“Well-run meetings are the control tower of a company - without them, you’re just flying blind.” 

Matt Glynn - Director, GLS Group

The company secretary is responsible for organising a range of formal meetings that shape a company’s governance, compliance, and strategic direction.

These meetings are not optional niceties; in many jurisdictions, certain meetings are legally required, and others are essential for transparent decision-making. This station introduces the key types of corporate secretarial meetings and examines the practical and legal importance of holding them correctly.

Annual General Meeting (AGM)

◼️A legally required yearly meeting for shareholders in many jurisdictions

◼️Reviews company performance, presents financial statements, and votes on matters like director appointments and dividends

PAA: Are AGMs legally required?

Yes - in many countries, private companies must hold an AGM annually, unless exempted under local company law.

Extraordinary General Meeting (EGM)

◼️A shareholder meeting called outside the AGM cycle to deal with urgent matters such as mergers, large asset sales, or constitutional changes

PAA: How much notice is required for an EGM?

Notice periods vary, but many jurisdictions require at least 14 days for private companies and longer for public companies.

Board Meetings

◼️Regular meetings of the directors to set strategy, approve budgets, and oversee company performance

◼️The company secretary prepares agendas, circulates board packs, records board meeting minutes, and ensures decisions are documented

PAA: How often should a board meet?

Best practice is at least quarterly, but high-growth companies may meet monthly or even more frequently during critical periods.

Shareholder Meetings

◼️Formal or informal, depending on jurisdiction and constitution

◼️Used to approve major transactions, changes in ownership, or other significant company actions

Committee Meetings (where applicable)

◼️Larger or regulated companies often have audit, risk, or remuneration committees

◼️The company secretary arranges these and ensures accurate records are kept

Class Meetings

◼️Meetings of a specific class of shareholders (e.g., preference shareholders) to approve matters affecting their rights

This is an important stage of the start-up journey because;

◼️Legal compliance: Certain meetings, such as AGMs, are statutory requirements

◼️Decision validity: Proper meetings make major decisions legally binding

◼️Transparency: Shareholders and directors stay informed and aligned

◼️Investor confidence: Well-documented meetings show governance discipline

◼️Crisis prevention: Issues are surfaced before they escalate

◼️Strategic alignment: Board and management keep strategy on track

◼️Constitutional adherence: Many constitutions require specific meetings

◼️Funding readiness: Investors expect meeting records to be in order

PAA: Can meetings be held online?

Yes - in many jurisdictions, virtual meetings are permitted if allowed by the company constitution and local law, provided notice and quorum rules are met.

Legal Implications

◼️Fines for failing to hold statutory meetings.

◼️Court challenges to improperly authorised decisions.

PAA: Can a decision be overturned if meeting rules aren’t followed?

Yes - if a meeting lacks proper notice, quorum, or voting compliance, the decision can be invalidated.

Founder Relationship Issues

◼️Disputes between directors or shareholders over undocumented decisions.

◼️Loss of trust from excluded stakeholders.

Commercial Implications

◼️Loss of investor confidence due to governance gaps.

◼️Delays in major transactions awaiting shareholder approval.

Operational Implications

◼️Strategic drift without regular oversight.

◼️Poor communication and misaligned priorities.

Biz Valuation Issues

◼️Lower valuation due to governance risk.

◼️Higher due diligence costs to reconstruct records.

The above lists are indicative issues – the relevance of which will depend on your circumstances.

◼️Know the meeting types
Understand which meetings are legally required and which are best practice.

◼️Plan the meeting calendar
Schedule AGMs, board meetings, and other required meetings in advance.

◼️Prepare agendas early
Circulate meeting packs well ahead of time.

◼️Ensure proper notices
Follow statutory timelines for shareholder and board meetings.

◼️Document everything
Approve and securely archive minutes.

◼️Track action items
Follow up to ensure resolutions are implemented.

◼️Train meeting chairs
Ensure they understand procedural rules.

PAA: What is a quorum?

A quorum is the minimum number of participants needed for a meeting to be valid, set by law or the company’s constitution.

The above suggestions are just a few of the steps you can consider taking; many more steps are needed to ensure meeting obligations are met effectively.

When scaling quickly, meetings can seem like a distraction. But well-run corporate meetings are not just box-ticking - they drive accountability, transparency, and sound governance. Skipping them might save time now but can cost far more in disputes, compliance failures, or strategic missteps later.

PAA: Do small startups really need formal meetings?

Yes - even in the early stages, formalising decisions protects founders, keeps investors informed, and builds good governance habits.

The Invalid Acquisition – A tech firm’s board approved a major acquisition in an informal Zoom call with no notice or minutes. A minority shareholder challenged the deal in court and won, voiding the acquisition.

The AGM Disaster – A retail chain skipped its AGM for two years. A regulator fined them $150,000, and their bank froze credit lines until compliance was restored.

The Funding Fiasco – An investor withdrew a $5M deal when the startup couldn’t produce signed minutes approving its last share issue; reconstructing the records took four months, by which time the investor had moved on.

◼️Annual General Meeting (AGM) – Yearly meeting of shareholders to review performance and approve statutory matters

◼️Extraordinary General Meeting (EGM) – Meeting outside the AGM cycle for urgent shareholder decisions

◼️Board Meeting – Meeting of directors to discuss and decide company matters

◼️Class Meeting – Meeting of a specific class of shareholders

◼️Minutes – Official written record of meeting discussions and decisions

◼️Notice Period – Legally required advance notice before a meeting

◼️Quorum – Minimum attendance required for validity

PAA: How long must meeting minutes be kept?

Most jurisdictions require minutes to be kept for several years - often for the life of the company - and available for inspection by shareholders and regulators.

Watch out for the legal jargon and refer to the knowledge hub for more detailed explanations and resources.

Company secretary-led meetings keep the governance framework active and credible. Whether mandated by law or adopted as best practice, these meetings ensure decisions are lawful, transparent, and recorded for the future. Skipping them risks legal, financial, and reputational fallout.