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Secretary Meeting Minutes are fundamental corporate governance documents required under New Zealand law, particularly the Companies Act 1993. These minutes serve as the official record of company meetings, documenting key decisions, discussions, and actions taken during board meetings, shareholder meetings, or committee meetings. The document must capture accurate attendance records, confirm quorum requirements, record all resolutions passed, and document any material discussions or presentations. In New Zealand's corporate governance framework, properly maintained meeting minutes are crucial for legal compliance, audit purposes, and protecting both the company and its officers. They provide evidence of proper decision-making processes and can be critical in potential legal proceedings or regulatory investigations.

1. Meeting Details: Basic information including date, time, venue/meeting format, type of meeting (regular/special)

2. Attendance: List of present and absent members, including chairperson, secretary, directors, and any guests or observers

3. Quorum Confirmation: Statement confirming that quorum requirements were met as per company constitution

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

5. Action Items Review: Update on actions assigned in previous meetings

6. Reports: Summary of reports presented (financial, operational, etc.)

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

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

9. Closure: Time of meeting closure and signature block for chairperson and secretary