Minutes Of Meeting Of Incorporated Trustees are essential documents in South African trust administration, required whenever incorporated trustees convene to make decisions about trust affairs. These minutes serve as the official record of trustee meetings, documenting discussions, decisions, and resolutions in compliance with the Trust Property Control Act 57 of 1988 and related South African legislation. The document is crucial for demonstrating proper governance, maintaining transparency, and providing evidence of trustee compliance with their fiduciary duties. It should be prepared for every formal trustee meeting, whether regular or special, and must include specific details about attendance, quorum, resolutions passed, and other material discussions. The minutes form part of the trust's official records and may be required for audit purposes, legal proceedings, or regulatory compliance.
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1. Meeting Details: Date, time, venue, and form of meeting (physical/virtual/hybrid)
2. Attendance: List of trustees present, absent with apologies, absent without apologies, and other attendees
3. Quorum: Confirmation that quorum requirements were met as per trust deed
4. Notice and Convening: Confirmation that proper notice was given and meeting properly convened
5. Previous Minutes: Confirmation of accuracy and approval of previous meeting's minutes
6. Declarations of Interest: Any declarations of interest by trustees regarding agenda items
7. Matters Arising: Updates on action items from previous meetings
8. Main Business/Resolutions: Details of main agenda items discussed and resolutions passed
9. Financial Matters: Discussion of trust's financial position and related decisions
10. Next Meeting: Date and venue of next scheduled meeting
11. Closure: Time of meeting closure and chairperson's signature
1. Special Resolutions: Include when special resolutions requiring specific voting thresholds are passed
2. Committee Reports: Include when sub-committees present reports to the trustees
3. Beneficiary Matters: Include when specific beneficiary requests or matters are discussed
4. Investment Decisions: Include when investment-related decisions are made
5. Legal Proceedings: Include when legal matters affecting the trust are discussed
6. Risk Assessment: Include when specific risks to the trust are evaluated
7. Compliance Matters: Include when regulatory compliance issues are discussed
1. Attendance Register: Signed register of all attendees including capacity of attendance
2. Financial Reports: Any financial statements or reports discussed during the meeting
3. Supporting Documents: Any documents referenced or presented during the meeting
4. Proxy Forms: If any trustees participated via proxy
5. Presentation Materials: Copies of any presentations made during the meeting
6. Legal Opinions: Any legal opinions or advice presented during the meeting
7. Resolution Documents: Formal documentation of specific resolutions passed
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