you can take print out on A 4 size paper and filed
2) you can in addition maintain soft copy on PC
3) minutes should be signed by the trustees
Prescribed manner of maintaining minutes of a charitable trust
Dear Sir, Please advise the prescribed manner in which minutes of the Trustees' meeting should be maintained. Can they be maintained as soft copies on a PC or should they be printed on A4 size paper and filed. should the minutes be signed by the chairman of the Trust.
Asked 6 years ago in Business Law
9 Answers
1. IF the Charity Commissioner approves the digital format of Minutes and such change is incorporated into the memorandum of the Trust /Association AND there is a provision for digital signature on the Minutes, THEN the Minutes can be maintained in Soft-Copy format ELSE NO.
2. TYPICALLY, it could be Printed on A4 sheet, uniquely numbered, with Sign and Seal of Trust and properly filed, for perpetual effect.
Keep Smiling .... Hemant Agarwal
Dear Client,
Soft copy can be kept for record as originals may lost or mutilate,
Printed copy is suggested as minutes without signature has no validity.
Sign of Chairmen and secretary, members too can sign.
It is important that the minutes are duly signed by the managing committee of the trust and also by all its trustees. Also affix the trust's seal on the minutes
Minutes maintained on soft copy on a computer are not immutable and can be edited by anybody
Hello Sir,
It is depends upon the bylaws. The bylaws of the trust would speak about the minutes of meeting and procedure. If there is no specific averments regarding maintenance of minutes book, you can seek the same on both mode. The minutes has to be signed by the chairman or the authorized person as per the bylaws.
As far as possible minutes of meeting of trustees should be recorded in a printed register and should have following things mentioned.
1) Page number.
2) Date of meeting
3) Type of meeting (Routine periodic meeting / Special meeting / annual meeting)
4) Agenda of meeting.
5) Abstract of the discussion done.
6) Decisions taken.
7) Signatures of all trustees
The minutes of the trust meeting should be recorded in the minutes book/register .
The signature of all the members who attended the meeting to be obtained,
The chairperson and the secretary and the treasurer should sign the minutes book at the end along with the office bearers of the trust.
Dear Sir
There is no format. You can better use Register of Legal size and also store in computer.
Hello,
It has to signed by the chairman of the trust and the signed copy can be scanned and kept in the computer system.
Regards
