Requirement or essentials of a valid meeting or, necessary conditions of a valid meeting: There must be some requisites in order to validate the meeting. The necessary pare-conditions of a valid meeting are stated below:

1. 
   Right convening authority: A valid meeting must be convened by the proper authority otherwise it wills loss its validity. Company’s secretary is the proper authority to call a formal meeting.


2. 
   Proper notice: Duty signed notice must be submitted to members before meeting. The place of meeting, time and date must be stated on the notice.


3. 
   Proper publicity of agenda: Every member of the meeting should be properly informed of the agenda.


4. 
   Legal purposes: Every meeting must have a legal purpose. Any meeting should be properly informed of the agenda.


5. 
   Requisite quorum: For valid meeting requisite quorum is necessary. The meeting should not be stared until the requisite members of member s are resent.


6. 
   Presence of right persons: Only legal members can present in the meeting. If there is an unauthorized person in the meeting, the meeting will lose its validity.


7. 
   Proper presiding officer: The chairman of a valid meeting must be a proper person.


8. 
   Conducting meeting according to the agenda: A valid meeting must be conducted according to the agenda. No decision will get validity, if it is not related to the agenda.

Role or function or duties of chairmen of a meeting: In all types of meetings, you have the following responsibilities as a presiding officer.

• Arranging the time and place


• Preparing and serving an agenda.


• Calling the meeting to order on time


• Making clear the purpose of the meeting


• Keeping the discussion on course


• Controlling over enthusiastic members


• Electing contributions from each member


• Creating a good atmosphere


• Summarizing the discussion form time to time


• Working to end the meeting on schedule


• Thanking to the members

Secretarial work relating to statutory meeting

1. Functions before the meeting:

• Maintaining time for statutory meeting,


• Preparing statutory statement or report,


• Drafting a notice for the meeting,


• Collecting the auditor’s certificate,


• Selection the place of the meeting,


• Preparing agenda of the meeting,


• Listing the name of members who will attend the meeting,


• Calling on board of directors meeting,


• Preparing final notice of the meeting.


• Serving the notice to the concerned members.

2. Functions at the meeting:

• Determining the quorum of the meeting,


• Stating or reading the agenda,


• Supply of the necessary explanations,


• Giving the explanations,


• Writing the rough minutes

3. Functions after the meeting:

• Preparing final minutes and resolutions,


• Submitting the statutory report