Trust Meeting Minutes are fundamental governance documents required for all formal trust meetings in South Africa. These minutes serve as the official record of trust administration and decision-making, documenting compliance with the Trust Property Control Act 57 of 1988 and related legislation. The document is essential when trustees meet to discuss and make decisions about trust affairs, whether in regular scheduled meetings or special sessions. Trust Meeting Minutes must capture all significant discussions, financial decisions, beneficiary matters, and resolutions, providing a clear audit trail of trustee actions and demonstrating proper fulfillment of fiduciary duties. They are particularly important for evidence in legal proceedings, tax compliance, and reporting to the Master of the High Court when required.
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1. Meeting Details: Date, time, place of meeting, and type of meeting (regular/special)
2. Attendance: List of trustees present, absent (with or without apologies), and other attendees
3. Quorum Confirmation: Confirmation that the required number of trustees are present for valid decision-making
4. Notice and Formalities: Confirmation that proper notice was given and meeting procedures were followed
5. Previous Minutes: Confirmation of accuracy and approval of previous meeting's minutes
6. Matters Arising: Follow-up on action items from previous meeting
7. Financial Report: Review of trust's financial position and any relevant financial decisions
8. Resolutions: Formal recording of decisions made during the meeting
9. Next Meeting: Date and time of next scheduled meeting
10. Closure: Time of meeting conclusion and signature space for chairperson
1. Investment Decisions: Include when specific investment decisions are made regarding trust assets
2. Beneficiary Matters: Include when discussing or deciding on beneficiary distributions or changes
3. Trustee Appointments/Resignations: Include when there are changes to trust personnel
4. Property Transactions: Include when discussing or deciding on property purchases, sales, or management
5. Legal Matters: Include when discussing ongoing legal proceedings or legal advice received
6. Risk Assessment: Include when conducting periodic risk reviews of trust activities
7. Compliance Updates: Include when discussing regulatory compliance matters
1. Attendance Register: Signed record of all attendees with their capacities
2. Financial Statements: Relevant financial reports discussed during the meeting
3. Investment Reports: Detailed investment performance reports or proposals
4. Legal Opinions: Copies of any legal opinions or advice discussed
5. Resolution Documents: Formal resolution documents requiring separate signature
6. Supporting Documentation: Any additional documents referenced during discussions
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Legal Services
Real Estate
Wealth Management
Family Business
Non-Profit
Education
Healthcare
Mining
Agriculture
Property Development
Charitable Organizations
Relevant Teams
Legal
Compliance
Finance
Risk Management
Investment
Property Management
Administration
Corporate Secretariat
Tax Advisory
Wealth Management
Relevant Roles
Trustee
Trust Administrator
Legal Counsel
Financial Manager
Company Secretary
Compliance Officer
Risk Manager
Investment Manager
Property Manager
Estate Planner
Wealth Manager
Tax Advisor
Trust Accountant
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