{"id":121053,"date":"2024-03-29T15:27:11","date_gmt":"2024-03-29T09:57:11","guid":{"rendered":"https:\/\/legalwindow.in\/?p=121053"},"modified":"2024-03-26T15:28:14","modified_gmt":"2024-03-26T09:58:14","slug":"minutes-of-a-newly-incorporated-company-board-meeting","status":"publish","type":"post","link":"https:\/\/www.legalwindow.in\/blog\/minutes-of-a-newly-incorporated-company-board-meeting\/","title":{"rendered":"Draft Minutes of a Newly Incorporated Company\u2019s Board Meeting"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-121065 size-full\" title=\"Minutes of board meeting\" src=\"https:\/\/legalwindow.in\/wp-content\/uploads\/Draft-Minutes-of-a-Newly-Incorporated-Companys-Board-Meeting-1.png\" alt=\"Minutes of board meeting\" width=\"1200\" height=\"630\" srcset=\"https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Draft-Minutes-of-a-Newly-Incorporated-Companys-Board-Meeting-1.png 1200w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Draft-Minutes-of-a-Newly-Incorporated-Companys-Board-Meeting-1-300x158.png 300w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Draft-Minutes-of-a-Newly-Incorporated-Companys-Board-Meeting-1-1024x538.png 1024w, https:\/\/www.legalwindow.in\/blog\/wp-content\/uploads\/Draft-Minutes-of-a-Newly-Incorporated-Companys-Board-Meeting-1-768x403.png 768w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">New company\u2019s inception marks as a genesis of aspirations, decisions, and strategies, which shape its journey. To capture the essence of these principal moments, the draft <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\"> of a newly formed company provide a glimpse into the early stages of company\u2019s enhancement. These <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\"> have begun with resolutions, plans, and decisions, which establish the course for the company\u2019s future endeavors. Here in the article, we will show you a draft minute of a newly <\/span><span style=\"font-weight: 400;\">incorporated company\u2019s<\/span><span style=\"font-weight: 400;\"> board meeting.<\/span><\/p>\n<table style=\"width: 100%;\">\n<tbody>\n<tr>\n<td style=\"border: 1px solid #555;\"><b>Table of Content<\/b><\/p>\n<ul>\n<li><a href=\"#the\"><span style=\"font-weight: 400;\">Brief about the <\/span><b>minutes of board meetings<\/b><span style=\"font-weight: 400;\"> applicable provision<\/span><\/a><\/li>\n<li><a href=\"#by\"><span style=\"font-weight: 400;\">Step-by-step process for making minutes<\/span><\/a><\/li>\n<li><a href=\"#of\">Signing of Minutes<\/a><\/li>\n<li><a href=\"#in\"><span style=\"font-weight: 400;\">Alteration in Minutes after signing<\/span><\/a><\/li>\n<li><span style=\"font-weight: 400;\"><a href=\"#penalty\">Penalty<\/a>\u00a0<\/span><\/li>\n<li><a href=\"#end\"><span style=\"font-weight: 400;\">End notes<\/span><\/a><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2 id=\"the\"><b>Brief about the minutes of board meetings applicable provision<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Here are certain provisions of the <\/span><span style=\"font-weight: 400;\">Companies Act, 2013<\/span><span style=\"font-weight: 400;\"> need to be follow in the <\/span><b>minutes of board meetings<\/b><span style=\"font-weight: 400;\">. The applicable provisions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Section 118(1): <\/b><span style=\"font-weight: 400;\">Each company shall cause minutes of the process of each general meeting of any class of creditors or shareholders, and each resolution has passed by postal ballot. Every meeting of its board of directors or committee of the board, to be signed and prepared in such manner as may be kept and prescribed within 30 days of the conclusion of every such meeting concerned, or <\/span><a href=\"https:\/\/legalwindow.in\/concept-of-resolution-under-companies-act-2013\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">passing of resolution<\/span><\/a><span style=\"font-weight: 400;\"> through the postal ballot in books kept for which objective with their pages consecutively numbered.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">A different minute book shall be managed for each kind of meeting are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Director\u2019s Board meetings;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creditor\u2019s meetings;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Member\u2019s general meetings; and<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Committee of the board\u2019s meetings.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Postal ballot\u2019s resolutions passed shall be recorded in the minute book of general meetings as in case it has been deemed to be passed in the general meeting.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>Rule 25 of the Companies (Management and Administration) Rules, 2018:\u00a0<\/b><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><span style=\"font-weight: 400;\">The proceedings of minutes of each meeting shall be entered in the books managed for the objective along with the date of such information within 30 days of the meeting\u2019s conclusion.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><span style=\"font-weight: 400;\">As all resolution passed by postal ballot, a short report on the postal ballot made, which includes the proposed resolution, summary of scrutinizer\u2019s report, and the result of the voting thereon shall be entered in the minutes book of general meetings with the date of such entry within 30 days of resolution passed.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><span style=\"font-weight: 400;\">Every page of each such book shall be signed and the last page of the record of each meeting or each report in such books shall be signed and dated:<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If minutes of proceedings of a board meeting or a committee thereof, by the chairman of the said meeting or next succeeding meeting;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If minutes of proceedings of a general meeting, through the chairman of the same meeting within the period of 30 days or inability of the chairman within the time frame, or in case of death, by a director duly authorized by the board for the certain objective;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If each resolution passed by postal ballot, by the board\u2019s chairman within the prescribed period of 30 days or in event of their being no board chairman or inability or death of that chairman within the time limit, through a director of duly authorized by the board for the purpose.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The books of minute\u2019s board and committee meetings shall be maintained permanently and keep in the custody of the company secretary or any director duly authorized by the Board for the aim and shall be keep in the registered office or such place as board may be decided.<\/span><\/li>\n<\/ul>\n<h2 id=\"by\"><b>Step-by-step process for making minutes<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">step-by-step process for draft <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\"> of newly incorporated company are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">On the minutes sheets only, the content of <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\"> shall be printed;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Minutes book pages shall be consecutively numbered.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The resolution made is present tense, whereas the minutes shall be managed in 3<\/span><span style=\"font-weight: 400;\">rd<\/span><span style=\"font-weight: 400;\"> person and past tense.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">In case managed in loose-leaf form, shall be periodically depend on the volume, size, and coinciding with one or more financial years of company.<\/span><\/li>\n<\/ul>\n<p><b>Details included in the minutes: <\/b><span style=\"font-weight: 400;\">There are two types of content involved in the minutes which are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>General information: <\/b><span style=\"font-weight: 400;\">Number of <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\">; meeting types; company\u2019s name; venue, time, date, attendance of directors, name of the directors physically present and directors present by electronic mode, conclusion time of meeting, special invitee any, and company secretary.<\/span><\/li>\n<\/ul>\n<p><b>Place of Keeping minutes: Minutes of <\/b><b>board meeting<\/b><span style=\"font-weight: 400;\"> shall be conducted in the registered office of the company, or at such place, which is approved or decided by the Board.\u00a0<\/span><\/p>\n<p><b>Finalisation of Minutes: <\/b><span style=\"font-weight: 400;\">After accomplishing the meeting, Company secretary or other individual who is authorized by board, shall record the meetings proceedings and present it before company\u2019s chairman.<\/span><\/p>\n<p><b>Minutes draft circulation: <\/b><span style=\"font-weight: 400;\">The draft <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\"> shall be provided to all company\u2019s directors for their comments within 15 days from the conclusion of meeting date by hand or by registered post, or speed post, or by email, or by courier, or by any other identified electronic means.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In case director is not present or even present at the meeting, shall provide their comments within seven days from the circulation date, as in writing on draft minutes given. Meanwhile, if any director given their comments after the expiry of seven days, then there will be discretional power of the Chairman to consider such comments or not.\u00a0<\/span><\/p>\n<h2 id=\"of\"><b>Signing of Minutes<\/b><\/h2>\n<p><b>Minutes of board meeting<\/b><span style=\"font-weight: 400;\"> shall be dated and signed by the Chairman of meeting or chairman of the next meeting. The Chairman shall start each page of the Minutes, and will sign the last page of the <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\">, along with that mention the date and place of the meeting conducted. In case the minutes are happened via electronic media, then the Chairman can sign digitally on the <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><b>Signed Circular: <\/b><span style=\"font-weight: 400;\">By the <\/span><a href=\"https:\/\/legalwindow.in\/functions-of-a-company-secretary\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Company Secretary<\/span><\/a><span style=\"font-weight: 400;\"> a copy of signed minutes certified or in case there is no Company Secretary, by any authorized director by the board shall be provided to all directors within 15 days after these are signed.<\/span><b>\u00a0<\/b><\/p>\n<h2 id=\"in\"><b>Alteration in Minutes after signing<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">If there need to be any modification in <\/span><b>board of director minutes<\/b><span style=\"font-weight: 400;\">, during the 1<\/span><span style=\"font-weight: 400;\">st<\/span><span style=\"font-weight: 400;\"> time distributed, taken for approval, or even after having the permission. In case minutes have already been permitted, then \u201cMotion to Amend Something Previously Adopted\u201d will require to be formed and taken at a following meeting. This motion is considered, change the previous permitted minutes by creating the relevant correction. Since, permitted, the minutes are signed by the board\u2019s secretary and henceforth, become the official record of the <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\">. The secretary manages the minutes file for future access through the board or other members.\u00a0<\/span><\/p>\n<h2 id=\"penalty\"><b>Penalty\u00a0<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">In case any default has happened by following with the provisions of the section in context to <\/span><b>conducting a board meeting<\/b><span style=\"font-weight: 400;\">. The company must be liable to a penalty of Rs. 25,000 and the company\u2019s each officer who are in default need to pay penalty of Rs. 5,000.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In case any individual is identified as guilty of tampering with the <\/span><b>company minutes<\/b><span style=\"font-weight: 400;\"> of the meeting, he shall be punishable with imprisonment for 2 years and with fine that shall not be less than Rs. 25,000, however which may extend to Rs. 1 Lakh.<\/span><\/p>\n<h2 id=\"end\"><b>End notes<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">In conclusion, the draft <\/span><b>minutes of board meeting<\/b><span style=\"font-weight: 400;\"> for a newly incorporated company provide as more than just a record of discussions and decisions. They present the starting steps considered on the journey of building a successful business. The minute meeting can be conducted from <\/span><b>minutes of meeting to <\/b><a href=\"https:\/\/legalwindow.in\/appointment-of-director-in-a-private-limited-company\/\" target=\"_blank\" rel=\"noopener\"><b>appoint new director<\/b><\/a><span style=\"font-weight: 400;\"> or any key executive to set up the governance framework and strategic plans, these <\/span><b>board members meeting minutes<\/b><span style=\"font-weight: 400;\"> give invaluable insights into the company\u2019s target, vision, and aspirations. These draft minutes carries significant contents, which is already discussed. For further queries, kindly connect with the <\/span><a href=\"https:\/\/legalwindow.in\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Legal Window Team<\/span><\/a><span style=\"font-weight: 400;\"> professionals. They would love to help and solve your all queries.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>New company\u2019s inception marks as a genesis of aspirations, decisions, and strategies, which shape its journey. To capture the essence of these principal moments, the draft minutes of&hellip;<\/p>\n","protected":false},"author":5,"featured_media":121066,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[11],"tags":[],"class_list":["post-121053","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-agreement-drafting"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Minutes of Board Meeting &#187; Legal Window<\/title>\n<meta name=\"description\" content=\"Minutes of board meeting have begun with resolutions, plans, and decisions, which establish the course for the company\u2019s future\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.legalwindow.in\/blog\/minutes-of-a-newly-incorporated-company-board-meeting\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Minutes of Board Meeting &#187; 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Her expertise, inter-alia, is in regulatory approvals, licenses, registrations for any organization set up in India. She posse\u2019s good exposure to compliance management system, legal due diligence, drafting and vetting of various legal agreements. 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