Chandana
Minutes-Meaning
Minutes of meetings in common term means a protocol or informal notes. They are the official records of formal meetings. It includes -
● list of attendees
● issues raised in the meetings
related response
● final decision taken to address the issue.
Meeting as per Companies Act, 2013
According to Section 118 of Companies Act, 2013
Every company shall keep minutes of the proceedings of every;
General meetings of shareholders and creditors;
Resolutions passed at postal ballot;
Meetings of the board of directors or committee of the board;
It shall be prepared and signed within 30 days of the conclusion of a general meeting;
Meetings of the board of directors and page numbers to be consecutively numbered;
The minutes of each meeting shall contain a fair and correct summary of proceedings.
Preparing minutes of meeting
Decide the format, the minutes of the meeting can either be prepared in a paragraph form or tabular form
State the agenda for the meeting headed with the time, place and date of the meeting.
Write down the names of the members and invitees who have attended the meeting.
Note the events and happenings occurred at the meetings and the resolutions passed by the postal ballot.
Write the short-title and serial numbers along with that write the page numbers.
Chairman’s signature along with the date and word confirmed to be noted.
The instructions which are given to the secretary are also to be recorded.
All the appointments made during the meetings and the expenses made must be duly recorded.
Any matter which is proved contrary to the chairman must not be included.
As soon as the first draft is prepared by the secretary and verified by the chairman minutes are written.
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