Requisites of a Valid Meeting
1. Proper Notice
All members or participants must be given clear, timely, and sufficient notice about the meeting.
The notice should specify the date, time, venue, and agenda.
Notice must be given as per the rules or bylaws governing the meeting.
2. Quorum
A minimum number of members must be present for the meeting to be valid.
The quorum requirement is usually specified in the company’s articles or governing rules.
If quorum is not met, the meeting is not valid and may be adjourned.
3. Chairperson
The meeting must be presided over by a properly appointed or authorized chairperson.
The chairperson ensures orderly conduct of the meeting.
4. Authority to Hold the Meeting
The meeting must be called and conducted by persons authorized to do so (e.g., directors, secretary).
The meeting must follow any procedural rules set by law or organizational bylaws.
5. Proper Venue and Time
The meeting must be held at a valid location and within the time stipulated by the rules.
Virtual meetings may also be valid if permitted by law or bylaws.
6. Agenda
The matters discussed should relate to the agenda communicated in the notice.
Decisions should be made on matters within the scope of the meeting.
7. Free and Fair Discussion
Members should be allowed to freely discuss and express opinions.
Proper voting procedures must be followed.
8. Recording of Minutes
Minutes of the meeting must be recorded accurately.
Minutes should be signed by the chairperson and maintained as a legal record.
Summary:
A valid meeting requires proper notice, quorum, authorized chairperson, valid venue/time, adherence to agenda, and proper record-keeping.
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