COMPANY SECRETARY

A Secretary appointed by a joint stock company Holds an important decision linking Board of Directors

SECRETARY
Board of Directors Shareholders Staff Outsiders Registrar of companies

DUTIES OF COMPANY SECRETARY

Has to authenticate balance sheets and P&L A/C on behalf of the board of directors. Should sign copies of the balance sheet and P&L A/C, filed with the registrar. Sign copies of all annual returns and have to be filled with the registrar. Should sign the statutory declaration at the time of incorporation.

Should verify the statutory declaration. Should sign documents of proceedings. Should verify and submit statements regarding assets, debts and liabilities to the liquidators. when wound up.

COMPANY SECRETARYS CORRESPONDENCE WITH THE DIRECTORS

Letter to a director asking for information needed by the companys registrar. Letter to a director who wishes to have a certain subject included in the agenda of a board meeting. Letter inviting a director to attend a Board meeting. Letter providing information to a director about a Board meeting that he did not attend. A confidential letter to ascertain what interest a director has in a particular contract.

COMPANY SECRETARYS CORRESPONDENCE WITH SHAREHOLDERS

A company secretarys reply to a shareholder regarding dividend yet to be declared. A company secretarys reply to a letter from the registrar of companies.

AGENDA
A list of meeting activities in the order in which they are to be taken up, by beginning with the call to order and ending with adjournment. Usually includes one or more specific items of business to be discussed. May include specific times for one or more activities. May also be called a docket.

A SAMPLE OF AGENDA

MINUTES OF MEETING
Minutes, also known as protocols, are the instant written record of a meeting or hearing. They typically describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.

 Minutes may be created during the meeting by a typist or court recorder, who may use shorthand notation and then prepare the minutes and issue them to the participants afterwards. Alternatively, the meeting can be audiorecorded or a group's appointed or informally assigned Secretary may take notes, with minutes prepared later.

A SAMPLE OF MINUTES OF MEETING