Category: Management Notes

Management Notes

Types of Shares (Equity Shares and Preference Shares), Features of Equity & Preference Shares

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Shares represent units of ownership in a company, allowing investors to hold a stake in the business. Companies issue shares to raise capital for operations, expansion, or debt repayment. Shareholders receive returns in the form of dividends and capital appreciation. There are two main types: equity shares, which provide voting rights and variable dividends, and preference shares, which offer fixed dividends with priority over equity shareholders. Shares are traded in stock markets, where their value fluctuates based on company performance and market conditions. Owning shares provides limited liability, meaning investors risk only their invested amount.

Equity Shares

Equity shares represent ownership in a company, giving shareholders voting rights and a share in profits through dividends. These shares are issued to raise long-term capital and fluctuate in value based on market performance. Equity shareholders are considered residual claimants, meaning they receive returns after all liabilities and preference dividends are paid. They carry higher risk but offer higher returns. Equity shares provide limited liability, meaning shareholders are only liable up to their investment. Companies issue them in different classes, such as ordinary or differential voting rights (DVR) shares.

Features of Equity Shares:

  • Ownership Rights

Equity shares represent ownership in a company, giving shareholders a claim on assets and profits. Shareholders are considered partial owners and have voting rights to influence corporate decisions. The extent of ownership depends on the number of shares held. This ownership provides shareholders with the ability to participate in key decisions such as mergers, acquisitions, and board member elections. Since equity shareholders are the last to receive payments in case of liquidation, their claim on company assets comes after creditors and preference shareholders. This ownership gives them the highest risk but also the highest rewards.

  • Voting Power

Equity shareholders have the right to vote on important corporate matters, making them influential stakeholders. Their voting power is proportional to the number of shares they own. They can vote on electing board members, approving mergers, and other strategic business decisions. Some companies also issue Differential Voting Rights (DVR) shares, which offer lower or higher voting power than regular shares. Although retail investors often do not participate in voting, institutional investors play an active role. Shareholders can also vote via proxies, allowing others to vote on their behalf in company meetings.

  • Dividends Based on Profits

Unlike preference shares, equity shares do not guarantee fixed dividends. Instead, dividends depend on the company’s profitability. If a company performs well, it may distribute high dividends; if it incurs losses, it may choose not to distribute dividends at all. Companies usually pay dividends annually or quarterly, but there is no obligation to do so. Dividend payments are decided by the board of directors and approved by shareholders. Some companies reinvest profits into growth instead of paying dividends, benefiting shareholders through stock price appreciation in the long run.

  • Residual Claim in Liquidation

Equity shareholders are considered residual claimants, meaning they receive their share of assets only after all liabilities, creditors, and preference shareholders have been paid in the event of liquidation. This makes equity shares riskier than other forms of investment. If a company goes bankrupt, there is no guarantee that equity shareholders will receive anything. However, if the company has sufficient assets left after paying debts, equity shareholders can claim their portion. While this poses a financial risk, it also provides the potential for high returns if the company performs well over time.

  • High-Risk, High-Return Investment

Equity shares are considered a high-risk, high-return investment. Their prices fluctuate based on company performance, market conditions, and investor sentiment. Unlike bonds or preference shares, equity shares do not provide fixed returns. Investors may experience significant capital appreciation if the company grows, but they may also face losses if it underperforms. The risk factor is influenced by economic conditions, industry trends, and regulatory changes. Long-term investors often benefit from market growth, while short-term traders take advantage of price volatility. Equity shares suit investors who can tolerate financial risk for potential higher rewards.

  • Limited Liability

Equity shareholders enjoy limited liability, meaning their financial risk is restricted to the amount they have invested in the company. If the company incurs losses or goes bankrupt, shareholders are not personally responsible for repaying debts beyond their investment. Unlike sole proprietors or partners, shareholders do not risk their personal assets. This makes equity shares an attractive investment option, as investors can participate in business growth without worrying about unlimited financial exposure. However, while their liability is limited, the value of their shares can fluctuate significantly based on market conditions.

Preference Shares

Preference Shares provide shareholders with a fixed dividend before equity shareholders receive any dividends. They combine features of equity and debt, offering stable income with limited voting rights. In case of liquidation, preference shareholders have a higher claim on assets than equity shareholders. These shares come in various forms: cumulative, non-cumulative, convertible, non-convertible, redeemable, and irredeemable. Preference shares are ideal for investors seeking steady returns without ownership control. Companies use them to attract conservative investors who prefer lower risk over potentially higher but uncertain equity returns.

Features of Preference Shares:

  • Fixed Dividend Payout

Preference shareholders receive a fixed dividend, unlike equity shareholders whose dividends fluctuate based on company profits. This makes preference shares a stable income source, attracting risk-averse investors. The dividend rate is pre-determined at the time of issuance, ensuring predictable returns. Even if a company earns high profits, preference shareholders receive only the fixed dividend, while equity shareholders benefit from profit surges. This fixed nature makes preference shares similar to bonds, offering regular income with lower volatility. However, dividends are paid only if the company has distributable profits.

  • Priority in Dividend Payment

Preference shareholders have the advantage of receiving dividends before equity shareholders. If a company declares dividends, preference shareholders are paid first, ensuring consistent returns. This priority makes preference shares more attractive to investors seeking steady income with lower risk. Even if a company faces financial difficulties, preference shareholders still have a better chance of getting paid than equity shareholders. This feature provides financial security for investors, making preference shares an ideal choice for those who prefer stability over the uncertainty of fluctuating dividends.

  • Priority in Liquidation

In case of a company’s liquidation, preference shareholders have a higher claim on assets than equity shareholders. After repaying debts and liabilities, preference shareholders receive their dues before any distribution is made to equity shareholders. This reduces the risk associated with investment in shares, as preference shareholders are more likely to recover their funds if the company goes bankrupt. However, they rank below creditors, meaning they will only be paid if funds remain after settling debts. This makes preference shares a safer investment compared to equity shares.

  • Limited or No Voting Rights

Unlike equity shareholders, preference shareholders generally do not have voting rights in company decisions. They cannot vote on management policies, mergers, or business strategies. However, in special cases, such as when dividends are unpaid for a certain period, preference shareholders may gain voting rights. Some companies issue preference shares with limited voting rights, allowing shareholders to participate in specific corporate matters. This feature makes preference shares more like debt instruments, offering financial benefits without significant control over the company’s decision-making process.

  • Convertible and Non-Convertible

Preference shares can be classified as convertible or non-convertible. Convertible preference shares can be converted into equity shares after a specified period or under certain conditions, offering investors the potential for capital appreciation. This makes them attractive for investors looking for both stability and long-term growth opportunities. On the other hand, non-convertible preference shares remain as preference shares throughout their tenure, providing fixed dividends without conversion benefits. Investors choose based on their risk appetite—convertible shares for growth potential and non-convertible shares for stable income.

  • Redeemable and Irredeemable Options

Preference shares can be redeemable, meaning the company repurchases them after a fixed period, or irredeemable, meaning they exist indefinitely. Redeemable preference shares provide companies with financial flexibility, as they can buy back shares when it is financially viable. This benefits investors by offering a guaranteed return of principal after a set period. Irredeemable preference shares, however, remain part of the company’s capital structure indefinitely, ensuring long-term dividend income. Companies issue different types based on their financial strategies and investor preferences.

Lucknow University BBA Notes / Management Notes

Management of Company

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The company is a device that unites the efforts of a large number of people namely the Share­holders, Directors, Managing Director, Departmental Managers and Operatives.

The shareholders, who provide the funds for the company, are gener­ally regarded as the owner of the company and its business and property.

But in practice, sharehold­ers do not and cannot exercise control and carry out management of the business because they are diffused and scattered and live in different parts of the country, sometimes different parts of the globe.

They delegate their powers and authority to their elected representatives—the Board of Directors. So the management of a limited company is actually vested in the Board of Directors. Generally the Board appoints one of their members to be the Chairman and one to the position of the Managing Director.

With the election of directors, the function of the shareholder is over. The directors are selected by shareholders but in reality the shareholders elect the directors. The shareholders have nothing to do with day-to-day management of the company. The divorce between ownership and manage­ment is the most important feature of company management.

Other features are:

  1. The company as a legal entity is completely separate from its shareholders.
  2. The number of shareholders is so large and widely diffused that it is not possible for them to carry on day-to-day management of the company.
  3. The shareholders are a heterogeneous body of men belonging to different walks of life and may not be competent or interested to manage the diffi­cult problems of management.
  4. The position of a shareholder is that of an entrepreneur who bears the risks and supply the funds but delegates the management to the direc­tors or managing director. In theory, the shareholder is the master but in practice, he is a sleeping mas­ter.

The directors collectively constitute the Board of Directors which is the supreme policy-making body of the company. It assumes the powers and duties given in the Articles and carry on all those affairs of the company which are not done in gen­eral meetings of the shareholders. It distributes divi­dends amongst the shareholders, appoints and re­moves officers of the company and fill up any tem­porary vacancy if it may occur.

A distinguishing feature of company law in India is the statutory recognition of various types of managerial personnel.

The Companies Act, 1956 formerly provided for four alternative forms of management:

(I) By Managing Directors or Whole-time Directors,

(II) By Managing Agents,

(III) By Secre­taries and Treasurers and

(IV) By Managers. But no company can have at the same time more than one of the above categories of personnel.

The amended Act of 1969 abolished (II) and (III) of the modes from 3rd April 1970. So now a company can appoint either managing director or manager as its managerial executive.

The form of company management will be as follows:

At the top there will be shareholders but they are not the managers. The management of the com­pany lies in the hands of the elected representatives of the shareholders—the Board of Directors. For ex­ecuting the accepted policies, the Board appoints the chief executive, who may be either the manag­ing director or manager.

Under him is a small group of top managers, beneath them a larger group of middle managers, and below them, a still larger group of lower executives.

Problems of Company Management:

The company is managed by two main or­gans the shareholders in General Meeting and the Directors acting as a Board. The Board has to rely upon the Executives and staff to conduct the day- to-day business of the company. Though theoreti­cally the General Meeting could direct the business of the company, but actually it is not feasible.

Hence law vests the executive authority in a Board of Di­rectors, leaving only the ultimate authority to the general meeting which is not generally exercised because shareholders are widely diffused and they have small individual shareholdings. This raises a number of problems of corporate management.

These problems are discussed under the following heads:

  1. Company Management is oligarchic or democratic?
  2. How effective is the Board of Directors?
  3. The emerging pattern of company manage­ment.
Management Notes

Appointment of Directors, Legal Position

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SECTION 152 OF THE COMPANIES ACT, 2013: APPOINTMENT OF DIRECTOR

Director is an individual appointed to the Board of a company who is responsible for managing and supervising its affairs. Directors act as agents and trustees of the company, and they are accountable for ensuring good governance and compliance with statutory regulations. The appointment of directors is governed by Sections 149 to 172 of the Companies Act, 2013.

A director is a person who is appointed to perform the duties and functions of a company in accordance with the provisions of The Company Act, 2013.

As per Section 149(1): Every Company shall have a Board of Directors consisting of Individuals as director.

They play a very important role in managing the business and other affairs of Company. Appointment of Directors is very crucial for the growth and management of Company.

Types of Appointment of Directors:

1. First Directors (Section 152)

  • Appointed at the time of incorporation.

  • Names are mentioned in the Articles of Association.

  • If not named, all subscribers to the memorandum become first directors.

2. Appointment by Shareholders (Section 152(2))

  • Directors are usually appointed by the shareholders in a general meeting through an ordinary resolution.

  • Must file Form DIR-12 within 30 days with the Registrar of Companies (RoC).

3. Appointment by Board of Directors (Section 161)

  • Board can appoint additional, alternate, or casual vacancy directors.

  • These appointments are valid until the next Annual General Meeting (AGM).

4. Appointment by Central Government / Tribunal (Section 242)

  • The National Company Law Tribunal (NCLT) or Central Government may appoint directors in case of oppression or mismanagement.

5. Appointment by Proportional Representation (Section 163)

  • Companies may adopt this method if stated in their articles to ensure minority shareholder representation.

Procedure for Appointment of Directors:

  • Obtain Director Identification Number (DIN) – Mandatory under Section 153.

  • Consent in Form DIR-2 – Director must give written consent to act.

  • Filing with ROC (Form DIR-12) – Within 30 days of appointment.

  • Entry in Register – Director’s details must be entered in the Register of Directors.

Minimum Number of Directors (Section 149)

Company Type Minimum Directors
Private Company 2
Public Company 3
One Person Company (OPC) 1

Disqualifications (Section 164)

  • A person cannot be appointed as a director if:

  • Declared insolvent.

  • Convicted of an offense involving moral turpitude (imprisonment ≥ 6 months).

  • Disqualified by a court or tribunal.

  • Fails to obtain DIN.

APPOINTMENT OF DIRECTORS UNDER COMPANIES ACT 2013:

TYPE OF COMPANY APPOINTMENT MADE
Public Company or a Private Company subsidiary of a public company
  • 2/3 of the total Directors appointed by the shareholders.
  • Remaining 1/3 appointment is made as per Articles and failing which, shareholders shall appoint the remaining.
Private Company which is not a subsidiary of a public company
  • Articles prescribe manner of appointment of any or all the Directors.
  • In case, Articles are silent, Directors must be appointed by the shareholders

REQUIREMENT OF A COMPANY TO HAVE BOARD OF DIRECTORS:

Private Limited Company Minimum Two Directors
Public Limited Company Minimum Three Directors
one person Company Minimum One Director
  • A company may appoint more than (15) fifteen Directors after passing a special resolution.
  • Further, every Company should have one Resident Director (i.e. a person who has lived at least 182 days in India during the financial year)
  • Director’s appointment is covered under section 152 of Companies Act, 2013, along with Rule 8 of the Companies (Appointment and Qualification of Directors) Rules, 2014.

QUALIFICATIONS FOR DIRECTORS:

According to The Companies Act no qualifications for being the Director of any company is prescribed. The Companies Act does, however, limit the specified share qualification of Directors which can be prescribed by a public company or a private company that is a subsidiary of a public company, to be five thousand rupees (Rs. 5,000/-).

New Categories of Director:

  • Resident Director

This is one of the most important changes made in the new regime, particularly in respect of the appointment of Directors under section 149 of the Companies Act, 2013. It states that every Company should have at least one resident Director i.e. a person who has stayed in India for not less than 182 days in the previous calendar year.

  • Woman Director

Now the legislature has made mandatory for certain class of the company to appoint women as director. As per section 149, prescribes for the certain class of the company their women strength in the board should not be less than 1/3. Such companies either listed company and any public company having-

  • Paid up capital of Rs. 100 cr. or more, or
  • Turnover of Rs. 300 cr. or more.

Foreign National as a Director under Companies Act, 2013

Under Indian Companies Act, 2013, there is no restriction to appoint a foreign national as a director in Indian Companies along with six types of Directors which are appointed in a company, i.e., Women Director, Independent Director, Small Shareholders Director, Additional Director, Alternative and Nominee Director. By complying with the Companies Act, 2013 (hereinafter referred as “The Act”) read along with the Companies (Appointment and Qualifications of Directors) Rules, 2014 (hereinafter referred as “The Rules”)

Restrictions on number of Directorships:

  • The Companies Act prevents a Director from being a Director, at the same time, in more than fifteen (15) companies. For the purposes of establishing this maximum number of companies in which a person can be a Director, the following companies are excluded:
  • A “pure” private company;
  • An association not carrying on its business for profit, or one that prohibits the payment of any dividends; and
  • A company in which he or she is only appointed as an Alternate Director.
  • Failure of the Director to comply with these regulations will result in a fine of fifty thousand rupees (Rs. 50,000/-) for every company that he or she is a Director of, after the first fifteen (15) so determined.
Management Notes

Duties & Liabilities & Powers of Directors of the Company

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Duties

The position of Director of a Private Limited Company or Limited Company or One Person Company comes with certain duties and responsibilities. Many Directors of a Company are unaware of these duties and responsibilities expected of them and hold the position just as a namesake. Our intention with this article is to change that mindset and create awareness about the duties and responsibilities of a Director of a Company. This will in turn help create companies that have a strong and ethical Board of Directors, thereby benefitting all the stakeholders of a company.

Duty to act in the best interests of the Company

Directors are in a fiduciary position in relation to the company. So the Director must exercise his/her power for the benefit of the company or in the best interest of the company. A Director must also consider the interests of the company supreme and, in any case, above their personal interest. Therefore, a Director acting honestly but not in the best interests of the company is in breach of duty.

Fiduciary: A fiduciary is a person who holds a legal or ethical relationship of trust. Typically, a fiduciary prudently takes care of money for another person.

Duty NOT to misapply company assets

Directors do not have legal ownership of the company’s assets. They only have effective control of them, and they must use them and employe them for the proper purposes of the company, and in the best interests of the company.

Duty NOT to make secret profits

A Director holds a key position in relation to the company. Therefore, in the course of management of the business, the Director may get confidential and sensitive information concerning the company’s business and affairs, or trade secrets. This privileged information cannot be used by the Director for his/her personal benefit and gain to the detriment of the company.

Duty of confidentiality

Directors would have access to all the relevant information about the operations and financials of a company. However, a Director has a duty to ensure that such information is not, directly or indirectly, divulged. A Director must not disclose or make use of that confidential information for any purpose other than for the benefit of the company.

Duty to NOT permit conflict of interest

A Director of a company has a duty to not enter into any arrangement which will possibly impair the Director’s interest and cause conflict of interest with the Company. A conflict of interest arises when a person is in a position to derive personal benefit from actions or decisions made in their official capacity.

Duty to attend meetings

A Director of a company must make best efforts to attend as many board meetings as circumstances permit. In India, if a Director is absent from three consecutive meetings of the Board, or from all meetings held in three months, whichever is longer, without obtaining leave of absence from the Board, then the Director could lose his/her Directorship in the Company.

Duty NOT to exceed powers

The Memorandum of Association (MOA) of a Company states what the company is authorized to do. Whereas, the Articles of Association (AOA) of the Company state what powers are given to the Directors of the Company. It is the duty of the Directors to ensure that not only do they keep within the company’s powers but also that hey keep within the powers actually given to them in the Articles of Association.

Liability of directors:

The liabilities of directors may be discussed under three heads:

  1. Liability to outsiders:

The directors are not personally liable to outsiders if they act within the scope of powers vested in them. The general rule in this regard in that wherever an agent is liable, those directors would be liable, but where the liability would attach to the principal only, the liability is the liability of the company. The directors are personally liable to third parties of contracts in the following cases:

  1. They contract with outsiders in their personal capacity
  2. They contract as agents of an undisclosed principal
  3. They enter into a contract on behalf of a prospective company.
  4. When the contract is ultra-vires the company.

In default of statutory duties, the directors shall be personally liable to third parties in the following cases:

  1. Mis-statement in prospectus.
  2. Irregular allotment.
  3. Failure to repay application money if the minimum subscription is not subscribed.
  4. Failure to repay application money if allotment of shares and debentures is not dealt in on the stock exchange as provided in the prospectus.

Liability to company:

The directors shall be liable to the company for the following:

(a) Where they have acted ultra-vires the company.

It is not necessary to prove fraud in such cases or that they acted bonafide. For example, where they apply the funds of the company to objects not specified in the memorandum of association or when they pay dividends out of capital.

(b) When they have acted negligently.

Negligence may give rise to liability; there need not be fraud. But they will not be liable where they have acted bonafide and for the benefit of the company.

(c) Where there is a breach of trust.

Directors being the trusted of the company, they should discharge their duties in the best interest of the company; they should discharge their duties in the best interest of the company. Where they commit a breach of trust resulting in a loss to the company. Where they commit a breach of trust resulting in a loss to the company, they are bound to make god the loss. For example, where the directors apply company property of their own benefit they are guilty of breach of trust.

(d) Misfeasance:

Directors are liable to the company for misfeasance. The word misfeasance covers willful negligence. Mere failure on the part of the director to take necessary steps for recovery of debts due to the company does not constitute misfeasance. If the company is in the course of winding up, the court may, on the application of the liquidator, creditor or contributory examine in to the conduct of a director for any misfeasance or breach of trust in relation to the company.

  1. Criminal liabilities of directors:

So far we have dealt with the civil liability of directors. For act of fraud, default in discharging their duties and misdemeanor, the act provides penalties by way of fine or imprisonment. Section 75, 95, 113,115, 143, 162, 168, 303, etc. impose penalties upon the directors for omitting to company with or contravening certain provisions of the act.

Power

The directors are considered as the head and brain of a company. When the brain functions, the company is said to function. For the proper functioning, the directors should be properly entrusted with some powers. The directors generally acquire their powers from the provisions of the Articles of Association and then from the Companies Act.

  1. General Powers of a Company Director

As per Sec. 291 of the Act, the Board is entitled to exercise all such powers and to do all such acts and things as the company is authorized to do. The exceptions are the acts, which can be done by the company only in the general meetings of the members as required by law.

Specific Powers of a Company Director

  1. A) As per Sec. 262, in the case of a public company or a private company, which is a subsidiary of a public company, the power to fill a casual vacancy of directors is to be exercised at a Board meeting.
  2. B) As per Sec. 292, the following powers of the company shall be exercised by the Board by means of resolution passed at the meeting of the Board:
  • To make calls,
  • To issue debentures,
  • To borrow moneys by other means,
  • To invest the funds of the company, and
  • To make loans.

The last three powers cannot be delegated to the Manager or to a Committee of Directors but must be exercised only at a Board meeting.

  1. Powers of Director subject to the Consent of the Company

The directors of a public company or of a private company can exercise the following powers, which is a subsidiary of a public company only with the consent of the company in the general meeting:

  • To sell, lease or otherwise dispose of the undertaking of the company.
  • To remit or give time for repayment of any debt due to the company by a director.
  • To invest the sale proceeds of any property of the company in securities other than trust securities.
  • To borrow moneys where the moneys already borrowed (other than temporary) exceeds the total of the paid-up capital and free reserves of the company.
  • To contribute to charities and other funds not directly relating to the business of the company or to the welfare of the employees in any year in excess of Rs.50,000 or 5% of the average net profits of the three preceding financial years whichever is greater.
  1. Powers of Director subject to the Consent of the Central Government

A) As per Sec. 268, any provision relating to the appointment or reappointment of a Managing Director can be altered by the Board with the consent of the Central Government.

B) As per Sec. 295, the Board, subject to the Central Government’s consent, has the power to appoint a person for the first time as a Managing Director.

C) As per Sec. 295, the Board, only with the previous approval of the Central Government, can make any loan or give any guarantee or provide any security in connection with a loan made by any other person to:

  • Any of its directors or any director of its holding company, or
  • Any partner or relative of such director, or
  • Any firm in which any such director or relative is a partner, or
  • Any private company of which any such director is a member or director, or
  • Anybody corporate, 25% or more of whose total voting power may be exercised or controlled by any such director or two or more directors together, or
  • Anybody corporate, whose Board or Managing director or Manager is accustomed to act in accordance with the directions or instructions of any director or directors of the leading company.

Subject to the approval of the Government, the Board has the power to invest in the shares of another company in excess of the limits specified in Sec. 372.

Management Notes

Company Meetings: Statutory, Annual general meeting, Extraordinary Meeting

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Statutory Meeting

Statutory Meeting is the first meeting of the shareholders of a public company. It must be held within a period of not less than one month nor more than 6 months from the date at which the company is entitled to commence business. It is held only once in the lifetime of a company. A private company and a company limited by guarantee and not having a share capital need not hold such a meeting.

The purpose of the statutory meeting with its statutory report is to put the shareholders of the company in the possession of all the important facts relating to the new company, what shares have been taken up, what the moneys received etc. This also provides an opportunity to the shareholders of meeting to discuss the whole situation, the management and prospects of the company.

The Board of Directors must, atleast 21 days before the day on which the meeting is to be held, A forward a report, called the ‘statutory report’ to every member of the company. This report contains all the necessary information relating to formational aspects of the company for the information of the shareholders.

Contents of Statutory Report

  1. The total number of shares allotted, distinguishing those allotted as fully or partly paid up otherwise than in cash, the extent to which they are partly paid up, the consideration for which they have been allotted and total amount received in cash;
  2. An abstract of the receipts and payments under distinctive heads upto a date within seven days of the date of report;
  3. An account of estimate of the preliminary expenses of the company.
  4. The names, addresses and occupations of the managing director, director, and also its secretary and auditors of the company;
  5. The particulars of any contract which, and the modification or proposed modification of which, are to be submitted to the meeting for approval;
  6. The extent to which underwriting contracts, if any, have not been carried out and the reason therefor;
  7. The arrears, if any, due on calls from directors, managing director or manager; and
  8. The particulars of any commission or brokerage paid, or to be paid, in connection with the issue or sale of shares to any director, managing director or manager.

Annual General meeting

Annual General Meeting (AGM) is a yearly meeting of stockholders or shareholders, members of company, firm and organizations. Annual General Meeting is held every financial year and it is mandatory for everyone. In AGM functions like reviewing company account, approving audited accounts, elections, fiscal records of the past year are discussed.

As per Companies Act, an annual general meeting must be held by every company once a year without fail. There cannot be a gap of more than 15 months between two AGMs.

However, the first AGM of a company can be held at any date, within a period of 18 months, since the date of incorporation of the company. Annual general meetings help members understand the company’s rate of growth and potential for improvement.

An AGM gives insights into what steps made the company more successful and which steps caused loss. it helps the members and the board to decide the future course of action. An AGM must be held on a working day.

If the Government declares a public holiday on the day of the meeting, it will be considered a working day by the members attending the meeting. The annual general meeting can be held at the registered office of the company.

Legal Requirements for holding an Annual General Meeting

Legally, a notice period of 21 days must be given to all the members before the meeting. However, there is an exception to this rule. If all the voting members consent, the meeting may be held at an earlier date. Further, the following documents are also to be sent with the notice. Articles of Association, company bylaws, and jurisdiction specifies the rules that govern annual general meeting.

  • Copy of annual accounts of the company
  • Director’s report on the company’s position for the given year
  • Report by the Auditor of the annual accounts.

Members are allowed to use proxies in their absence. The proxy does not need to be a member of the company. However, the proxy forms have to be submitted to the company at least 48 hours before the meeting.

Quorum for Annual General Meeting

Unless the articles of the company state otherwise, the quorum for an Annual General Meeting is as follows

  • Public companies: At least 5 members must be present.
  • Other companies:At least 2 members must be present within half an hour of the commencement of the meeting.

Issues Undertaken at Annual General Meeting

The functions of business undertaken at a typical annual general meeting are listed as follows:

  • The declaration of dividend among shareholders
  • Consideration of annual accounts
  • Discussion of the director’s report and the auditor’s report
  • Appointment and fixing of the remuneration of the statutory auditors
  • Appointing replacement directors in place of existing directors retiring

Extraordinary meeting

An Extraordinary General Meeting (an EGM) can be defined as a meeting of shareholders which is not an Annual General Meeting (an AGM). It is held when some urgent issue becomes about the company arises or any situation of crisis and it requires the input of all senior executives and the Board.

As we know, an EGM is held in case of emergency situations and requires the attention of senors execs and the Board. Members, shareholders, and execs must be instructed on the purpose of the meeting so they have time to prepare their valuable input and then, collectively decide further course of action.

Who can Call for an EGM

The members/shareholders of a company can call for an extraordinary general meeting. However, only certain members with a significant stake in the company are allowed to call for an EGM. They are listed in the Companies Act,2013 as follows.

  • In the case of a company having a share capital, members holding not less than one-tenth of such paid-up capital of the company that carry voting rights in regard to that matter as on the date of depositing the requisition;
  • In the case of a company not having a share capital, members holding not less than one-tenth of the total voting power in regard to that matter as at the date of deposit of the requisition.
  • EGM called by Board.  Upon the receival of a valid requisition, the Board has a period of 21 days to call for an EGM. The EGM must be then held with 45 days from the day of the EGM being called.
  • EGM called by the requisitionists: In case the Board fails to call for an EGM, it can be called for by the requisitionists themselves during a period of 3 months from the day the requisition was deposited. If the EGM is held within this specified period of 3 months, it can be adjourned to any day in the future after the 3 months.

Essentials of a Valid Requisition

  1. Specify the issue for which the meeting is called
  2. Signed by requisitionists
  3. Must be deposited at the company’s registered office.

Requirements for holding an EGM

A notice period of 21 days must be given to the members. However, there is an exception to this rule. Where if 95% of the voting members consent, the EGM can be held at a shorter notice.

Quorum Required for EGM

Unless the company’s Articles state otherwise, the following number of members are required for a quorum.

  • In the case of a public company: Five(5) members personally present
  • In the case of any other company: Two (2) members personally present
Management Notes

Meeting of Board of Directors

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Director’s meetings, commonly referred to as Board Meetings, are formal gatherings of a company’s board of directors to deliberate and decide upon matters concerning the company’s governance, strategy, policies, financial performance, and regulatory compliance. These meetings are a legal and administrative requirement for companies under the Companies Act, 2013 in India and similar corporate laws globally.

The primary objective of a director’s meeting is to ensure that directors fulfill their fiduciary duties by participating in key decision-making processes. Typical agenda items include approval of financial statements, declaration of dividends, appointment or removal of key managerial personnel, policy formulation, reviewing compliance reports, and evaluating the company’s performance. The board also approves mergers, acquisitions, and major investments.

As per legal requirements, the first board meeting of a company must be held within 30 days of incorporation, and thereafter, at least four board meetings must be conducted every financial year, with not more than 120 days gap between two meetings. A quorum—usually one-third of the total number of directors or two directors, whichever is higher—is necessary for a meeting to be valid.

Proper notice of at least 7 days is to be given to all directors, and minutes of the meeting are recorded for future reference and legal compliance. Decisions made are documented in resolutions, which become binding on the company. These meetings enhance corporate governance by promoting accountability, transparency, and collective decision-making among directors.

Objectives of Director’s Meetings:

  • Strategic Planning and Policy Formulation

One of the key objectives of director’s meetings is to formulate the company’s strategic direction and develop effective policies. The board reviews internal and external business environments to make informed long-term decisions. Directors collaborate to set goals, define performance standards, and ensure the company’s vision aligns with current market conditions. This strategic oversight enables the business to maintain competitiveness and adaptability. By regularly revisiting policies and strategic goals, directors ensure the company moves forward efficiently and sustainably in a dynamic business environment.

  • Monitoring Financial Performance

Director’s meetings are held to evaluate and monitor the company’s financial performance regularly. The board examines financial reports, income statements, balance sheets, and cash flow statements to assess profitability, liquidity, and solvency. Financial review helps in identifying discrepancies, controlling expenditures, and ensuring proper fund allocation. These discussions enable directors to maintain fiscal discipline and make decisions based on accurate data. Ensuring transparency in financial matters also fosters investor confidence and compliance with statutory obligations, thus promoting long-term financial health and sustainability of the organization.

  • Ensuring Legal and Regulatory Compliance

A vital objective of director’s meetings is to ensure that the company operates within the legal and regulatory framework. Directors review and verify compliance with the Companies Act, taxation laws, labor laws, environmental regulations, and other applicable legislation. Non-compliance can lead to penalties and reputational damage. Hence, the board evaluates reports from the compliance officer, legal advisors, and auditors. Regular updates on changes in regulations are discussed to keep the company aligned with legal standards. These meetings act as checkpoints to ensure corporate accountability and ethical governance.

  • Decision-Making on Major Corporate Actions

Director’s meetings facilitate decision-making on significant corporate matters like mergers, acquisitions, capital restructuring, or launching new ventures. These decisions typically involve high risk and long-term implications, requiring thorough deliberation and consensus. The board discusses pros and cons, consults experts if needed, and ensures that such actions align with shareholder interests and the company’s mission. These meetings offer a structured platform for collaborative decision-making, balancing opportunity with responsibility. Final decisions are passed as board resolutions and implemented through appropriate managerial channels, reflecting corporate prudence and planning.

  • Risk Management and Crisis Handling

Another objective is to identify, assess, and mitigate business risks. Directors discuss potential operational, financial, legal, and reputational risks that may affect the company. Risk management strategies such as diversification, insurance, and internal controls are formulated and periodically reviewed. In times of crisis—like economic downturns, cyberattacks, or regulatory issues—the board meets to evaluate the situation and design appropriate response mechanisms. These meetings help in establishing robust contingency plans and resilience frameworks to safeguard the organization’s interests and minimize disruptions to business operations.

  • Reviewing Performance of Top Management

Director’s meetings provide an opportunity to assess the performance of the CEO and other key managerial personnel. The board evaluates leadership effectiveness, goal achievement, and decision-making capabilities. Constructive feedback and necessary course corrections are provided to improve efficiency. In some cases, decisions related to promotions, compensation, or replacements are made based on performance appraisals. This oversight ensures accountability and aligns management’s performance with organizational goals. It also promotes meritocracy and motivates senior executives to perform effectively, thus enhancing overall corporate performance.

  • Enhancing Corporate Governance

A fundamental objective of director’s meetings is to strengthen corporate governance practices. The board ensures transparency, fairness, and accountability in all decisions and actions taken by the company. Ethical conduct, shareholder engagement, and stakeholder welfare are emphasized during discussions. The board formulates governance policies, monitors their implementation, and ensures adherence to ethical standards. These meetings help build a strong governance framework that fosters trust among investors, regulators, and the public. Enhanced governance leads to sustainable growth, risk reduction, and long-term success of the organization.

Board Meetings

Board Meetings are formal gatherings of a company’s Board of Directors, convened to discuss, deliberate, and decide upon key matters affecting the organization. These meetings are fundamental to corporate governance and serve as the primary platform through which directors exercise their powers and fulfill their responsibilities. Board meetings are legally mandated under corporate laws such as the Companies Act, 2013 in India, and must follow a structured process, including issuance of notice, preparation of an agenda, and recording of minutes.

The primary purpose of board meetings is to make collective decisions on strategic, financial, legal, and operational matters. Topics often discussed include approval of budgets, review of financial statements, declaration of dividends, appointment or removal of key personnel, corporate restructuring, compliance updates, and risk management. These meetings help ensure transparency, accountability, and alignment of the company’s actions with its goals and legal obligations.

Board meetings must meet quorum requirements, typically involving at least one-third of the total directors or two directors, whichever is higher. The frequency of board meetings is also regulated; for instance, at least four board meetings must be held every financial year, with no more than 120 days between any two meetings.

Committee Meetings

Committee meetings are formal gatherings of a specific subset of members from a larger governing body, such as the Board of Directors, formed to focus on particular areas of concern or responsibility within an organization. These committees are established to improve efficiency by allowing detailed examination of specific issues like audit, finance, remuneration, risk management, or corporate social responsibility (CSR). Committee meetings enable more specialized, informed, and focused discussions than would be possible in full board meetings.

Each committee is typically composed of directors or officers with relevant expertise or interest, and it operates under a defined charter or terms of reference. Committee meetings are held regularly or as needed to review performance, compliance, or ongoing issues, and they recommend actions to the main board for final approval. For example, an audit committee meeting may examine internal financial controls and auditor reports before advising the board on financial disclosures.

These meetings follow formal procedures, including circulation of agendas, maintaining minutes, and complying with regulatory standards. The outcomes of committee meetings are critical in shaping board decisions, ensuring better governance, transparency, and risk oversight.

Notice of Board Meeting

The notice of Board Meeting refers to a document that is sent to all directors of the company. This document informs the members about the venue, date, time, and agenda of the meeting. All types of companies are required to give notice at least 7 days before the actual day of the meeting.

Quorum for the Board Meeting

The quorum for the Board Meeting refers to the minimum number of members of the Board to conduct a valid Board Meeting. According to Section 174 of Companies Act, 2013, the minimum number of members of the board required for a meeting is 1/3rd of a total number of directors.

At any rate, a minimum of two directors must be present. However, in the case of One Person Company, the rules of Section 174, do not apply.

Participation in Board Meeting

All directors are encouraged to actively attend board meetings and in case that’s not possible at least attend the meetings through a video conference. This is so that all directors can take part in the decision-making process.

Requirements for Conducting a Valid Board Meeting:

  • Right Convening Authority 

The board meeting must be held under the direction of proper authority. Usually, the company secretary (CS) is there to authorize the board meeting. In case the company secretary is unavailable, the predetermined authorized person shall act as the authority to conduct the board meeting.

  • Adequate Quorum 

The proper requirements of the quorum or the minimum number of Directors required to conduct a Board meeting must be present for it to be considered a valid board meeting.

  • Proper Notice 

Proper notice is one of the major requirements to be fulfilled when planning a board meeting. Formal notice has to be served to all members before conducting a board meeting.

  • Proper Presiding Officer 

The meeting must always be conducted in the presence of a chairman of the board.

  • Proper Agenda

Every board meeting has a set agenda that must be followed. The agenda refers to the topic of discussion of the board meeting. No other business, which is not mentioned in the meeting must be considered.

Lucknow University BBA Notes / Management Notes

Guidelines for Managerial Remuneration

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‘Remuneration’ means any money or its equivalent given to any person for services rendered by him and includes the perquisites mentioned in the Income-tax Act, 1961.

Managerial remuneration in simple words is the remuneration paid to managerial personals. Here, managerial personals mean directors including managing director and whole-time director, and manager.

Permissible managerial remuneration payable under the Companies Act 2013

  • Total managerial remuneration payable by a public company, to its directors, managing director and whole-time director and its manager in respect of any financial year:

Condition

Max Remuneration in any financial year
Company with one Managing director/whole time director/manager 5% of the net profits of the company
Company with more than one Managing director/whole time director/manager 10% of the net profits of the company
Overall Limit on Managerial Remuneration 11% of the net profits of the company
Remuneration payable to directors who are neither managing directors nor whole-time directors

For directors who are neither managing director or whole-time directors

1% of the net profits of the company if there is a managing director/whole time director

If there is a director who is neither a Managing director/whole time director

3% of the net profits of the company if there is no managing director/whole time director

The percentages displayed above shall be exclusive of any fees payable under section 197(5).

Until now, any managerial remuneration in excess of 11% required government approval. However, now a public company can pay its managerial personnel remuneration in excess of 11% without prior approval of the Central Government. A special resolution approved by the shareholders will be sufficient.

In case a company has defaulted in paying its dues or failed to pay its dues, permission from the lenders will be necessary.

  • When the company has inadequate profits/no profits: In case a company has inadequate profits/no profits in any financial year, no amount shall be payable by way of remuneration except if these provisions are followed.
Where the effective capital is: Limits of yearly remuneration
Negative or less than 5 Crores 60 Lakhs
5 crores and above but less than 100 Crores 84 Lakhs
100 Crores and above but less than 250 Crores 120 Lakhs
250 Crores and above 120 Lakhs plus 0.01% of the effective capital in excess of 250 Crores

 

Management Notes

Quorum for Different Meetings

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Quorum means the minimum number of persons who being entitled to attend a meeting must be present at the meeting so that the business of the meeting can be transacted validly. Such a number is desirable so that a meeting gets a representative character and no decisions are taken with a very small number of persons being present.

At the same time the quorum shall not be too big so that a meeting falls through on account of small attendance.

Features of Quorum:

(1) What shall be the quorum for different types of meetings of an organisation are usually mentioned in its bye-laws or in the Articles of Association in case of a company. Some statutes also make such provisions. For example Sec. 174 of the Companies Act makes such provisions. The bye-laws or the Articles cannot provide smaller quorum than what are provided in the statutes, if any.

(2) A meeting cannot be started if quorum is not present. The quorum might be continuously present. If any member or members leaves or leave earlier and by that the quorum falls, then any decision taken afterwards will not be binding, if the by-laws or Articles so provide.

(3) It is the duty of the chairman to see that the quorum is present. The secretary helps him in counting the quorum. If at the middle of the meeting quorum falls, any member present may draw the attention of the chairman to this fact by raising a ‘point of order’.

(4) If quorum is not present at the scheduled hour of a meeting already notified, then the members present will wait for half an hour.

After half an hour the following alternative effects can take place:

(A) In Case of an Informal Meeting:

(i) The chairman may allow informal discussions but no binding decisions can be taken. The meeting is adjourned and can be held afterwards after giving fresh notice.

(ii) If the quorum is missing by a small margin, the chairman may allow discussions and decisions may be taken which, however, have to be formally ratified at a next meeting where quorum must be present.

(B) In Case of Any Meeting of a Company:

The Act provides that the meeting shall be adjourned:

(i) In case of a general meeting to the same day in the next week, at the same time and place or to such other day and at such other time and place as the Board may determine.

(ii) In case of a Board meeting, unless the Articles otherwise provide, to the same day in the next week, at the same time and place or if that day is a holiday till the next succeeding day which is not a public holiday, at the same time and place.

(iii) In case of an extraordinary general meeting requisitioned by members the meeting is not adjourned and the meeting just fails.

(5) In case of a members’ meeting of a company where proxy is allowed only members present in person are counted for quorum and not the proxies but representatives are counted

(6) When fraction comes out while calculating quorum (like one-third, one-fourth) the next round number is taken into account.

(7) Conflicting views exist with regard to counting when there are joint holders of shares. Generally it is accepted that joint holders of shares shall be treated as a single member. Some people think that each joint holder is a separate member if his name appears in the Register of Members.

Where Quorum is Strictly not Necessary:

Normally the quorum is necessary for a valid meeting.

But in the following circumstances a less number of persons may make the quorum:

(1) Whenever a meeting is adjourned for want of quorum, any number of members present at the adjourned meeting shall make the quorum.

(2) At a Board meeting when a matter comes up in which one or more than one director is or are interested then, director or directors concerned cannot take part in the discussion. The remaining directors shall make the quorum. If only on- director is left out then of course there cannot be a quorum and the matter shall be referred to a general meeting of members for decision.

(3) In case of class meetings if one person alone holds all the shares of that particular class of shares then he alone shall make the quorum.

(4) In case of an annual general meeting of a company (ailed by the order of the Central Government on the complaint by only one member of the company, or a general meeting called by the Company Law Board on the application of one member of the company then the member alone present in person or by proxy, shall make the quorum when the meeting is held.

The General Patterns of Quorum:

Every company in its Articles of Association or an association in its bye laws or a Com­mittee or Sub-Committee in its own rules and regulations usually provides what shall be the quorum for the different kinds of meetings to be held under it. The quorum for a general meeting is usually one-fourth or one-third of the total number of members or a fixed number like ten, fifteen etc. taking into consideration the total strength of the members.

The Companies Act is very liberal and provides that if nothing is mentioned in the Articles then any two members in case of a private company and any five members in case of a public company, present in person at a general meeting, shall make the quorum.

The quorum for the meeting of an important committee, like the Executive Committee or Managing Committee, is generally fixed at one-third. The Companies Act provides that the quorum for Board meeting, if nothing is provided in the Articles, shall be one-third or two whichever is bigger.

The directors themselves at the first Board meeting may fix the quorum for Board meetings. In some special cases, the quorum is fixed at a big percentage of the total number of members. For example, the quorum for a class meeting in a company is very often fixed by the Articles to be two- thirds or three-fourths or all the shareholders belonging to that class.

Sometimes all the members make the quorum. For example, in a private company having only two directors, both the directors shall make the quorum at a Board meeting. Again, in a private company having only two shareholders, both the members shall make the quorum at a general meeting.

Management Notes

Kinds of Resolutions under Company Act.

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A Company being an artificial person, any decision taken by it shall be in the form of a Resolution. Accordingly, a resolution may be defined as an agreement or decision made by the directors or members (or a class of members) of a company. A proposed resolution is a motion. When a resolution is passed a company is bound by it. The resolutions could be on just about any subject in case of Board meetings since they are ultimately responsible for running the Company. The Act generally specifies the matters in respect of which resolutions are required to be passed by the members in general meetings.

Basically, there are three types of resolutions: Ordinary Resolution, Special Resolution and Unanimous Resolution.

In case of Board Meetings, there is no concept of Special Resolutions and also unanimous resolutions are required in very few cases. However, in case of general meetings, all three are covered.

Section 114 of the Companies Act, 2013 defines an Ordinary and Special Resolutions. It states:

“(1) A resolution shall be an ordinary resolution if the notice required under this Act has been duly given and it is required to be passed by the votes cast, whether on a show of hands, or electronically or on a poll, as the case may be, in favour of the resolution, including the casting vote, if any, of the Chairman, by members who, being entitled so to do, vote in person, or where proxies are allowed, by proxy or by postal ballot, exceed the votes, if any, cast against the resolution by members, so entitled and voting.

(2) A resolution shall be a special resolution when:

(a) the intention to propose the resolution as a special resolution has been duly specified in the notice calling the general meeting or other intimation given to the members of the resolution;

(b) the notice required under this Act has been duly given; and

(c) the votes cast in favour of the resolution, whether on a show of hands, or electronically or on a poll, as the case may be, by members who, being entitled so to do, vote in person or by proxy or by postal ballot, are required to be not less than three times the number of the votes, if any, cast against the resolution by members so entitled and voting.”

Other than these two, there is also a concept of a unanimous resolution implying approval of all the members present and voting, without a single vote cast against it. Initially, as per Companies Act 1956 only one resolution required unanimous approval in the general meeting and the same has also been covered under section 162 (1) of the Companies Act 2013 which states that:

“At a general meeting of a company, a motion for the appointment of two or more persons as directors of the company by a single resolution shall not be moved unless a proposal to move such a motion has first been agreed to at the meeting without any vote being cast against it.”

However, in addition to above, for private companies, the Companies Act 2013 also inserts one more resolution which requires unanimous approval of all the members. As per sub-section 4 of section 5 for inclusion of “entrenchment provision” in the Articles of Association of an already existing Company, it should be “agreed to by all the members of the company in the case of a private company and by a special resolution in the case of a public company.” Other than these all-other specified matters require either an ordinary or a special resolution. Let us further take a look into the maters which require ordinary and/or special resolutions as per the Companies Act, 2013.

3Types of Resolutions recognized by Companies Act

Type 1. Ordinary Resolution:

An ordinary resolution is that which is passed by a simple majority at any general meeting of the shareholders. The resolution may be passed by a show of hands or by a poll. A 21 days notice must have been given for the meeting in which such a resolution is passed. Any matters can be decided through an ordinary resolution unless the Companies Act or the Articles of the company provide otherwise.

Objects:

Following are some of the matters which can be decided by an ordinary resolution:

  1. Approval of statutory report.
  2. Approval of directors report.
  3. Approval of final accounts.
  4. Declaration of dividend.
  5. Appointment of directors.
  6. Election of directors.
  7. Issue of shares at discount.
  8. Appointment of auditors and their remuneration.
  9. Alteration of share capital.
  10. Change in the rights of shareholders of any class.
  11. Creation of reserve fund.
  12. Conversion of fully paid-up shares into stock.
  13. Sale of the whole or part of the company’s undertaking or business.

Specimen of Ordinary Resolutions:

  1. Issue of shares at discount (Sec. 79). “RESOLVED that the Directors of the Company be and are hereby authorised, subject to the sanction of the court, to issue 10,000 shares of Rs. 10 each in the capital of the Company at a discount of not exceeding Rupee one per share.”
  2. Increase in the number of directors (Sec. 258). “RESOLVED that (subject to the approval of Central Government) the number of existing directors be increased from……………………….. to…………………… and Mr………….. and Mr…………. be and they are hereby appointed as additional directors.”
  3. Removal of director (Sec. 284) “RESOLVED that Mr…………………… Director of the Company regarding whose removal special notice has been received and has been duly heard as required by Section 284(3) of the Companies Act, 1956, be and is hereby removed from his office of director of the company.”

Type 2. Special Resolution:

A special resolution is one which is passed by at least 3/4th majority of the members voting on it at the General Meeting. A 21 days notice must have been given for the meeting in which such a resolution is passed. Notice calling the meeting should indicate that the resolution is intended to be proposed as a special resolution.

The main feature of special resolution is that the number of votes cast in favour of the resolution should be three times the number of votes against it.

Objects:

The following are some of the matters which can be decided by a special resolution:

(1) Alteration of the name of company.

(2) Alteration of the objects of the company.

(3) Alteration of articles of association.

(4) Change of registered office from one state to another state.

(5) Reduction of share capital.

(6) Creation of reserve capital.

(7) Payment of interest out of capital.

(8) Fixing directors’ remuneration.

(9) Voluntary winding up of a company.

(10) Making the liability of directors unlimited.

(11) Application to the court to wind up the company.

(12) Appointment of inspectors to investigate the affairs of the company.

(13) To bind the company by an arrangement or compromise made.

Specimen of Special Resolution:

  1. Alteration of name of the company. RESOLVED that the name of the company be and is hereby altered from…………………. Limited to………………………… Limited and the Central Government be officially informed for the purpose of securing their consent of such alteration.
  2. Voluntary winding up of the company. “RESOLVED that the company be wound up voluntarily and that Mr……………………….. of………. be and is hereby appointed liquidator for the purpose and that this be and is hereby passed as a special resolution pursuant to Sec. 484 of the Companies Act, 1956.
  3. Alteration of articles of association. “RESOLVED that clause……………………………. of the Articles of Association of the Company be altered by omitting the following words therefore

“………………………….”

and substituting instead of the following words:

“………………………….”

Type 3. Resolution Requiring Special Notice:

The Indian Companies Act, 1956 has introduced a new type of resolution for the passing of which special notice has to be given. Some matters specified in the Act cannot be moved for discussion at 3 General Meeting unless a special notice is given to the company.

A notice containing the intention to move the resolution had to be given in such cases at least 14 days before convening the meeting in which it is proposed to be moved. The company in turn should give members the notice of that resolution at least seven days before the holding of the meeting. Such resolution may be ordinary or special resolution.

Following are some of the resolutions requiring special notice:

(1) Resolution to remove a director.

(2) Resolution to fill up a casual vacancy of the director.

(3) Resolution to appoint as Auditor a person other than the retiring person.

(4) Resolution to appoint as Director a person in place of removed director.

Management Notes

Issue of Debentures

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Company debenture is one of the important sources of finance for large companies, in addition to equity stocks, bank loans, and bonds. Companies need to follow certain procedures for issue of debentures to raise money. There are several ways of issuing a debenture viz. at a par, premium or discount and even for consideration other than cash.

Issue of Debentures

The procedure of issuing debentures by a company is similar to the one followed while issuing equity stocks. The company starts by releasing a prospectus declaring the debenture issuance. The interested investors, then, apply for the same. The company may need the entire amount while applying for the debentures or may ask for installments to be paid while submitting the application, on allotment of debentures or on various calls by the company. The company can issue debentures at a par, at a premium or at a discount as explained below.

Different ways for issuing of Debenture

Once the company invites the applications and the investors apply for the debentures, the company can issue debentures in one of the following ways:

Issue of Debenture at par

When the issue price of the debenture is equal to its face value, the debenture is said to be issued at par. When a debenture is issued at par, the long-term borrowings in the liabilities section of the balance sheet equals the cash in the assets side of the balance sheet. Thus, no further adjustment is required to balance the assets and the liabilities of the company. The company can collect the whole amount in one installment i.e on an application or in two installments i.e. on an application and subsequent allotment. However, there might be a scenario in which money is collected in more than two installments i.e. on an application, on an allotment and at various calls by the company.

Issue of debenture at discount

The debenture is said to be issued at a discount when the issue price is below its nominal value. Let us take an example – a Rs. 100 debenture is issued at Rs. 90, then Rs.10 is the discount amount. In such a scenario, the liabilities and the assets sides of the balance sheet do not match. Thus, the discount on debentures’ issuance is noted as a capital loss and is charged to ‘Securities Premium Account’ and is reflected as an asset. The discount can be written off later.

Issue of Debenture At Premium

When the price of the debenture is more than its nominal value, it is said to be issued at a premium. For example, a Rs. 100 debenture is issued for Rs.105 and Rs.5 is the premium amount. Again, assets and liabilities do not match in such situation. Therefore, the premium amount is credited to Securities Premium Account and is reflected under ‘Reserves and Surpluses’ on the liabilities side of the balance sheet.

The Issue of Debenture as Collateral

The debentures can be issued as a collateral security to the lenders. This happens when the lenders insist on additional assets as security in addition to the primary security. The additional assets may be used if the complete amount of loan cannot be realized from the sale of the primary security. Therefore, the companies tend to issue debentures to the lenders in addition to some other physical assets already pledged. The lenders may redeem or sell the debentures on the open market if the primary assets do not pay for the complete loan.

Issue of Debenture for Consideration Other Than Cash

Debentures can also be issued for consideration other than cash. Generally, companies follow this route with their vendors. So, instead of paying the cash for the assets purchased from the vendor, the companies issue debentures for consideration other than cash. In this case, also, the debentures can be issued at a par, premium or discount and are accounted for in the similar fashion.

Over Subscription

The company invites the investors to subscribe to its debenture issue. However, it may happen that the applications received for the debentures may be more than the original number of debentures offered. This scenario is referred to as oversubscription. In the case of over-subscription, a company cannot allocate more debentures than it had originally planned to issue. So, the company refunds the money to the applicants to whom debentures are not allotted. However, the excess money received from applicants who are allocated debentures is not refunded. The same money is used towards allotment adjustment and the subsequent calls to be made.

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