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Society Meeting Minutes

Society Meeting Minutes Template for Malaysia

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Key Requirements PROMPT example:

Society Meeting Minutes

"I need Society Meeting Minutes for our Annual General Meeting scheduled for March 15, 2025, which will include the election of new committee members and approval of annual financial statements for our professional engineering society."

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Document background
Society Meeting Minutes are essential documents required for all registered societies operating under Malaysian jurisdiction. These minutes serve as the official record of meetings held by societies registered with the Registrar of Societies (ROS) under the Societies Act 1966. The document captures crucial information including attendance, discussions, decisions, and resolutions passed during Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), or regular committee meetings. Society Meeting Minutes must be maintained as part of the society's official records and may be requested by the ROS during inspections or audits. They play a vital role in demonstrating good governance, transparency, and compliance with legal requirements.
Suggested Sections

1. Meeting Details: Date, time, venue, and type of meeting (AGM/EGM/Committee Meeting)

2. Attendance: List of members present, absent with apologies, and absent without notice. Include names and positions of office bearers present

3. Quorum Confirmation: Statement confirming that the required quorum was present as per society's constitution

4. Previous Minutes: Confirmation and approval of previous meeting's minutes, including any corrections

5. Matters Arising: Discussion of actions taken on matters from previous minutes

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

7. Decisions and Resolutions: Record of all decisions made and resolutions passed, including voting results if applicable

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

9. Closure: Time of meeting closure and signature block for Chairperson and Secretary

Optional Sections

1. Election Results: Used when the meeting includes election of office bearers, listing nominations and results

2. Constitutional Amendments: Required when any changes to the society's constitution are proposed or approved

3. Special Business: For recording any extraordinary items or special resolutions discussed

4. Committee Reports: Reports from various sub-committees, if any exist

5. Guest Speakers: Summary of any guest presentations or external speakers

6. Action Items: Detailed list of tasks assigned, responsible persons, and deadlines

Suggested Schedules

1. Attendance Register: Signed attendance sheet of all members present

2. Financial Reports: Detailed financial statements or reports presented during the meeting

3. Presentation Materials: Copies of any presentations or materials shown during the meeting

4. Supporting Documents: Any documents tabled or referenced during the meeting

5. Voting Records: Detailed voting results for any resolutions or elections

6. Committee Reports Annexures: Full written reports submitted by committees or office bearers

Authors

Alex Denne

Head of Growth (Open Source Law) @ ºÚÁÏÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions



















Clauses















Relevant Industries

Non-Profit Organizations

Professional Associations

Religious Organizations

Educational Institutions

Sports and Recreation

Cultural Organizations

Trade Associations

Charitable Organizations

Social Clubs

Community Organizations

Relevant Teams

Legal

Administration

Compliance

Governance

Corporate Secretarial

Records Management

Executive Office

Relevant Roles

Society Secretary

Administrative Officer

Compliance Officer

Legal Advisor

Society President

Committee Member

Executive Director

Governance Manager

Records Manager

Society Treasurer

Office Bearer

Association Manager

Industries





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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