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Company secretarial services - maintaining statutory books

 

The laws require all companies to update and maintain their statutory registers and books. It is usually the company secretary's responsibility to ensure the statutory books are updated and they are to be kept at the registered office or the single alternative inspection location (sail) designated by the directors and available for inspection by shareholders free of charge. Shareholders have a right to inspect the registers and books during each business day.

The recent changes to Companies Act to abolish the legal requirement to appoint a company secretary in a limited company have transferred this responsibility to the directors.

The effort of keeping up the statutory books of a limited company can be a major undertaking even with the latest computer technology.

The statutory books comprise of the following registers and these registers are to be kept at the Company’s registered office or sail address. The statutory books can be bound or loose leaf but precautions should be taken against falsification.

  • The register of members
  • The register of debenture holders
  • The register of directors and secretaries
  • The register of Directors’ interests in shares and debentures
  • The register of interests of shares in a public company
  • The register of charges
  • The minutes of meetings
  • Service  contracts of directors
  • Accounting records

Some of the documents such as charges and appointments or resignation of directors and company secretary are available to public for download from Companies House at a small fee.

There are default fines for non-compliance with the Companies Act.

Concise Accountancy - Making company legal administration simple for businesses

 
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