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How to Protect Minutes Of Directors' Meeting

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The meeting commenced with a thank you for participation and proceeded to approve the agenda, with motions from Hutchison and a second from Bumgardner, passing unanimously. Next, they moved to approve the minutes from the August 8, 2016 board meeting. Baumgartner made a motion, seconded by Hammond, and after discussion, the minutes were approved with one abstention from Mr. Hulk due to absence. The chair emphasized ensuring microphones were activated, followed by a welcome and overview of Dutch Fork Elementary School.

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Which person is responsible for preparing the minutes of a meeting?

The Secretarys Responsibility They are usually the person who makes the arrangements for the meetings, including AGMs, and keeps formal records of the groups process and decisions: the minutes of the meeting. This may include keeping records of correspondence.

Are minutes of board meetings confidential in Canada?

Any written minutes are confidential. The main purpose of taking minutes is to ensure all board members, including those not in attendance, are informed about the decision.

Who maintains the record of the minutes of the meeting?

Since approved, the minutes are signed by the secretary of the board and thereafter become the official record of the meeting. The secretary maintains the minutes file for future access by the board or other members.

Who can inspect minutes of meeting?

Directors, Company secretary, Secretarial Auditor, Statutory Auditor, Cost Auditor, Internal Auditor can inspect the minutes. However, the members of the company are not entitled to inspect minutes. Extracts of the minutes of the meeting can be given only to the director of the company.

How long should minutes be kept?

(1)Every company must cause minutes of all proceedings at meetings of its directors to be recorded. (2)The records must be kept for at least ten years from the date of the meeting. (3)If a company fails to comply with this section, an offence is committed by every officer of the company who is in default.

Can common stockholders inspect minutes of executive meetings?

Shareholders do not have a general right to inspect minutes of a board meeting. However, shareholders may make a written request to the company for information held by the company, including board minutes (section 178(1)). Within ten working days of receiving a request, the company must either: Provide the information.

Who is responsible for recording the minutes?

As you can see, the role of a secretary is more than just taking minutes. The secretary is responsible for complete and objective record keeping.

Who can inspect the minutes of meeting?

As per that, any member of company can apply for inspection or get records of minutes book of any general meeting on payment of a prescribed fee but not exceeding Rs. 10 per page. Member is also allowed to apply for electronic record of such minutes of any 3 preceding financial years free of cost.

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