PROCEDURE FOR REMOVAL OF DIRECTOR
1.
Ensure that a
special notice for the removal of a director is furnished by number of members
in accordance with the section 115 of Companies Act, 2013 to the company at
least 14 days before the meeting at which it is to be moved.
2.
(a) Ensure that
the notice for removal of a director is for a director other than a director appointed by the Tribunal under section 242
of the Companies Act, 2013.
(b) Ensure that the
director of whose removal notice has been received is not a director who was
appointed under section 163 with the principle of proportional representation.
3.
Immediately after receiving of the notice of
the intention to move any resolution for removal of a director, the company,
shall give notice of said resolution to the members of the company in the same
way as it gives notice of the meeting.
4.
Publish an
advertisement, in case if it is not possible for the company to give notice to
all the members of the Company, in the newspaper having an appropriate
circulation within a period of not less than 7 (seven) days before the date of meeting.
5.
On receipt of notice, send copy of such notice
to the director concerned and intimate him about his entitlement of an
opportunity of being heard in general meeting.
6.
Prepare notice of board meeting along with
draft resolution(s) to be passed in the board meeting.
·
Send notice of
board meeting to all the directors:-
ü at least 7 (seven) days before the date of board
meeting or
ü in such manner as prescribed under section 173(3) of
the Companies Act, 2013 and clause 1 of the Secretarial Standard-1.
7.
Convene the board
meeting and pass board resolutions for:
·
Removal of
director subject to the approval of shareholders in general meeting by way of
ordinary resolution.
·
Fix day, date,
time and venue for calling general meeting and
·
Approve the notice
of general meeting
8.
Prepare draft
minutes of the board meeting and circulate, within a period of fifteen days
from the date of conclusion of that meeting, to all directors, for their comment(s).
·
All directors
shall communicate their comment(s), if any, on the draft circulated minutes
within a period of seven days from the date of circulation of the draft
minutes.
·
Add the suggested comment(s) given or
suggested by any director and finalize the minutes.
·
Enter the minutes,
in the minute book of the board meeting, within thirty days from the date of
conclusion of the board meeting.
·
Minutes of the board meeting shall be signed
and dated by the chairman of that meeting or by the chairman of the next
meeting.
·
The signed minutes
duly certified by Company Secretary/any director where Company Secretary is not
appointed shall be circulated within 15 days of signing to all the directors as
on the date of meeting or appointed thereafter, except those directors who have
waived to receive such signed minutes.
9.
The director,
whose removal notice is received by the company, can make a representation in
writing against his removal and can make a request to the company to notify it
to the company’s members. If the director’s request the company to notify its
representation to the members of the company and the representation is of not
lengthy and if the time permits, the company must.
10.
Send notice of
general meeting to all directors, shareholders, auditors, secretarial auditors
and Debenture Trustee, if any, of the company at least 21 days before the date
of general meeting. However, notice may be given at a shorter period of time if
consent in writing is given thereto, by physical or electronic means, by not
less than ninety five percent of the members entitled to vote at such meeting
in case the matter is considered in Annual General Meeting, however, if the
matter is taken in Extra Ordinary General Meeting, then shorter notice of
general meeting may be given subject to:—
(a) in case company have share capital, consent of
majority members entitled to vote and who represent not less than ninety-five
per cent. of such part of the paid-up share capital of the company as gives a
right to vote at the meeting; or
(b) in case company
have no share capital, consent of members not less than ninety-five per cent of
the total voting power exercisable at that meeting. (However, private companies
can opt their own regulations with respect to notice of General Meeting.)
Further, it is not necessary to give reasons in
explanatory statement for removal of director as required under section 102 of
the Companies Act, 2013.
11.
Convene general
meeting and pass ordinary resolution for removal of director. However, special resolution
is required in case of removal of a director who is an independent director
re-appointed for second term.
12.
Maintain proper
record for:
·
Total number of
members present at the meeting with their shareholding pattern.
·
Members who voted
in favor of the proposed resolutions and number of shares held by them.
·
Members who voted
against the proposed resolutions and number of shares held by them.
13.
Prepare draft
minutes of shareholders’ meeting and for finalization, send the draft minutes
to the chairman of that meeting.
14.
File e-form MGT-14
within 30 days of passing the general meeting resolutions
15.
File e-Form DIR-12
along with attachments with the Registrar of Companies within thirty (30) days
of passing of resolution. Please note that e-form DIR-12 for removal of
Director is not in STP mode.
16.
Make necessary
entries in register of directors, key managerial personnel and their
shareholding.
(Author-
Vishal Wason is a a Fellow Member of the
Institute of Company Secretaries of India and Law Graduate. He is Practicing as
an Advocate with Hon’ble High Court of Delhi and other district courts
including Tribunals. He is having rich experience of more than 8 years (approx)
in Company law matters. His core area of practice includes Corporate Laws, ROC
matters, Intellectual Property Right (IPR) Laws and liaisoning with ROC, NCLT,
Trademark Registry, Regional Director, Official Liquidator, Reserve Bank of
India, Ministry of Corporate Affairs and Stock Exchange etc.
With
the vast experience in Corporate Sector, he has got in-depth knowledge and
experience of Secretarial Audit, Due Diligence, Corporate Drafting, Mergers,
Trademark & Copyrights, Joint Venture & Collaborations. He is also
handling various litigations including Section 138 case, civil related matters,
Property disputes, Criminal matters, Arbitration proceedings, etc.
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