A board committee submits minutes without its delegation terms: assemble the authority file

Retrieve the board's delegation terms before using committee minutes as evidence of authority for a proposed action. Establish which body met, who participated and whether the matter needs a further board decision.

Locate the committee's mandate

Ask for the board resolution establishing the committee, its terms of reference and any later amendments. Keep the membership and appointment records with the meeting file. Identify the subject, financial limits, reporting duties and conditions stated in the actual delegation.

A committee name in a minute heading does not establish the extent of its powers. Ask the secretary to check the constitution and applicable requirements, and refer uncertain authority to the appropriate adviser.

Match the minutes to the delegated task

For example, a committee was asked to evaluate software bids and recommend a provider. Its minutes record a preferred vendor. Before staff sign the contract, establish whether the board delegated contracting authority or required the recommendation to return for approval. Preserve the recommendation and the later decision as separate records where applicable.

Check whether the mandate was current at the meeting date and whether any stated condition remained outstanding. Avoid filling gaps by assuming that a previous committee operated on identical terms.

Complete the authority file

Keep the mandate, membership, papers, minutes and any board response linked together. Give the implementation owner the reviewed authority reference and any limits that need attention. If the action has already been taken, record that fact and escalate the missing evidence promptly. Review the committee register or index when the board changes its membership or terms so future records can be traced to the correct mandate.

Related practical guidance

For the surrounding records and responsibilities, see maintaining statutory records, the company secretary role, company recordkeeping.

Official guidance: ACRA company guidance.

Help with your company records

For corporate secretarial and company administration support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.