Association Meeting Minutes Template for New Zealand

Association Meeting Minutes are essential governance documents required for all formal meetings of associations operating in New Zealand. These minutes must be maintained in accordance with the Incorporated Societies Act 1908 and its 2022 Amendment, serving as the official record of organizational decisions, discussions, and governance activities. The document is used to record attendance, motions, voting results, and key discussions during regular meetings, Annual General Meetings (AGMs), and special meetings. It provides legal protection for the association and its members by documenting compliance with constitutional requirements and legislative obligations. The minutes also serve as a reference point for future actions and a historical record of the association's development, making them crucial for audit trails and regulatory compliance in New Zealand's legal framework.

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

2. Attendance: List of present members, apologies, and guests, including office bearers present

3. Quorum: Confirmation that quorum requirements were met as per association rules

4. Previous Minutes: Confirmation and approval of previous meeting minutes

5. Business Arising: Actions taken on matters from previous minutes

6. Reports: Presentation of standard reports (e.g., President's, Treasurer's, Secretary's reports)

7. General Business: Discussion and decisions on current agenda items

8. Next Meeting: Date and time of next scheduled meeting

9. Meeting Closure: Time of meeting closure and signature of chairperson