Verbatim Minutes Of Meeting Template for Singapore

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Key Requirements PROMPT example:

Verbatim Minutes Of Meeting

"I need Verbatim Minutes of Meeting for our upcoming annual shareholders' meeting on March 15, 2025, which will include sensitive discussions about potential acquisitions, so the document must include strong confidentiality clauses and data protection provisions."

Document background
Verbatim Minutes of Meeting documents are essential corporate records required under Singapore law, particularly for formal business proceedings. These documents provide an exact, unedited transcript of everything said during a meeting, serving as a crucial reference for corporate governance, legal compliance, and historical record-keeping. They are particularly important for board meetings, shareholder meetings, and other significant corporate events where precise documentation is necessary for regulatory compliance or potential legal proceedings. The format must comply with Singapore's Companies Act and corporate governance requirements, including proper authentication and storage protocols.
Suggested Sections

1. Meeting Details: Date, time, venue, type of meeting, name of company/organization

2. Attendance: List of present and absent members, including apologies and capacity of attendance (e.g. Chairman, Secretary, etc.)

3. Opening: Declaration of quorum and meeting commencement time, opening remarks by Chairman

4. Previous Minutes: Confirmation of previous meeting's minutes, including any amendments

5. Verbatim Discussion: Word-for-word record of all discussions, organized by agenda items

6. Decisions/Resolutions: Record of all formal decisions made during the meeting

7. Closing: Time of meeting conclusion and closing remarks

Optional Sections

1. Action Items: List of tasks assigned, responsible parties, and deadlines when follow-up is required

2. Voting Records: Detailed breakdown of votes including numbers for, against, and abstentions

3. Declarations of Interest: Records of any declared conflicts of interest by meeting participants

Suggested Schedules

1. Presentation Materials: Copies of any presentations or slides shown during the meeting

2. Supporting Documents: Any referenced documents, reports, or materials discussed during the meeting

3. Attendance Register: Signed attendance sheet if physical meeting, or electronic attendance record

4. Audio Recording Reference: Details of audio recording used for verbatim transcription, including file reference and storage location

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

Industries

Companies Act (Chapter 50): Key sections 188-190 governing requirements for maintaining proper company records, keeping minutes of proceedings, and requirements for minute books

Evidence Act (Chapter 97): Provides framework for ensuring minutes can serve as legal evidence, including requirements for document authentication and provisions for electronic records

Electronic Transactions Act (Chapter 88): Governs electronic storage of minutes, requirements for electronic signatures, and legal recognition of electronic records

Personal Data Protection Act 2012 (PDPA): Regulates handling of personal data in minutes, including consent requirements and data storage/protection obligations

Singapore Code of Corporate Governance: Corporate governance requirements for minute-taking, particularly relevant for listed companies and board meetings

SGX Listing Rules: Additional requirements for minutes if the company is listed on the Singapore Exchange

Authentication Requirements: Best practices for authentication including chairperson verification, participant identification, and time/date stamping

Storage and Confidentiality: Requirements for proper storage, accessibility, and maintaining confidentiality of meeting 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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