Duties of a Company Secretary regarding Extraordinary General Meeting (EGM)

An Extraordinary General Meeting (EGM) is a meeting of a company's shareholders that is not the Annual General Meeting (AGM). The company secretary plays a crucial role in ensuring the smooth conduct of an EGM. Below are the key duties of a company secretary regarding an EGM:

1. Convening the EGM:
The company secretary is responsible for convening the EGM by issuing notices to the shareholders in accordance with the Companies Act and the company's Articles of Association. The notice must include the agenda, date, time, and venue of the meeting.

2. Drafting the Agenda:
The company secretary prepares the agenda for the EGM in consultation with the chairman and other key stakeholders. The agenda should clearly outline the matters to be discussed and voted upon during the meeting.

3. Providing Information to Shareholders:
The company secretary must ensure that all relevant information, such as the resolutions to be passed, explanatory statements, and any other documents, are provided to the shareholders in a timely manner to enable them to make informed decisions.

4. Recording Minutes:
During the EGM, the company secretary is responsible for recording accurate minutes of the proceedings. The minutes should capture the key discussions, decisions, and resolutions taken during the meeting.

5. Compliance and Legal Requirements:
The company secretary must ensure that the EGM complies with all legal and regulatory requirements. This includes ensuring quorum, following voting procedures, and adhering to the company's constitution.

6. Communication:
The company secretary acts as a communication link between the board, shareholders, and other stakeholders before, during, and after the EGM. They must address any queries or concerns raised by shareholders regarding the meeting.

In conclusion, the company secretary plays a pivotal role in the successful conduct of an EGM by overseeing the administrative, legal, and communication aspects of the meeting. Their attention to detail and adherence to regulations are crucial in ensuring transparency and accountability in the decision-making process.