(12.11.11) Minutes of Proceedings of Meeting

Minutes are a record of business transacted at meetings. Every organisation must keep minutes containing a fair and correct summary of all proceedings of general meetings of members and of Management Committee. It is the duty of the secretary to make this record.

After the meeting is over or as soon thereafter as possible, whilst the proceedings are still fresh in mind, the secretary should proceed to draft the minutes of the meeting. Each minute entered on the minute book should be consecutively numbered, abbreviated in the margin and indexed. They must be written in the order in which the business was transacted at the meeting. Minutes maybe recorded either in the form of narration or conclusions. In the latter case, only conclusions in the form of resolutions passed are recorded. The practice is to have conclusions only. Details of the actual discussion and irrelevant talks should be omitted. The minutes should be clear, compact, unambiguous and definite. Minutes of each meeting must begin on a fresh page and should be headed with the number, date and nature of the meeting. The wording of resolutions and amendments must be recorded in full and the name of the proposer and seconder given, whether they are eventually carried or not.

Section 193 provides that every company must keep minutes containing a fair and correct summary of all proceedings of general meetings in books kept for that purpose. The minutes book must have their pages consecutively numbered and minutes must be recorded within 30 days of the meeting.