Minutes
Querist :
Anonymous
(Querist) 16 December 2011
This query is : Resolved
Dear Experts,
It is almost 5 years since our Pvt Ltd, company is incorporated.
We have been performing regular board meetings and the keeping minutes professionally drafted in loose leaves and kept that in professional binder.
The entire minutes are drafted by our company secretary(who is well experienced).
When I checked the rules about maintaining the minutes in loose leafs, I saw that the pages should be serially numbered.
On the minutes book, we print the minutes after drafting it in the computer, on both the sides of the paper
We have around 25 meetings held, and there are around 65 pages for all these minutes together. We keep the serial numbering on the top of the page.
What I noticed is that, the numbering is actually missing in every starting page of the minutes. That means it is missing in 25 pages, as like in regular english books, the pages won't be numbered in the beginning of each chapter.
The reverse side of the page, anyway is numbered properly, adding the missing count.
so the page numbering is as follows.
starting of 1st minute page(no number),2, starting of second minute(no number), 4,5 etc
I hope I am able to explain my problem.
Now is it fine to keep the minutes numbering such a way? Will there be any legal hurdles? When I asked that to my CS, he said it is all ok and generally minutes are numbered like that only. Is it?
Except the signature of the chairman, everything else, including the numbers are computer printed.
So I am not sure, whether it is fine now to fill in the numbers in the missing pages at this point of time with pen.
My concern is that, will it affect the validity of the proceeding of the meetings?
Please let me know your views.
Only thing I am concerned is that, if it is a statutory requirement to keep the number in each and every pages of the minutes, then there are some pages when it is considered individually, missing the numbering.
http://cacscorporatelaw.blogspot.com/2011/03/preparation-of-minutes-under-companies.html
this is the page where I saw the minutes pages need to be serially numbered. Is it a mandatory requirement or just a guideline?
Thanks,
regards
rahul
Raj Kumar Makkad
(Expert) 16 December 2011
This is not mandatory rather this is a guideline which should be adehred to but if the record otherwise is complete then nothing to worry.
Querist :
Anonymous
(Querist) 16 December 2011
raj kumar sir
Thank you for your reply. But could you please kindly clarify the point because I do not understand that fully.
As per my knowledge the minutes are perfectly drafted, except the numbering. In a case of any dispute or so, will the numbering cause any problem to the validity of the proceedings?
Thanks and Regards,
mayank
Shailesh Kr. Shah
(Expert) 16 December 2011
Since Minutes books not signed by the Chairman, the alteration may be made and initialed by the chairman.
Querist :
Anonymous
(Querist) 18 December 2011
sir please clearify my this doubt sirji please...
Dear raj kumar
Thank you for your reply. But the issue is that, we already have 25 meetings held and all the minutes are signed by the chairman of the meeting. Only thing we recently noticed is that our minutes book followed such a pattern of numbering.
Can anybody advice me on this, whether we can keep the minutes so, or should be some how prepare all the minutes again from scratch? As the later one is not easy and practical, could you please advice?
Thanks,
rahul
