Community Meeting Minutes are essential documents in Hong Kong's property management landscape, required under the Building Management Ordinance (Cap. 344) and related regulations. These minutes serve as the official record of discussions, decisions, and resolutions made during meetings of property owners, residents' committees, or management bodies. They are particularly crucial for maintaining transparency, ensuring accountability, and providing legal documentation of community decisions. The minutes must be prepared following each meeting, whether regular, special, or annual, and must be properly maintained for future reference and audit purposes. In Hong Kong's complex property management environment, these documents play a vital role in governance and communication between various stakeholders, including owners' corporations, property management companies, and residents.
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1. Meeting Details: Date, time, venue, and type of meeting (regular/special/annual)
2. Attendance: List of attendees, apologies, and establishment of quorum
3. Previous Minutes: Confirmation and matters arising from previous meeting minutes
4. Agenda Items: Sequential documentation of each agenda item discussed
5. Resolutions: Clear statement of all resolutions passed, including voting results
6. Next Meeting: Date and time of the next scheduled meeting
7. Closure: Time of meeting closure and signature block for chairperson and secretary
1. Committee Reports: Include when specific committees need to present their activities or findings
2. Financial Update: Include when financial matters are discussed or regular financial updates are required
3. Guest Presentations: Include when external parties or experts make presentations to the community
4. Special Announcements: Include when there are important community-wide announcements or notices
5. Action Items Summary: Include when multiple tasks are assigned and need tracking
1. Attendance Register: Detailed list of all attendees with signatures
2. Financial Reports: Detailed financial statements or budgets discussed during the meeting
3. Voting Records: Detailed breakdown of votes for specific resolutions
4. Supporting Documents: Any referenced documents, proposals, or reports discussed during the meeting
5. Action Items List: Detailed list of tasks, responsible parties, and deadlines
Relevant legal definitions
Meeting
Quorum
Resolution
Ordinary Resolution
Special Resolution
Owners' Corporation
Management Committee
Chairperson
Secretary
Owner
Proxy
Motion
Amendment
Agenda
Minutes
Property
Common Areas
Management Company
Building Manager
Voting Rights
Notice Period
Adjournment
Committee Member
Majority Vote
Quorum
Resolution
Ordinary Resolution
Special Resolution
Owners' Corporation
Management Committee
Chairperson
Secretary
Owner
Proxy
Motion
Amendment
Agenda
Minutes
Property
Common Areas
Management Company
Building Manager
Voting Rights
Notice Period
Adjournment
Committee Member
Majority Vote
Clauses
Meeting Details
Attendance and Quorum
Previous Minutes Approval
Matters Arising
Committee Reports
Financial Matters
Building Maintenance
Security Arrangements
Community Issues
Voting Procedures
Resolution Records
Action Items
Administrative Matters
Budget and Expenditure
Property Management
Compliance Matters
Health and Safety
Communication Protocols
Next Meeting Schedule
Approval and Signatures
Attendance and Quorum
Previous Minutes Approval
Matters Arising
Committee Reports
Financial Matters
Building Maintenance
Security Arrangements
Community Issues
Voting Procedures
Resolution Records
Action Items
Administrative Matters
Budget and Expenditure
Property Management
Compliance Matters
Health and Safety
Communication Protocols
Next Meeting Schedule
Approval and Signatures
Relevant Industries
Real Estate
Property Management
Residential Property
Commercial Property
Facility Management
Community Management
Building Management
Property Development
Housing
Relevant Teams
Property Management
Administration
Operations
Community Relations
Legal
Compliance
Facilities Management
Corporate Secretariat
Building Operations
Resident Services
Relevant Roles
Property Manager
Building Manager
Facilities Manager
Community Relations Manager
Administrative Officer
Company Secretary
Property Management Director
Resident Manager
Operations Manager
Compliance Officer
Legal Counsel
Committee Chairman
Property Administrator
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