This document is a template for board minutes of meetings of directors to approve a preliminary expense paid / reimbursed by the company. It is resolved that the amount of preliminary expenses and other expenditures incurred is approved, and a director is hereby authorised to reimburse the preliminary expenses.
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The 'Board Minutes of Meeting of Directors' document is an important record of the discussions and decisions made during a meeting of the board of directors of a company. It serves as a legal document that provides evidence of the proceedings and actions taken by the board. The document begins with the title 'Board Minutes of Meeting of Directors' followed by the company's account job company account company reg no. The date, time, and place of the meeting are also mentioned.
The document includes a list of attendees, including the chairperson, directors, secretary, and any other individuals present at the meeting. Apologies from absentees are also noted.
The chairperson's notes highlight important aspects of the meeting. It is mentioned that due notice of the meeting had been given to all directors in accordance with the company's memorandum and articles of association. The presence of a quorum is also confirmed.
If technology was used for the meeting, it is mentioned that all directors had consented to hold the meeting using technology. The document also includes a section for directors to declare any interests they may have in accordance with the company's memorandum and articles of association.
The document then proceeds to outline the discussions and resolutions made during the meeting. In this particular document, there are three main sections:
1. Preliminary Expenses: It is proposed that the company incurs certain preliminary expenses for a specific purpose. The resolution is made to approve the preliminary expenses and authorize reimbursement by a specific director.
2. Resolutions: This section lists the specific resolutions made during the meeting. It includes approving a currency amount against preliminary expenses and authorizing a director to reimburse those expenses. It also ratifies and confirms any actions taken by officers of the company prior to the adoption of these resolutions.
3. Closing of Meeting: The chairperson declares the meeting closed as there is no further business to discuss.
The document ends with spaces for signatures of the chairperson and directors, indicating their agreement with the contents of the minutes.
Overall, the 'Board Minutes of Meeting of Directors' document is crucial for maintaining an accurate record of board meetings and ensuring compliance with legal requirements.
Guidance for using the 'Board Minutes of Meeting of Directors' document:
1. Provide information: Fill in the relevant details at the beginning of the document, including the company's account job company account company reg no, date, time, and place of the meeting. This ensures accurate identification and documentation.
2. Attendees: List the names and capacities of all individuals present at the meeting, including the chairperson, directors, secretary, and any other attendees. Also, mention the names of absentees who have sent apologies.
3. Notice and Quorum: Confirm that due notice of the meeting has been given to all directors in accordance with the company's memorandum and articles of association. Ensure that a quorum is present for the meeting.
4. Use of Technology (if applicable): If the meeting is held using technology, ensure that all directors have consented to this method and that no one has withdrawn consent within a reasonable period before the meeting.
5. Directors' Interests (if applicable): If any directors have declared interests in accordance with the company's memorandum and articles of association, ensure that these interests are properly recorded and tabled during the meeting. If directors with material personal interests are present, ensure they comply with the company's rules and do not participate in discussions or voting on related matters.
6. Preliminary Expenses: If there are any preliminary expenses to be incurred by the company, propose and approve them during the meeting. Clearly state the purpose of these expenses and authorize a specific director to reimburse them.
7. Resolutions: Record all resolutions made during the meeting, including approving currency amounts against preliminary expenses and ratifying any actions taken by officers prior to the adoption of these resolutions.
8. Closing of Meeting: Once all business has been discussed, declare the meeting closed.
9. Signatures: Ensure that the chairperson and all directors sign the document as a correct record of the meeting. Provide enough signing spaces for each director.
By following these steps, you can effectively use the 'Board Minutes of Meeting of Directors' document to accurately record and document the proceedings and decisions made during board meetings.