Monthly minutes

Started by WillR • 4 replies • 1412 views

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WillR (Michigan)
Posts: 68

Posted:

Our association has a policy of only posting approved minutes. There are times when its two to three months before we learn of what has transpired at the meeting. Prior to the next meeting we are in the dark of the minutes for the past month. Does anyone know of the rule for this? It seem like before you have your next meeting the minutes from the last even if unapproved should be known. Also there is "no" agenda published before the meeting. True; some will say "if you want to know then attend" but some times that is not possible. Where in Michigan, so if anyone knows a law or rule that would be great.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Will,

Michigan doesn't have HOA laws. They do have the condominium act, applicable if your in a condominium and the NONPROFIT CORPORATION ACT, applicable if your Association is incorporated as a nonprofit (most are, but not all).

Although members have a right to inspect the records, which include the minutes, I found nothing that specified when unapproved minutes were to be made available. Therefore, this would be left to the discretion of the Board unless your governing documents specify otherwise.

Typically, only approved minutes are available for inspection.

Hope this helps,

Tim

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Ever consider logistics? People want the minutes of the meetings soon after the meeting. The reality is that it is much more complicated than that. Truly the last month's meeting wouldn't be available until the next meeting. That is because part of the meeting is to accept/approve the meeting notes.

People don't get the the actual logistics of meetings. Consider that HOA's hold 1 meeting a month and it's open. Well if you wanted a light bulb replaced at the front entrance it could take 3 months or more before it could be done. The 1st meeting has to recognize the fact the light bulb is indeed burnt out and needs replacing. The 2nd meeting (1 month later) gives approval to the contractor to replace the bulb since it may be in an area that could require an expert. The 3rd meeting the contractors are approved after submitting bids and the job hired out. It may be the 4th meeting (4 months) that the light issue may be resolved if not more.

So you have to also consider this with your meeting notes. If the notes are taken at the FIRST meeting then ratified in the 2nd, then realistically it could take 2 months to see last month's notes...

Now there are ways around all of this red tape and buearacy, but then you would accuse the board of acting on their own or behind closed doors...

Former HOA President

JayW5 (Michigan)
Posts: 10

Posted:

Will, LOL Must be a Michigan thing.....our POA will only provide minutes if they are pressed to do so. They also refuse to post an agenda, and they also have a meeting the week before the scheduled board meeting that is closed to the public, and no minutes are available for those closed meetings....Ex board members have stated that in the closed meetings they decide how they will vote on issues before they have the regular board meetings

SusanW1 (Michigan)
Posts: 5,202

Posted:

Will - you should be able to call the secretary after the meeting and ask what motions were passed at the meeting. Anything else was discussion, and not the official action of the board.

Jay - Yes, discussion in ES can result in a decision - but it must be voted on in open session.

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