Company Secretary

Basically, the responsiblities of a company secretary in a private limited company is an administrative assistant to company directors. Under the Companies Ordinance, every limited company must have a company secretary. A company secretary must maintain the statutory records such as Board Minutes, Company's Registers and preparing the statutory forms relating to any changes of the Company or its officer. Every private limited company shall in each year hold an annual general meeting and not more than 15 months and the Company shall hold its first AGM within 18 months of its incorporation. If your company is a private limited company, there is no necessary to file the relevant Board Minutes/Resolutions to Companies Registry. Only special resolutions should be filed to Companies Registry such as change of company's name. If your company is public/listed company, you are required to file the Annual Return together with the certified true copy of audit accounts by the directors or Original duly signed audits accounts to Companies Registry in each financial year.
The procedures of AGM, on completion of the aduit of the company's financial statements determine the profit available for the distribution and draft the directors' report. The director must convence and hold a board meeting to approve suhc statements and deteremine the ordinary businessess at the meeting and then despatch a notice of the AGM and the audtied accounts to the shareholders not less than 21 clear days before the AGM. At the end, a company secretary wrtie down the Board Minutes of AGM.

The usual duties of a company secretary are to ensure the company compiles with the requirements as stated in the Companies Ordinance, causing the minutes of the meeting of directors, shareholders, share register and register of charges be maintained in the company's statutory book.
If there is a change in director, company secretary, special forms must be filed with the companies Registry within a time limit. Moreover, the company has to file its annual return with the Companies Registry and not the Minutes of Meetings as mentioned by you