Report on annual general meeting :
Section 121 of the Companies Act, 2013 provides the preparation of report on each annual general meeting which is to be filed with the registrar. The section says that-
(1) Report to be prepared by the listed public company: Every listed public company shall prepare in the prescribed manner a report on each annual general meeting including the confirmation to the effect that the meeting was convened, held and conducted as per the provisions of this Act and the rules made thereunder.
(2) Filing of the report with the registrar: The company shall file with the Registrar a copy of the report within thirty days of the conclusion of the annual general meeting with such fees as may be prescribed, or with such additional fees as may be prescribed, within the time as specified, under section 403.
(3) Default in filing of the report: If the company fails to file the before the expiry of the period specified under section 403 with additional fee, the company shall be punishable with fine which shall not be less than one lakh rupees but which may extend to five lakh rupees and every officer of the company who is in default shall be punishable with fine which shall not be less than twenty-five thousand rupees but which may extend to one lakh rupees.
The rules provided on the Report on Annual General Meeting given under the Companies(Management and administration) rules, 2014 says that-
(1) The report according to the provisions of section 121(1), shall be prepared in the following manner, namely:-
(a) the report under this section shall be prepared in addition to the minutes of the general meeting;
(b) the report shall be signed and dated by the Chairman of the meeting or in case of his inability to sign, by any two directors of the company, one of whom shall be the Managing director, if there is one and company secretary of the company;
(c) the report shall contain the details in respect of the following, namely:-
(i) the day, date, hour and venue of the annual general meeting;
(ii) confirmation with respect to appointment of Chairman of the meeting;
(iii) number of members attending the meeting;
(iv) confirmation of quorum;
(v) confirmation with respect to compliance of the Act and the Rules, secretarial standards made there under with respect to calling, convening and conducting the meeting;
(vi) business transacted at the meeting and result thereof;
(vii) particulars with respect to any adjournment, postponement of meeting, change in venue; and
(viii) any other points relevant for inclusion in the report.
(d) the Report shall contain fair and correct summary of the proceedings of the meeting.
(2) The copy of the report as prepared above, shall be filed with the Registrar in prescribed Form within thirty days of the conclusion of the annual general meeting along with the fee.