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The document titled 'Minutes of Meeting of Trustees' is a record of the discussions, decisions, and resolutions made during a meeting of the trustees of a scheme. It serves as an important document for documenting the proceedings and outcomes of the meeting. The document begins with the basic information such as the date, time, and place of the meeting, as well as the names and capacities of the individuals present, including the chairperson, trustees, secretary, and any other attendees or advisors.
The chairperson starts by noting that the notice of the meeting had been given to all those entitled to receive it, ensuring that everyone was informed and had the opportunity to attend. It is also mentioned that a quorum was present, indicating that the meeting was valid and decisions could be made.
The document then proceeds with the agenda items discussed during the meeting. This section provides a brief description of the matters that were brought up for discussion. It could include topics such as financial reports, project updates, policy changes, or any other relevant issues.
Following the discussion, proposals are made by the trustees. These proposals could be suggestions, recommendations, or actions to be taken regarding the matters discussed. Each proposal is briefly enlisted to provide a clear understanding of the ideas put forward.
During the meeting, various documents are tabled for consideration. These documents could include reports, contracts, agreements, or any other relevant paperwork. The document lists the titles of the documents that were presented during the meeting.
Resolutions are then passed by the trustees. These resolutions are decisions or actions agreed upon by the trustees based on their authority and the powers conferred by the trust deed and rules. Each resolution is listed, specifying the clause or section of the definitive trust deed and rules that authorize it.
The document also includes a section for follow-up items. These are tasks or actions that need to be addressed or completed before the next meeting. It could involve assigning responsibilities to specific individuals or departments to ensure that the necessary follow-up actions are taken.
Finally, the meeting is closed, and the date for the next meeting is mentioned. The chairperson declares the meeting closed, and the document is signed by the chairperson and the trustees as a correct record of the meeting.
Overall, the 'Minutes of Meeting of Trustees' document plays a crucial role in documenting the discussions, decisions, and resolutions made during a meeting, ensuring transparency, accountability, and a record of the proceedings.
1. Begin by gathering all the necessary information for the 'Minutes of Meeting of Trustees' document, including the date, time, and place of the meeting, as well as the names and capacities of the individuals present.
2. Ensure that the notice of the meeting is sent to all those entitled to receive it, providing sufficient time for them to prepare and attend the meeting.
3. Verify that a quorum is present before proceeding with the meeting, as decisions can only be made when a sufficient number of trustees are present.
4. Start the document by recording the approval of the minutes from the previous meeting. Include the date and time of the previous meeting and mention that the minutes were read and approved by the chairperson.
5. Outline the matters for discussion during the meeting, providing a brief description of each topic or issue that was brought up for consideration.
6. Enlist the proposals made by the trustees during the meeting, summarizing the suggestions, recommendations, or actions to be taken regarding the matters discussed.
7. Document the documents that were tabled at the meeting, listing their titles and briefly describing their purpose or relevance to the discussions.
8. List the resolutions passed by the trustees, specifying the clause or section of the trust deed and rules that authorize each resolution.
9. Identify the follow-up items that need to be addressed or completed before the next meeting. Assign responsibilities to specific individuals or departments to ensure that the necessary actions are taken.
10. Close the meeting by mentioning the date for the next meeting and declaring the current meeting closed. Sign the document as a correct record, including the signatures of the chairperson and trustees.
11. Keep the 'Minutes of Meeting of Trustees' document in a safe and easily accessible location for future reference and record-keeping purposes.