Sample Minutes of meeting
Minutes are an official recording of the proceedings of a Board Meeting or Annual General Meeting or any other meeting and the business transacted at the Meeting. A statutory meeting is the meeting of shareholders of a company. This meeting is held once in the lifetime of a company. A private company need not hold this meeting. Minutes help in understanding the deliberations and decisions taken at the Meeting. There is no restriction format or language for recording Minutes of meeting.
Minutes of meeting sample of Statutory Meeting
ABC Co, Ltd.
Reg. Office Address…..
Minutes of the Statutory Meeting of the ABC Co. Ltd. held on (date) at (Time) at the company’s registered office.
(1) Directors and others Present:
Mr. (1****) – Chairman
Mr. (2****) – Director
Mr. (3****) – Director
Mr. (4****) – Director
Mr. (5****) – Director
Mr. (6****) – Managing Director
Mr. (7****) – Secretary
Mr. (8****) – Auditor
Mr. (9****) – Solicitor
and 250 other shareholders were present at the meeting.
(2) Chairman of the meeting:
Mr. (QWEE) took the chair to preside over the meeting.
(3) Notice of the meeting:
The notice convening the meeting was read by the secretary. After that, the chairman reported that the meeting was called to comply with the provisions of the Companies Act, (Company law)
(4) Adoption of Statutory Report:
The Statutory Report was read by the secretary and placed ‘before the meeting for discussion. It was finally adopted.
(5) Chairman’s Speech:
The Chairman in his speech informed the members that a list of members of the company was placed on the table and the member could inspect it during the meeting hour. He also explained the financial position of the company and the business prospect of the company and asked the members to draw attention to the matters relating to the formation, promotion, or prospect of the company arising out of the Statutory Report.
(6) Approval of the contracts stated in the Statutory Report:
After discussion, it was resolved that the modification of the contracts as stated in the statutory report, be and is hereby approved.
No special item was raised and discussed.
(8) A vote of thanks:
The Statutory Meeting ended at (Time) with a vote of thanks to the chair.
Mr. (Name) – Secretary
Mr. (Name) – Chairman
Another Minutes of meeting example
[A specimen of the Minutes of the First Board Meeting in which usual items of Business were transacted]
ABC. CO. LTD.
Minutes of the first meeting of the Board of Directors of ABC Co. Ltd held on (date: DD/MM/YY) at (Time and Place name).
(1) Directors Present:
Mr. (ABBC) – Chairman
Mr. (KJKJ) – Directors
(2) Others present at the meeting:
Mr. (CDCD) – Secretary
Mr. (VFVF) – Chartered Accountant
Mr. (NHNH) – Manager
Mr. (SWSW)) – Solicitor
Mr. (LILI) – Accountant
Resolved that Mr. (name) is the Chairman of the Board of Directors.
(4) Certificate of Incorporation:
The solicitor, Mr. (name) produced the certificate of incorporation No. 555 dated (date)
(5) Memorandum and Articles of Association:
Secretary Mr. (name), submitted memorandum and Article of Association for consideration of the Board of Directors.
(6) Appointment of Managing Director:
Resolved that Mr. (name) be, and is hereby appointed the Managing Director of the company for (***) years on a monthly remuneration of (Money Amount) only.
(7) Appointment of Secretary:
Resolved that Mr. (name), M. Com. LLB, ACS, be, is hereby appointed a secretary of the company on a salary of (Money Amount) per month with a rent-free furnished accommodation and a car of the company.
(8) Appointment of Solicitor:
Resolved that (Name), MA, LLB, be and is hereby appointed the solicitor of the company with his usual professional fees.
(9) Appointment of Auditor:
Resolved that in pursuant of the Companies Act, (name), M. Com, FCA, be appointed an auditor of the company at fees of (Money Amount) per annum payable on the completion of the Audit.
(10) Appointment of Bankers:
Resolved that (Bank Name), (Branch name) be the banker of the company and all the cheque will be signed by the secretary and any one of the directors and a bank account in the name of the company be opened.
(11) Common Seal:
Resolved that the-common seal as produced by the secretary be approved and adopted.
(12) The issue of Prospectus:
Resolved that the drafted prospectus of the solicitor be approved and issued to the public and be advertised once in three daily newspapers of different languages and the secretary be authorized to issue, circulate and advertise the prospectus.
(13) A quorum for Board Meeting:
Resolved that the quorum of roared ‘meeting be 3 directors.
(14) Any other business:
No special item, other than agenda items was raised and discussed.
(15) Next Board Meeting:
Resolved that the next Board Meeting he held on (date).
(16) The vote of Thanks:
The meeting ended at 6 P.M. with a vote of thanks to the chair.
Mr. (Name) Secretary
Mr. (Name) Chairman