The Short Form Of Minutes Of Meeting is a essential business document used across New Zealand organizations to maintain official records of meetings in a condensed format. This document type is particularly suitable for regular business meetings, committee meetings, and situations where a full-length format isn't necessary but formal documentation is required. It must comply with New Zealand's Companies Act 1993 and related legislation, ensuring proper record-keeping while remaining practical and efficient. The document captures crucial elements such as attendance, decisions made, voting outcomes, and action items, serving as both a legal record and an operational tool for tracking organizational decisions and commitments. It's designed to be clear and accessible while meeting all statutory requirements for corporate documentation in New Zealand.
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1. Meeting Details: Date, time, venue, and type of meeting (e.g., Board Meeting, Annual General Meeting, Special Meeting)
2. Attendance: List of present members, apologies, and other attendees including their roles (e.g., Chairman, Secretary)
3. Quorum: Confirmation that meeting quorum requirements were met
4. Previous Minutes: Confirmation of previous meeting minutes' approval or amendments
5. Agenda Items: Sequential listing and discussion of each agenda item with decisions made
6. Other Business: Record of any additional matters discussed not included in the main agenda
7. Next Meeting: Date and time of the next scheduled meeting if applicable
8. Closure: Time of meeting closure and signature block for chairperson's approval
1. Action Items: List of tasks assigned, responsible parties, and deadlines - used when specific actions are decided during the meeting
2. Voting Results: Detailed breakdown of voting outcomes - included when formal votes are taken on specific matters
3. Declarations of Interest: Record of any conflicts of interest declared - required when members declare conflicts relating to agenda items
4. Committee Reports: Summaries of committee updates - included when committees present reports to the main meeting
5. Financial Summary: Overview of financial matters discussed - included when financial reports are presented or financial decisions are made
1. Attendance Register: Signed attendance sheet with full names and signatures of all attendees
2. Tabled Documents: Copies of any documents, reports, or presentations discussed during the meeting
3. Voting Records: Detailed voting tallies and records for any formal votes taken
4. Action Item Register: Detailed list of action items with tracking information
5. Supporting Materials: Any additional documents referenced during the meeting that support decisions made
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