The duties of a secretary, .-eiating to the holding of annual genetic meeting, may be enumerated as follows

Before the Meeting. Dge for the preparation of a Profit and LGSS Acco Dnt and the Anmral Balance Sheet of the company anci also for its subsidiaries and branches, if any, as per the provisions of the Act, when the financial year of the company is over
2 See that the Board Afro es the Balance Sheet find Profit and Loss Account and naune of directors ill sign the Balance Sheet
6 Arrange a Boafd meeting to consider the following business
(a) To consider and recommend the rate of dividend on equity orand preference shares to be'declared and passed by the members at the annual general mcelmg.
(b) To sign the Directors Report already prepared by tile Secretar To obtain sanction of the Board to tile proposals to be considered and passed at the ammal general meeting on matters like namles of directors are liable to retire by rotation, names of directors Who are to seek re-election and change in the auditors of the company.
(d) To fix date, time and place of the annual general meeting and to autliorise the for arranging the pnntnig of the notice, annual accounts, detectors' report, aiuditor, proxy forms admission cards etc:
(e) To authorise the secretary to close the register of members and share transfer register, issue the notice of closure of trar sfers anc to see the preparation of dividend list and dividend warrants;
COMPANY MEETINGS 245
tad To decide Nhetherarepor oftheproceedingsatthegereralmeeting is to be published and it- so. in which particular newspapers.
P evil.. tb.e ag:r a of tl.e meeting ar.d the Chairman's speech in consultation anti. tire Board.
12. Check up proxies recei Ned and .: i valid proxies to be entered in the proxy- register Ciese and N register in due time.
13. Keep reads for ma available at the meeting the following documents and records
(i) attendance book to be signed by the shareholders before the comlttencement of the meeting
(ii) Minutes b60k of the Ann uai General Meeting
(iii) Proxy Register along with all the proxy forms lodged Witll the company serially numbered.
(iv) Register of Directors' shareholdings.
(v) Reglster of contracts companies and firms in which directors are directly or indirectly interested.
(vf) Register of Members and index of Members.
(vi) femoradtnn and Anicles of Association of the connpany as amended up-to-date. (viii) Spare copies of the directors' Repoff Agenda
and C!.airman s speech.
( x) NTodng cards if apoll is expected.
(x) A copy of the Cmnpanies Act 1956 as amerided up-to-date