Entfies of contracts or in which directors are iiderested Imitsi be made in the registcrwith ? days of the meeting of Ihe Board at which the contracts are approve Entries relating to arty other contract or arrangement have TO be made within 7 days of receipt of its particulars at the company erp office, orb within 30 days of such contract'. OT arrangement Then the registerrrncst be placed before the next meeting of the Boardand mnstbe srgriedb all directors present at such meeting (Sec. 301),
T he -Registet is to be kept open- for inspection for at last 2 :honrs on every wor day and inspection ed by anj members free of charge, and by any other pawn on payment of ills same fee as in the case of register of members, for eachpectinn. A poison allowed to inspect the register is aso to tie allowed to take extracts from it and require a cettif ed'copy of nrtion tobe issnedvithirt 10 dayscof application on payment of the same fee as b the case of register of members, for every 100 words or fractiortal parts
220 'S: SEGRETARIAL PRACTiCE
DRAFTING OF NOTICE
Ans. What is Notice 'A meeting in orderto bevalid, m ust be cons enx by a proper invitation. This invitation containing:preand ager. la etc. IS called a Notice, v. hich is issued by die proper authority it means t al - the notice convening tile meeting Dost be properly drafted according to tlhe Act and the rules, and must be served oil all members who are entitled to attend and v ote at the meeting. There are scene general mles which have to be followed while drafting notice for meetmgs of ail types of orgaDisations A part from this, the Companies Act and the Articles of a coinpany also lay down some niies iihicli ileissoingnobces of company -
The general rules should be observed while issuing notices of mee
(a) The notice may take any reasonable form Zciently conveN to the p ersons. entitled to informs enabling the person to attend the Heeling and to take part in its deliberations en accidental omission to give notice or non-rcceipt of notice will not invalidate the proceedings of a meeting. (h) The notice most specify the date, time and place of meeting, all of which must be reasonrbly.convenient to the majority of members
(c) The bobce must state the nature of business to be transacted at the meeting Tramn ail That is, a complete agenda should be forwarded witli or as a part of tile notice.
(A The length of notice must be according to the rules prescribed bN the of Aesociahon. or a reasonable notice
16) The notice most be served in the manner prescribed in the rules. that is, by mail or messenger Verbal notice maybe gin en personals or bv telephone, but it must be corlir;ned by a written notice.
(a) The notice must be served to all members entitled to receive i. However, a notice need not be served a member is Ibimg abroad or when his whereabouts are not known
COM A. MEETINGS, 1
A music, be clear explicit And ur.
spea issued of a notice is obfigaton,. But where meetings are fixed to be held on a specified day of each week or month notice may lake the form of reminders only or may be totally avoided (Barron v Porter).
REQUISITES OF NOTICE OF COMPANY MEETlNGS