Other than regular board meetings, a company may establish subcommittees to carry out special tasks such as audit and compensation.
- The chairman of the Board of directors calls for the sub-committee meeting to discuss specific issues relating to the company’s operation.
- The company secretary then prepare the meeting agenda, board minute or other related documents to be presented before or a the sub-committee meeting.
- Notices to be sent out to notify each committee member, director, legal counsel or auditor to be present at the board meeting.
- The company secretary keeps track of who is coming to the meeting or who is going to be attending the meeting online.
- Conduct the sub-committee meeting at designated time and follow through the agenda.
- Call for vote when necessary.
- Close the meeting.
- Draw up the final minute and present it to the Board
- Save all forms of communications on file.