Template Description

This Notice template provides a notice for a board meeting concerning the name change of Company, under the Companies Act 2013. It is a 2-page MS Word document. This notice is mandatory as per the Companies Act, 2013, for companies that intend to change their registered name. The intended audience for this template includes companies, corporate professionals, and legal advisors.

Understanding the Concepts of a Board Meeting

Terminologies:

1. Board Meeting: A formal gathering of a company’s board of directors to discuss and decide on various company matters.
2. Notice of Board Meeting: An official document sent to directors outlining the meeting's date, time, venue, and agenda, ensuring all members are informed in advance.
3. Quorum: The minimum number of directors required to be present for the meeting to be valid and for decisions to be legally binding.
4. Agenda: A list of topics and items to be discussed and decided upon during the meeting, including any special business items.

Procedure for Holding a Board Meeting:

• Preparation and Issuance of Notice (Section 173): The notice must be issued at least 7 days before the meeting, detailing the date, time, and venue, as well as the agenda of the meeting.

• Agenda Setting: The agenda should include general items such as the appointment of the chairman and approval of previous meeting minutes and specific items like approval of company name change or setting dates for General Meetings.

• Quorum Requirements: Ensure that the requisite number of directors are present to meet the quorum requirements. The quorum is usually specified in the company’s Articles of Association.

• Conducting the Meeting: The meeting is chaired by the appointed chairman. The agenda items are discussed, and resolutions are passed as necessary.

• Participation Modes: Directors can participate in the meeting physically or E-Mode. Confirmation of attendance mode should be obtained in advance.

• Documentation and Follow-up: After the meeting, ensure that minutes are recorded and signed. The decisions and resolutions taken must be documented and filed as required.

Conclusion

This template provides a standardized format for companies to document the Notice of Board Meeting, compliance with The Companies Act, 2013. It ensures that the company’s fundamental document accurately reflects the date, time, and venue, the agenda of the meeting. Proper issuance of this notice is essential for the effective governance of board meetings and ensures that all directors are duly informed and prepared for the discussions.