Presentation of audited account for the period 2020-21: The minutes of the last Annual General Meeting held on 20.04.22 were read by the secretary and were confirmed by the meeting and signed by the Chairman. Confirmation of the minutes of the last Annual General Meeting: The Secretary read the notice convening the meeting. at the registered office of the company.Īnd 160 shareholders whose signatures appear in the attendance register were present in the meeting. Minutes of the 20th Annual General Meeting of LOREL Co. Specimen of the Minutes of Annual General Meeting of A Company in which the item of ordinary business was transacted No special item was raised and discussed. Approval of the contracts stated in the Statutory Report:Īfter discussion, it was resolved that the modification of the contracts as stated in the statutory report, be and is hereby approved. 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.Ħ. 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. The Statutory Report was read by the secretary and placed ‘before the meeting for discussion. After that, the chairman reported that the meeting was called to comply with the provisions of the Companies Act, 1994. The notice convening the meeting was read by the secretary. Anwar took the chair to preside over the meeting. at the company’s registered office.Īnd 250 other shareholders were present at the meeting. Minutes of the Statutory Meeting of the ITC Co. (But tell them nicely, of course.Minutes of meeting sample of Statutory Meeting There is nothing wrong with delaying approval of minutes to a later meeting so tell the folks who were "outraged" to stuff a sock in it. 19, which is OK too until something goes wrong. But adopt a set of "Standing Rules" so that folks will know what to expect, and a new secretary will know what to do. Question 2: How you distribute minutes, both draft and approved, is entirely up to the association. You should NOT include debate or "what was said" - only what was done, decisions, &c. The May minutes can say something like: "The April minutes were approved, as corrected."Īn aside: it looks (I'm guessing) that you are putting more in those minutes than RONR requires. In you example, 3 is the correct course of action. No need (or reason) to retain any erroneous text in the April minutes - getting rid of any errors is why you are making the corrections. Queston1 ): Make the corrections in the (draft - April in your example) minutes being corrected, then approve them. Did the secretary violate anything in RONR? (Nothing of any significance even occurred at the meeting and no action was pending ). At the next meeting (two months later) when those minutes were read, there was outrage by a couple of members that the minutes should have been posted and the delay was inexcusable. The President said they would be read at the next meeting. Because of his unexpected absence he also did not get the individual copies to the meeting. Recently, the new secretary was absent from a meeting due to an injury had not posted minutes from the previous meeting. After construction of a community bulletin board, it evolved (with no directive to do so) that secretaries started posting the draft minutes in advance and distributing copies at the start of the next meeting. Members reviewed them at the beginning of the meeting and the President would as if there were any corrections. The minutes for our association were for years printed for each member and distributed at the next meeting. Question 2: We have no by-laws regarding posting or distribution of the minutes. Question 1: Once the corrections to the minutes have been agreed upon, where are they actually recorded?Įxample: If the minutes for April have been posted/read and corrections agreed upon at the May meeting, where are the corrections recorded? 1) Does the secretary note in the May minutes that the minutes for April have been corrected and state the actual, detailed, word-for-word correction in the May minutes? 2) Does he mention in the May minutes that the April minutes have been corrected/ammended and then go back and make an attachment of the corrections to the April draft minutes and identify them as the correction/ammendment, thereby leaving some record of the initial error or dispute? 3) Does he retype the April minutes completely with the corrections and place them in the permanent binder with no note of the changes since the first copy was merely a draft anyway?
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