A notice of meeting is a written document that informs a board of directors and other members of a company that a shareholders meeting, or corporate action, is going to take place; A notice of meeting can be thought of as an invitation to the corporate meeting because it informs interested parties about the time, place, and date of an upcoming meeting. “Notice of a meeting” refers, in the context of board meetings, to the notice which must be given to all directors to convene a meeting for the resolution itself to be representative and to have the legal backing to be considered a decision as per your Memorandum of Incorporation (MOI). Together with the company’s MOI, the Companies Act, 71 of 2008 (“the Companies Act”) sets out the notice requirements which must be met when calling a meeting so make sure to read through these and provide your board or shareholders with the requisite time and opportunity to attend or understand.
Keep in mind, that any decision which requires board-level approval will require a resolution to action this intended change. In order for this to be conducted with the process in mind, you must first inform board members of the intention to hold a meeting. Following this, the board meeting will be conducted, minutes signed off and resolutions circulated for signing. Only then can the intended outcome be actioned. You can find a Lacoona LegalFlow called “Passing a company resolution” which will walk you through this process.