Board, Committee and AGM Meeting Support
Effective and efficient meetings are essential for good governance and the proper running of your business. Our chartered secretaries can help support and improve the quality of your meetings and corporate governance processes. As well as reducing your administrative load, we will provide advice on company law, best practice and the management of the meeting.
Who we help
We offer support to a large range of companies of various different sizes. From those looking for help to meet regulatory requirements to those who just need some extra support:
- Reducing administrative burden
- Help during busy periods
- Ensuring director’s duties are met
- Meeting regulatory requirements
- Improving overall Board Effectiveness
- Ensuring decisions and actions are accurately recorded
Board and Committee Meeting Support
Pre-Meeting Agenda Support
- Agenda setting
- Collation and distribution of board papers
- Liaise with Chair and other stakeholders
- Annual planner of meeting dates/agenda items
- Logistical arrangements (meeting room, board portal access)
Meeting Support and Minutes
- Providing vital assistance to the Chair.
- Assist with organisation and the clarity of discussions.
- Responsible for minute taking, at desired format and detail.
Post-Meeting Follow-up Support
- Draft and agree minutes with the Chair prior to circulation.
- Action points will also be included and followed up.
- Arrange for the signing and filing of the minutes.
- Any necessary filings will be made at Companies House.
Our Approach
We believe that we truly add value to your board and committee meetings by improving the governance processes in the medium to long term.
Beyond minutes
As we get to know your business, we can work with you on annual plans, schedule of reserved matters, terms of reference and conflicts of interest.
Focus
We help board members focus on their core responsibilities, such as strategic decision-making and oversight, by ensuring that they have the information and resources they need to do their job effectively.
Compliance
We help Board members to understand their director duties and requirements to meet codes of conduct and regulatory requirements.
AGM Meeting Support
A company’s annual general meeting (AGM) is a critical part of the shareholder engagement for a PLC listed entity. Properly managed, it can help to build relationships with shareholders, demonstrate that the company is following best practice corporate governance procedures and set a path for the year ahead.
However, the AGM can put significant strain on a company secretariat division, attempting to carry out a function that changes every year. The experts at Elemental CoSec have broad experience of dealing with AGMs for companies listed in a wide range of markets. By engaging Elemental CoSec you can be confident that the AGM will follow best practice, run smoothly and that your in-house company secretarial division will be able to focus on their core responsibilities.
The services we provide include:
- the drafting and preparation of the AGM notice, including the resolutions;
- drafting of the proxy form, Chairman’s script and associated documents;
- advice and guidance on current institutional guidance and best practice;
- liaising with the company’s registrars re proxy voting;
- attendance and support in running the meeting;
- producing minutes of the meeting; and
- preparation and filing of relevant resolutions and forms with Companies House after the meeting.
Related Services
We offer a full range of corporate governance services from governance reviews to ongoing annual compliance.
- Document Drafting and Review
- Director Training and Support
- Annual Compliance Service
- Board and Committee Evaluation
- Governance Framework Review
- Interim Company Secretarial Support
Meet Kate
Kate is Director of Governance at Elemental where her responsibilities include supervising, developing and growing the Governance team.
Kate has a wealth of practical governance experience having worked both client-side and in more recent years as an advisor.
In 2023 the Chartered Governance Insitute named Kate ‘Governance Professional of the Year’.
Elemental are very easy to work with, flexible and available when needed. Their work is always of a high standard, and they work with us to ensure that we get exactly what we need.
Theresa Casey
General Counsel, Open Banking
Request a proposal
We have knowledge of helping clients across a number of sectors. To learn more about our experiences or case studies please contact us.
