1. Scope of “corporate housekeeping”
    The term “corporate housekeeping” refers to the multitude of services that a corporate secretary has to do and that lawyer, law firm, or law department in a corporation regularly performs for a corporate client or a corporate employer. It is very important that board directors and the owners of corporations know and understand this function.

    Generally, these services include the following:

    1.1 Performance of corporate secretarial services;
    1.2 Drafting and review of contracts and other documents in the ordinary course of the corporation’s business such as leases, deeds of sale, etc.
    1.3 Rendering legal advice and opinions on matters related to or connected with the business of the corporation;
    1.4 Representation of the corporation before the Securities and Exchange Commission and other national and local government offices and agencies; and
    1.5 Provision of notarial services

    It may include, particularly in the case of corporate law departments, special corporate projects, tax, intellectual property, and immigration work.

2. Corporate secretarial services

    2.1 The position of Corporate Secretary

          2.1.1 Requirements
                   (a) Statutory qualifications
                   (b) Personal attributes
          2.1.2 Powers, duties, and responsibilities
                   (a) Under the law
                   (b) Under the by-laws
                   (c) Under corporate resolutions

    2.2 Preparing for corporate meetings

          2.2.1 Notices
          2.2.2 Proxies
          2.2.3 Agenda
          2.2.4 When to come
          2.2.5 What to bring
          2.2.6 What to wear
          2.2.7 Where to seat

    2.3 Recording the minutes of meetings

          2.3.1 Actual meetings
          2.3.2 Paper meetings
          2.3.3 Flying resolutions

    2.4 Preparing the minutes of meetings

          2.4.1 Time, place and date
          2.4.2 Attendance
          2.4.3 Presiding and recording officers
          2.4.4 Certification of quorum
          2.4.5 Use of heading
          2.4.6 Resolutions

    2.5 Signing and distributing copies of the minutes
    2.6 Certifications by the Corporate Secretary
    2.7 Compliance with government reportorial requirements
    2.8 Services related to the preparation of the client’s annual audited financial statements

3. Advice and opinions

    3.1 The query
    3.2 The reply
    3.3 The form

4. Drafting and review of contracts

    4.1 General considerations
    4.2 Drafting contracts
    4.3 Reviewing contracts

5. Representation before government offices

6. Notarial services

7. Special corporate projects

    7.1 Equity financing and the problem of dilution

          7.1.1 Stock dividends
          7.1.2 Additional issuance of shares out of the authorized but unsubscribed portion of the capital stock
          7.1.3 Additional paid-in capital

    7.2 Equity restructuring and the elimination of deficits

8. Tax

9. Intellectual property

10. Immigration


The Corporate Secretary of a Reporting Company

I. Preliminary Matter -- Coverage

    A. Registered Company
    B. Public Company (SEC Cir 5 S.2005)
    C. Listed Company
    D. Exceptions: 17-EX

II. The Corporate Secretary: Qualifications and Functions

    A. In General

          1. Statutory Provisions
          2. SEC Issuances

    B. Specific Roles vis-à-vis Reporting Companies

          1. Monitoring of corporate actions/Reporting obligations

              a. The Corporate Secretary as Compliance Officer/CIO

                  i. Must be aware of all corporate activities.
                  ii. Advise listed company of disclosure/reporting obligations relative to significant corporate activities.
                  iii. Ensure compliance with disclosure/reporting obligations.

              b. Disclosure/Regular Reporting Obligations

                  i. Who are covered?

                      aa. Listed company
                      bb. Directors and Officers of listed company

                  ii. Events requiring prompt and immediate disclosure by the listed company

                      aa. Under the SRC Rules [SEC Form 17-C]
                            (1) changes in control
                            (2) acquisition/disposition of assets
                            (3) change in certifying accountant
                            (4) resignation/removal/election of directors or officers
                            (5) legal proceedings
                            (6) changes in securities
                            (7) defaults upon senior securities
                            (8) change in fiscal year
                            (9) other events

                      bb. Under the PSE Revised Disclosure Rules
                            (1) changes in control
                            (2) filing of legal proceedings
                            (3) changes in corporate purpose
                            (4) resignation/removal of directors, officers, or senior management
                            (5) decisions to carry out extra-ordinary investments
                            (6) Material Information
                            (7) Clarification of News Reports
                            (8) Websites, Others

                  iii. Periodic Reports

                      aa. Monthly Reports
                            (1) Statement of Changes in beneficial ownership on SEC Form 23-B
                            (2) Monthly Report on number of shareholders
                            (3) Monthly Report on foreign ownership

                      bb. Quarterly Reports
                            (1) Quarterly Financial Report on SEC Form 17-Q
                            (2) Quarterly Submission of List of Top 100 Shareholders

                      cc. Annual Reports
                            (1) Annual Certification on extent of compliance with Manual on Corporate Governance
                            (2) Annual Certification as to attendance of directors in Board meetings
                            (3) Annual Report on SEC Form 17-A
                            (4) General Information Sheet
                            (5) Audited Financial Statements

                  iv. Other Non-Recurring Reports

                      aa. Initial Beneficial Ownership Report on SEC Form 23-A
                      bb. Report of 5% Beneficial Ownership on SEC Form 18-A or 18-AS
                      cc. Information Statement on SEC Form 20-IS
                      dd. Notice of Inability to file Annual or Quarterly Report
                      ee. Submission of list of stockholders entitled to notice and vote at a stockholders’ meeting
                      ff. Tender Offer Notice
                      gg. Notice of Exemption (Exempt Securities/Transactions)
                      hh. Dividend Declarations

          2. Monitoring Compliance with other Legal Requirements

              a. Qualifications/Disqualifications of Directors (SRC Rule 38/ Code of Corp Governance)

                  i. Regular Directors
                  ii. Independent Directors

              b. Attendance in Corporate Governance Seminars

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GET AS MUCH AS 15% DISCOUNT! AVAIL OF ANY OR ALL OF THE FOLLOWING:

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