check list for conducting EGM

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CS ashish shrivastava (Querist)
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28 July 2009 please send me check list for conducting extra ordinary general meeting.

thanks

regards,
Asish Shrivastava
Neo Corp International Ltd.

Ankur Garg

Ankur Garg (Expert)
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28 July 2009 Hi,

Find below the desired details:

EXTRA-ORDINARY GENERAL MEETING

A) Before the EGM :

1) Draft notice, resolutions, explanatory notes (u/s.173).
2) Printing of EGM Notice.
3) Convene Board Meeting for approval of Agenda which is to discussed in EGM.
4) Inform the Stock exchange, the date of EGM (if listed Co.).
5) Send B/S and P&L A/c, Directors report, annual reports etc for printing.
6) Send EGM Notice 21 days before the EGM to all members & auditors.
7) Publish notice in the newspaper.
8) Take board resolution for closure of books, if required.
9) Draft Chairman’s Speech. (not mandatory).
10) If the explanatory statement refers to any documents, requiring approval of EGM, the documents must be readily available for inspection.
11) Registration & rejection of proxies.
12) Keep the members attendance register ready.
13) Make preparations for poll.
14) Prepare replays for possible queries.
15) Keep ready the following:- MoA, AoA, Annual report, Chairman’s speech, Attendance register, Register of members & debenture holders, proxy register and list of proxies, Companies Act, Income Tax Act, Minutes of general meeting, stationery., etc .
16) Make arrangements for the meeting hall, seating., etc .
17) Make available the necessary documents, for inspection at the appropriate time.

Ankur Garg

Ankur Garg (Expert)
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28 July 2009 B) During the EGM :

1) Take signatures in attendance registers, and verify with register of members.
2) Give seats to the proxies separately (can only vote, not to speak).
3) Secretary to read notice of the meeting and auditors report.
4) Assist the Chairman in every walks, in a poll and in ascertaining the ‘sense of the meeting’.
5) Give detailed notes on proceedings to prepare the minutes.

C) After the EGM :

1) Intimate Stock exchange .,send chairman’s speech, if listed.
2) Release to the press, the chairman’s speech, but add a note stating that “the chairman’s speech does not purport to be the proceedings of the EGM” – because the law prohibits the publication of the contents of proceedings at the company’s expense.
3) Prepare the minutes and get chairman’s approval.
4) File copy of special resolution or other resolutions specified u/s.192 within 30 days in Form No.23, with the ROC, if required.
5) Prepare and file Annual Returns within 60 days of the AGM with the ROC.
6) Take follow-up action on all resolutions passed in the EGM.

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