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In the world of globalization where India is one of the most lucrative places for investing and doing business, video conferencing has become a preferable mode of communication, and thus, Board Meetings are now being conducted electronically through video conferencing. In this article we shall discuss the provisions related to it.
Video conferencing or other audio visual means audiovisual electronic communication facility employed which enables all the persons participating in a meeting to communicate concurrently with each other without an intermediary and to participate effectively in the meeting.
Directors intending to participate through video must intimate the Chairperson or the Company Secretary at the beginning of the calendar year. Once the intimation has been provided, the declaration would be valid for one year. In the absence of any suggestion, it would be assumed by the company that the director would attend the board meeting in person.
The following person can participate:
The following points may be noted regarding notice of the meeting:
The duties of the chairman or the CS at the meeting shall be to:
On the commencement of the Meeting, the Chairperson[1] should take the roll call and every Director participating in the Board Meeting through video conference must state the following:
After the roll call, the Chairperson or the Company Secretary shall confirm that the required quorum is present at the meeting and shall ensure that the required quorum is present throughout the meeting.
The directors participating in a meeting through video conferencing shall be counted for a quorum. At the end of discussion on each agenda item, the Chairperson of the meeting shall announce the summary of the decision taken on such item along with names of the directors, if any, who dissented from the decision taken by majority.
The following matters can’t be transacted through a video conference:
Board meeting through video conferencing has ensured that the meetings can be conducted virtually without the physical presence of an individual. This has been widely welcomed by many entrepreneurs across the country. However, all the compliances and provisions relating to it should be strictly followed.
Read our article: Provisions of Conducting Board Meeting through Video Conferencing under Companies Act, 2013
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