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Association Meeting Minutes

Association Meeting Minutes Template for Philippines

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Key Requirements PROMPT example:

Association Meeting Minutes

"I need Association Meeting Minutes for our medical professional association's annual general meeting scheduled for March 15, 2025, which will include election of new board members and approval of revised membership fees."

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Document background
Association Meeting Minutes are fundamental governance documents required under Philippine law for maintaining official records of association meetings. These minutes must be prepared in accordance with the Revised Corporation Code of the Philippines and SEC guidelines, particularly Memorandum Circular No. 6, Series of 2014. The document is used to record regular and special meetings, capturing attendance, discussions, decisions, and resolutions. It serves multiple purposes: legal compliance, historical record-keeping, and providing evidence of proper governance procedures. The minutes must be certified by authorized officers and maintained in the association's records, with copies potentially required for SEC filing depending on the nature of resolutions passed.
Suggested Sections

1. Meeting Details: Date, time, venue/platform (if virtual), and type of meeting (regular/special)

2. Attendance: List of present and absent members, officers, and guests, including verification of quorum

3. Call to Order: Time the meeting was called to order and by whom

4. Approval of Agenda: Presentation and approval of the meeting agenda

5. Approval of Previous Minutes: Discussion and approval of minutes from the previous meeting

6. Business Arising: Matters arising from the previous meeting's minutes

7. Main Business: Discussion of agenda items, including presentations, debates, and decisions

8. Resolutions: Formal recording of all resolutions passed, including voting results

9. Adjournment: Time of meeting conclusion

10. Certification: Signatures of the Secretary and President/Chairman, certifying the accuracy of the minutes

Optional Sections

1. Committee Reports: Include when committees present updates or reports

2. Election Results: Include when elections of officers or board members occur

3. Special Resolutions: Include when amendments to by-laws or other major corporate changes are approved

4. Dissenting Opinions: Include when members formally register their opposition to decisions

5. Guest Presentations: Include when external speakers or consultants make presentations

Suggested Schedules

1. Attendance Sheet: Detailed list of attendees with signatures or electronic confirmation of attendance

2. Meeting Agenda: Copy of the official agenda as distributed

3. Financial Reports: Any financial statements or reports presented during the meeting

4. Committee Reports: Written reports submitted by committees

5. Presentation Materials: Copies of any presentations or materials discussed

6. Voting Records: Detailed voting results for significant decisions

7. Supporting Documents: Any additional documents referenced or presented during the meeting

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Non-Profit Organizations

Professional Associations

Trade Associations

Educational Institutions

Religious Organizations

Sports and Recreation

Industry Associations

Charitable Organizations

Business Networks

Community Organizations

Cultural Associations

Relevant Teams

Legal

Compliance

Corporate Secretariat

Administrative

Corporate Governance

Records Management

Executive Office

Regulatory Affairs

Relevant Roles

Corporate Secretary

Association President

Board Chairman

Compliance Officer

Legal Counsel

Administrative Assistant

Board Member

Executive Director

Governance Officer

Records Manager

Committee Chairman

Association Manager

Regulatory Affairs Officer

Industries
Revised Corporation Code of the Philippines (Republic Act No. 11232): Primary legislation governing corporations in the Philippines, including provisions on corporate meetings, documentation requirements, and voting procedures.
Securities and Exchange Commission Memorandum Circular No. 6, Series of 2014: Provides guidelines on the content and format of minutes of meetings of boards of directors/trustees and stockholders/members.
Securities Regulation Code (Republic Act No. 8799): Contains provisions on corporate governance and disclosure requirements that may affect the content of meeting minutes.
SEC Memorandum Circular No. 24, Series of 2019: Guidelines on corporate and association meetings conducted through remote communication or other alternative modes.
Association By-Laws: Though not legislation, the association's by-laws must be consulted as they contain specific requirements for conducting meetings and maintaining records.
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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