Agenda and Minutes of First Board Meeting - India

Agenda and Minutes of First Board Meeting for use in India.

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Once a company has been incorporated, a meeting of the directors should be convened reasonably promptly (e.g. usually within a month). The Companies Act 1956 requires minutes to be made of all the proceedings at the first meeting. The term 'minutes,' though not defined in the Companies Act, 1956, may be considered as a written record of proceedings of a meeting of any company duly kept in pursuance of the law. Minutes contain inter alia a description of the type of meeting to which they relate, its date, time and venue, attendees, confirmation of the minutes of previous meeting as a result of practice, decisions taken, process at the meeting, discussions held, voting on resolutions, etc.

This kit includes the forms to assist you in drafting the Agenda and Minutes of First Board Meeting.

This attorney-prepared Agenda and Minutes packet for use in India contains:
  1. Description and Instructions for Agenda and Minutes of First Board Meeting
  2. Agenda of First Board Meeting
  3. Minutes of First Board Meeting
Law Compliance: This form is designed for use in India.
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.
 
 
Agenda and Minutes of
First Board Meeting
(India)

 

 
AGENDA OF THE 1st MEETING OF THE BOARD OF DIRECTORS OF _____________________ [Company Name] held on to be held on __________________ [Date], at _________[Time].
 
1)   Chairperson of the Meeting:
 
   To elect the Chairperson of the Meeting
 
2)   Certificate of Incorporation:
 
To note the Certificate of Incorporation bearing No._________ of _____ dated _____________200_ received from the Registrar of Companies, _______________[Mention Place]
 
3)   Memorandum and Articles of Association:
 
To note the Memorandum and Articles of Association of the company as registered with the Registrar of Companies, _______________[Mention Place]
 
 
4)   Noting of Directors of the Company:
 
   To note the First Directors of the Company.
 
 
5)   Appointment of Advocates:
 
To appoint ____________________ as the Advocates of the Company.
 
 
6)   Allotment of Shares to subscribers to the Memorandum:
 
To allot shares to the subscribers to the Memorandum of Association.
 
 
7)    Adoption of Common Seal of the Company:
 
To adopt the Common Seal of the Company and to place the Seal in the custody of the Chairperson.
 
 
8)   Financial Year of the Company:
 
To decide upon the period of First and Subsequent Financial Years of the Company.
 
 
 
 
9)   Approval of Preliminary Expenses:
 
To approve the statement of Preliminary expenses.
 
 
10)   [To discuss the business prospects of the company] [This may be discussed in subsequent meetings.]
 
11)   Any other matter with the permission of the Chair.
 
 
 
 
   
___________________[Place of Signing]         ________________Director
 
Date:  ____________________________
 
 
 
MINUTES
 
MINUTES OF THE 1st MEETING OF THE BOARD OF DIRECTORS OF _____________________[Company Name] held on __________________[Date], at _________[Time].
 
Present:
   (i)   
   (ii)
      
Absent:
 
1)   Chairperson of the Meeting:
 
Mr. ________ was unanimously elected as the Chairperson of the Meeting.
 
2)   Quorum:
 
The Chairperson confirmed the presence of the Quorum and called the Meeting to order.
 
3)   Certificate of Incorporation:
 
Certificate of Incorporation No.______ of _____ dated _________ and was placed before the Meeting and noted.
 
4)   Memorandum and Articles of Association:
 
A copy of the Memorandum and Articles of Association of the Company as registered with the Registrar of Companies, ___________[Place] was placed before the Meeting and noted.
 
5)   Noting of Directors of the Company:
 
The Board was informed that in accordance with the provisions contained in Section 254 of the Companies Act, 1956 and Articles of Association, ____________________________________[Mention Names] are the First Directors of the Company. This was noted by the Board.
 
 
6)   Appointment of Advocates:
 
“RESOLVED THAT _____________________ be and are hereby appointed as Advocates of the Company.
7)   Allotment of Shares to the Subscribers to the Memorandum of Association:
 
It was reported that the Company has received from the Subscribers to the Memorandum of Association payment in full in respect of Equity Shares taken by them, It was then:
   
RESOLVED THAT signatories to the Memorandum of Association be allotted Equity Shares which they have agreed to take as per the details given below:
 
Name of the Subscribers
No. of Shares Allotted
Face Value
Value
 
1.   
 
 
Rs.10/-
 
2.   
 
 
Rs.10/-
 
TOTAL
 
 
 
 
“RESOLVED FURTHER THAT, share certificates be printed as per the design produced before this meeting and the share certificates be machine numbered in regular order and be kept in the custody of Mr. __________, the Director of the company, who shall render account thereof to the Board.
 
“RESOLVED FURTHER THAT, the share certificates in respect of the above shares be issued to the Subscribers to the Memorandum and that the Common Seal of the Company be affixed thereon in presence of the signatories to the Share Certificates”.
 
“RESOLVED FURTHER THAT, Mr.______________ be and is hereby authorized to sign the share certificates as authorised signatory along with any other two directors of the company.
 
 
8)   Adoption of Common Seal of the Company:
 
“RESOLVED THAT the Seal as per impression affixed in the margin of the minutes initialed by the Chairperson and produced at this Meeting be and is hereby approved and adopted as the Common Seal of the Company and that the Seal be placed in the custody of the Chairperson”.
 
9)   Financial Year of the Company:
 
“RESOLVED THAT subject to the approval of the Board, the First Financial Year of the Company be the period from the Date of Incorporation of the Company, i.e., _________________ to 31st March 200_ both days inclusive, and subsequent Financial Year would be a period from 1st April 200_ to 31st March 200_ both days inclusive, and that the subsequent Financial Years of the Company be the period from 1st April to 31st March, each year.
 
 
 
10)    Leave of Absence   
 
    ___________________________________ not being able to attend the meeting, were granted the leave of absence.
 
 
There being no other business to transact, the Meeting ended with a Vote of Thanks to the Chair.
 
 
 
____________[Place of Signing]
 
Date:
 
 
Number of Pages7
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#33468
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.
 
 
Agenda and Minutes of
First Board Meeting
(India)

 

 
AGENDA OF THE 1st MEETING OF THE BOARD OF DIRECTORS OF _____________________ [Company Name] held on to be held on __________________ [Date], at _________[Time].
 
1)   Chairperson of the Meeting:
 
   To elect the Chairperson of the Meeting
 
2)   Certificate of Incorporation:
 
To note the Certificate of Incorporation bearing No._________ of _____ dated _____________200_ received from the Registrar of Companies, _______________[Mention Place]
 
3)   Memorandum and Articles of Association:
 
To note the Memorandum and Articles of Association of the company as registered with the Registrar of Companies, _______________[Mention Place]
 
 
4)   Noting of Directors of the Company:
 
   To note the First Directors of the Company.
 
 
5)   Appointment of Advocates:
 
To appoint ____________________ as the Advocates of the Company.
 
 
6)   Allotment of Shares to subscribers to the Memorandum:
 
To allot shares to the subscribers to the Memorandum of Association.
 
 
7)    Adoption of Common Seal of the Company:
 
To adopt the Common Seal of the Company and to place the Seal in the custody of the Chairperson.
 
 
8)   Financial Year of the Company:
 
To decide upon the period of First and Subsequent Financial Years of the Company.
 
 
 
 
9)   Approval of Preliminary Expenses:
 
To approve the statement of Preliminary expenses.
 
 
10)   [To discuss the business prospects of the company] [This may be discussed in subsequent meetings.]
 
11)   Any other matter with the permission of the Chair.
 
 
 
 
   
___________________[Place of Signing]         ________________Director
 
Date:  ____________________________
 
 
 
MINUTES
 
MINUTES OF THE 1st MEETING OF THE BOARD OF DIRECTORS OF _____________________[Company Name] held on __________________[Date], at _________[Time].
 
Present:
   (i)   
   (ii)
      
Absent:
 
1)   Chairperson of the Meeting:
 
Mr. ________ was unanimously elected as the Chairperson of the Meeting.
 
2)   Quorum:
 
The Chairperson confirmed the presence of the Quorum and called the Meeting to order.
 
3)   Certificate of Incorporation:
 
Certificate of Incorporation No.______ of _____ dated _________ and was placed before the Meeting and noted.
 
4)   Memorandum and Articles of Association:
 
A copy of the Memorandum and Articles of Association of the Company as registered with the Registrar of Companies, ___________[Place] was placed before the Meeting and noted.
 
5)   Noting of Directors of the Company:
 
The Board was informed that in accordance with the provisions contained in Section 254 of the Companies Act, 1956 and Articles of Association, ____________________________________[Mention Names] are the First Directors of the Company. This was noted by the Board.
 
 
6)   Appointment of Advocates:
 
“RESOLVED THAT _____________________ be and are hereby appointed as Advocates of the Company.
7)   Allotment of Shares to the Subscribers to the Memorandum of Association:
 
It was reported that the Company has received from the Subscribers to the Memorandum of Association payment in full in respect of Equity Shares taken by them, It was then:
   
RESOLVED THAT signatories to the Memorandum of Association be allotted Equity Shares which they have agreed to take as per the details given below:
 
Name of the Subscribers
No. of Shares Allotted
Face Value
Value
 
1.   
 
 
Rs.10/-
 
2.   
 
 
Rs.10/-
 
TOTAL
 
 
 
 
“RESOLVED FURTHER THAT, share certificates be printed as per the design produced before this meeting and the share certificates be machine numbered in regular order and be kept in the custody of Mr. __________, the Director of the company, who shall render account thereof to the Board.
 
“RESOLVED FURTHER THAT, the share certificates in respect of the above shares be issued to the Subscribers to the Memorandum and that the Common Seal of the Company be affixed thereon in presence of the signatories to the Share Certificates”.
 
“RESOLVED FURTHER THAT, Mr.______________ be and is hereby authorized to sign the share certificates as authorised signatory along with any other two directors of the company.
 
 
8)   Adoption of Common Seal of the Company:
 
“RESOLVED THAT the Seal as per impression affixed in the margin of the minutes initialed by the Chairperson and produced at this Meeting be and is hereby approved and adopted as the Common Seal of the Company and that the Seal be placed in the custody of the Chairperson”.
 
9)   Financial Year of the Company:
 
“RESOLVED THAT subject to the approval of the Board, the First Financial Year of the Company be the period from the Date of Incorporation of the Company, i.e., _________________ to 31st March 200_ both days inclusive, and subsequent Financial Year would be a period from 1st April 200_ to 31st March 200_ both days inclusive, and that the subsequent Financial Years of the Company be the period from 1st April to 31st March, each year.
 
 
 
10)    Leave of Absence   
 
    ___________________________________ not being able to attend the meeting, were granted the leave of absence.
 
 
There being no other business to transact, the Meeting ended with a Vote of Thanks to the Chair.
 
 
 
____________[Place of Signing]
 
Date:
 
 

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