Family Trust Trustee Meeting Agenda and Decision Register
A trustee meeting should do more than sign a stack of prepared resolutions. A consistent agenda helps trustees identify authority, conflicts, beneficiary needs, asset risks and unfinished work before approving a decision. The decision register then preserves what was agreed and who must implement it.
This template provides general South African information. It is not legal, tax or Shariah advice. The signed trust deed and current law govern the meeting.
Before the meeting
Circulate the agenda, prior minutes, financial information and decision papers in time for meaningful review. Confirm which trustees hold valid letters of authority and the notice period required by the deed. State whether the meeting is in person, virtual or by another permitted method.
1. Confirm attendance and authority
Record the date, place, attendees, apologies and chair. Confirm that the trustees participating are authorised and that the meeting meets the deed’s quorum requirements. Note invited advisers separately because attendance does not give them trustee powers.
2. Declare conflicts
Ask each trustee to disclose personal, family, business or professional interests in agenda items. Record the conflict, the deed or advice considered and whether the person participated in discussion or voting. A standing relationship should still be considered when a specific decision arises.
3. Approve prior minutes and actions
Correct and approve the previous minutes, then review every open action. For each item, record completed evidence, revised deadline or escalation. Do not remove an action merely because it is old.
4. Review changes in trustees and beneficiaries
Record appointments, resignations, deaths, incapacity, address changes and other facts affecting administration. Identify filings, authority letters, mandate changes and communications still required.
5. Review the asset and liability register
Reconcile bank accounts, investments, property, business interests, loans and liabilities to current source documents. Note missing ownership evidence, overdue valuations, arrears, uninsured property and large unexplained movements.
6. Consider distributions and beneficiary needs
For each proposed distribution, identify the beneficiary, amount, purpose, relevant deed power, information considered, tax input and payment route. Trustees should exercise their own judgment and avoid promising an outcome before the decision.
7. Review loans and connected-party transactions
Present balances, terms, payments and proposed changes for loans involving founders, trustees, beneficiaries or connected entities. Record conflicts and professional advice. Ensure accounting and legal records describe the same arrangement.
8. Review tax, accounting and compliance
List returns, statements, beneficial-ownership records, queries, payments and deadlines. Record who is responsible for each submission and what evidence will close the item. Trustees remain responsible for oversight even where professionals prepare the work.
9. Review investments and Shariah evidence
Compare holdings with the trust’s investment and Shariah policies. Record screening dates, cash treatment, purification items, concentration, liquidity and manager changes. A performance report should not replace evidence that the holding remains permitted under the adopted methodology.
10. Review property and business interests
For property, consider leases, maintenance, insurance, rates, levies and finance. For companies, consider financial statements, shareholder matters, governance, distributions and valuation. Record where the trust relies on another entity for information or cash flow.
11. Consider data and document security
Review who can access bank, accounting, investment and beneficiary records. Remove obsolete access through lawful provider processes, confirm backups and record any data incident. Apply the trust’s privacy duties when sharing beneficiary information.
12. Approve decisions precisely
Each resolution should state the action, authority, amount or limit, authorised signatories, conditions and required evidence. Avoid broad wording that gives an administrator more power than trustees intended.
The decision register
For every resolution, record a unique reference, meeting date, agenda item, decision, conflicts, votes or consensus, responsible person, deadline, completion evidence and status. Link supporting documents and later amendments to the same reference.
Close and schedule the next review
Read back material decisions, confirm action owners and approve the next meeting date or trigger. Circulate draft minutes promptly and store signed records with the annual trust file.
Official starting points
Practical outcome: a reader should be able to reconstruct what trustees considered, how conflicts were handled, what they decided and whether the work was completed.
