{"id":117363,"date":"2023-08-25T10:31:06","date_gmt":"2023-08-25T05:01:06","guid":{"rendered":"https:\/\/legalwindow.in\/?p=117363"},"modified":"2023-08-28T10:33:04","modified_gmt":"2023-08-28T05:03:04","slug":"board-meeting","status":"publish","type":"post","link":"https:\/\/www.legalwindow.in\/blog\/board-meeting\/","title":{"rendered":"Board Meeting \u2013 Meaning, Quorum, Notice, and Requirements"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-117369 size-full\" src=\"https:\/\/legalwindow.in\/wp-content\/uploads\/Copy-of-Copy-of-Copy-of-Copy-of-Copy-of-Untitled7-Helpful-Tips-to-Select-the-Best-Health-Insurance-Plan-Design.png\" alt=\"Board Meeting \u2013 Meaning, Quorum, Notice, and Requirements\" width=\"1200\" height=\"630\" srcset=\"https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Copy-of-Copy-of-Copy-of-Copy-of-Copy-of-Untitled7-Helpful-Tips-to-Select-the-Best-Health-Insurance-Plan-Design.png 1200w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Copy-of-Copy-of-Copy-of-Copy-of-Copy-of-Untitled7-Helpful-Tips-to-Select-the-Best-Health-Insurance-Plan-Design-600x315.png 600w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Copy-of-Copy-of-Copy-of-Copy-of-Copy-of-Untitled7-Helpful-Tips-to-Select-the-Best-Health-Insurance-Plan-Design-300x158.png 300w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Copy-of-Copy-of-Copy-of-Copy-of-Copy-of-Untitled7-Helpful-Tips-to-Select-the-Best-Health-Insurance-Plan-Design-1024x538.png 1024w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Copy-of-Copy-of-Copy-of-Copy-of-Copy-of-Untitled7-Helpful-Tips-to-Select-the-Best-Health-Insurance-Plan-Design-768x403.png 768w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">The Company&#8217;s Director may call a Board meeting at any moment. On the Director&#8217;s request, any individual authorized by the Board to convene a Board Meeting shall do so. Every firm must hold a board meeting within 30 days of its incorporation. On the other hand, the Board of directors may attend a meeting in person or by video conference.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we will go over the Board Meetings as defined by the <\/span><a href=\"https:\/\/www.mca.gov.in\/Ministry\/pdf\/CompaniesAct2013.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Companies Act, 2013<\/span><\/a><span style=\"font-weight: 400;\">, and the meaning, critical requirements, and <\/span>quorum for the Board Meeting<span style=\"font-weight: 400;\">.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td style=\"border: 1px solid#555;\"><b>Table of Contents<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#what\"><span style=\"font-weight: 400;\">What Exactly Is a Board Meeting?<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#most\"><span style=\"font-weight: 400;\">The Most Important Criteria for Conducting the Board Meeting<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#act\"><span style=\"font-weight: 400;\">Board of Directors Meeting Section 173 of the Companies Act of 2013<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#of\"><span style=\"font-weight: 400;\">Participation of the Directors at the Meeting<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#said\"><span style=\"font-weight: 400;\">What cannot be said in the board meeting via video conferencing?<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#board\"><span style=\"font-weight: 400;\">Board Meeting Notice<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#mean\"><span style=\"font-weight: 400;\">What Does a Majority of Directors Mean by Ratification Thereof Mean?<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#meeting\"><span style=\"font-weight: 400;\">Meeting of the Board Quorum under Section 174 of the 2013 Companies Act<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#chairman\"><span style=\"font-weight: 400;\">Chairman of the Board<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#minutes\"><span style=\"font-weight: 400;\">Board Meeting Minutes<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#up\"><span style=\"font-weight: 400;\">Winding Up Note<\/span><\/a><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2 id=\"what\"><b>What Exactly is a Board Meeting?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">It is a meeting of the firm&#8217;s Board of Directors (executives or directors) to discuss specific concerns or transactions concerning the Company. This meeting will take place at a particular location and time.<\/span><\/p>\n<h2 id=\"most\"><b>The Most Important Criteria for Conducting the Board Meetings<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The primary criteria are as follows:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">All directors must be given adequate notice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A sufficient number of people<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Appropriate agenda and documentation<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The Chairperson is present.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Proper Minute Book Maintenance<\/span><\/li>\n<\/ul>\n<p><b>Also, read our Article on: <\/b><a href=\"https:\/\/legalwindow.in\/concept-of-minutes-of-meeting-companies-act-2013\/\" target=\"_blank\" rel=\"noopener\"><b>Concept of Minutes of Meeting: Companies Act, 2013<\/b><\/a><\/p>\n<h2 id=\"act\"><b>Board of Directors Meeting &#8211; Section 173 of the Companies Act of 2013<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The Board Meeting is addressed in Section 173 of the Companies Act of 2013. According to the <\/span><a href=\"https:\/\/www.mca.gov.in\/Ministry\/pdf\/CompaniesAct2013.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Companies Act of 2013<\/span><\/a><span style=\"font-weight: 400;\">, every firm must observe the norms and regulations outlined in this section.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Every company must hold a board meeting within 30 days of incorporation after obtaining incorporation of company and must have a minimum of four sessions of its Board meetings each year.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, the meeting must be arranged so that at most 120 days pass between two consecutive Board sessions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Non-applicability &#8211; The Central Government may, by notification, order that the requirements of the preceding sub-section do not apply to any class or description of companies. It can also be used subject to the exceptions, adjustments, or limitations mentioned in the notification.<\/span><\/p>\n<p><b>Also, read our Article on: <\/b><a href=\"https:\/\/legalwindow.in\/powers-of-board-restriction-on-powers-of-board\/\" target=\"_blank\" rel=\"noopener\"><b>Powers of Board &amp; Restriction on Powers of Board \u2013 Companies Act<\/b><\/a><b>\u00a0<\/b><\/p>\n<h2 id=\"of\"><b>Participation of the Directors at the Meeting<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Depending on the circumstances, the Company&#8217;s directors can attend an in-person meeting or via video conferencing. Such arrangements must be adequately documented, including the date and time.<\/span><\/p>\n<p><b>Note<\/b><span style=\"font-weight: 400;\">: The Central Government may specify by notification what issues cannot be dealt with in a meeting via video conferencing or other audio-visual means.<\/span><\/p>\n<p><b>Also, read our Article on: <\/b><a href=\"https:\/\/legalwindow.in\/boards-report-under-companies-act-2013\/\" target=\"_blank\" rel=\"noopener\"><b>Matters to be Included in Board\u2019s Report under Companies Act, 2013<\/b><\/a><\/p>\n<h2 id=\"said\"><b>What cannot be said in the board meetings via video conferencing?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Certain transactions are not permitted to be addressed via video conferencing-<\/span><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-117384 size-full\" src=\"https:\/\/legalwindow.in\/wp-content\/uploads\/Screenshot-2023-08-22-130305.png\" alt=\"Board Meeting \u2013 Meaning, Quorum, Notice, and Requirements\" width=\"1128\" height=\"720\" srcset=\"https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Screenshot-2023-08-22-130305.png 1128w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Screenshot-2023-08-22-130305-600x383.png 600w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Screenshot-2023-08-22-130305-300x191.png 300w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Screenshot-2023-08-22-130305-1024x654.png 1024w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Screenshot-2023-08-22-130305-768x490.png 768w\" sizes=\"auto, (max-width: 1128px) 100vw, 1128px\" \/><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Concerns about the annual financial statements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Concerns about the Board&#8217;s reports.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Concerns about the prospectus&#8217;s approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Affiliation, merger, demerger, acquisition, and takeover issues<\/span><\/li>\n<\/ul>\n<p><b>Also, read our Article on: <\/b><a href=\"https:\/\/legalwindow.in\/composition-of-the-board-of-directors-of-a-listed-company-in-india\/\" target=\"_blank\" rel=\"noopener\"><b>Composition of the Board of Directors of a Listed company in India<\/b><\/a><\/p>\n<h2 id=\"board\"><b>Board Meeting Notice<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Every Director must receive written notice of the next board meeting at least seven days in advance at the registered office of the Director. The information must be delivered either by mail or electronically.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Notifications may be sent to either the address listed in the Director&#8217;s DIN registration or the address the Director specifies in the event of an address change or lack of a registered address.<\/span><\/p>\n<p><b>Notice at a shorter Period:<\/b><span style=\"font-weight: 400;\"> A meeting may be convened with less notice to conduct urgent business, provided that at least one independent Director, if any, is present.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The decisions made by the directors in the meeting must be distributed to all the directors if an independent director is absent.<\/span><\/p>\n<h2 id=\"mean\"><b>What does a Majority of Directors mean by Ratification thereof mean?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The decision made in the meeting must be distributed to the Company&#8217;s directors if the directors are given notice in a shorter amount of time and there is no independent director to make the choice. The decision will be considered final once most directors have ratified it once it has been distributed to all.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If an officer of the Company responsible for giving notice violates this section 173, they may be subject to a fine of up to 25,000 rupees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One-person businesses, small businesses, and defunct businesses will be judged to have satisfied the requirements of this section if:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Each half of a calendar year has seen at least one Board Meeting, and<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There is at least a 90-day interval between the two meetings.<\/span><\/li>\n<\/ul>\n<h2 id=\"meeting\"><b>Meeting of the Board Quorum under Section 174 of the 2013 Companies Act<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The minimal number of directors required for Board Meetings is called the quorum. A minimum of one-third of the total number of directors is considered the <\/span>minimum quorum for board meetings<span style=\"font-weight: 400;\">. Anyhow, a minimum of two directors are required (in the event of an interested director)<\/span><span style=\"font-weight: 400;\"> as the <\/span>quorum for the directors&#8217; meeting<span style=\"font-weight: 400;\">. That is part of the <\/span>board meeting quorum rules.<\/p>\n<p><span style=\"font-weight: 400;\">The One Person Companies are not applied by Section 174.<\/span><\/p>\n<h2 id=\"chairman\"><b>Chairman of the Board<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The Board Meetings will be presided over by the Company&#8217;s Chairman. The <\/span><a href=\"https:\/\/legalwindow.in\/composition-of-the-board-of-directors-of-a-listed-company-in-india\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">company directors<\/span><\/a><span style=\"font-weight: 400;\"> may choose one of them to serve as Chairman if the Chairman is absent.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The Chairman&#8217;s responsibility is to oversee the board meeting&#8217;s business and to ensure that the meeting is duly called under the 2013 Companies Act with the help of the company secretary.<\/span><\/p>\n<p><b>Also, read our Article on: <\/b><a href=\"https:\/\/legalwindow.in\/rules-and-procedures-of-board-of-directors-meetings\/\" target=\"_blank\" rel=\"noopener\"><b>Procedure for Cancellation of Resolution passed in Board Meetings<\/b><\/a><\/p>\n<h2 id=\"minutes\"><b>Board Meeting Minutes<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Every Company must keep a Minute Book with a record of each meeting. The business must prepare minutes by the 2013 Companies Act. For that purpose, an appropriate entry must be made in the minute book kept by the company secretary. The Minute book&#8217;s pages must have sequential numbers.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The Company&#8217;s <\/span><a href=\"https:\/\/legalwindow.in\/evolving-role-of-company-secretaries\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Company Secretary<\/span><\/a><span style=\"font-weight: 400;\"> shall maintain custody of the Minute Book. Additionally, only the Company&#8217;s Director can view the minute book; however, members are not permitted to do so.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Within a certain amount of time, the Chairperson must sign each page of the minute book that the company secretary has created.<\/span><\/p>\n<p><a href=\"https:\/\/legalwindow.in\/roc-company-annual-filing\/\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-117337\" src=\"https:\/\/legalwindow.in\/wp-content\/uploads\/Get-Company-Annual-Return-Filing-from-Expert.-.png\" alt=\"\" width=\"1000\" height=\"200\" srcset=\"https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Get-Company-Annual-Return-Filing-from-Expert.-.png 1000w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Get-Company-Annual-Return-Filing-from-Expert.--600x120.png 600w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Get-Company-Annual-Return-Filing-from-Expert.--300x60.png 300w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Get-Company-Annual-Return-Filing-from-Expert.--768x154.png 768w\" sizes=\"auto, (max-width: 1000px) 100vw, 1000px\" \/><\/a><\/p>\n<h2 id=\"up\"><b>Winding Up Note<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Each Company must adhere to the requirements of the Companies Act 2013 before convening\u00a0 board meetings, which needs adequate planning and execution. The corporation must conform to all regulations and paperwork, including satisfactory quorum requirements and agendas. The company secretary is in charge of conducting meetings under the needs of the Secretarial Standard and the Companies Act.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Company&#8217;s Director may call a Board meeting at any moment. On the Director&#8217;s request, any individual authorized by the Board to convene a Board Meeting shall do&hellip;<\/p>\n","protected":false},"author":5,"featured_media":117371,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[26],"tags":[],"class_list":["post-117363","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-compliance"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Board meeting &#187; Legal Window<\/title>\n<meta name=\"description\" content=\"The Board Meeting is addressed in Section 173 of the Companies Act of 2013. 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