Suyog S Kabra

INDICATIVE LIST OF DOCUMENTS TO BE CHECKED

  • Notice of Board Meetings/ Committee meetings.
  • Information regarding meeting of Directors
  • Proof of sending notice of Board Meetings
  • Declaration of independence by independent directors
  • DIR-8, MBP-1, MBP-2, MBP-4

Checklist on Meeting Of Board Through Video Conferencing Or Other Audio Visual Means under Companies Act, 2013

Sr. No. Particulars
1 The company has made necessary arrangements to avoid failure of video or audio visual connection
2 Sufficient security and identification procedures were ensured to safeguard the integrity of the meeting by the Company Secretary/ Chairman
3 The chairman/ Company Secretary has taken reasonable care to ensure availability of proper video conferencing  or other audio visual equipment or facilities for providing transmission of the communications for effective participation of the directors and other authorized participants at the Board meeting.
4 Proper arrangements were made to record proceedings and prepare the minutes of the meeting
5 Proper arrangement were made for safekeeping and marking the rape recording(s) or other electronic recording as part of the records of the company.
6 Proper system security and physical security and physical security arrangement were made to ensure that no person other than the concerned director(s) is attending or has access to the proceedings of the meeting through video  conferencing mode or other audio visual means
7 Participants attending the meeting through audio visual means were able to hear and see the other participants clearly during the course of meeting
8 The differently able director was allowed a person to accompany him at his request and it was ensured that such person maintains confidentiality of the matters discussed at the meeting.
9 The notice of meeting was sent to all the directors in accordance with provisions of such section (3) of section 173 of companies act 2013
10 The notice of meeting contained the following information regarding the option available to directors to participate through video conferencing mode or other audio visual means, where the facility is provided by the company.
11 The intention of director intending to participate through video conferencing or other audio visual means was received by the Chairperson or the company secretary of the company secretary of the company well in advance
12 All directors have given a declaration in Form DIR -8 about their not being disqualified to act as a Director at the beginning of each financial year and such declarations have been placed before the Board and taken not of
13 Independent Directors have given declaration about having met the criteria of independence.
14 The director has attended at least one board meeting in a year either in person or through video conferencing
15 Whether the company follows sufficient Board practices to ensure meaningful participation of Board members.

(Suyog S Kabra is  partner with White Collar Legal LLP and can be reached at whitecollarlegal@gmail.com)

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