Can anybody provide me the format of the First meeting minutes of a trust.
Its very urgent
kindly suggest its urgent
kindly also let me know when is a trust required to adopt its accounts.Is there any specific meeting for required for the adoption??
Replied 17 March 2011
Regd Office: [●].
Trust Members Present:
1. Shri [●]
2. Shri [●]
Shri [●] was elected as Chairman of the meeting and he commenced the proceedings after ascertaining the Quorum for the meeting.
To grant Leave of Absence, if any.
All the members were present at the meeting.
To open Bank Account of the Company with Bank of Baorda, [●] and Authorisation Thereof:
The Chairman informed the Trustees about the proposal to open a Bank Account with Bank of Baorda, Main Branch, [●], the relevant application form, draft resolution were placed before the Board of Trustees for approval. The following resolution was passed at the meeting:
“RESOLVED THAT a Banking Account of the Company be opened with, Bank of Baorda, Main Branch, [●] in the name and style of [●] Trust and that Shri ---------------, Trustee be and is hereby authorized to make an application to the said Bank for the above purpose.
“RESOLVED FURTHER THAT Shri. ----------------, Authorised Signatory of the Trust be and is hereby authorised to operate the Bank Account with the said Bank and to sign or accept all cheques, bills of exchange, promissory notes and other orders”.
“RESOLVED FURTHER that the said Bank be instructed to pay, honour all cheques, promissory notes and other orders drawn by and all bills accepted on behalf of the Trust whether such account be in credit or overdrawn and to accept and credit to the account of the Bank or any account or accounts at any time or times kept or to be kept in the name of the Trust and the amounts of all cheques, notes, bills, other negotiable instruments, orders or receipts, provided they are endorsed/signed by Shri.--------------, Authorised Signatory of the Trust, on behalf of the Trust and such signature shall be sufficient authority to bind by the Trust in all transactions between the Bank and the Trust including those specifically referred to herein”.
“RESOLVED FURTHER THAT the specimen signatures of Shri.---------------, be furnished to the said Bank along with a copy of the resolution and the said Bank be informed from time to time by a notice in writing under the hand of the Shri [●], Trustee of any changes which may take place therein and be entitled to act upon such notice until the receipt of further notice under the hand of Shri [●], Trustee”.
“RESOLVED FURTHER THAT the resolution shall remain in force until notice in writing of its withdrawal or cancellation is given to the Bank by Shri [●], Trustee”.
Authorisation to get Registration of trust with Income Tax Authorities:
Chairman informed the Trustees that the requirement of Income Tax Registration would necessary for day-to-day operations of the Trust. For this purpose an authorization would required to be made to someone who would likely to complete all the formalities with the Income Tax Authorities. After some discussion the following resolution was then passed.
“RESOLVED THAT the Trust do hereby authorized to get registration with Income Tax authority as per the applicable Provisions and Sections of the Income Tax Act, 1961”.
“RESOLVED FURTHER THAT Shri. ------------------,and Shri. --------------- Trustees of the Trust, be and are hereby severally authorized to sign, submit application & furnish all necessary papers required to be furnished by the Trust for getting itself registered with Income Tax Authorities and for obtaining Permanent Account Number ( PAN) from the said authorities”.
“RESOLVED FURTHER THAT Shri. ------------------, and Shri. --------------- Trustees of the Trust, be and are hereby severally authorized to furnish a copy of the resolution along with other documents to the Income Tax authorities and also to take all necessary steps as he may deem fit for accomplishment of the aforesaid purpose”.
Preparation & approval of the Budget:
ITEM NO 5 :
Determination of financial Year:
The Chairman informed the Trustees to determine Financial Year of the Trust. After some discussions, it was unanimously agreed as under:
“RESOLVED THAT the Financial Year of the Trust shall be from 1st April to 31st March next every year and in the case of first Accounting year it shall be from-----------.2007 (date of incorporation) to 31st March , 2008.”
As there was no other business to be transacted, the meeting came to an end with a vote of thanks to the Chair.
Date : [●].2007 CHAIRMAN.
Replied 06 July 2012
Replied 04 April 2016
As of now you might have done with the trust minutes for years. May I have a sample of Minutes of the meeting of a trust and other compliance of a trust for a year. Like Audit , Risk etc committe meetings.
It would be a great info from your end. Thanking you,
Replied 03 June 2019
Your minutes book format was excellent. I need a help sir. Can you provide me the format for trust minutes book( annual general meeting was conducted to provide donation to poor child, to adopt village, cyclone relief)
Thanks in advance
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