Duties and Responsibilities of the Company Secretary During Board and Committee Meetings
i. Ensure the required quorum is present before commencement of the meeting;
ii. Prepare and circulate the Notice and Agenda of Meeting to all members;
iii. Coordinate and compile meeting papers from the respective divisions/departments at least seven (7) days prior to the meeting;
iv. Review meeting papers to ensure completeness, accuracy, and compliance with governance requirements;
v. Advise the Chairman and Board members on governance procedures, regulatory requirements, and provisions under the Constitution and Companies Act 2016;
vi. Attend all Board and Committee meetings;
vii. Record accurate deliberations, decisions, and resolutions during the meeting;
viii. Prepare and draft the Minutes of Meeting within three (3) to seven (7) days after the meeting;
ix. Circulate draft Minutes of Meeting to the Chairman and relevant members for review and confirmation;
x. Maintain proper statutory and meeting records of the Company;
xi. Monitor follow-up actions and implementation of decisions/resolutions made by the Board or Committees;
xii. Coordinate meeting logistics, venue arrangements, attendance confirmations, and meeting documentation;
xiii. Ensure confidentiality and proper safekeeping of Board papers and sensitive information; and xiv. Facilitate communication between the Board of Directors, Management, regulators, and relevant stakeholders.
Kindly fill in the attached form and submit it to mima@mima.gov.my together with your Company Profile.