# Minute Books — Maintenance, Signing & Postal Ballot
## Separate Minute Books
Distinct minute books must be maintained for each type of meeting:
- Board Meetings (BM)
- General Meetings (AGM/EGM)
- Committee Meetings
- Meetings of Creditors
- Postal Ballot resolutions (recorded in minutes of general meeting at which it is deemed to have been passed)
## Postal Ballot — Special Recording Requirements
For resolutions passed by postal ballot, minutes shall include:
1. The resolution proposed
2. The result of voting
3. Summary of the Scrutinizer's Report
## Signing of Minutes
| Page | Requirement |
|---|---|
| Each page | Initialled or signed |
| Last page of the record | Dated and signed |
## Who Signs the Minutes?
| Type of Meeting | Signed By | Timeline |
|---|---|---|
| Board Meeting / Committee Meeting | Chairperson of the SAME meeting OR Chairperson of the NEXT meeting | — |
| General Meeting (AGM/EGM) | Chairperson of the SAME meeting; in event of death/inability — by a director duly authorised by the Board | Within 30 days of the meeting |
| Postal Ballot | Chairperson of the Board (in event of his death/inability — by a director duly authorised by the Board) | Within 30 days |
## Custody & Preservation
- Custody: With the Company Secretary or any director authorised by the Board.
- Preservation: Minute books of General Meetings shall be preserved PERMANENTLY and kept in the custody of the CS / authorised person.
- Place of keeping: Registered Office (or such other place as Board may decide for BM/Committee — but General Meeting minutes at RO).