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Role and Duties of the Company Secretary in Singapore

The Company Secretary arranges meetings (including AGMs) and keeps official records about the process and decisions of the group, such as the minutes of the meeting. This could include keeping records about correspondence.

Below are the duties of the Secretary in relation to the Board of Directors meetings and Shareholders meetings before, during, and after the meeting.

Before the Meeting, duties of the Company Secretary:

Before a meeting can be called off, there are many things the secretary must know. Most of these things can easily be uncovered by asking the person responsible for the meeting.

Draft the notice concerning the meeting, in consultation with the chairman, and issue at the appropriate time.

An Admit Card can be issued to members together with the notice to prevent an unauthorized person from attending the general meetings of shareholders. To ensure that Admit Cards are printed on time, the Secretary must make sure they are sent to members with the notice.

In Singapore, you can find various renowned companies like W.L.P Group that offer business secretarial services to manage all such duties.

If it's the Board of Directors meeting, your secretary should prepare an agenda according to the instructions of the chairman. However, if it's the general meeting, he will draft the agenda according to the Board's instructions and in consultation with the chairman. Other people may have the right to add items.

The secretary plays a key role in making sure the agenda is not overloaded. This may involve discussing with the chairman and other members what can be put off for a later meeting and what could best be covered in a written report.

He should be able to identify which type of minutes or notes are needed (a) Formal minutes that list who said what or (b) Short Notes that record the actions being taken.

He should be able to determine the timeframe for the production and distribution of minutes or notes after the meeting.

He should be familiar with the procedure for clearing notes for publication. (a) Some chairmen prefer to approve the notes minutes before they are sent. (b) Other people prefer that they be distributed to multiple key attendees simultaneously.