Order Of Meeting Minutes are essential governance documents in New Zealand's corporate and organizational landscape. These documents serve as the official record of organizational meetings, whether for corporate boards, committees, or general meetings, and must comply with New Zealand's Companies Act 1993 and related legislation. The minutes document key information including attendance, discussions, decisions, and voting outcomes, providing legal protection and historical reference for the organization. They are particularly crucial for demonstrating compliance with statutory requirements, organizational constitutions, and proper decision-making processes. Order Of Meeting Minutes must be maintained as part of the organization's official records and may be required for audit purposes, legal proceedings, or regulatory compliance.
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1. Meeting Details: Basic information including organization name, type of meeting (regular/special/AGM), date, time, and location
2. Attendance: List of attendees, apologies, and observers, including names and roles
3. Quorum: Confirmation that quorum requirements were met as per organization's constitution
4. Previous Minutes: Confirmation of previous meeting minutes' accuracy and any amendments
5. Matters Arising: Discussion of action items from previous meeting
6. Reports: Summary of reports presented (e.g., financial, operational, committee reports)
7. Decisions and Resolutions: Record of all formal decisions made, including mover, seconder, and voting results
8. Other Business: Discussion of items not covered in other sections
9. Next Meeting: Date, time, and location of next scheduled meeting
10. Meeting Closure: Time of meeting closure and signature block for chairperson
1. In-Committee Items: Confidential matters discussed with restricted circulation
2. Electronic Participation: Details of members participating via video/teleconference, required when remote attendance occurs
3. Conflicts of Interest: Declaration of any conflicts of interest, required when conflicts are disclosed
4. Special Resolutions: Section for recording special resolutions requiring specific voting thresholds
5. Committee Appointments: Section for recording changes to committee membership or appointments
6. Urgent Items: Items accepted for discussion without prior notice, if permitted
1. Attendance Register: Detailed sign-in sheet with signatures of all attendees
2. Tabled Documents: Copies of reports, presentations, or documents discussed during the meeting
3. Action Items List: Detailed list of tasks, responsible persons, and deadlines agreed during the meeting
4. Voting Records: Detailed voting results for significant decisions, including numbers for/against/abstained
5. Pre-circulated Papers: Copies of documents distributed before the meeting for discussion
Relevant legal definitions
Clauses
Relevant Industries
Corporate
Non-Profit
Government
Education
Healthcare
Financial Services
Professional Services
Technology
Manufacturing
Retail
Construction
Legal Services
Social Services
Religious Organizations
Sports and Recreation
Relevant Teams
Governance
Legal
Compliance
Administration
Corporate Secretariat
Board Support
Executive Office
Records Management
Risk Management
Corporate Affairs
Relevant Roles
Board Secretary
Company Secretary
Corporate Governance Officer
Board Chairman
Chief Executive Officer
Managing Director
Committee Chair
Compliance Officer
Legal Counsel
Administrative Assistant
Governance Manager
Executive Assistant
Records Manager
Director
Trustee
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