Pre-requisites of Valid Meeting
Decisions taken at a valid meeting are binding on the members of the association or committee or sub-committee as the case may be whether present at the meeting or not or whether agree or disagree with the decisions. There different types of meetings. Whatever be the type of meeting, it must fulfill the following pre-requisites:
Called by competent authority: Meetings should be called by the competent authority. If the competent authority does not call the meeting, it will be invalid. In case of company meeting, board of directors is usually considered to be the competent authority.
Lawful purpose: The objectives of meeting should be lawful. If meeting is called for dealing with any unlawful or illegal issue, it will be invalid.
Serving notice of the meeting: Serving notice of the meeting to the concerned members is another essential requirement of a valid meeting. It the authority fails to serve notice to any one of the eligible members, the meeting then will be invalid. The notice should specify the type of the meeting, date, time, and place.
Preparing and circulating the agenda: Agenda are the items or issues to be discussed or transacted in a meeting. It is the responsibility of management to inform the agenda to all the participants before a meeting. Generally, agenda are included in the notice of the meeting.
Quorum: Quorum means the minimum number of members that must be present in the meeting. Every meeting must be attended by the required quorum. The articles of association of a company usually set the rules relating to quorum. Without quorum, a meeting is invalid.
Presence of eligible persons: Only the eligible persons should attend the meeting. If unauthorized fulfill the quorum, the meeting will be invalid.
Proper person as chairman: Every meeting should be conducted by a chairman. In case of company meeting, rules relating to the Appointment of chairman are laid down in the Articles of Association.
Conducting meeting according to the agenda: Another pre-requisite of a valid meeting is that proceedings of the meeting should follow the agenda as served earlier to the participants.
Keeping minutes of the proceedings: Whatever the discussion held and decision made in the meeting, it should be written in the minute’s book.