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Club Minutes

Club Minutes Template for Switzerland

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Key Requirements PROMPT example:

Club Minutes

"I need Club Minutes for our sports association's annual general meeting scheduled for March 15, 2025, which will include voting on new board members and approval of annual financial statements."

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Document background
Club Minutes are essential documents for Swiss associations, required under Swiss Civil Code (ZGB) Articles 60-79. These minutes serve as the official record of meetings, capturing crucial information about attendance, discussions, and decisions. They play a vital role in maintaining organizational transparency and providing legal protection for the association and its members. Club Minutes should be prepared for all formal meetings, including regular general assemblies, extraordinary meetings, and committee meetings. The document must include specific elements such as attendance records, voting results, and formal resolutions, while maintaining accuracy and impartiality in recording proceedings. These records are particularly important for legal compliance, historical documentation, and potential review by authorities or members.
Suggested Sections

1. Meeting Details: Date, time, location, and type of meeting (regular/extraordinary)

2. Attendance: List of present members, apologies, and guests, including the chair and minute-taker

3. Quorum Confirmation: Statement confirming that the required quorum was met as per club statutes

4. Approval of Previous Minutes: Record of the review and approval of previous meeting's minutes

5. Agenda: List of items to be discussed, as approved at the start of the meeting

6. Main Proceedings: Detailed record of discussions, decisions, and voting results for each agenda item

7. Next Meeting: Date and location of the next scheduled meeting

8. Closure: Time of meeting closure and signatures of chair and minute-taker

Optional Sections

1. Committee Reports: Reports from various committee heads - include when committees need to report

2. Financial Update: Financial statements and treasury reports - include in meetings where finances are discussed

3. Special Resolutions: Formal resolutions requiring voting - include when specific decisions need member approval

4. Membership Changes: Record of new members, resignations, or exclusions - include when membership changes occur

5. Special Announcements: Important announcements or upcoming events - include when relevant

Suggested Schedules

1. Attendance Register: Detailed list of attendees with signatures

2. Financial Reports: Detailed financial statements or budget documents discussed during the meeting

3. Presentation Materials: Copies of any presentations or reports presented during the meeting

4. Voting Records: Detailed voting results for any resolutions

5. Supporting Documents: Any additional documents referenced during the meeting

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Sports and Recreation

Cultural Organizations

Professional Associations

Educational Institutions

Non-Profit Organizations

Social Clubs

Industry Associations

Religious Organizations

Environmental Groups

Community Organizations

Relevant Teams

Legal

Administration

Governance

Compliance

Operations

Secretariat

Management

Member Services

Relevant Roles

Club Secretary

Association President

Committee Member

Board Director

Administrative Assistant

Compliance Officer

Legal Counsel

Governance Manager

Operations Manager

Executive Director

Club Administrator

Membership Coordinator

Industries
Swiss Civil Code (ZGB) Art. 60-79: Core legislation governing associations in Switzerland, including requirements for organization, membership, and governance structures
Federal Act on Data Protection (FADP): Regulates the handling of personal data, which is relevant for recording member information in minutes
Swiss Code of Obligations (OR) Art. 701: While primarily for companies, provides guidance on keeping minutes and documentation requirements that are often applied analogously to associations
Federal Act on Value Added Tax Art. 10: Relevant if the club engages in economic activities and needs to document decisions about financial matters
Swiss Civil Code (ZGB) Art. 75: Specific provisions regarding the validity of association resolutions and the right to challenge them, which affects how decisions must be documented in minutes
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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