Owl games company is manufacturing company

Plan Adept Owl Games Company is manufacturing Company involved in developing, publishing and distribution of dice, card and board games for all the ages. Company was earning average profits in the previous years and planning to declare dividend for distribution in this current financial year. Company in its board meeting has already recommended the dividend for this year. The topic for the meeting will be distribution of dividend among the shareholders of the Company.

Preparation for the meeting Notice of the meeting will be distributed to each shareholder, directors and other officers of the Company at their address provided by them to the Company. Notice will be provided with an attachment of proxy form. This proxy form will be submitted by the shareholders before 24 hours of the meeting. Meeting will be held as an “extra ordinary general meeting” in the five star hotel on 01, March, 2017. The hotel is nearby to place of registered office of the Company situated at vali street, foxword palace, Australia. The timings for the meeting will be at 10:00 A.M. Participants of the meeting         

Chairman Directors Company secretary Shareholders Proxy of shareholders External auditor Internal auditor Chief executor officer Independent Director

Meeting Agenda 1. Consideration of the previous minutes and initialisation and signature on the minutes by the directors on the same.

2. Appointment of director 3. Distribution of Dividend as recommended by the board in its meeting.

4. Any other matter if required after the acceptance from shareholders and chairman.

Applicable conventions   

Preparation of proper agenda for meeting with proper clarity and simplicity.

Meeting Code of conduct and code of practice of meeting Fair and proper accountability in declaration and distribution of dividend

Legal and Ethical Requirements of meeting  

Following Corporation Act and other applicable provisions for meeting.

Providing a special facility for disabled individuals to attend the meeting



A fair judgement on the basis of show of hands or poll conduct of meeting

Responsibilities for conduct of meeting  Directors with the assistance of Company Secretary will prepare agenda of the meeting.  Appointment of scrutinizer by the directors.  Distribution of notice, minutes preparation, arrangement of refreshments, stationery and accommodation, Arrangement of postal facility and booking of hotels sitting arrangements will be done by Company Secretary of the Company.

Preparation of the minutes Minutes will be prepared in the electronic format. All the conduct of the meeting will be note down by the Company secretary in the register and will be further recorded in the electronic format. Each page of the minutes will be initialised and fully signed at the last page of the minutes by all the directors of the Company.

Method of distribution of meeting papers to the participants Meeting papers will be distributed to all the participants by post. All the participants will receive the meeting papers after 10-15 days of the meeting. The meeting papers will be distributed at the registered address of all the participants of the meeting.

Meeting Requirements Form Chairperson

Mr. Duos

Department

Finance Department

Meeting name

Extra Ordinary general Meeting

Meeting details Date

01.03.2017

Time

Location

vali street, foxword Budget palace, Australia

10:00 A.M. $ 5000

Meeting format Purpose Agenda

Declaration for Distribution of dividend   

Consideration of the minutes of previous meeting Declaration of Distribution of dividend Any other matter

Participants

Internal

External auditor

Directors

Independent Director

Chairman

Proxy of shareholders

Internal Auditor Company Secretary Chief executive officer Chief finance officer Speakers

Chairman and Company Secretary

Seating arrangements

1000 shareholders and other officers of the Company

Video orVideo conferencing with the directors and shareholders who are teleconference residing outside the Country. requirements

Supporting materials Pre-reading

Financial statements and arrangement of funds to be transferred to dividend account of shareholders

Meeting documentation

Notice and Agenda of the meeting, resolution and minutes.

Equipment requirements

Video conferencing software, stationery items, Postal ballet

Hospitality requirements Catering requirements Arrangements of beverages such as Bislery water bottles, Tea and coffee. Food arrangements including fast food, chips and refreshments.

Accommodation requirements

Booking of hotel and arrangement of chairs

Other requirements Special needs attendees

of Arranging a special sitting arrangement for disabled person.

Other organizationalEnsuring a proper list of shareholders in distribution of requirements fordividend. conducting meetings Proper arrangements of funds.

Applicable Discussing matter in the meeting as per agenda. conventions for conducting meetings Following Code of conduct and policies for meeting of the Company.

Legal and ethicalProper clarification of the agenda. requirements for Providing them the statement of profit and loss and financial Meeting name: meetings Extra ordinary General meeting conducting statement.

Meeting date: 01, March, 2017 Fair and equal distribution.

Chairperson/host:

Mr. Duos

Action required

By whom

By when

Preparation of notice

Company secretary & Before 26 days of the Directors meeting

Arrangement of the post facility to send Company Secretary Before 26 days of the specificProper attention to disabled shareholders noticeOther to the participants meeting and arrangement of requirements medical facility.

Preparing copies of the minutes of the Company Secretary Before 15 days of the previous and agenda of the next meeting meeting Appointment of scrutinizer for counting Directors the votes as per the ballet Arrangement of the sitting arrangementsCompany Secretary On the previous day of at the registered office meeting Arrangement of refreshment for theCompany Secretary On the previous day of meeting meeting Arrangement of the poll ballet for the Chairman shareholders Arrangement meeting

of

stationery

for

Before 4-5 days of the meeting

theCompany Secretary Before 2-3 days of meeting

Arrangement of the sitting arrangementsCompany Secretary On the previous day of at the registered office meeting Preparation of minutes of the meeting Meeting preparation action plan

Company Secretary On the same day of meeting

Invitation to attend extra ordinary general meeting of the Adept Owl Games Company Dear Shareholders’ This is to inform that Company is planning to declare dividend this year. Company has extremely performed well in this year. Company has recommended dividend in its board meeting and waiting for approval from shareholders. All the shareholders are invited to attend the meeting positively in the five star hotels situated at vali street, foxword palace, Australia at 10:00 A.M. All the shareholders of the Company are requested to submit their proxy from before 24 hours of the meeting to confirm their participation through their representative.

The proxy form is accepted as an annexure to the end of the invitation.

Meeting Minutes Location- Five Star Hotel nearby vali street, foxword palace, Australia Date- 01 March, 2017 Time- 10:00 A.M. Attendance 1.

2.

3.

4.

5.

Directors Company Secretary Auditor Shareholders Chief executive officer

Agenda items 1.

2.

3.

4.

Consideration of minutes of the previous meeting Appointment of director Declaration of distribution of dividend Any other matter with the approval of Chairman

Action Items 1.

2.

3.

4.

5.

Preparation of notice -01 February, 2017 Appointment of scrutinizer -02, February, 2017 Approval of dividend by postal ballet -march 01, 2017 Filing of return on dividend distribution to the corporate house Other Notes

All the items of the meeting will be recorded in the electronic and also in physical form in the loose leaf registers format. Each page will be initialized and fully signed by the directors of the Company.

One Meeting paper required for meeting Agenda of the meeting is one of the papers required for meeting. In this agenda the items to be discussed in the meeting are specified. Agenda is distributed to shareholders with an attachment to notice.

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