Right convening authority: A valid meeting must be convened by the proper authority otherwise it wills loss its validity. Company’s secretary is the proper authority to call a formal meeting.
Proper notice: Duty signed notice must be submitted to members before meeting. The place of meeting, time and date must be stated on the notice.
Proper publicity of agenda: Every member of the meeting should be properly informed of the agenda.
Legal purposes: Every meeting must have a legal purpose. Any meeting should be properly informed of the agenda.
Requisite quorum: For valid meeting requisite quorum is necessary. The meeting should not be stared until the requisite members of member s are resent.
Presence of right persons: Only legal members can present in the meeting. If there is an unauthorized person in the meeting, the meeting will lose its validity.
Proper presiding officer: The chairman of a valid meeting must be a proper person.
Conducting meeting according to the agenda: A valid meeting must be conducted according to the agenda. No decision will get validity, if it is not related to the agenda.
In all types of meetings, you have the following responsibilities as a presiding officer.
Preparing and serving an agenda.
Preparing final notice of the meeting.
Serving the notice to the concerned members.