MAINTENANCE OF MINUTES OF BOARD AND GENERAL MEETINGS

  • Every company is required to maintain the minutes of board and general meetings. A company is required to follow the provision of section 118 of the Companies Act 2013 and the Secretarial Standards issued by the Institute of Company Secretaries of India.

Following minutes shall be maintained by the company:

  • Minutes of Board Meetings
  • Minutes of Committees of Board Meetings
  • Minutes of Annual General Meetings
  • Minutes of Extra Ordinary General Meetings
  • Minutes of Creditors Meeting

Important aspects of Minutes:

  • Proceedings of each meeting shall be entered in the minutes book within 30 days from the conclusion of such meeting.
  • The content of the minutes shall be printed only on minutes sheets.
  • Minutes of the Meeting shall be kept at the Registered Office of the company or at such other place as may be approved by the Board.
  • The minutes shall contain serial number of the meeting, type of meeting, name of the company, date and time of the meeting, venue of the meeting, conclusion time of the meeting attendance of the directors, name of the directors physically present, name of the directors present through electronic mode, company secretary of the Company, Special Invitee (if any)
  • The minutes shall be signed by the Chairman of the meeting.

Important secretarial records of the company:

  • Certified true copy of resolutions of board and general meetings
  • Notices of board and general meetings
  • Attendance registers of Board and General meetings
  • Declaration by directors of the company
  • Form MBP-1 & Form DIR-8 to be given by the director of the company.

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