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Minutes Of Meeting Of Incorporated Trustees are essential documents in Dutch foundation governance, required under the Dutch Civil Code (Burgerlijk Wetboek) for maintaining accurate records of trustee meetings and decision-making processes. These minutes serve multiple purposes: they provide legal evidence of decisions made, demonstrate compliance with governance requirements, and create a historical record of the foundation's management. The document is particularly important when trustees make significant decisions about the foundation's operations, finances, or structure. It must include specific elements required by Dutch law, such as attendance records, voting outcomes, and formal resolutions. The minutes may need to be submitted to regulatory bodies or referenced in legal proceedings, making accuracy and completeness crucial.

1. Meeting Details: Date, time, location, and type of meeting (regular/special)

2. Attendance: List of trustees present, absent with apologies, and absent without notice. Including names and roles

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

4. Chair and Secretary: Identification of the meeting's chair and appointed secretary

5. Agenda: List of items to be discussed as circulated prior to the meeting

6. Previous Minutes: Review and approval of minutes from the previous meeting

7. Matters Arising: Discussion of any outstanding items from previous meetings

8. Main Business: Detailed record of discussions, proposals, and decisions made during the meeting

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

10. Next Meeting: Date and location of the next scheduled meeting

11. Closure: Time of meeting closure and signature section for chair and secretary