Under the Companies Acts, a number of general duties are enforced upon the Directors and Secretary of a company. Compliance with the Acts and the numerous resulting duties can be a huge administrative burden on any Director or Secretary. Duties range from the maintenance of the Register of Members and Register of Directors and Secretaries, to the filing of various returns to the Companies and Intellectual Property Commission.
Your failure to carry out these duties correctly and within the strict time limits can result in severe penalties for you as a Director.
Outsourcing your company secretarial administration offers a solution to this burden and brings many benefits. It also allows you to focus your efforts on the important part of your role, developing your business, safe in the knowledge that all statutory obligations are being met.
We offer various packages and will tailor our service to cater for the needs of your individual company or groups of companies.
Company formation
We are able to incorporate various types of legal entities and can advise on the suitability on each:
- Private Company
- Public Company
- Personal Liability Company
- Non-Profit Company
We will attend to all relevant incorporation formalities and provide a company tailor made to your requirements of name and operating powers.
Maintenance of statutory records
This is one of the most important administrative tasks required by the Companies Acts and cannot be done properly without prompt and careful attention to detail and a sound grasp of the legal requirements. Our staff can maintain the Statutory Registers of your company using our dedicated software. These include:
- Register of Members
- Register of Directors and Secretaries
- Register of Directors’ Interests
We can also maintain your other Statutory Registers required by law, including:
- Minutes of General Meetings
- Minutes of Directors Meetings
Statutory filing requirements
Once a year all companies are required to deliver to CIPC an annual return in the prescribed form, as a snapshot of information about your Company, its officers and members. We can prepare this statutory document for your approval and arrange its filing with the Registrar of Companies together with other statutory documents including:
- Change in Registered Office
- Change in Directors and Secretary
Meetings and minutes
Generally every company must hold one Annual General Meeting (AGM) in each calendar year. Your company’s first AGM must be held within 18 months of incorporation and each subsequent AGM must be held within 15 months of the last. We can prepare the relevant statutory notices and minutes.
Assistance with special projects
We also provide assistance with other company secretarial projects, often involving very stringent and complicated compliance procedures. We are used to working with other professionals such as tax advisors, corporate financiers and solicitors so we understand the need for being flexible in the way we operate. We prepare all minutes, notices, resolutions, forms and share certificates as appropriate and file documents with the CIPC where necessary. Such services include:
- Allotment and Transfer of shares
- Increase in authorised share capital, creation of new share classes
- Subdivision, consolidation or re-designation of share capital
- Bonus or Capitalisation issues
- Drafting and re-drafting the Memorandum of Incorporation
- Company purchase of own shares, Redemption of shares
- Intra group share transfers and applications of stamp duty relief
- Dividend minutes
- Preparation of Dormant Accounts
- Change of company name
- Company searches in SA.
