Company Procedure Planning Template PDF

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Company Procedure Planning Template

Board Meeting (BM): Notice Explain how to give notice of the BM, or confirm why appropriate notice has already been given. Quorum and directors’ interests Explain the quorum required for a valid BM and who should attend, including:   

Identify any interests held by directors. Explain whether any declaration of interest is required under s177 CA. Explain any impact on the quorum and voting arising from the interest.

Board resolutions and voting   

List the board resolutions. Explain how board resolutions can be validly passed. Explain whether the directors on this board are likely to vote in favour.

General Meeting (GM): Notice and quorum  

Explain how to give notice of the GM, including to whom it is sent, the content of the notice, the notice period, and any relevant short notice procedure. Explain the quorum required for a valid GM and who should attend.

Voting   

Explain the requirements for the members’ resolutions to be validly passed. Explain who can and cannot vote. Explain whether these members are likely to vote in favour. Consider show of hands and poll vote.

Written resolution procedure (as an alternative to a general meeting) (WR): Procedure, paperwork, deadlines   

Explain what should be sent and to whom. Explain from when a WR is effective. Explain and apply by when the company should receive a member’s written agreement.

Voting   

Explain how the members’ resolutions can be validly passed. Explain who can and cannot vote. Explain whether these members are likely to vote in favour.

Reconvened Board Meeting (or new Board Meeting on notice) (BM2): Notice and quorum Explain issues affecting quorum and voting which were not in the first BM, if any. Board resolutions and voting  

List the board resolutions. Explain whether the directors on this board are likely to vote in favour.

External filing and internal administration (for all above elements) List the documents which must be filed at Companies House and updated in the Company’s own records. Include all relevant deadlines.

NB: Companies may have to make decisions on several topics at the same time. They will take all decisions in one series of meetings:  BM  GM or WR  BM2 and you must plan your meetings accordingly. It would be very inefficient to have a series of meetings for each individual decision....