Agenda of meeting

 AGENDA

Agenda is the official list outlining the contents of a forthcoming meeting.It is specifies the things to be done or dealt with at a particular meeting chronic order. Agenda is given along with the notice, but usually separately circulated as an annexure with the notice. It is prepared by the company secretary in consultation with the chairman.

Writing of Notice and Agenda :

I. Writing of Notice : While drafting the notice, the company secretary should consider the following points :

1. It should specify the nature of meeting : Annual General Meeting, Board Meeting, Meeting of Debentureholders etc.

2. It should clearly state the day, time and place of meeting,

3. It should be sent through post to all the persons entitled to attend the Meeting.

4. It should be sent within time, keeping in view the requirement of law and articles of association,

5. It must be absolute and conditional.

II. Writing of Agenda : While drafting and circulating agenda, the company secretary should consider the following points :

1. It should clearly state the name of the company and nature of the meeting.

2. It should state the order in which the business at the meeting should be conducted.

3. It should first state the routine matters and then the important matters.

4. It must be clear and specific.

5. It must be circulated to every member within reasonable time.

6. It must contain the supporting information, if needed.

7. It must contain the date of circulation.

8. It must contain the signature of company secretary.

The first item in the agenda is confirmation of the minutes of the last meeting. Any other thing can be discussed other than that in Agenda with the permission of Chairman.