DUTIES OF CORPORATE SECRETARY DURING VIDEO CONFERENCING

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Published — February 4, 2021 

The following post does not create a lawyer-client relationship between Alburo Alburo and Associates Law Offices (or any of its lawyers) and the reader. It is still best for you to engage the services of your own lawyer to address your legal concerns, if any.

Also, the matters contained in the following were written in accordance with the law, rules, and jurisprudence prevailing at the time of writing and posting, and do not include any future developments on the subject matter under discussion.

Read also: STOCKHOLDERS OR MEMBERS MEETING THRU TELECONFERENCING

• The Corporate Secretary shall ensure that the attendees are able to hear and see the other participants clearly.

• The Corporate Secretary shall ensure to safe-keep and perpetuate in updated data storage equipment.

• The Corporate Secretary shall require those who attended the meeting through remote communication, to sign the minutes of the meeting whenever the act of signing is practicable.

Revised Corporation Code of the Philippines authorizes directors or trustees who cannot physically attend or vote at board meetings to participate and vote through remote communication.

During a video conference, what is expected for a Corporate Secretary to do?

SEC MEMORANDUM CIRCULAR NO. 6 Series of 2020 provides that:

 The Corporate Secretary shall also assume the following responsibilities:

1. Ensure that suitable equipment and facilities are available for the conduct of meeting by remote communication (i.e. reliable internet connection, high bandwidth availability capable of supporting numerous simultaneous connections, etc.);
2. Ensure that the attendees are able to hear and see the other participants clearly during the course of the meeting and that attendees should be able to communicate and understood by the other party;
3. Ensure that the visual and audio recordings of the meeting are secured;
4. Ensure that the visual and audio recordings of the election/meeting are current and on-going and that there is no stoppage or interruption. Should an interruption or stoppage occur, the recording shall restart from the point where it was stopped or interrupted with proper statement of points in time;
5. Ensure to safe-keep and perpetuate in updated data storage equipment or facility the visual and audio recordings; and
6. Require those who attended the meeting through remote communication, to sign the minutes of the meeting whenever the act of signing is practicable, on a reasonable time after the meeting.

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Alburo Alburo and Associates Law Offices specializes in business law and labor law consulting. For inquiries, you may reach us at info@alburolaw.com, or dial us at (02)7745-4391/0917-5772207.

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