Notice & Agenda – Board Meeting
Notice and agenda for calling a board meeting.
What this format contains
NOTICE OF BOARD MEETING 01/[FY]
To,
The Board of Directors,
[Company Name],
Plot No. [ADDRESS],
[ADDRESS], [PLACE] – [PIN]
Dear Sir/Madam,
(Pursuant to Section 173 of the Companies Act, 2013 and Rule 3 of the Companies (Meetings of Board and its Powers) Rules, 2014)
Notice is hereby given that the meeting of the Board of Directors of the Company will be held on Wednesday [DATE] at [TIME] (IST) through Video Conferencing (VC) / (OAVM) and deemed to be held at the registered office of the Company situated at Plot No. [ADDRESS], [PLACE] – [PIN]. The Agenda of the business to be transacted at the meeting is enclosed herewith.
The Facility for joining the Board Meeting through VC (Video Conferencing) along with this Notice, agenda and other supporting documents is as below:
Meeting of Board of Directors of [Company Name]
Time: [DATE] at [TIME] (IST)
Join Zoom Meeting:
[URL]
Meeting ID:812 [PHONE]
Passcode: 100
You are requested to make it convenient to attend the meeting.
FOR [COMPANY NAME]
SD/-
[DIRECTOR NAME],
DIRECTOR
DIN: [●]
Place:[PLACE]
Date: [DATE]
AGENDA OF THE MEETING OF THE BOARD OF DIRECTORS OF [COMPANY NAME] TO BE HELD ON WEDNESDAY, [DATE] AT [TIME] (IST) THROUGH VIDEO CONFERENCING AND DEEMED TO BE HELD AT THE REGISTERED OFFICE OF THE COMPANY SITUATED AT PLOT NO. [ADDRESS], [PLACE] – [PIN].
| Sr. No. | AGENDA ITEM |
| To Elect the Chairman of the Meeting and for the elected Chairman to take the Chair and call the meeting to order | |
| To confirm the presence of the requisite quorum | |
| To grant leave of absence to Directors who are absent, if any. | |
| To place before the Board and to take note of the Certificate of Incorporation (COI) of the Company ([Company Name]) bearing CIN: [CIN]. | |
| To place before the Board and to take note of the Permanent Account Number (PAN) and Tax Deduction and Collection Account Number (TAN) allotted to the Company. | |
| To place before the Board and take note of the Memorandum of Association (MOA) & Articles of Association (AOA) of the Company as registered with the ROC | |
| To take note of the appointment of Mr. [DIRECTOR 2 NAME], Mrs. [DIRECTOR/DONOR NAME] & Mr. [DIRECTOR NAME] as the first Directors of the Company pursuant to the Articles of Association (AOA) | |
| To consider and approve the disclosure of interest in Form MBP‑1 received from all Directors. | |
| To confirm the situation of the registered office of the Company at Plot No. [ADDRESS], [PLACE] – [PIN] and to approve affixation and printing of the name and address of the registered office on name plates, letterheads and other business documents. | |
| To place before the Board and approve the statement of preliminary and pre‑incorporation expenses incurred by the promoters in connection with incorporation of the Company and to classify the same as preliminary expenses. | |
| To consider and approve the procedure for maintenance and recording of minutes of meetings of the Board of Directors and Shareholders. | |
| To consider and authorize any of the Directors of the Company to file such statutory forms, returns and documents with the ROC and other statutory authorities as and when be required | |
| To consider and approve the maintenance of all statutory registers, records and books required to be maintained at the registered office. | |
| To consider and grant general authority to any of the Directors of the Company to represent the Company before Central Government and State Governments, Local Authorities, Public Bodies and other Statutory and Regulatory Authorities. | |
| To authorize any of the Directors of the Company to digitally sign and submit all e-forms, returns and documents required to be filed with the ROC, under the e‑filing system. | |
| To consider and approve the format and printing of equity share certificates of the Company in accordance with the specimen placed before the Board. | |
| To take note of the subscription to the equity share capital by the subscribers to the Memorandum of Association (MOA) and to authorize issuance of share certificates to such subscribers. | |
| To consider and if thought fit, appoint [FIRM NAME]. Chartered Accountants, as the 1st Statutory Auditors of the Company and to fix their remuneration. | |
| To consider and approve the opening of a current account of the Company with [BANK NAME] and to authorize directors / signatories to operate the said bank account | |
| To Consider and authorize Mr. [NAME] to make application for registration under the Goods and Services Tax (GST) laws and to present the Company before relevant authorities. | |
| To consider and approve to make an application for the allotment of International Securities Identification Number (ISIN) with [FIRM NAME] ([FIRM NAME]) for the equity shares of the Company. | |
| Any other matter with the permission of the chair. |
FOR [COMPANY NAME]
SD/-
[DIRECTOR NAME],
DIRECTOR
DIN: [●]
Place:[PLACE]
Date: [DATE]