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Approving Minutes of Open Meeting; Informational Meeting; Special Meeting; Organizational Meeting

Started by KellyC63 replies • 1402 views

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KellyC6 (Virginia)
Posts: 37
Posted:
An upcoming meeting is to be held with three newly elected interim Board members in place. One of the first orders of business will be to approve previous minutes as follows:

1. Minutes from an open meeting that took place when five Board members A,B,C,D,E were in attendance.

2. Minutes from an informational meeting that took place when only two Board members A,B were in attendance; no business was conducted because couldn't make quorum.

3. Minutes from a special meeting that took place when two previous Board members A,B were in attendance. (Purpose of special meeting was to conduct interim elections.)

4. Minutes from an organizational meeting that took place immediately following such special meeting/interim elections (above #3). Two previous Board members A,B were in attendance along with three new interim Board members F,G,H.

How does one go about "approving" all these different minutes?
SusanW1 (Michigan)
Posts: 5,202
Posted:
List them just as you have. Approve each one indivudually.

The informational one was not an offical meeting,due to lack of quorum - so minutes don't need to be approved, since there were no actions that could be taken by the board.
KellyC6 (Virginia)
Posts: 37
Posted:
Thanks, and I know this is going to sound confusing, but as to --

Item #1: I thought a new board can't approve minutes from a previous board if the new board wasn't there and because the new board wasn't involved in the decision process of the old board's meeting.

Item #2: Can the "notes" from an informational meeting be received as part of the "historical record?"

Item #3: Only two board members were in attendance at the special meeting (which means Board quorum was not established then either), but they were there to conduct an interim election because the management company was not available to do so. However, once again, can the new board approve those minutes when there were only two "active" board members?

Item #4: Minutes from the organizational meeting seem like the only ones that may be controversy-free.

Many thanks!
SusanW1 (Michigan)
Posts: 5,202
Posted:
1) yes; it is not necessary for the same people to approve the record of the meeting and its contents.
2) no; someone in attendance can keep them for future committee use.
3) Was this a special meeting of the board or a member-called Special Meeting? As long as your quorum is met (by attendance or by proxy, if permitted) then you had a "meeting" and the minutes can be approved.

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