Explain the functions of a secretary related to the Extra-Ordinary General Meeting.

Functions (duties) of a secretary related to Extra Ordinary General Meeting: Duties Before the Meeting:

• Board Meeting: The secretary has to convene a board meeting in consultation with the Chairman. The board has to decide the day, date, time, and place of the meeting. 
• Notice: The secretary drafts the notice, agenda, and other required documents. He gets it approved by the chairman. Then he sends 21 clear days’ notice and other documents to the members before the meeting.
• Public Notice: He has to publish notice of the extraordinary general meetings in leading newspapers for the information of the general public.
• Arrangement: The secretary has to make arrangements such as booking the hall, refreshments, documents, etc.

Duties During the Meeting:

• Quorum: The secretary checks the quorum at the beginning of the meeting and informs the same of the chairman.
• Attendance: The secretary has to get signatures of members present at the meeting in ‘Members Attendance Book’. 
• Reading Notice: The secretary reads out the notice and agenda of the meeting as per the direction of the chairman. 
• Assist Chairman: The secretary assists the chairman by providing necessary information, records, document, etc.
• Notes of Proceedings: The secretary should take down the notes of the proceedings of the meeting. He has to draft the minutes on the basis of these notes.
• Poll: The secretary has to make necessary arrangements for taking poll if it is demanded.

Duties After the Meeting: Drafting Minutes: 

• The secretary drafts the minutes of the meeting on the basis of the notes taken down during the proceedings of the meeting. 
• Implementation of Decisions: The secretary instructs the concerned department for implementing the decisions taken at the meeting.
• Filing Resolutions: The secretary has to file the certified copy of resolutions passed at the meeting to the Registrar of Companies.