Minutes of Meeting Sample / Template / Format and Example

Minutes of meeting sample

Minutes of meeting sample of Statutory Meeting

ITG Co, Ltd.
Reg. office: Motijhell, Dhaka-1000.

Date: 07.07.2004.

MINUTES

Minutes of the Statutory Meeting of the ITC Co. Ltd. held on 3rd July, 200 at 3 P.M. at the company’s registered office.

1.  Directors and others Present:

  • Mr.  Anwar……………………..Chairman
  • Mr. Jahangir Alom …………..Director
  • Mr. Nur Islam………………….Director
  • Mr. Monirul Islam……………..Director
  • Mr. Rasel………………………..Director
  • Mr. Alomgir……………………..Director
  • Mr. Rahim……………………….Managing Director
  • Mr. J. Alom …………………….Seecrtary
  • Mr. Mo’zrol Islam …………….Auditor
  • Mr.   Rony……………………….Soliitor

and 250 other shareholders were present at the   meeting.

2.  Chairman of the meeting:

Mr. Anwar took chair to preside over the meeting.

3. Notice of the meeting:

The notice convening the meeting was read by the secretary. After that the chairman reported that the meeting was called to comply with the provisions of the Companies Act, 1994.

4. Adoption of Statutory Report:

The Statutory Report was read by the secretary and placed ‘before the meeting for discussion. It was finally adopted.

5. Chairman’s Speech:

The Chairman in his speech informed the members that a list of members of the company was placed on the table and the member could inspect it during the meeting hour. He also explained the financial position of the company and the business prospect of the company and asked the members to draw attention to the matters relating to formation, promotion or prospect of the company arising out of the Statutory Report.

6. Approval of the contracts stated in the Statutory Report:

After discussion it was resolved that the modification in the contracts as stated in the statutory report, be and is hereby approved.

7. Miscellaneous:

No special item was raised and discussed.

8. Vote of thanks:

The Statutory Meeting ended at 5.30 P.M. with vote of thanks to the chair.

Date:                          Mr. J. Alom                 Mr. Amwar
25th July, 2004           Secretary                    Chairman

Minutes of meeting sample 2

Specimen of the Minutes of Annual General Meeting of A Company which the item of ordinary business were transacted

LOREL COMPANY LIMITED
Regd. Office: 15, Progotishorohi, Dhaka-1000.

Date -.05.06, 04

MINUTES

Minutes of the 20th Annual General Meeting of LOREL Co. Ltd held 24th May, 2004 at 3-30 P.M. at the registered office of the company.

Members Present:

  • Mr.  Moniruzzaman……………………..Chairman
  • Mr. Jahangir Alom ……………………..Director
  • Mr. Mahbub Alom ………………………Director
  • Mr. S. Alom ………………………………Director
  • Mr. Rofiqe ………………………………..Director
  • Mr. A. K. Salam………………………….Secretary
  • Mr.  A.  Rahim……………………………Auditor

and 160 shareholders whose signatures appear in the attendance register were present in on the meeting. Mr. Moniruzzaman took the chair.

i. Notice of the meeting:

The Secretary read the notice convening the meeting.

ii. Confirmation of the minutes of the last Annual General Meeting:

The minutes of the last Annual General Meeting held on 20.04.04 was read by the secretary and was confirmed by the meeting and signed by the Chairman.

iii. Presentation of audited account for the period 2003-04:

Resolved that the Director’s report and account for the year 2003-04 as audited and certified by the Company’s auditor be, and is hereby adopted.

iv. Declaration of Dividend:

On the motion of the Chairman seconded by Mr. Mahbub Alom, it was resolved that 10% dividend on equity shares be declared and paid within 42 days from the date of declaration of the dividend to those shareholders whose name appears in Register of Members as on 31st March, 04.

v. Re-appointment of a Director retiring by rotation:

Resolved that Mr. Jahangir Alom, a director retiring by rotaion be , and the   he is herby re-elected and re-appointed a director of the company.

vi. Removal of Director:

Resolved that Anukul Bar, a director of the company regarding whose removal special notice has been duly hearcj as required of the   Companies Act 1994,.be and is herby removed from his office as Director of the company.

vii. Appointment of Auditor:

On the motion of Mr. Mahabub Alom seconded by Mr. A salam, it was resolved that Auro and Co. Mirpur-10 Dhaka   be appointed auditors of the company to hold office till the conclusion of the next Annual General Meeting.

viii. Issue of shares:

Resolved that 500 equity shares of Tk. 10 each be issued at a premium of Tk. 2 per share to collect fund for the company.

ix. Miscellaneous:

No special item was raised and discussed.

x. Vote of thanks:

The meeting ended at 5 P.M. with a hearty vote of thanks to the chair.

Date: Dhaka                          Mr. Moniruzzaman                  Mr. A. K. Salam
28th May, 2000                     Secretary                                Chairman

Minutes of meeting sample 3

Specimen of the Minutes of the Extra-ordinary General Meeting of a Company.

PIONEER MANUFACTURING COMPANY LTD.
8/3 Green Road, Dhaka – 1000

Phone: 9880000
Gram: PMCL MINUTES

MINUTES

Minutes of the Extra-ordinary General Meeting of Pioneer Manufacturing Company Ltd held on Monday 4th July, 2003 at 3 P.M. at 8/3 Green, Dhaka-1000.

  1. Members Present:
  2. Mr. Nazrul Islam …………………Chairman of the Board of Directors
  3. Mr. A. K. Sarker
  4. Mr. A. Rahim                 Directors
  5. Mr. S. Alom
  6. Mr. Mahabub Alom ………..Secretary.

and 150 shareholders as per Attendance register were present at the meeting Mr. Nazrul Islam took the chair.

2.  Notice:

Notice convening the meeting was read by the secretary.

3. Alteration of the name of the company:

Resolved that the name of the company be, and is her by altered from ‘Pioneer-Manufacturing Company Ltd’ to Agrani Manufactures Ltd.’ and the secretary be, and is hereby directed to communicate with the Central Goverment for obtaining their consent to such alteration. After discussion, the motion was put to vote and it was carried by 130 votes to 25.

4. Alteration of Clause NO. 17:

Resolved that Clause 17 of the Articles of Association of the company be altered by omitting the following words; ” the number of Directors shall not be less than three nor more than six” and substituting instead the following” words; “the number of Directors shall not be less than three nor more than five.”

After discussion, the motion was put to vote and it was carried by the requisite majority. Out of 155 members including chairman 115 voted in favor and 35 voted against and 5 did not give any vote.

5.  Reduction of Capital:

Resolved that the capital of the company be reduced from Tk. 10,00,000 divided into 10,000 shares of Tk.100 each to Tk.6,50,000 divided into 10,000 shares of Tk.65 each by canceling’ capital which has been lost or is unrepresented by available assets.

After discussion, the motion was put to vote and it was carried by the requisite majority Out of 155 members including chairman 125 voted in favor and 20 voted against and 10 did not give any vote.

The Board of Directors be, and is hereby authorized to take all necessary steps for confirmation of the aforesaid special resolution by the court.

6.  Voter of thanks:

The meeting terminated at 6 P.M with vote of thanks to the chair.

Date: Dhaka                          Mr. Mahabub Alom                Mr. Nazrul Islam
14th August, 2000                 Secretary                              Chairman

Minutes of meeting example

Specimen of the Minutes of the First Board Meeting in which usual items of Business were transacted.

ABC. CO. LTD.
28, M. G. Road, Dhaka- 1000

Phone: 9387837
Gram: ABCL

MINUTES

Minutes of-the first meeting of Board of Director of ABC Co. Ltd held on Thursday, 3rd July, 2004 at 28, M. G. Road, Dhaka -1000.

1. Directors Present:

  1. Mr. AR Molla………………………………. Chairman
  2. Mr. J. Alam
  3. Mr. Islam
  4. Mr. Rahaman ……………………………… Directors
  5. Mr. Anisur Rahaman
  6. Mr. Hafiz Uddin

2. Others present in the meeting:

  1. Mr. Aminul   Islam…………………………….Secretary
  2. Mr. Rashed Ahmed…………………………..Chartered Accountant
  3. Mr. Golam   ……………………………………Manager
  4. Mr. Hafiz………………………………………. Solicitor
  5. Mr. Rahim…………………………………….. Accountant

3. Chairman:

Resolved that Mr. A. R. Molla be the Chairman of the Board of Directors.

4. Certificate of Incorporation:

The solicitor, Mr. Hafiz produced the certificate of incorporation No. 555 dated 10.06.04

5. Memorandam and Articles of Association:

The Secretary Mr. Aminul Isalm, submitted memorandum and Articles of Association for consideration of Board of Directors.

6. Appointment of Managing Director:

Resolved that Mr. J. Alom be, and is herby appointed the Managing Director of the company for 3 years on a monthly remuneration of Tk., 15,000 only.

7. Appointment of Secretary:

Resolved that Mr. Aminul Islam, M. Com. L. L. B, A. C. S., be, is hereby appointed secretary of the company on a salary of Tk.12,000 per month with a rent free furnished accomodation and a car of the company.

8. Appointment of Solicitor:

Resolved that Mr. Hafiz, M. A. LL. B, be and is herby appointed the solicitor of the company with his usual professional fees.

9. Appointment of Auditor:

Resolved that in pursuant of the Companies Act, 1994 Mr. Rashed Ahmed, M. Com, F.C.A., be appointed auditor of the company at a fees of Tk.10,000 per annum payable on the completion of Audit.

10. Appointment of Bankers:

Resolved that Mutul Trust Bank, Motijheel Branch be the banker of the company and all the cheque will be signed by the secretary and any one of the directors and a bank account in the name of the company be opened.

11. Common Seal:

Resolved that the-common seal as produced by the secretary be approved and adopted.

12. Issue of Prospectus:

Resolved that the drafted prospectus of the solicitor be approved and issued to the public and be advertised once in three daily news paper of different languages and the secretary be authorized to issue, circulate and advertise the prospectus.

13. Quorum for Board Meeting:

Resolved that the quorum of roared ‘meeting be 3 directors.

14. Any other business:

No special item, other than agenda items was raised and discussed.

15. Next Board Meeting:

Resolved that the next Board Meeting he held on 22-.09.2004 at 4 P.M. ‘.

16. Vote of Thanks:

The meeting ended at 6 P.M. with vote of thanks to the chair.

Date:   Dhaka                     Mr. Aminul Islam            Mr. A. R. Molla
15th March 2004.                Secretary                      Chairman

Minutes of meeting sample 

Specimen of the Minutes of the Board Meeting (not being the first meeting) in which usual items of business were transacted.

BLACK EYE CO. LTD.
Regd. Office: 10/2 Nazrul Sarahi, Dhaka – Dhaka-1200

Date: 25.04.04

MINUTES

Minutes of the 10th meeting of the Board of Directors of Black EYE Co. Ltd. held on Thursday, the 10-th April, 2004 at 3 P.M. at the company’s registered office at 10/2 Nazrul Sarani Dhaka – 1200.

(i) Directors present at the meeting:

  1. Mr. Abul Kalam
  2. Mr. Sohel
  3. Mr. Asaduzzaman
  4. Mr. Amin Uddin
  5. Mr. Jahangir
  6. Mr. Nur Islam
  7. Mr. Monirul Islam

Mr. Abul Kalam took the chair to preside over the meeting.

(ii) Confirmation of the minutes:

Mr. Sohel, Secretary, read out the minutes of proceedings of the last meeting of the   Board   of Directors   held on   the   4th January, 2004. The Minutes were, thereafter, confirmed. 

(iii) Payment of Interim Dividend:

Resolved that an interim dividend of 5% be paid, 

(iv) Forfeiture and Re-issue of Share:

Resolved that those shareholders who did not pay consecutive call money, their shares the forfeited and may be re-issued at a discount of Tk.2 per share,

(v)  Appointment of Auditors:

Resolved that since the Auditors of the Co: M/S Auro and company resigned from the post of Auditors, so Rahman & Rahman, Co. 40/2 Mohakhali, Dhaka-1212, be appointed as new Auditors of the company,

(yi) Change of Bankers:

Resolved that in the name of the company a current a account be opened with the Dhaka Bank, Motijhiil, closing company’s Current Account with Sonali Bank, Motijil Branch,

(vii) Redemption of Debenture:

Resolved that the 8% Debenture of Tk. 50,000 be redeemed in four equal installments payable after three months each.

(viii) Arrangement of Finance:

Resolved that 500 equity shares af Tk.10 each’be issued at Tk.12 each to raise funds for redemption of 8% Debenture,

(ix) Miscellaneous:

No particular point was raised and discussed rectors be held on 2.7.04 at 3 P.M. at the company’s registered office,

(x) Vote of thanks:

The meeting ended at 5 P.M. with the vote of thanks to the chair.

Date: Dhaka                         Mr. Sohel                    Mr. Abul Kalam
25th April 2004                     Secretary                    Chairman

Minutes of meeting format

Specimen of minutes of proceeding of the 25th Annual Genertil Meeting of a Co-operative Society.

AZAD CO-OPERATIVE SOCETY
Bijoy Sharani Road , Dhaka-1400. Phone : 8999009

Date : 28.06.04

MINUTES

Minutes of proceeding of 25th Annual General Meeting of Azad Hind Co-operative Society, Habra held on Sunday the 6th April 2004 at 4 P.M. Dhaka Town Hall.

Members Present: Mr. Nazrul Islam-Chairman; Mr.  Nur Islam-Secretary and 130 shareholders were present at the meeting Sri P.N. Saha took the chair,

(i). Notice of the meeting:

The Secretary read the notice convening the meeting,

(ii) Confirmation of the minutes of the last Annual General Meeting:

The minutes of the last Annual General Meeting held on 20.04.02 was read and confirmed by the meeting and signed by the chairman.

(iii) Presentation of audited account for the period 2003-04:

Resolved that the account for the year 2003-04 as audited and certified, by the auditor be approved and adopted by the chairman,

(iv) Declaration of dividend and appropriation of profit:

Resolved that the profit of the society be apportioned in the following way:

  1. 20% of the net profit is transferred to statutory reserve Fund.
  2. Tk. 100 be transfered to Co-oper;ative Development Fund.
  3. 10% of dividend be paid on the paid up value of Shares.
  4. The   Balance of the profit be transferred to Medical and special Benefit Fund.

On the motion of Mr. Asaduzzaman and seconded by Mr. Mahabub Alom, it was  resolved that Auro and Co. Chatered Account, 5/2 M. G. Road, Dhaka – 1000 be appointed auditors of the society to hold office till conclusion ;of the next Annual ~ General Meeting.

(vi) Election of President and secretary:

Mr. A. Kalam was elected president and Mr. A. R. Molla was elected the secretarv for the year 2004-05.

(vii) Loan Giving Policy:

Resolved that a loan Tk.2, 000 be provided to each shareholder as loan up to a       maximum limit of Tk.40,000. (viii)   Admission of the Shareholders:

Resolved that Mr. Mofidul Islam be retired and Mr. Man-nan be adirnitted in his place,

(ix) Expansion Program of the Society:

Resolved that building at a cost of Tk. 1, 00,000 be constructed and the amount be collected by issuing new shares to existing shareholders or outsiders,

(x) Miscellaneous:

No special point arose to the meeting,

(xi) Date of next Meeting:

Resolved that the next meeting be hold in the third week of May 2003

(xii) Vote of thanks:

The meeting ended at 7 P.M. with vote of thanks to the chair

Date: Dhaka                          Mr. Nur Islam               Mr. Nazrul Islams
28th April; 2004                     Secretary                     Chairman

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1 comment for “Minutes of Meeting Sample / Template / Format and Example

  1. Ilmu
    November 16, 2017 at 8:18 am

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