Society Meeting Minutes Template for New Zealand

Society Meeting Minutes are essential governance documents required under New Zealand's Incorporated Societies Act 2022. They serve as the official record of meetings held by incorporated societies, documenting discussions, decisions, and votes taken during general meetings, annual general meetings (AGMs), or committee meetings. These minutes are crucial for maintaining transparency, providing accountability to members, and ensuring compliance with legal requirements. They must include specific information such as attendance, quorum confirmation, resolutions passed, and voting outcomes. The document is particularly important for audit trails, historical reference, and demonstrating proper governance to regulatory authorities. Society Meeting Minutes also play a vital role in dispute resolution and provide evidence of the society's decision-making processes.

1. Meeting Details: Date, time, location of meeting, type of meeting (AGM, Special General Meeting, Committee Meeting)

2. Attendance: List of members present, apologies received, and confirmation of quorum

3. Previous Minutes: Confirmation and adoption of previous meeting minutes

4. Business Arising: Matters arising from previous minutes and updates on action items

5. Reports: Standard reports including Chair's report, Treasurer's report, Secretary's report

6. General Business: Discussion and decisions on current matters

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

8. Meeting Close: Time of meeting closure and signature of chairperson