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It is possible to generate Minutes and Resolutions for a multitude of different events.
To create minutes or resolutions, go to Edit | Meetings. The Meetings screen is displayed showing a list of all meetings created in IRIS for this company. Click New to create a new meeting. Close exits out of this option to the main Company Secretarial screen.
When creating a new meeting or viewing an existing one there are four tabs available, which are explained in more detail below.
Click on the relevant option to view the topic:
This tab is used to setup basic elements of the meeting, such as the type, date, time of the meeting and any other business that to be included in the minutes.
Type of meeting - there is a choice out of four different types of meeting that can be created in Company Secretarial:
AGM (Annual General Meeting),
EGM (Extraordinary Meeting),
Board (Meeting of the Board of Directors) and
Class for. A class meeting for a specified share type. If entering a class meeting select the downward arrow on the right hand side in order to identify which share type the meeting is regarding. If the relevant share type does not exist on the list it can be entered by going to Edit | Share Register, Share Types tab then click New.
The Type of meeting, Date of meeting and Time of meeting appear at the top of the minutes report.
Brief description is automatically completed but can be altered if required. Text for ‘any other business’ in minutes is the last paragraph to appear in every set of minutes produced. This text can be altered if required. Held at is to identify the address of where the meeting was held and will appear as part of the heading to the minutes. There are 3 options, use the Registered office, use the Main address or choose Elsewhere and manually enter the address details by clicking Specify.
The final three tick boxes are for personal preference on how certain information appears on the minutes.
Print full address of registered office - when selected shows the full detail of the address, when deselected the wording that appears on the minutes is Registered office.
Print full names of attendees - when selected shows the full forename and surname of each person, when deselected shows the attendees initial and full surname.
Print agents name with staff attendees - when selected shows the agents name after any staff members name, when deselected shows only the staff name.
This tab is used to generate the resolutions of the meeting. It is possible to create new resolutions (standard or new) and to delete or print resolutions created within this screen.
New, is used to enter either a Standard resolution or One new resolution. Standard resolution – this inserts standard wording issued by IRIS with the automatic insertion of detail changed and logged within IRIS. One new resolution – inserts a blank resolution where text needs to be entered into the Description, Heading and Text fields. The Type field is only necessary for using the Print option.
Delete, this is used to remove the selected resolution from the meeting. Confirmation will be asked, click OK to continue with the deletion or click Abandon to return to the resolutions tab without making any change.
Move, is used
to alter the sequence in which the resolutions appear on the screen
and on the minutes report.
Highlight the resolution to be moved and click Move.
The following options are available:
- Move to top
- Move to bottom
- Move up one
- Move down one
Print, is used to produce a printed copy of a resolution to be filed with Companies House. Click Print to show a list of all resolutions associated with this meeting, select the items to be printed on separate pages and click OK, click Cancel to return to the Resolutions tab. The resolutions are generated using Microsoft word.
Right-mouse click on a highlighted resolution also accesses the first three options listed above.
To apply any of the standard resolutions within a meeting, go to Edit | Meetings, highlight the relevant meeting and click View or click New if the relevant meeting does not yet exist. Select the Resolutions tab and click New | Standard resolutions.
The next screen lists all the Standard resolutions, some standard resolutions will appear on the right hand side of the screen, this is because IRIS recognises that a related change has been made to the database and has not yet been referred to within any meeting. If reference to this particular event is not needed, highlight the item on the right and click delete. The resolution will then be made available on the left hand side of the screen.
The resolutions pick up information specific to the client some of the necessary information may need to be entered through on screen options.
Therefore there are two types of standard resolutions:
resolutions that allow the selection of an event which includes all necessary information i.e directors appointment or share issue
resolutions that bring up a screen to enter the required information to complete the standard wording i.e letter of representations opens a separate screen to insert the persons name that has signed the letter.
Please click here for a list of the standard resolutions available through Company Secretarial.
To enter the Attendees of the meeting, click New. This gives the option to identify those present at this meeting.
The options are:
All directors - includes all current directors associated with this client;
Company Secretary - includes all current secretaries associated with this client;
Shareholders - includes all current members entered into the Share Register;
Client - any client in the IRIS database can be selected;
Staff member - any staff member in the IRIS database can be selected;
Other person - allows selection of any individual entered on the non-client database;
Plain text - this can be used to insert any person not included on the IRIS database.
It is possible to make the selected individuals to be specified as In attendance only. By selecting this option the individuals name will appear on the minutes under the heading In attendance. If this option is not selected and the named individuals remain ticked, they will appear on the minutes under the heading Present. If the individuals listed above are not ticked, their names will appear on the minutes under the heading Apologies for absence.
Once the attendees have been entered, it is necessary to appoint a Chairman. Highlight the person that is chairman on the list and click Chairman. This will be identified next to their name and will show them as Chairman on the minutes and resolutions. Only one person can be allocated the Chairman of the meeting.
Once all of the details have been completed, select the Minuted tab.
This tab lists events that are associated with the selected meeting. The information here is updated automatically through the use of standard resolutions, that is, if a director is appointed and the standard resolution is used then the event of the director being appointed is associated with this meeting. The purpose of this screen is to maintain a record of events that have occurred within the company that may need referring to within the minutes.
There are three options available on this screen:
Add link, if an event is referred to in these minutes using non-standard IRIS wording then the event can be associated with this meeting. Clicking Add link shows a list of all logged events that are not yet associated with a meeting, tick the items that are to be associated with this meeting and click OK, click Cancel to exit from this screen without making any changes.
Remove link, if an event is listed on this screen that should not be associated with this meeting, highlight the item and click Remove link.
View event, highlight an event that is listed on this screen and click View event in order to see specific details of this event.
A right-mouse click on a link/event will give the following options:
New, same as Add link;
Delete, same as Remove link; and
View, same as View event.
Regardless of which tab is selected in the meetings screen there are five options at the bottom of the screen as follows:
Prev, to see the details of the previous meeting.
Close, to exit the details of the meeting and return to a full list of all meetings recorded against the client.
Update/Insert, to save details entered against the meeting.
Minutes, to generate a report including the details entered on the above tabs
Delete, to remove all record of this meeting from Company Secretarial
Next, to see the details of the next meeting.