Excerpts of minutes and certified copy of resolution

Meetings 6923 views 2 replies

ars

445 Points Joined February 2009

excerpts of minutes and certified copy of resolution are interchangeably used by the fellow C.S. while giving away a copy of the minutes to the outsider.

queston is what you mean by each of them.

Excerpt : means a short piece of writing taken from the longer piece. that is a portion of the minutes has been taken from the whole minutes. this means that an excerpt of minutes can be done only after the minutes are written or prepared and signed by the chairmam as required in the act.

certified copy : means an official statement (of the resolution) or a document has been given as true copy of the original signed by the person authorised - as a true and certified copy.

The questions

1. why both the terms are used interchangeably and when to use excerpts and certified copy ?

2. If the board has passed the resolution, but the minutes are not prepared and or not signed. meanwhile, a copy of the resolution is to be given out - what copy would it be- a certifed one ?

3. what is the appropriate time - with reference to preparation and signing of minutes- to use the word excertps and certified copy.

Replies (2)

SkDash

CS (Member) CWA (Final)

909 Points Joined February 2009

ARS

The questions

1. why both the terms are used interchangeably and when to use excerpts and certified copy ?

It is either Extract of the minutes OR Certified copy of the resolution

2. If the board has passed the resolution, but the minutes are not prepared and or not signed. meanwhile, a copy of the resolution is to be given out - what copy would it be- a certifed one ?

As a general practice, minutes need to be circulated among board within 7 days of the meeting and need to be confirmed by the next meeting and Chairman will be authorised to sign the same (though SC has directed that the confirmation is not mandatory) and for that, it is neither prudent nor a good practice to give the certified copy of the Res/ Extract of thr minutes during such time.

3. what is the appropriate time - with reference to preparation and signing of minutes- to use the word excertps and certified copy.

In case wording of resolution is final, anything can be used

ARUN KUMAR MAITRA

Practicing Company Secretary

1016 Points Joined May 2012

There is no need to obtain confirmation of the minutes.Chairman has full authority to approve the minutes.However, it is generally placed before the next board meeting just for information.