It's not mandatory,but for a smoother Board Meeting presence of Comapny Secretary is recommended. Under Robert's Rules, anyone is absent (like the president or the secretary) does NOT sign any inmeeting document.Private limited companies are not legally required to appoint a company secretary. Corporations are required to prepare and maintain records containing minutes of meetings and resolutions of directors (CBCA 20(2), OBCA 140(2)(b)). Learn how to master the basics of managing board meetings as a secretary. This guide covers legal compliance, digital tools, and more. Yes. Certificates of formation can be filed online through SOSDirect 24 hours a day, 7 days a week. Enjoying my fresh brew, I am thankful to no longer have my hourlong commute. Company secretaries must have at least some knowledge of corporate law, finance, governance and strategy to successfully run board meetings. Gary Womersley (GW) Company Secretary.