Notice of AGM & EOGM

Agenda of Annual General Meeting Ordinary business

1. Recurring part of every AGM a. Approval of Accounts b. Appointment of Auditors 2. Non-recurring under special circumstances a. Election of Directors b. Declaration of Dividend

Drafting Notice
1. Dates & their calculation is pertinent a. Date of Annual Accounts & Directors Report to be approved Financial year close b. Date of Meeting within 4 months from close of financial year. c. Date of Notice exclude 21 days from meeting date d. Date of Appointment of Auditors for following financial year add 1 year to the date of Annual Accounts 2. Contents a. 1st Point To confirm the minutes of previous annual general meeting b. last Point To discuss any other business with the permission of the chair c. Middle i. To receive, approve and adopt the annual audited accounts along with the directors report for the year ended Date of Annual Accounts ii. To appoint auditors of the company and fix there remuneration, to audit the accounts for the year ending Date of appointment of auditors iii. If asked in examination question 1. Election of Directors 2. Declaration of Dividend 3. Authentication by Company Secretary

Notes to the Notice of AGM

1. Participation in the AGM -Members entitled to attend & vote 2. Instructions for CDC account holders a. For attending meeting b. For appropriate proxies 3. Closure of Share Transfer Books 4. Change in Address a. Members are requested to promptly notify any change in their address

Remember
1. When Special Business coincides with the AGM, then it forms part of AGM & its notice 2. When Special Business does not coincide with AGM, it will be taken up in EOGM 3. Special Business a. Any business other than Ordinary Business b. Requires Special Resolution 4. Notice of EOGM may be asked to include following a. Appointment of Director b. Issuance of Further Shares c. Issue of Bonus Shares 5. Remember to keep Notice of Meeting to not more than 4 points Exam Point of view

(Sample Notice of AGM)

Honda Atlas Car Limited Notice of Annual General Meeting

Notice is hereby given that 13th Annual General Meeting of shareholders of Honda Atlas Cars (Pakistan) Limited will be held on Tuesday, June 7, 2011 at 2:30 p.m. at Honda YAKATA, 202, Y-Block, Defence Housing Authority, Lahore to transact the following business: 1. To Confirm the minutes of the Annual General Meeting held on June 18, 2010 2. To receive, approve and adopt the audited accounts for the year ended March 31, 2011 together with the Directors and Auditors Reports thereon 3. To approve cash dividend @22.5% for the year ended March 31, 2011 as recommended by the Board of Directors 4. To appoint auditors for the next financial year and fix their remuneration 5. To transact any other business with permission of the Chairman.

Special Business
6. To consider the recommendation of the Board of Directors to place quarterly accounts of the company on its website instead of circulating the same by post to the shareholders as allowed by the Securities and Exchange Commission of Pakistan. By Order of the Board

May 16, 2011 Lahore.

(Raffat Iqbal) Vice President & Company Secretary

Notes: (Just for Overview do not form part of Examination questions) 1. The share transfer books of the company will remain close from May, 27 2011 to June 7, 2011 (Both days inclusive) 2. A member entitled to attend and vote at the Annual General Meeting is entitled to appoint another member as a proxy and vote on his/her behalf. Proxies in order to be effective must be received at the Registered Office of the Company not less than 48 hours before the time of the meeting

3. Any individual Beneficial Owner of CDC entitled to attend and vote at this meeting must bring his/her NIC or passport to prove his/ her identity and in case of Proxy must enclose an attested copy of his/ her NIC or Passport. 4. The shareholders are requested to notify the company immediately of the change in address, if any.

(Sample Notice of EOGM)

Honda Atlas Car Limited Notice of Extraordinary General Meeting

Notice is hereby given that an Extraordinary General Meeting of shareholders of Honda Atlas Cars (Pakistan) Limited will be held on Tuesday, December 20, 2010 at 2:30 p.m. at Honda YAKATA, 202, Y-Block, Defence Housing Authority, Lahore to transact the following business 1. To Confirm the minutes of the previous Annual General Meeting. 2. To appoint the Managing Directors of the company with effect from January 01, 2011 on a monthly salary of Rs.300,000 3. To increase the capital of the company from Rs.14,000,000 to Rs.15,000,000 by issuing further 100,000 equity shares of Rs.10 each 4. To transact any other business with the permission of the Chair

By Order of the Board

November 16, 2010 Lahore.

(Raffat Iqbal) Vice President & Company Secretary