How to Write Minutes of Meeting for CAC Registration

Introduction

In this post, we’ll guide you through the steps to write an effective minutes of meeting to meet CAC registration requirements for a church, mosque or NGO.

Creating accurate and detailed minutes of meetings is crucial for registering your organization—whether it’s a church, mosque, or NGO—with the Corporate Affairs Commission (CAC). This document serves as an official record of discussions, decisions, and actions taken during a meeting, ensuring compliance for CAC registration.

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Step-by-Step Guide on How to Write Minutes of Meeting for CAC Registration

The minutes of a meeting should be clear, structured, and detailed. Here’s a step-by-step guide to help you draft the minutes:

1. Organizational Letterhead

Your minutes of meeting should be on your organization’s letterhead. This includes the organization’s name, logo, address, and contact details. This formality lends credibility and ensures that your document is properly identified.

2. Heading and Date

Clearly state the purpose of the meeting, the date, and other relevant information.

Example:

Minutes of Meeting of [Organization Name] Held on [Date] Where the Trustees Were Appointed and the Special Clause Rules “Appendix A” Was Adopted into the Constitution

3. Attendance

List all members in attendance, ensuring that names are accurately recorded.

Example:

Members in Attendance

• [Name 1]
• [Name 2]
• [Name 3]
• [Name 4]

4. Opening

Record the opening of the meeting, including who declared it open and any introductory remarks.

Example:

Opening: The meeting was declared open at [Time] by the chairman [Name]. He welcomed all members present and briefed them on the importance of the day’s meeting.

5. Reading of Previous Minutes

Document the reading of the previous minutes, including who read them and any motions for adoption.

6. Matters Arising

Detail any matters arising from the previous minutes and the discussions or decisions made regarding them.

7. Voting Pattern

Record the voting pattern and results for any decisions made.

8. Annual General Meeting Provisions

Detail the provisions for the Annual General Meeting (AGM), including the quorum and member rights. Example

Members’ Rights at AGM:

Members (including trustees)

—are entitled to attend and vote at the AGM.

—can cast their votes by a physical ballot, postal ballot, or through e-voting.

—can appoint proxies to attend an AGM and vote on their behalf.

The proxy should be appointed in writing, and the proxy form should be signed by the member.

9. Minutes of AGM

Specify how the minutes of the AGM will be recorded and reported.

10. Adoption of Special Clause

Record the adoption of any special clauses into the constitution.

11. Adjournment

Record the adjournment of the meeting, including any closing remarks or prayers.

12. Signatures:

The minutes should be signed by the Principal Officers

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Additional Requirements to write Minutes of Meeting for CAC Registration

As part of the CAC registration process, an application letter must accompany the minutes of the meeting. This letter should be written on the organization’s letterhead and include:

Example of Application Letter

1. The organization’s contact details.
2. The date of the application.
3. The address of the Corporate Affairs Commission (CAC).
4. A formal request for the registration of the organization under the relevant section of the Companies and Allied Matters Act (CAMA).
5. A list of the documents enclosed with the application, such as:
   • Duly approved name search.
   • Two newspaper publications (one national and one local).
   • Bio-data of each trustee.
   • Duly completed set of forms and photocopies of the same.
   • Copies of relevant minutes of the meeting where the trustees were appointed and the special clause was adopted.
6. A closing statement thanking the CAC for their cooperation.
7. The signature of the Secretary, along with their name and the name of the organization.

How to Write the Application Letter:

1. Header: Start with your organization’s letterhead, including the name, address, and contact details.
2. Date: Below the letterhead, add the date of the application.
3. Recipient: Address the letter to the Registrar-General, Corporate Affairs Commission, with the full address of the CAC office.
4. Subject Line: Write a clear subject line indicating the purpose of the letter, for example, “Application for the Registration of [Organization Name] Under Part C of the Companies and Allied Matters Act No. 1 of 1990.”
5. Body: The body of the letter should include
   • Introduction:
   • Documents:
   • Closing:

Conclusion

Creating comprehensive and clear minutes of meeting is essential and mandatory for the effective registration and governance of your church, mosque, or NGO with CAC. Follow the structured steps outlined in this guide to ensure all necessary aspects are covered. For a ready-made template or further assistance, feel free to contact us.

Get a pre-made MINUTES of MEETING TEMPLATE for registering your church, mosque, or NGO with CAC.

Chat with us NOW. Cost: 10K

Frequently Asked Questions on How to Write Minutes of Meeting for CAC Registration

Why do we need to include the organizational letterhead in the minutes of meeting?

Including the organizational letterhead provides formal identification and credibility, ensuring that the document is recognized as official.

What should be included in the opening section of the minutes?

The opening section should record who declared the meeting open, any introductory remarks, and a brief overview of the meeting’s purpose.

How should the voting pattern be documented?

Document the names of the individuals, the number of votes for and against, and the final decision or remark on each appointment or resolution.

What provisions should be detailed for the Annual General Meeting (AGM)?

Detail the schedule, notice period, method of notification, quorum requirements, member rights, and the process for recording and reporting the AGM minutes.

How is the adoption of special clauses handled in the minutes?

Record the reading, explanation, and unanimous adoption of the special clause, ensuring it is noted as part of the constitution.

Is Application letter part of the Minutes?

As part of the CAC registration process, an application letter must accompany the minutes of the meeting. This letter should be written on the organization’s letterhead as well.

 

Get a pre-made MINUTES of MEETING TEMPLATE for registering your church, mosque, or NGO with CAC.

Chat with us NOW. Cost: 10K

Another  mandatory writeup requirements for registering your church, mosque, or NGO with CAC is the Constitution. Learn how to write an effective constitution for the registration church, mosque, or NGO with CAC