The proceedings of directors and how they meet is provided for in Section 157 to 167 of Companies Act 2014. These provisions may be amended in the constitution of the company.
The business of a company shall be managed by its directors, who may pay all expenses incurred in promoting and registering the company and may exercise all such powers of the company as are not, by the Act or by the constitution, required to be exercised by the company in general meeting, but subject to—
(a) any regulations contained in the constitution;
(b) the provisions of the Act; and
(c) such directions, not being inconsistent with the foregoing regulations or provisions, as the company in general meeting may give by special resolution.
However, no direction given by the company in general meeting shall invalidate any prior act of the directors which would have been valid if that direction had not been given.
The directors may delegate any of their powers to such person or persons as they think fit, including committees; any such committee shall, in the exercise of the powers so delegated, conform to any regulations that may be imposed on it by the directors.
The directors of a company may meet together for the dispatch of business, adjourn and otherwise regulate their meetings as they think fit. Questions arising at any such meeting shall be decided by a majority of votes and where there is an equality of votes, the chairperson shall have a second or casting vote.
A director may, and the secretary on the requisition of a director shall, at any time summon a meeting of the directors.
All directors shall be entitled to reasonable notice of any meeting of the directors but, if the directors so resolve, it shall not be necessary to give notice of a meeting of directors to any director who, being resident in the State, is for the time being absent from the State.
The quorum necessary for the transaction of the business of the directors may be fixed by the directors, and unless so fixed shall be 2 but, where the company has a sole director, the quorum shall be one.
The continuing directors may act notwithstanding any vacancy in their number but, if and so long as their number is reduced below the number fixed by or pursuant to this Act as the necessary quorum of directors, the continuing directors or director may act for the purpose of increasing the number of directors to that number or of summoning a general meeting of the company but for no other purpose.
The directors may elect a chairperson of their meetings and determine the period for which he or she is to hold office, but if no such chairperson is elected, or, if at any meeting the chairperson is not present within 15 minutes after the time appointed for holding it, the directors present may choose one of their number to be chairperson of the meeting.
The directors may establish one or more committees consisting in whole or in part of members of the board of directors.
A resolution in writing signed by all the directors of a company, or by all the members of a committee of them, and who are for the time being entitled to receive notice of a meeting of the directors or, as the case may be, of such a committee, shall be as valid as if it had been passed at a meeting of the directors or such a committee duly convened and held.
The resolution may consist of several documents in like form each signed by one or more directors and for all purposes shall take effect from the time that it is signed by the last director.
A meeting of the directors or of a committee may consist of a conference between some or all of the directors or, as the case may be, members of the committee who are not all in one place, but each of whom is able (directly or by means of telephonic, video or other electronic communication) to speak to each of the others and to be heard by each of the others.
A director or member of the committee taking part in such a conference shall be deemed to be present in person at the meeting and shall be entitled to vote and be counted in a quorum accordingly.
Such a meeting shall be deemed to take place—
(i) where the largest group of those participating in the conference is assembled;
(ii) if there is no such group, where the chairperson of the meeting then is;
(iii) if neither subparagraph (i) or (ii) applies, in such location as the meeting itself decides.
Directors Interests in Contracts
Subject to the other provisions of the Act, a director may vote in respect of any contract, appointment or arrangement in which he or she is interested and he or she shall be counted in the quorum present at the meeting. Directors are required to disclose any interests in contracts and the company should maintain a register of directors interests in contracts.
Minutes of proceedings of directors
A company shall cause minutes to be entered in books kept for that purpose of—
(a) all appointments of officers made by its directors;
(b) the names of the directors present at each meeting of its directors and of any committee of the directors;
(c) all resolutions and proceedings at all meetings of its directors and of committees of directors.
Such minutes shall be entered in the minute books as soon as may be after the appointment concerned is made, the meeting concerned has been held or the resolution concerned has been passed.
Any such minute, if purporting to be signed by the chairperson of the meeting at which the proceedings were had, or by the chairperson of the next succeeding meeting, shall be evidence of the proceedings.
A company shall, if required by the Director of Corporate Enforcement, produce to the Director for inspection the book or books kept by it and shall give to the Director of Corporate Enforcement such facilities for inspecting and taking copies of the contents of the book or books as the Director may require.
If a company fails to comply the company and any officer of it who is in default shall be guilty of a category 4 offence.
How Can CLS Help
We can assist in drafting board minutes and resolutions to give effect to changes in the corporate structure of a company. For more information please contact one of the Co Sec Team on 059 9186776 or firstname.lastname@example.org
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