Appointment of a Company Secretary: A Must-Read Guide

In the intricate landscape of corporate governance and legal compliance, the role of a company secretary stands as a pivotal pillar. This unassuming figure ensures that a company traverses the intricate web of corporate laws, taxes, and economic regulations. As stipulated by the Companies Act of 2013, the company secretary’s duties underscore the critical nature of their role in an organisation’s success or downfall. This guide delves into the multifaceted process of appointing a company secretary, highlighting legal requirements, responsibilities, the meticulous procedure, and the significance of the appointment of a company secretary that must be followed.

Understanding the Role of a Company Secretary

The company secretary is not just another corporate position; it’s a role of immense responsibility and fiduciary duty. A company secretary ensures adherence to secretarial standards, legal regulations, and tax requirements. They are the linchpin between the company’s operations and the intricate laws governing the corporate realm. This role isn’t just about administrative tasks; it’s about safeguarding the company’s integrity and ethical standing.

A significant facet of the company secretary’s credentials is their membership in the Institute of Company Secretaries of India (ICSI). This membership signifies a commitment to professionalism, ethical conduct, and an unwavering dedication to upholding corporate governance principles.

Legal Requirements for Appointment of a Company Secretary?

Before the appointment of a Company Secretary, it’s crucial to understand the legal requirements that govern this process. The role of a Company Secretary is integral to ensuring legal compliance and corporate governance within an organisation.

Here’s an in-depth look at the legal prerequisites for the appointment of a Company Secretary:

1. Share Capital Threshold:

As per the Companies Act of 2013, public and private companies with a paid-up share capital of ₹ 10 crores or more must appoint a full-time Company Secretary.

2. Listing Status:

• Appointment of a company secretary includes whole-time key managerial personnel is mandatory for listed companies (companies whose shares are listed on a stock exchange).
• Critical managerial personnel include positions like Chief Executive Officer (CEO), Chief Financial Officer (CFO), and a full-time Director.

3. Legal Mandates:

The Companies Act 2013 outlines the duties and responsibilities of the Company Secretary. They are responsible for ensuring adherence to corporate laws, tax regulations, economic laws, and compliance standards applicable to the business.

4. Institute of Company Secretaries of India (ICSI):

To become a Company Secretary, in India, it is essential to be a member of the Institute of Company Secretaries of India (ICSI). This esteemed professional organization plays a role in overseeing and advancing the field of Company Secretaries, in the country. Being a part of ICSI demonstrates one’s dedication to upholding standards, continuous professional growth and possessing knowledge of corporate legislation and governance principles.

5. Statutory Compliance:

The Company Secretary oversees statutory compliance, including regulatory filings, board meetings, and other legal obligations as mandated by law.

6. Role in Corporate Governance:

The Company Secretary plays a crucial role in upholding corporate governance standards by ensuring transparent decision-making, accurate disclosure, and stakeholder accountability.

7. Party Transactions and Legal Regulations:

In cases where the Company Secretary is engaged in party transactions involving critical managerial personnel, legal regulations stipulated in Section 188 of the Companies Act 2013 must be followed.

8. Number of Directorships:

The Company Secretary is typically not allowed to hold office in multiple companies. However, there is one scenario where this rule does not apply; if the other companies are actually owned by the parent company as subsidiaries.

9. Consequences of Non-compliance:

• Failing in the appointment of a Company Secretary in compliance with legal requirements can lead to penalties and legal repercussions for the company.
• As a critical officer, the Company Secretary can be held accountable in case of non-compliance with legal obligations or involvement in illegal activities.

10. Board’s Authority:

The removal and appointment of a Company Secretary are within the purview of the board of directors. The board must follow a proper procedure outlined in the Companies Act to ensure a transparent and valid appointment.

Step-by-Step Guide to the Appointment of a Company Secretary

Appointment of a Company Secretary is a step that demands evaluation and compliance with legal and regulatory obligations. A company secretary is pivotal in ensuring legal compliance, corporate governance, and ethical practices.

Here’s a step-by-step guide to navigating the process effectively:

1. Determine the Need:

• Evaluate your company’s legal obligations based on share capital and listing status. Identify whether your company falls under the requirement for the appointment of a company secretary.

2. Candidate Search and Selection:

• Define the qualifications, experience, and skills required for the role. Consider expertise in corporate law, compliance, and governance.
• Advertise the position through various channels, including job portals, professional networks, and industry publications.
• Screen applications and shortlist candidates based on their resumes and qualifications.

3. Convene a Board Meeting:

• Notify all members of the board of directors about the upcoming meeting, specifying the agenda for the appointment of a company secretary.
• Ensure all relevant documents and information are provided to the board members before the meeting.

4. Board Discussion and Approval:

• Present the qualifications and merits of the shortlisted candidates during the board meeting.
• Engage in a thorough discussion on each candidate’s suitability, considering their skills, experience, and compatibility with the company’s culture.
• Seek consensus among the board members and obtain their approval for the selected candidate.

5. Issue an Appointment Letter:

• Prepare a formal appointment letter outlining employment terms, responsibilities, reporting structure, and remuneration for the appointment of a company secretary.
• Provide a clear understanding of the expectations from the company secretary and the support they can expect from the organisation.

6. Documentation and Legal Compliance:

• Make sure to complete all the required documentation, which includes filing Form DIR 12 with the Registrar of Companies (ROC) within 30 days, after the appointment.
• In the case of listed companies ensure disclosure of the appointment to the stock exchanges within 24 hours following the board meeting.
• Publish the same on the company’s website no later than two days.

7. Onboarding and Orientation:

• Facilitate a comprehensive onboarding process for the newly appointed company secretary.
• Provide them with access to all relevant documents, policies, and procedures.
• Conduct an orientation session to familiarise them with the company’s culture, operations, and key stakeholders.

8. Collaboration and Integration:

• Foster collaboration between the company secretary and other key managerial personnel, such as the CEO, CFO, and board members.
• Ensure that the company secretary is integrated into the organisation’s decision-making processes and communication channels.

9. Ongoing Training and Professional Development:

• Encourage continuous learning and professional development for the company secretary.
• Provide opportunities for them to stay updated with the latest legal and regulatory developments.

10. Monitoring and Performance Evaluation:

• Regularly assess the performance of the company secretary based on predefined metrics and expectations.
• Provide constructive feedback and support their growth within the organisation.

Duties and Responsibilities of a Company Secretary

A company secretary’s responsibilities span far and wide, encompassing legal compliance, corporate governance, and strategic decision-making.

According to the Companies Act of 2013 and Companies Rules of 2014, the following duties are entrusted to a company secretary:

• Ensuring adherence to secretarial standards and relevant laws.
• Advising the board of directors on their legal obligations and responsibilities.
• Assisting in organising and meticulously recording meetings with various stakeholders.
• Overseeing compliance with corporate governance standards to maintain transparency and accountability.
• Representing the company before regulatory bodies, serving as a liaison between the company and authorities.

Special Duties and Responsibilities of Company Secretary

In addition to the core duties, specific special responsibilities fall within the purview of the company secretary:

• Handling the signing of share certificates after their appointment or a director’s signature if the appointment of a company secretary is still needed.
• Coordination with depositories and stock exchanges for Demat (Dematerialized) shares.
• Conducting a Secretarial Audit as mandated by Section 204 of the Companies Act, 2013, and submitting the audit report in Form MR-3.

ROC Annual Compliance and Reporting

In addition to the initial appointment and ongoing responsibilities of a company secretary, companies must also fulfill annual compliance requirements with the Registrar of Companies (ROC).

Here’s an overview of the key ROC annual compliance and reporting requirements:

Annual Return (Form MGT-7): Within 60 days of the Annual General Meeting (AGM), every company must file an annual return with the ROC. The annual return provides a snapshot of the company’s financial and operational details, including changes in shareholding, directors, and other key information.

Financial Statements (Form AOC-4): Companies are obligated to submit their statements, which include balance sheets, profit and loss accounts and cash flow statements to the ROC. This submission should be completed within a 30 day period, after the AGM.

Board Report (Section 134): In addition, to the statements the board of directors needs to compile and submit a report that includes details, about the companys activities, financial achievements, corporate social responsibility efforts and other pertinent information.

Director’s Report (Section 134): Directors’ Report provides an overview of the company’s performance, future outlook, and other significant matters. It must be attached to the financial statements.

Appointment and Remuneration of Directors (Form MR-1): If there have been changes in the board of directors, including appointments, resignations, or changes in remuneration, these details need to be filed with the ROC.

Form DIR-3 KYC: Directors of companies are required to complete their KYC (Know Your Customer) by providing personal and contact information. This needs to be done annually.

Annual General Meeting (AGM): Companies must hold an AGM within 6 months from the end of the financial year. During the AGM, shareholders approve financial statements, appoint auditors, and discuss other key matters.

Statutory Audit and Auditor’s Report: Companies must have their financial statements audited by a qualified auditor, and the auditor’s report must be attached to the financial statements filed with the ROC.

Secretarial Audit (Form MR-3): Certain companies are required to conduct a secretarial audit, which assesses the compliance with various laws and regulations. The audit report (Form MR-3) must be filed with the ROC.

Change in Registered Office (Form INC-22): If a company changes its registered office address within the same state, this change must be intimated to the ROC through Form INC-22.

Power and Accountability of Company Secretary

The company secretary’s role extends beyond mere administrative tasks; they significantly influence the company’s trajectory. Their decisions can steer the company towards success or failure, emphasising the board’s need to select a competent and trustworthy individual. The power for removal or appointment of a company_secretary rests with the board, subject to a comprehensive and diligent procedure that ensures the company’s best interests are upheld.

Conclusion

A company’s best interest isn’t merely a formality but a strategic decision shaping an organization’s path. The intricate dance between legal compliance, corporate governance, and ethical conduct requires a capable and responsible individual. As the guardian of the company’s legal and moral integrity, the secretary plays a role that cannot be underestimated. By following the meticulous steps outlined in this guide, companies can ensure that they choose a company_secretary who will navigate the complex landscape of corporate responsibilities with finesse and dedication.

Vartika Kulshrestha

Vartika Kulshrestha is a dynamic individual with a strong academic background. She graduated in a relevant field from a recognized university. Driven by a relentless passion for growth, she seeks to make her mark in diverse domains. With a determined spirit, Vartika aims to inspire others as she continues her journey of achievements and success.