Meetings and Resolutions: Types of Meetings, Notice, Quorum, Voting, Minutes and Resolutions (Basics) Questions

Question 1

Define quorum.

Accepted Answer

Quorum is the minimum number of members/directors required to be present to validly conduct the business of a meeting.

Question 2

What is an AGM?

Accepted Answer

AGM (Annual General Meeting) is the yearly meeting of shareholders to transact regular business like adoption of accounts and dividend (concept).

Question 3

State one purpose of notice of meeting.

Accepted Answer

Notice informs members about the **date, time, place and agenda** so they can attend and prepare.

Question 4

What are minutes?

Accepted Answer

Minutes are the official written record of meeting proceedings and resolutions passed.

Question 5

EGM is held for special/urgent business. (True/False)

Accepted Answer

True. EGM is called for **special/urgent** matters requiring members’ approval.

Question 6

Define resolution in company meetings.

Accepted Answer

A **resolution** is a formal decision passed by members or directors in a duly convened meeting.

Question 7

Differentiate AGM and EGM using a table (any three points).

Accepted Answer

AGM vs EGM:

| Basis | **AGM** | **EGM** |
|---|---|---|
| Nature | annual, routine | special, urgent |
| Business | regular matters | special matters |
| Timing | once every year | as required |

Thus, AGM is regular; EGM is called for urgent/special business.

Question 8

Explain essentials of a valid notice of meeting (any three) using points.

Accepted Answer

Essentials of notice (any three):

- mention date, time and place
- state the agenda/business clearly
- sent to eligible persons within required time (concept)
- attach explanatory statement for special business (concept)

Proper notice ensures fairness and validity of meeting decisions.

Question 9

Explain quorum and its importance using a small table.

Accepted Answer

Quorum:

| Point | Explanation |
|---|---|
| Meaning | minimum members/directors required |
| Importance | prevents decisions by a tiny group |
| Effect | meeting business valid only with quorum |

Thus, quorum ensures legitimacy and representative decision-making.

Question 10

List voting methods in company meetings (any four) with a brief note.

Accepted Answer

Voting methods (any four):

- show of hands (headcount)
- poll (**shareholding** based)
- proxy voting (representative votes)
- electronic voting (e-voting) (where applicable)

Different methods ensure fairness depending on the nature of decision and member participation.

Question 11

Differentiate voting by show of hands and poll (any three points) using a table.

Accepted Answer

Show of hands vs poll:

| Basis | Show of hands | **Poll** |
|---|---|---|
| Basis of voting | one member = one vote (headcount) | **shareholding** strength (votes linked to shares) |
| Use | quick routine decisions | where accurate member strength is needed |
| Outcome | may not reflect ownership | reflects ownership/control more clearly |

Thus, poll is more representative of shareholding than a show of hands.

Question 12

Explain types of meetings and their purpose (exam-style) with a table and conclusion.

Accepted Answer

Types of meetings and purpose:

| Type | Participants | Purpose |
|---|---|---|
| **Board meeting** | directors | management decisions |
| **AGM** | shareholders | annual regular business |
| **EGM** | shareholders | urgent/special business |

Thus, different meetings ensure proper decisions at board and member levels.

Question 13

Differentiate ordinary and special resolutions and give examples (exam-style) with a table and conclusion.

Accepted Answer

### Ordinary vs special resolutions

| Basis | **Ordinary** | **Special** |
|---|---|---|
| Majority | simple majority | higher/specified majority (concept) |
| Use | routine matters | major matters (alteration of MOA/AOA etc.) |

Examples:
- Ordinary: routine appointment/approval matters.
- Special: alteration of charter documents (concept).

### Conclusion
Special resolutions are required for significant corporate changes to ensure stronger member consent.

Question 14

Write an exam-style note on minutes: meaning, importance and key points (include a table and conclusion).

Accepted Answer

### Meaning
Minutes are the official written record of proceedings and resolutions.

| Importance | Points |
|---|---|
| Evidence | legal proof of decisions |
| Compliance | supports audit trail |
| Dispute reduction | clear record of what was decided |

### Conclusion
Proper minutes improve corporate governance by ensuring transparency, accountability and reliable documentation.

Question 15

Explain meeting validity: notice, quorum, voting and resolutions (exam-style) with a flowchart and conclusion.

Accepted Answer

### Flow for valid meeting decision
Notice (agenda) → Quorum present → Discussion → Voting → **Resolution passed** → Minutes recorded → Implementation

### Conclusion
Following notice, quorum, voting and proper documentation ensures decisions are valid, fair and legally defensible.

Basis	AGM	EGM
Nature	annual, routine	special, urgent
Business	regular matters	special matters
Timing	once every year	as required

Meetings and Resolutions: Types of Meetings, Notice, Quorum, Voting, Minutes and Resolutions (Basics)

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