Prescribed rules for maintaining minutes of a charitabletrus
Prakash
(Querist) 24 April 2018
This query is : Resolved
Dear Sir,
Please advise me the prescribed manner in which the minutes of a charitable trust are to be maintained.
can these be maintained as soft copies on pc or do they have to be printed and filed. do they have to be signed by the chairman of the trust.
look forward to your advises
Ms.Usha Kapoor
(Expert) 24 April 2018
SECRETARY:
The Secretary shall maintain the records of the organizati
on prepare and circulate
agenda and minutes of Board of Trustee meeting for the
approval of the Managing
Trustee.
The Secretary shall be also responsible for the day to
day administration activities of the
Trust. The Secretary shall deal with correspondence rec
eived by the Trust, send replies
in consultation with the Managing Trustee, Vice Preside
nt and/or the Treasurer where
necessary. He/she is responsible for the safe custody
of all the properties and records
of the Trust. The Secretary shall represent the Trust
in all legal matters, sign the papers
related to legal cases, attend to courts or represent the Trust in
Government offices.
Prakash
(Querist) 24 April 2018
You have not replied to the query on prescribed manner of maintaining minutes and whether these can be maintained as print outs on A4 size sheets which are then filed in a normal office file.
Prakash
(Querist) 24 April 2018
does anyone know the correct answer on how minutes of a trust are to be maintained. are there no prescribed rules. someone says only handwritten, someone else says print on a4 size and then paste it in a register. yet someone else says just printing on a4 size and then filing in normal office file is good enough. very surprising that keeping in mind the electronic/digital age we live in there are yet no prescribed rules for correct method of maintaining something as basic as minutes of a meeting.
rajeev sharma
(Expert) 25 April 2018
The trust deed is the constitution of the trust and if does not provide for keeping the minutes of the meeting of trust in a particular manner then no rule may be found. Minutes are maintained for the future use of the decision taken by board of trustees and for record.Board of trustees may form its own rules for conducting the meeting of the board of trustees and maintaining minutes.Minutes are permanent records hence these are maintained in hard copy. Other thing is that these are valid only when all the trustees put their signature thereon which is a difficult thing as all the trustees may not have digital signature. It does not matter whether you record the minutes on a separate sheet and paste those in minute register or you directly record the minuets in the minute register.
