COMPANY SECRETARIAL SERVICES

    1. Company Secretariat Function

A fully outsourced company secretariat is possible and results in an independent and unbiased handling of secretariat matters according to organisational needs and set service delivery standards. By outsourcing the secretariat function increased efficiencies and the reduction of risk and operating costs can be expected. High levels of good corporate governance and best practice can be applied within the organisation.

The secretariat role differs from company to company due to a number of factors. Capella Consulting Services (Pty) Ltd has served JSE listed companies, public and private companies, state owned companies and non-profit companies. Because of this experience, a tailored offering can be developed for any organisation.

    1. Specific functions

An organisation may not require a complete company secretarial service but may require assistance with specific tasks. As such the following services are offered on an ad hoc, high availability basis with competitive pricing:

– Minute taking

Accurate minutes of meetings are essential for board and committee meetings. Minutes serve as a tool to record the attendance of meetings, what was dealt with during a meeting, all action items, timelines and deadlines. Accurate minutes assist with improving good governance within organisations and drive accountability.

It is often said that he who drafts the minutes determines the truth.

– Statutory compliance

Statutory compliance is a broad term and is made up of a number of items which ensure that organisations remain compliant such as the submission of statutory returns and compliance with provisions of legislation. The compliance needs of each organisation can be identified and addressed accordingly.

– Statutory transactions

Specific transactions such as the registration of new companies, amendments to company information, the appointment or resignation of directors and share transactions can be provided as required. It is essential that the statutory records are complete and current at all times and any changes should be made according to specific legislated timelines to ensure compliance.

– Statutory audits

Audits provide assurance and indicate the level of compliance achieved. Statutory audits can be internal within an organisation or may be conducted externally when necessary, an example would be to perform a statutory audit as part of the due diligence process prior to an acquisition of another company to identify the level of compliance.

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