Requirements for a Valid Meeting
Requirements for a Valid Meeting
1. Proper Notice
Notice must be given to all members/directors entitled to attend.
The notice should specify date, time, venue, and agenda of the meeting.
Notice period must comply with statutory requirements (e.g., minimum 7 days for general meetings in many jurisdictions).
Notice should be sent through appropriate modes (email, post, courier).
2. Quorum
A minimum number of members or directors must be present to conduct business.
Quorum is usually specified in the Articles of Association or by law.
If quorum is not present, the meeting is adjourned or deemed invalid.
3. Venue
Meeting should be held at a proper venue as specified by law or company’s Articles.
Virtual/online meetings are allowed if permitted by law or company’s regulations.
4. Authority to Convene
The meeting must be called by a person authorized by law or the company’s governing documents (e.g., Board of Directors, chairman).
Only authorized persons can convene or adjourn meetings.
5. Proper Chairperson
The meeting must be chaired by a person duly appointed as per the company’s Articles or law (usually the chairman of the board).
If the chairman is absent, a qualified person may preside.
6. Agenda
The meeting must deal only with matters on the agenda unless all members agree otherwise.
Agenda items must be clear and communicated in advance.
7. Compliance with Law and Articles
The meeting procedure should follow all statutory provisions and the company’s Articles of Association.
Any special requirements (e.g., special resolutions, majority votes) must be met.
8. Proper Record Keeping
Minutes of the meeting must be recorded accurately.
Minutes should be signed by the chairperson and maintained in the company’s minute book.
Summary Table:
| Requirement | Details |
|---|---|
| Notice | Proper notice given to all entitled |
| Quorum | Minimum number of attendees present |
| Venue | Legally approved place or virtual option |
| Authority | Meeting convened by authorized person |
| Chairperson | Properly appointed chair |
| Agenda | Matters communicated in advance |
| Compliance | Follow law and Articles of Association |
| Record Keeping | Minutes maintained and signed |
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