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Weekly Minutes

Weekly Minutes Template for New Zealand

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Key Requirements PROMPT example:

Weekly Minutes

"I need a template for Weekly Minutes for our tech startup's management meetings starting January 2025, with sections for project updates, funding discussions, and development milestones, ensuring compliance with New Zealand corporate requirements while keeping the format lean and startup-friendly."

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Document background
Weekly Minutes are essential corporate documents used to maintain accurate records of regular business meetings in New Zealand organizations. These documents must comply with the Companies Act 1993 and other relevant New Zealand legislation regarding corporate record-keeping. Weekly Minutes typically include details of attendees, discussions, decisions, and action items, serving as both a legal record and an operational tool for tracking business progress. They are particularly important for ensuring transparency in decision-making, maintaining corporate memory, and providing evidence of due diligence in business operations. The document should be maintained with appropriate detail and formality to meet both legal requirements and practical business needs.
Suggested Sections

1. Meeting Details: Date, time, location, and type of meeting (in-person/virtual)

2. Attendance: List of present and absent members, including chair, secretary, and any guests

3. Confirmation of Previous Minutes: Review and approval of previous week's minutes

4. Action Items Review: Status update on tasks from previous meetings

5. Weekly Business Update: Overview of key business activities and developments

6. Decisions and Resolutions: Formal recording of any decisions made during the meeting

7. New Action Items: List of new tasks assigned, including responsible parties and deadlines

8. Next Meeting: Confirmation of next meeting date and time

9. Approval: Signature section for chair/secretary to certify the minutes

Optional Sections

1. Health and Safety Matters: Include when there are workplace safety issues to discuss

2. Financial Review: Include when financial matters are discussed or reported

3. Risk Management: Include when specific risks or mitigation strategies are discussed

4. Special Projects Update: Include when there are ongoing special projects to report on

5. Compliance Matters: Include when regulatory or compliance issues need to be addressed

6. Staff Matters: Include when personnel issues are discussed (noting privacy requirements)

Suggested Schedules

1. Attendance Register: Detailed sign-in sheet or attendance record

2. Financial Reports: Any financial documents reviewed during the meeting

3. Project Status Reports: Detailed project updates referenced in the minutes

4. Supporting Documents: Any presentations, proposals, or documents discussed during the meeting

5. Action Items Register: Comprehensive tracking sheet of all ongoing action items

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

Corporate Services

Financial Services

Healthcare

Education

Government

Manufacturing

Technology

Retail

Non-profit

Professional Services

Construction

Mining

Agriculture

Transport and Logistics

Legal Services

Relevant Teams

Administration

Corporate Secretariat

Executive Office

Legal

Compliance

Operations

Project Management Office

Human Resources

Finance

Corporate Governance

Risk Management

Department Management

Relevant Roles

Chief Executive Officer

Managing Director

Company Secretary

Board Secretary

Executive Assistant

Administrative Assistant

Department Manager

Project Manager

Operations Manager

Board Member

Committee Chair

Team Leader

Corporate Governance Officer

Legal Counsel

Compliance Officer

Industries
Companies Act 1993: Sets out requirements for company records, including the obligation to keep minutes of all meetings and resolutions. Sections 188-189 specifically detail requirements for minute keeping.
Financial Markets Conduct Act 2013: Relevant for recording decisions related to financial matters and ensuring transparency in corporate governance records.
Privacy Act 2020: Governs how personal information should be handled in business records, including protection and storage of sensitive information in minutes.
Electronic Transactions Act 2002: Provides legal framework for electronic record-keeping and digital signatures, relevant if minutes are stored or distributed electronically.
Public Records Act 2005: While primarily for public sector, provides good practice guidelines for record-keeping that can be relevant for private sector minute-taking.
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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