Draft the meeting minutes based on the Notice given below: 20
Notice
A General Body meeting will be held on 20th September, 2021 at 11:00 AM in the Board Room to discuss
the following agenda:
(a) Confirmation of the minutes of the previous General Body meeting
(b) Matters arising out of the minutes
(c) Market survey of the new products to be launched
(d) Vaccination status of the employees
(e) Building of Staff Canteen
(f) Miscellaneous
All staff members are requested to attend.
Date : 04.09.2021
Answers
Answer:
Explanation:
Minutes of the first Board Meeting of ………………….. (Company Name), held on ………………….. (Day), ………………….. (Date, Month and Year) at ………………….. (Venue) from ………………….. (Time of Commencement).
Present:
……………. (in the Chair)
…………….
…………….
…………….
In attendance:
……………
Company Secretary
……………
Chairman for the Meeting
Mr.………….. ………..was elected as the Chairman for the Meeting.
Quorum
The business before the Meeting was taken up after having established that the requisite Quorum was present.
Leave of Absence
Leave of absence was granted to Mr./ Ms. X who expressed his inability to attend the Meeting owing to his pre-occupation.
Certificate of Incorporation
The Board was informed that the company has been incorporated on .……… and the Directors noted the Certificate of Incorporation No……………. of …….…, dated ……….. issued by the Registrar of Companies,…………………….
Memorandum and Articles of Association
A printed copy of the Memorandum and Articles of Association of the company as registered with the Registrar of Companies, ………….was placed before the Meeting and noted by the Board.
Registered Office
The Board noted that the Registered Office of the company will be at …………….., the intimation of which has already been given to the Registrar of Companies,……………….
First Directors
The Board noted that in terms of Article …………. of the Articles of Association of the company, Mr.………, Mr.….………and Mr.…………… are the first Directors of the company.
Appointment of First Auditors
Reference was made to Mr. …………….’s note dated ……….. on the subject, as circulated.
The Chairman stated that pursuant to Section 139 of the Companies Act, 2013, First Auditors are to be appointed within thirty days from the registration of the company. For this purpose, Messrs. ……………….., Chartered Accountants,……………….., had been approached to act as the first Auditors of the company. A letter received from Messrs. ……………….., conveying their consent was placed before the Directors. The Board, after discussion passed the following Resolution:
“RESOLVED THAT Messrs. ……………, Chartered Accountants, …., ……, be and are hereby appointed pursuant to Section 139(6) of the Companies Act, 2013, as the first Auditors of the company at such remuneration as may be fixed by the Board in consultation with the Auditors to hold office from the date of this Meeting till the conclusion of the first Annual General Meeting of the company.”
“RESOLVED FURTHER THAT the Director/Company Secretary be and is hereby authorised to make the necessary filings with the Statutory Authorities”.
Opening of Bank Account
The Chairman informed the Board that it is proposed to open a current account in the name of the company with …………….Bank. The Board agreed with the same and passed the following Resolution:
“RESOLVED THAT a current account be opened in the name of ……… Limited with the ………. Bank, ………, and that the Bank be instructed to honor all cheques, bills of exchange, promissory notes or other orders which may be drawn by/ accepted/ made on behalf of the company and to act on any instructions so given relating to the account, whether the same be overdrawn or not, relating to the transactions of the company and that any two of the following Directors/officers of the company, jointly, namely:
……………………
……………………
……………………
Issue of Share Certificates
Reference was made to Mr. …………….’s note dated ……….. on the subject, as circulated. The Chairman informed the Board that Mr.……., Mr……… and Mr. ………, who are subscribers to the Memorandum of Association of the company, had each agreed to take and have taken______ (__________) equity shares in the company. He further informed the Board that pursuant to Section 2(55) of the Companies Act, 2013, the names of the said subscribers to the Memorandum of Association have been entered in the Register of Members and that equity share certificates are required to be issued to them. The Board agreed with the same and passed the following Resolution:
“RESOLVED THAT Mr.………., Mr.………. and Mr. ……….., the subscribers to the Memorandum of Association of the company who had agreed to take and have taken__________ (__________) equity shares each of the company, be issued equity share certificates and that Mr.………. and Mr.…………….., Directors of the company, and Mr.……………, Company Secretary, be and are hereby authorised to sign the said certificates.”
Next Board Meeting
It was decided to hold the next Board Meeting at…………… a.m./ p.m. on………. (Day), ……….. (Date, Month and Year) at……….. (Venue).
Conclusion of the Meeting
There being no other business, the Meeting concluded at …. (Time) with a vote of thanks to the Chair.
Place: …………………..
Date: ……………………
Signature of Chairman