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Terms During Meeting

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Meeting definition * A meeting is when two or more people come together to discuss one or more topic often in a formal settings.
Requisite a valid meeting 1. Proper Authority 2. Notice of Meeting 3. Place of Meeting 4. Quorum 5. Chairman 6. Proxy 7. Voting at General Meeting

Place of Meeting * For public company, meeting should be held at its registered office or at some other place in same city, town or village. * For private company. Its can held meeting at any other place.
Irregularities in proceeding of meeting * A proper notice in writing to every member of the company is required by law for the holding of every valid meeting. Notice must be given even though a member has waived his right to have notice. It must disclose the purpose for which the meeting is called. It must be given at least 21 clear days before the date of the meeting.

What other alternative form of notice of meeting 1. Personally 2. Prepaid post 3. Advertisement in news paper
Quorum
* Minimum number of members required to constitute a valid meeting and to transact business therein is called quorum. * If within half an hour from the time appointed for holding a meeting of the company, a quorum is not present, the meeting, if called on the requisition of members, shall stand dissolved.
Agenda
* Agenda gives guidance and information as to the business to be discussed and transacted in the meeting. It sets out the chronological sequence in which the various items of business shall be taken up in the meeting for discussion.
Motion
* Proposal formally submitted to a meeting for discussion and possible adoption as a resolution.
Adjourned
* An adjournment is a suspension of proceedings to another time or place. To adjourn means to suspend until a later stated time or place. * The chairman has discretion to suspend the meeting, once, for any period up to one hour.

Chairman * A general meeting of the company is to be presided over by a chairman who regulates and supervises the proper conduct of the business at a meeting. He decides all incidental questions arising in the course of the proceedings of the meeting. Chairman should act bona fide and in the best interest of the company as a whole.

* The chairman must take care to see that proper discipline is maintained at the meeting, that the proceedings are conducted in a proper manner, that proper opportunity is given to the members to express their views, that the voting is fair, and that the proceedings of the meeting are properly and correctly recorded in the minutes book.
Articles 50, 51 and 52 of Table A provides on the appointment of a chairman: * 50. The chairman, if any, of the Board shall preside over as chairman at every general meeting of the company. * 51. If there is no such chairman, or if he is not present within fifteen minutes after the time appointed for holding the meeting, or is unwilling to act as chairman of the meeting, the directors present shall elect one of their members to be the chairman of the meeting. * 52. If at any meeting no director is willing to act as chairman or if no director is present within fifteen minutes after the time appointed for holding the meeting, the members present shall choose one of their members to be the chairman of the meeting.
Voting
1. Voting show by hand 2. Voting by poll

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