Agenda :

The various items of business to be transacted constitute the agenda, literally “things to be done” for the meeting. Though it is common practice to send to directors or members an agenda or a list of items of business proposed to be transacted at the meeting, the Act does not lay down any such requirement. The current practice is, to lay down the agenda preferably in the form of proposed resolutions. It is usually prepared by the secretary but issued however, after it has been approved by the managing director or an executive of an equal rank.

Preparation of agenda: The preparation of agenda requires considerable care. An ideal agenda is the one which is so worded that only by altering a few words of an item to convert it into past tense, it would form the minutes. It may be, and is often drawn up on loose sheets of foolscap Paper. However, it is also preferable to write in bond book specially kept for that purpose. The order in which various items appear in the agenda is generally the order in which the business is to be transacted at the meeting. As it is customary to discuss routine matters first such items as relate to it come first in the agenda. They are followed by important items which, it is expected would provoke discussion among members. At the end, the item which require only to be noted by the members listed. Such an order generally has the merit of dividing equitably the time of the meeting among various items according to their importance. It must be added, however, that the chairman has the discretion to take up item for consideration by the meeting in the order he considers convenient for the disposal of the business. The various items listed on the agenda are numbered serially for convenience of recording minute and for future reference.

AGENDA for the Board Meeting

Summary Form

Agenda for Board Meeting to be held at………. on..…… day, of …… 20……. at……… [a.m.] ……………………………………….. Ltd.

1. The Chairman to announce that the quorum for the meeting is present.

2. The Chairman to address the meeting, and to move that, with the permission of the members present, the notice of the meeting and the Directors‟ Report be taken as read, and to call on the Secretary to read the Auditors‟ Report.

3. The Chairman to make a statement commenting upon the working of the company.

4. The Chairman to propose:

“Resolved that the audited Balance Sheet as at…………….. 20…… at the Profit and Loss Account for the year ending…………….. 20……… together with the Directors‟ Report and Auditors‟ Report thereon, be and the same are hereby received and adopted”.

Mr…………….. to second.

The Chairman to invite members to put questions regarding working of the company under review. After the members have spoken and their queries answered, put motion to meeting and declare result.

5. Mr…………… a Director to propose:

“Resolved that pursuant to the recommendation of the directors, divided at the rate of Rupees……………… per share on the equity share capital of the company for the year ended……………… 20…… be and is hereby declare out of the current profits [or out of the accumulated profits] of the company and that the same be paid, after deduction of income-tax at source, to those shareholder whose names appear on the company’s register of members on……………… 20…… and that divided warrants be posted within 30 days hereof only to those shareholders who are entitled to receive payment”.

Mr.…………… to second.

Put motion to meeting and declare result.

6. Mr……………… a Director to propose:

“Resolved that Mr……………… who retires by rotation and is eligible for re -appointment, be and is hereby re-appointment as a Director of the Company”.

Mr……………… to second.

Put motion to meeting and declare result.

7. The Chairman to declare the meeting closed.