Checklist Of Annual General Meeting (AGM) Compliances Conducted Through Electronic Mode (In Case of Listed Company)
An Annual General Meeting (AGM) is a significant event for listed companies. Conducting it through electronic mode requires meticulous planning and adherence to various compliances. In this article, we present a detailed checklist to ensure a successful and compliant AGM.
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1. Conduct the Board Meeting for A. Appointment of Scrutinizer, B. Approval of Board Report and C. Notice of AGM and Appointment of Internal Auditor. At the time of appointment of Scrutinizer, We should confirm that Scrutinizer should not be interested person. |
| 2. Cut-off date to decide to whom notice should be dispatch shall be Friday before the Board meeting for conducting the AGM. |
| 3. Cut-off date for E-voting should be Friday before the AGM but it should not be earlier than 7 days before AGM. |
| 4. Prepare the Draft Calendar of Events and confirm dates from RTA. |
| 5. Prepare the Annual Report and finalised sent for printing |
| 6. After that finalise the Calendar of Events along with the website link of Annual Report sent to RTA after Generate EVSN for CDSL and EVEN for NSDL (Please check the Details for EVSN/EVEN Generation specially name of Scrutinizer and cut-off date) |
| 7. RTA dispatch the Annual report to Shareholders and The Company should also keep the proof of sending the physical copy and Annual Report should be uploaded on Stock Exchange and Website |
| 8. Newspaper Publication of Notice of AGM after dispatch. Please make ensure that the date of book closure for AGM should be inserted in the Newspaper Publication and upload on stock exchange |
| 9. Before AGM, the Company should coordinate with the Penalists for attending the AGM and also confirm whether the LINK for attending AGM in case meeting has been conducted through electronic mode has been received or not. |
| 10. Before AGM, We should take the LOGIN ID AND PASSWORD from Depository for confirming the Attendance of the members and LOGIN Your ID at the time of AGM for Quorum Confirmation. |
| 11. Before 4 days from AGM, We should receive the 2nd ROM along with the BENPOS for Cut-off date for E-voting. We should confirm the Number of Resolutions which is showing on the LOGIN Portal of Shareholders for E-voting. Number of resolutions should be same as specified in Notice of AGM. |
| 12. We should be ensure that Chairperson of the Company should be present in AGM, No need to appoint the Chairperson of meeting. The Chairperson of the Company should be the Chairperson of AGM.
13. In case Chairperson of Company is not present then the shareholders can appoint. We should ensure that the resolution in which chairperson is interested then Another chairperson should be appointed for the specified resolution. |
| 14. We should start AGM after the confirmation of Attendance of Minimum Members, Penalists. The Chairperson of Audit Committee, Stakeholders Relationship Committee, Auditor and Scrutinizer should be present in AGM |
| 15. After the disbursement of AGM, then the Scrutinizer unblock the votes and download the Voting and also note down the time of unblock the votes |
| 16. We should keep the Attendance sheet downloaded by login received from depository and Voting sheet downloaded by Scrutinizer Login. Based on these, we should prepare the summary proceedings, voting results and Scrutinizer Report |
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