Capita Registrars

01/12/2024

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26/07/2024

Role of Company Secretary Series Part One

What is the role of a company secretary before, during, and after a meeting? A successful meeting starts with thorough preparation.

I avoid working with clients who contact me just a few days before an AGM. Proper preparation should begin at least 30 days in advance (including a statutory 21-day notice for an AGM and 28 days for a meeting requiring a Special Notice). This post is written from a practical view.

Here's the role of a Company Secretary before a meeting:
1. Review the agenda from the previous year's meeting.
2. Review the minutes of the last Annual General Meeting to check for any outstanding matters.
3. Discuss internally with the CEO, Chairman, and Auditors to avoid any surprises, such as expired terms. Discuss director rotation and identify any vacancies, which will help in drafting the agenda.
4. Anticipate potential issues. Long, disruptive meetings often result from a lack of strategy. Help the Chairman anticipate questions, especially those related to financial statements. Ensure auditors clarify any unclear items. The Chairman must fully understand the financial statements. Good planning is crucial. Do NOT wing a meeting.

5. Prepare a Notice and Agenda for the meeting. You can download other company reports on the NSE Website and use them to draft a Notice and Agenda. Discuss with your Chairman every item and if possible do notes on each item.

6. Chairman's brief. Write a Chairman's brief explaining the meeting flow. Although most Chairs will deviate from it, the notes form a great way to conduct the meeting.

If I have left anything out, please feel free to add on to the comments.

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25/01/2024

How do you resign from a company as a director? Contact us on [email protected] or on Whatsapp 0727 789616

https://capitaregistrars.co.ke/appointment-resignation-and-removal-of-a-director-of-a-company-in-kenya/