results
4. Chairman's Speech: Complete text of the Chairman's speech as delivered
5. Corporate Presentation: Copies of any presentations made during the meeting
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