post-title Record-keeping requirements for company meetings

Record-keeping requirements for company meetings

Record-keeping requirements for company meetings

Record-keeping requirements for company meetings

Each company in Singapore needs to keep a record of the proceedings of its shareholders’ and directors’ meetings. These records are kept up as “minutes”. Minutes are a reasonable synopsis of the proceedings of a company’s meeting; they ought to precisely and concisely pass on the result of the exchanges directed by the meeting members.

The minutes give a changeless record of the decisions taken at the meeting. While preparing minutes, the company needs to include all details relating to the meeting, for example, the date, time, type of meeting, attendees, business transacted, and so forth. The minutes don’t need to include all details of the meeting and ought to include only the information which is essential.

Meaning and Importance of Minutes

Meaning – Minutes are a synopsis of the proceedings of meetings that a company conducts. Minutes form a part of the “company records”. The company law in Singapore defines company records to include a register, index, minute book, accounting record, minutes or any other document that the company must keep. up.

The company needs to bind the minutes of its meetings and keep up them as a book known as the “minute book”. Usually, a company maintains various minute books for each type of meeting that it conducts. Each company (private, public, limited by shares or guarantee) in Singapore has to maintain minutes of their meetings.

 

Importance – The minutes of a meeting are important for the following reasons:

  • Minutes are a confirmation to decisions taken at a company’s meeting.
  • Minutes are a permanent record of the procedure of a meeting.
  • Minutes provide a synopsis of the entire proceedings to the executives, members and shareholders who were not able to attend the meeting.
  • They give a record of the authority that the company grants to specific officers amid the meeting. For example, the company approves the authorization of opening a bank account by one of the company’s directors in the Directors’ meeting. The bank will require an authenticated copy of the meeting or the resolution (approval of the directors) in the meeting as a proof of the director’s authorization to open a bank account.
  • The auditors of the company rely on minutes as a legal document.
  • Minutes are a proof of the company’s policy decisions taken at the meeting.

 

Who Prepares the Minutes?

The preparation of the minutes is one of the main roles of the Company Secretary. The Company Secretary has to maintain the company’s statutory registers as well as the minutes which form a part of the company records.

Which Meetings Are Covered?

Every Singapore incorporated company must maintain minutes of the following meetings:

  1. Shareholders’ Meetings and
  2. Directors’ Meetings

Contents of the Minutes

GENERAL CONTENTS

The minutes should start with the name of the company, the type of meeting (Shareholder’s annual meeting, Directors’ Meeting etc), the date, time and address where the company conducts the meeting. The minutes should state the appointment of the chairman for the meeting. The Chairman is the person who directs the meeting.

 

SHAREHOLDERS’ MEETING

The minutes of shareholders’ meeting should contain:

  • The names of the directors, members, shareholders, officers as well as persons who are attending by means of a proxy. A member can assign a person as a proxy when he or she is unable to attend the meeting personally. The proxy acts on behalf of the member in terms of taking company decisions. The minutes should note the presence of proxies and the number of shares that they represent.
  • The presence of quorum which is the minimum number of people the company requires to start the meeting. No meeting can continue without the requisite quorum.
  • Whether the members had read the notice at the meeting or with the consent of the members, take the notice as read.
  • A summary statement by the Chairman at the meeting before the discussion of the business transactions. The company’s meeting commences with the introductory statements of the chairman.
  • Approval of business transactions (by means of resolutions) and whether the business was ordinary or special in nature:
  • Ordinary Business – For approval of routine business transactions by ordinary resolution requiring at least 50% majority and
  • Special Business – For approval of special business transactions by special resolution requiring at least 75% majority.
  • Any interactions that occurred between the chairman and any of the attendees. This includes any queries raised, questions asked, clarification sought, etc. The minutes can likewise determine the particulars of the number of votes in favour and against the resolution.
  • The vote of thanks which the chairman extends to the attendees for their help to the company decisions. This is done at the end of the meeting.
  • The signature of the chairman toward the end of the minutes so as to authenticate and confirm the proceedings of the meeting.

 

DIRECTORS’ MEETING

Minutes of a Directors’ Meeting should contain:

  • The name of the directors, secretary and other officers in attendance.
  • The name of directors who were absent at the meeting.
  • Notes of confirmation of minutes of the immediately preceding Directors’ Meeting.
  • Any reference made to previous minutes in case directors wish to modify a decision taken before.
  • The approval (by way of a board resolution) of directors in any business transaction.
  • The fact that the director did not cast his vote where he has a personal interest in a business item.
  • The director’s dissent to any specific business.

 

Minutes of Resolutions Passed by Written Means

A private company can pass a resolution (for ordinary or special business) by written means. The company does not need to conduct a shareholders’ meeting for this resolution. The company circulates the resolution to all its shareholders for approval. The company passes the resolution on the basis of majority.

On approval, the company should enter such resolutions in the minute books in the same manner as minutes of a company meeting. The signature of any director or the company secretary will render the resolution as valid.

Timeline, Signing of Minutes, Effect of Signed Minutes

a) A company should set up the minutes of any of the meetings that conducts; within one month from the date of the meeting.

b) The company minutes are to be signed either by; the Chairman of the meeting where the proceedings are held or Chairman of the subsequent meeting.

c) The minutes once signed and approved have the following effects; evidence that the company duly conducted the meeting, the proceedings of the meeting were properly held and    that the appointments of officers (directors, secretary, manager etc) in the meeting are valid.

 

Inspection of Minute Books, Copy of Minutes

The Company must keep its minute books either at;

  • The registered office or
  • The company’s principal place of business in Singapore.

The minute books are open to inspection to all the company members without any charge.

The Company should provide copies of the minutes on the request of any of its members;

  • On such request, the company must within a period of 14 days furnish the copy of the minutes to the member. The charge for every page of the minute books ought not exceed $1. If the company does not furnish the copy on request, the company and its officers will be guilty of an offence, and fined on conviction.

Conclusion

Companies are required to keep proper records and accounts of their businesses. Record-keeping may affect the entire business, so, it is important for a company to give a reasonable synopsis of meetings in their minutes. Also, when drafting company minutes, it is important to incorporate all the relevant contents and accurate representations of the decisions at the meetings.

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