Meeting Minutes & Registers

Every Company incorporated in India is required to maintain statutory registers and meeting records. The registers and records can be maintained physically in a bound book or electronically as the board deems fit. It is very important to maintain these registers and records as a part of good governance and avoid penalties.and shall be kept at the registered office of the company.

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    Minutes of meeting

    Whenever the directors of the company or shareholders make any formal decisions at official meetings, they are recorded as the Minutes of Meeting.

    A distinct minute book shall be maintained for each type of meeting in compliance with Companies Act, namely

    • General Meetings of the Members
    • Meetings of the Creditors
    • Meetings of the Board
    • Meetings of each of the Committees of the Board

    Statutory Registers

    According to the Companies Act, Statutory Registers are the registers that contain the specific record of the company’s shareholders, directors, deposits, loan & guaranty, etc. and are placed at the Registered Office of the Company. A company shall maintain only those Statutory Registers which apply to them according to the business and transactions.

    S.No.

    Name of Registers and rule

    Form No.

    Description

    1.

    Register of members (Section -88)

    MGT -1

    It contains the details of each class of share holders like their basic info, allotment, transfer, folio details etc.

    2.

    Register of Debenture holders

    (Section -88)

    MGT -2

    It contains the details of debenture holders like their basic details, allotment or redemption/conversion details.

    3.

    Foreign Register of Members, Debenture holders, other security holders or beneficial owners residing outside India
    (Section-88)

     —–

    Registers that contain the information of foreign shareholders or debenture holders and are kept in any country outside India

    4.

    Register of significant beneficial owners

    (Section 90)

    BEN-3

    This register contains the details of beneficial owners having significant interest and other details like date of declaration U/s 90 and filing of BEN-2 form and other basic details.

     5.

    Register of Renewed and Duplicate Share Certificate

    (Section -46)

    SH-2

    This registers contains the details of the person to whom the renewed/ duplicate shares have been issued and the details or original and duplicate certificate.

     6.

    Register of Sweat Equity Shares

    (Section -54)

    SH-3

    This register is made in reference to register of members stating the details of directors or employees to whom the sweat equity shares have been given.

     7.

    Register of Employee Stock Options

    (Section-62)

    SH-6

    This register contains the details of the grantees to whom ESOPs’ have been granted and other details related to ESOP.

     8.

    Register of Shares or Securities which have been Bought Back

    (Section-68)

    SH-10

    This register encompasses the details of the securities bought back and the details of the member.

     9.

    Register of Deposits
    (Section-74)

    —-

    This Register contains the details of deposits, tenure and interest thereon.

     10.

    Register of Charges
    (Section-85)

    CHG-7

    The Register of Charges provides the details of charges that are there in the name of the company and description of the properties charged, any modification thereof

     11.

    Register of Directors and KMPs

    (Section-85)

    —-

    Register of Directors & KMP include details like their Shareholding in the Company itself, its Associate Companies, Subsidiary Companies and other basic information etc.

     12.

    Register of Loans/Guarantee/Security and Acquisition by Company
    (Section 186)

    MBP-2

    This Register contains the details like details of loans, guarantee and security provided and their details like dates of passing resolutions, tenure and interest thereon.

     13.

    Register of Investments not held in its own name
    (Section-187)

    MBP-3

    This register contains the details of investment done indirectly and the class of securities, and details thereof.

     14.

    Register of Contracts or Arrangements in which Directors are interested

    (Section-189)

    MBP-4

    This registers contains the details of contracts or agreements with any related party as per Section 188 in which directors are interested.
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