Alter the meeting the secretary will draft the minutes of the meeting and get it approved and signed by the Chairman at the next Board meebng.
Secretarial Duties. The duties of the secretary relating to the holding of the statutory meeting are enumerated below:
Before the meeting. (i) To draft the Statutory Report in Form No. 22 and the notice of the meeting ir. consultation u ith the directors. (ii) To arrange for cow ening a Board meet and get the notice and report approved by the board. (iii) To get the notice and report certified as correct by two directors, including the managing director, and also by the auditor of trio compam- (iv) To get the statutory report and notice printed and send them to the members at least 21 days before the date of the meeting. Also to file a certified copy of the report with the Reglstrar (v) m prepare a detailed agenda of the meeting in coDsult.ttion with the chairtnan and also a list sliowing names, addresses, etc.. of members which is to be produced at the meeting. (vi) To make other arrangements for holding the meeting.
At this meeting. (i) To ascertainthe quorum at the meeting and to read the notice of the meeting, if required to do so by the chairman. (ii) To read the statutory report, if required. (iii) To produce the list of members at the commencement of the meeting and keep accessible to members for their inspection. (iv) if directed by the chairman, to supply necessary information and explanations before the meeting. (v) To take notes of the proceedings from which minutes are to be prepared
After the meeting. (i) To prepare the muuutes of ale meeting from the notes taken by him during the meeting and to get it approved and signed by the chairman at the next Board meeting. (iii) To cam out the decisions arrived at in the meeting
STATUTORY REPORT
What is a Statutory Report? What are the provisions of the Compa. Act relating to issue dial filing of Statutory Report?
(A fadras Uniu) Ans. Statutory Report. In order to enable the members to make the best use of this opportunity the directors are required to prepare and send to every membel a document known as the "statutory report" at least 21 days before the da - on which the meeting is to be hald. If the report is sent later it will still be Valid if it IS so agreed to by a unanimous vote of the members entitled to attend and vote at the meeting ISec 165 (2)]. Thereportshouldbe certified as correct by at least two directors, one of whom shall be the m maging
COMPANY MEETINGS 241
Transected at the annual general meetir.g of a public company and a subsidiary thereof [See 173(1) (1)]
(a) the consideration of talc Iunual Accounts Ralance Sheet and the Reports of the Board of Directors and Anditors
(bj the declaration of a din Rend
(c) the appoinhnent of directors hi the place of those retiring, and
(d) the appolntmellt of, and the fixation of the remutlerahon of the anditol s.