Introduction

Company meetings play a crucial role in corporate governance by allowing members and directors to discuss and make decisions on key business matters. These meetings are governed by the Companies Act, 2013 and must adhere to statutory requirements. Alongside these meetings, resolutions are passed to formalize decisions, and they can be of different types depending on the nature of the business.

Meaning and Importance of Company Meetings

A company meeting is a formal gathering of members, directors, or stakeholders where company-related decisions are discussed and approved. These meetings ensure transparency, compliance, and effective management. Company meetings are important because:
• They provide a platform for decision-making.
• They ensure that the company operates within the legal framework.
• They allow shareholders and directors to discuss financial and strategic matters.
• They help in resolving disputes and maintaining corporate governance.

Types of Company Meetings

The Companies Act, 2013 classifies company meetings into different types based on their purpose, participants, and the nature of decisions taken. These meetings serve as a crucial mechanism for corporate decision-making, ensuring that companies operate transparently and in compliance with legal regulations. Broadly, company meetings can be categorized into:
1. Meetings of Shareholders
2. Meetings of the Board of Directors

A. Meetings of Shareholders

Shareholder meetings are convened to discuss matters that require the approval of members, such as financial statements, dividend distribution, and major corporate changes.
i. Statutory Meeting
• This meeting is mandatory for public companies with share capital.
• It is held once in the company’s lifetime, within six months but not earlier than one month from the date of commencement of business.
• As per Section 165 of the Companies Act, 2013, a Statutory Report must be sent to all members at least 21 days before the meeting.
• The Statutory Report must include:
o Details of shares allotted.
o Amount of cash received from shareholders.
o Company’s financial status and progress.
• This meeting allows shareholders to review the company’s performance and suggest any necessary modifications.
ii. Annual General Meeting (AGM)
• As per Section 96, holding an AGM is mandatory for all companies, except One Person Companies (OPCs).
• The first AGM must be held within 9 months from the end of the first financial year.
• Subsequent AGMs must be held within 6 months after the end of the financial year, but the gap between two AGMs must not exceed 15 months.
• Key matters discussed in an AGM include:
o Approval of financial statements and auditor’s reports.
o Declaration of dividends to shareholders.
o Appointment or reappointment of directors and auditors.
o Review of corporate performance and future plans.
• Legal Consequence of Non-Compliance:
o If a company fails to hold an AGM, the Tribunal (NCLT) may call the meeting at the company’s expense.
o Directors can face penalties up to ₹1,00,000, plus ₹5,000 per day for continuing violations.
iii. Extraordinary General Meeting (EGM)
• EGMs are called when urgent matters arise that cannot wait until the next AGM.
• As per Section 100 of the Companies Act, 2013, an EGM can be called by:
o The Board of Directors.
o Shareholders holding at least 10% voting power in the company.
o The National Company Law Tribunal (NCLT) if shareholders or directors fail to act.
• Matters discussed in an EGM include:
o Alteration of Articles of Association (AOA).
o Change in company objectives or business structure.
o Mergers, acquisitions, or strategic business decisions.

B. Meetings of the Board of Directors

Board meetings are crucial for strategic decision-making and ensuring smooth corporate governance. These meetings involve directors who oversee company operations and implement policies.
i. Board Meetings
• As per Section 173, every company must hold at least four board meetings in a year.
• The maximum gap between two board meetings must not exceed 120 days.
• Board meetings are essential for approving and overseeing:
o Business strategies and investments.
o Financial policies and major expenditures.
o Employee welfare and corporate social responsibility (CSR) initiatives.
Legal compliance and risk management.
• Notice Requirements:
o A minimum of 7 days’ notice must be given before a board meeting.
o Notice must include the agenda, date, time, and venue of the meeting.
ii. Committee Meetings
• Various committees within the company hold meetings to oversee specialized functions.
• Key committees and their governing provisions:
o Audit Committee (Section 177) – Ensures financial transparency and compliance.
o Nomination and Remuneration Committee (Section 178) – Manages director appointments and compensation.
o Corporate Social Responsibility (CSR) Committee (Section 135) – Oversees CSR initiatives and spending.
• Purpose of Committee Meetings:
o Ensure specialized issues are handled by experts within the board.
o Enhance efficiency in decision-making and corporate governance.

Types of Resolutions

Resolutions are formal decisions passed by a company’s board or shareholders to approve specific corporate actions. They are fundamental to corporate governance and decision-making, ensuring that businesses operate in compliance with legal requirements. The Companies Act, 2013 classifies resolutions into three main types based on their voting requirements and significance.

A. Ordinary Resolution

An ordinary resolution is passed when it receives more than 50% of the votes cast by shareholders or directors present in a meeting. These resolutions are generally used for routine matters that do not require extensive shareholder approval.
Key Features:
• Requires a simple majority (more than 50%) to pass.
• Can be passed in an Annual General Meeting (AGM) or Extraordinary General Meeting (EGM).
• Notice of the meeting must be given as per Section 101 of the Companies Act, 2013.
Common Uses:
• Appointment of auditors (Section 139) – Shareholders approve the appointment or reappointment of auditors.
• Approval of financial statements – Shareholders formally approve the company’s annual accounts.
• Declaration of dividends – Directors propose dividends, and shareholders approve them through an ordinary resolution.

B. Special Resolution

A special resolution requires at least 75% of votes to be in favor for approval. These resolutions are used for significant corporate decisions that impact the company’s structure, governance, or shareholders’ rights.
Key Features:
• Requires at least three-fourths (75%) of the votes in favor.
• The intention to pass a special resolution must be specified in the meeting notice.
• Can be passed at an AGM, EGM, or by postal ballot.
Common Uses:
• Alteration of Articles of Association (AOA) (Section 14) – Changes in the internal rules and regulations of the company.
• Change in company name (Section 13) – Requires shareholder approval through a special resolution.
• Reduction of share capital (Section 66) – Approval for restructuring company finances.
• Buy-back of shares (Section 68) – The company repurchases its own shares from the market.

C. Resolution Requiring Special Notice

Certain resolutions require a special notice to be given to shareholders before they can be presented in a meeting. This ensures that concerned parties have sufficient time to review and respond to the proposed action.
Key Features:
• A special notice of at least 14 days must be given to the company before the meeting.
• The company must notify its shareholders about the resolution before it is passed.
• Typically required for sensitive matters involving directors and auditors.
Common Uses:
• Removal of a director before term completion (Section 169) – Shareholders can remove a director before their term expires, but a special notice must be given.
• Appointment of an auditor in place of the retiring auditor (Section 140) – If shareholders wish to appoint a new auditor instead of reappointing the existing one, they must give a special notice.

Procedure for Passing Resolutions

The Companies Act, 2013 prescribes the process for passing resolutions in company meetings.
Step 1: Notice of Meeting
• A clear 21-day notice must be sent to all members and directors before a meeting.
• The notice must mention the date, time, venue, and agenda of the meeting.
Step 2: Conducting the Meeting
• The meeting is conducted as per the rules mentioned in the Articles of Association (AOA).
• Quorum requirements must be met:
o For Board Meetings – One-third of total directors or two directors, whichever is higher (Section 174).
o For General Meetings – At least five members (private company) or 30 members (public company) must be present.
Step 3: Voting on Resolutions
• Resolutions are passed through different methods:
o Show of hands – Used in small meetings.
o Poll voting – Used in public companies and important matters.
o Electronic voting (e-voting) – Mandated for companies with more than 1,000 shareholders.
Step 4: Recording and Filing Resolutions
• Once passed, resolutions must be recorded in Minutes of Meeting under Section 118.
• Certain resolutions, like changes in share capital or company name, must be filed with the Registrar of Companies (ROC) within 30 days.

Case Laws Related to Company Meetings and Resolutions

Judicial pronouncements play a crucial role in interpreting and enforcing the provisions of the Companies Act, 2013 regarding company meetings and resolutions. The following landmark judgments have clarified various legal aspects related to shareholders’ rights, voting procedures, and the validity of resolutions.

1. Nanalal Zaver v. Bombay Life Assurance Co. Ltd. (1950)
Facts:
• The directors of Bombay Life Assurance Co. Ltd. issued new shares to themselves without the approval of the shareholders.
• This was challenged on the grounds that it was an unfair and self-serving decision taken without proper shareholder resolution.
Judgment:
• The Supreme Court of India ruled that directors cannot issue shares to themselves unless it is done in good faith and for the benefit of the company.
• The issuance of shares must be properly approved by a resolution in a general meeting.
Significance:
• Reinforced the principle that directors must act in the best interest of the company and shareholders.
• Ensured transparency and accountability in the decision-making process of the board.

2. Bajaj Auto Ltd. v. N.K. Firodia (1971)
Facts:
• A dispute arose regarding the rejection of a person’s application for share transfer.
• The company’s board refused to transfer shares, citing discretionary powers under the Articles of Association.
• The affected shareholder challenged this decision, claiming it was unfair and arbitrary.
Judgment:
• The Supreme Court ruled that shareholders have the absolute right to vote on resolutions.
• Restrictions on voting rights can only be imposed if they are justified and reasonable.
• The court held that share transfer refusals must be based on valid grounds, not personal biases or arbitrary decisions.
Significance:
• Strengthened shareholders’ voting rights and emphasized fair decision-making in company meetings.
• Ensured that resolutions affecting shareholders must be passed fairly.

3. LIC v. Escorts Ltd. (1986)
Facts:
• Life Insurance Corporation (LIC), a major shareholder in Escorts Ltd., challenged certain resolutions passed in company meetings, arguing that the voting process was influenced.
• The issue was whether shareholders’ voting rights could be restricted based on external factors.
Judgment:
• The Supreme Court held that voting rights of shareholders cannot be interfered with unless there is a clear violation of the Companies Act or the company’s Articles of Association.
• It ruled that shareholders must be free to vote on resolutions without undue influence or restrictions.

Significance:

• Ensured free and fair decision-making in company meetings.
• Protected shareholders from arbitrary interference in their voting rights.