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CS Professional · CSR and Social Governance · Model Code for Meetings of Non-Corporate Entities

The managing committee of a registered society in Pune held its meeting on 4 March. The secretary circulated draft minutes to members a few days later, and members suggested no changes. Under good practice reflected in a model code for meetings of non-corporate entities, what should happen next?

Once no changes are suggested, the minutes should be signed by the chairperson of that meeting or the next meeting and entered in the minutes book. Signature authenticates the record and gives it evidentiary value; destroying, prematurely filing or leaving unsigned typed minutes is improper.

  1. AThe minutes should be signed by the chairperson of that meeting or of the next meeting and then entered in the minutes bookCorrect
  2. BThe minutes should be destroyed once members confirm by phone
  3. CThe minutes should be filed with the Registrar before they are signed
  4. DThe minutes need no signature as long as they are typed

Explanation

Minutes are recorded in a bound minutes book and authenticated by the signature of the chairperson, either of that meeting or of the next one, after members have had a chance to comment. Destroying or filing them unsigned defeats their evidentiary value. Typing alone is not authentication.

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