Submission of Board Meeting Minutes to Website

we have a community website maintained by our management company - Board meeting minutes get posted there - is there some rule that only the President can communicate official condo/Board information ,e.g. minutes to an outside party like the management company or can the minutes come directly from the Secretary ?

just wondering how other associations handle this

Donald,

Are you asking if the Secretary must give the minutes to the manager to post on the website, or can the Pres give him/her the minutes? I'm not quite sure what your concern is.

BTW, the manager is not normally considered to be an "outside party" as he/she is under contract by the HOA to perform duties for the BOD. One of these duties may be to post the board minutes on the HOA website. Usually the manager works very closely with the board in carrying out his/her assigned duties.

we have a 5 member Board - 2 members including the President are carryovers from the previous Board and 3 members are new - one of the new members is the Secretary - the President seems to think the Secretary has to send her the minutes(approved) and she will forward to the management company - I say the Secretary can forward directly.

again just wondering what other associations do ????

There is no rule, guideline or law that prohibits any board member from communicating with the members. Whom communicates what depends on the position of the officer doing the communicating. The Treasurer issues letters to members who are behind in assessments. The Secretary maintains the records/minutes of the Association and would be the main contact for someone wishing to view them. Members of the Architectural Committee are the approving/disapproving authority for changes. The President signs all contracts and/or is a secondary signature on checks.

In your specific question, I would have the approved minutes come from the secretary. However, if your Association says that the management company maintains the website, then they would be the one's posting the minutes.

The main thing to remember is that when the Board does communicate with a member or it's members that there is one voice "the board". Whomever is speaking is representing the board and should do so properly. This doesn't mean that all directors agree with a policy but the policy should be the voice of the Board.

Tim