UNIT 1

First Semester

Drafting Minutes
By:
Dr. Zeba Azmat
 Definition:

Meeting of minutes is a record of the decisions takes place in a meeting.

As per Companies Act, 2013 “Minutes are formally written records of the proceedings of
a Meeting which are kept in a physical or electronic format”.

Section 118 of the Companies Act, 2013 provides “Minutes means a formal written
record, in physical or electronic form, of the proceedings of a Meeting and Minutes
Book means a Book maintained in physical or in electronic form for the purpose of
recording of Minutes.
Section 118 (1) Companies Act, 2013

Every company shall cause minutes of the proceedings of every

general meeting of any class of shareholders or creditors, and every
resolution passed by postal ballot and every meeting of its Board of
Directors or of every committee of the Board, to be prepared and
signed in such manner as may be prescribed and kept within 30 days
of the conclusion of every such meeting concerned, or passing of
resolution by postal ballot in books kept for that purpose with their
pages consecutively numbered.
Aim And Purpose of Meeting Minutes:

 The primary purpose of minutes is to create an official record of the actions taken at a
meeting. Minutes serve to both memorialize the actions taken for those attending the
meeting as well as for those who were unable to attend the meeting. The minutes are not
intended to serve as an exact account of who said what and when, or who disagreed with
whom. Minutes should record the decisions made, not the surrounding discussion.

 In addition, remember that minutes also are a legal document, thus raising another set of
criteria as to their appropriate content. At a minimum, meeting minutes should indicate:
 the time, date and place of the meeting,
 the names of those in attendance, and in absence
 the official actions taken by meeting participants. Means, each item in the agenda should have a
corresponding action item in the minutes.
 The minutes also should reflect any presentations or reports presented, the name of the
party giving the presentation, and the fact that the board discussed the proposed action.
 Thus an overall aim is mainly to record what is ‘done’ by the assembly, not what is said
by the members.”
 Don’t:
 include comments about who said what about a particular matter
 record who voted for and against a motion
here shall not be included in the minutes, any matter which, in the opinion of the
Chairman of the meeting,—
(a) is or could reasonably be regarded as defamatory of any person; or
(b) is irrelevant or immaterial to the proceedings; or
(c) is detrimental to the interests of the company.
 Consequences of Non-Compliance

Non-compliance with the provisions related to the maintenance and inspection of minutes of
the meeting under the Companies Act 2013 can result in severe consequences for the
company and its officers.

PENALITY: If any default is made in complying with the provisions of this section in respect of
any meeting, the company shall be liable to a penalty of twenty-five thousand rupees and
every officer of the company who is in default shall be liable to a penalty of five thousand
rupees. If a person is found guilty of tampering with the minutes of the proceedings of
meeting, he shall be punishable with imprisonment for a term which may extend to two years
and with fine which shall not be less than twenty-five thousand rupees but which may extend
to one lakh rupees.
 Language and Structure:

1. The minutes shall be maintained in third person like,

“the chair stated that”,
“it was noted”,
“the committee decided that”,
“it was decided”, etc.

 In cases where points were put across by a specific person or where an agreement was
made by an individual, it is important to specify that person and what they said, as it will
help for future references.
2. Use Simple Past Form
e.g.
 Board recommended hiring an external consultant to support the company in CRM Project.
 Mr. A presented last month’s figure of sale.

3. Simple Past Passive Form (O + was/were + IIIV+ by S)

 Common Verbs Used in minutes:
Mention, complaint, suggest, discuss, recommend, present, request, agree, report, asked,
propose, resolve, decide, express etc.

 Action points (to-infinitive) used in minutes

To organize, to arrange, to find out, to review, to update, to identify, to define, to finalize, to
check
 It was resolved that Mr. Sharma, be appointed Director of the company.
 It was decided to review current supplier policy.
 It was decided to draw up guidelines for the use of new software.
 It was resolved that the marketing budget be increased by 10%.
 Faculty of Law
Aligarh Muslim University, Aligarh
Contact:
Email:

Dated: 13.07.2023

NOTICE
A Special Meeting of the Board of Studies of the department of Law will be held on
1.8.2023, at 10:AM in the Conference Room of the department.
Following are the agendas:
 AGENDA
1. To consider the allotment of new supervisor to Mr. Yasir Ahmad, Research Scholar,
Department of Law, AMU.
2. To approve the names of moderators for Ph.D. Course Work for Session 2023-24.
3. To approve the report of the committee constituted by the BOS in its meeting held on
15.6.2023.
4. To reconsider the deferred back item of the BOS dated 15.6.2023, under Item No. 2.
5. To consider the request of Computer Lab incharge Mr. Hasan , to buy Ten new
Computers for the Computer Lab.

_______________
Chairman
Dept. of Law, AMU.
 Faculty of Law
Aligarh Muslim University, Aligarh
Contact:
Email:
Dated: 01.08.2023

MINUTES
Minutes of the meeting of Board of Studies of the Department of Law, held in the
Conference Room of the department, on 1.08.2023, at 10:00 AM.

Present:
1. Prof. Zahid khan (In the Chair)
2. Prof. Ismail
3.________________
4_________________
Absent:
1. Dr. Imtiyaz Ali
2. Dr. Shirin khan

Item No. 1
To consider the allotment of new supervisor to Mr. Yasir Ahmad, Research Scholar,
Department of Law, AMU.
It was unanimously decided that Prof. A.N. Khan, Department of Law, be appointed as a
new supervisor to Mr. Yasir Ahmad.

Item No. 2
To approve the names of moderators for Ph.D. Course Work for Session 2023-24.
It was resolved that undernoted teachers be appointed as Moderators for PH.D. Coursework
for the session 2023-24.
i) Prof. A.N.Ali
ii) Prof. Sami Alam
iii) Dr. Kumar

Item No. 3
To approve the report of the committee constituted by the BOS in its meeting held on
15.6.2023.
It was unanimously resolved by the board to deferred back the item and decided to take up
the said item in the next BOS.
Item No. 4
To reconsider the deferred back item of the BOS dated 15.6.2023, under Item No. 2.
It was discussed and approved to reject the said item and decided not to take up the said
item again in future.
Item No. 5
To consider the request of Computer Lab incharge Mr. Hasan , to buy Ten new Computers for
the Computer Lab
It was unanimously resolved by the board to deferred back the said item and decided to
take up the said item in the next BOS after reviewing the cost expenditure.

Upon there being no further competent business, the meeting was then declared closed by
the Chair.

Prof. Zahid Khan

Chairperson