EdwardL2 (Florida)
Posts: 15
Posts: 15
Posted:
What are the requirements of taking minutes at an ARC Meeting?
Ed
Ed
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ARC Minutes
Started by EdwardL2 • 4 replies • 1592 views
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PeterD3 (Florida)
Posts: 708
Posts: 708
Posted:
I don't think you'll find an official 'Florida' published list of requirements. Some will say Robert's Rules describe this but not all HOAs are bound to them either.
Now, does your committee have 'final say/approval' on the application process or are you [just] advising the BoD? This is important in Fla.
If the FORMER, than at the least it should mention:
proof of meeting posting/notice (Fla. requires 48 hrs. and specific methods),
committee members in attendance (quorum present),
motions made,
if any motions are seconded to a vote, how each member voted,
and finally the times of call to order and adjounrment.
If the LATTER, in Fla. there are no real requirements as the committe is advisory and the record will be included in the BoD meeting minutes where the ARC is approved/denied.
Remember the goal/purpose... to create a record of proceedings to assist in the future should anything be challenged for or against the committee's or HOA's actions so keep it clear and concise.
Generally Minutes DO NOT include points of personal conflict or arguements as this is subjective to the 'note takers' decision of importance and the other party(s) are not able to rebut the written text.
Now, does your committee have 'final say/approval' on the application process or are you [just] advising the BoD? This is important in Fla.
If the FORMER, than at the least it should mention:
proof of meeting posting/notice (Fla. requires 48 hrs. and specific methods),
committee members in attendance (quorum present),
motions made,
if any motions are seconded to a vote, how each member voted,
and finally the times of call to order and adjounrment.
If the LATTER, in Fla. there are no real requirements as the committe is advisory and the record will be included in the BoD meeting minutes where the ARC is approved/denied.
Remember the goal/purpose... to create a record of proceedings to assist in the future should anything be challenged for or against the committee's or HOA's actions so keep it clear and concise.
Generally Minutes DO NOT include points of personal conflict or arguements as this is subjective to the 'note takers' decision of importance and the other party(s) are not able to rebut the written text.
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Although committee meeting minutes are not mentioned specifically, FL 617.1601, which applies if the Association is incorporated as a nonprofit, the actions of the committee must be documented.
As Pete said this could be by reports that are included in the BOD meeting minutes or by the committee keeping their own minutes.
Personally, I'd do both.
As Pete said this could be by reports that are included in the BOD meeting minutes or by the committee keeping their own minutes.
Personally, I'd do both.
GlenL (Ohio)
Posts: 5,491
Posts: 5,491
Posted:
Remember minutes are not transcripts of everything that was said. They should be factual but as exciting as watching paint dry.
Joe Blow made a motion to approve the paint scheme as applied for by lot 99 as it complies with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Turn downs should be as specific:
Joe Blow made a motion to disallow the paint scheme as applied for by lot 99 as it fails to comply with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Joe Blow made a motion to approve the paint scheme as applied for by lot 99 as it complies with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Turn downs should be as specific:
Joe Blow made a motion to disallow the paint scheme as applied for by lot 99 as it fails to comply with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Studies show that 5 out of 4 people have problems with fractions
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
Quote:
Posted By GlenL on 05/22/2012 10:43 PM
Remember minutes are not transcripts of everything that was said. They should be factual but as exciting as watching paint dry.
Joe Blow made a motion to approve the paint scheme as applied for by lot 99 as it complies with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Turn downs should be as specific:
Joe Blow made a motion to disallow the paint scheme as applied for by lot 99 as it fails to comply with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Remember minutes are not transcripts of everything that was said. They should be factual but as exciting as watching paint dry.
Joe Blow made a motion to approve the paint scheme as applied for by lot 99 as it complies with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
Turn downs should be as specific:
Joe Blow made a motion to disallow the paint scheme as applied for by lot 99 as it fails to comply with the approved paint colors. Jane Doe seconded.
Jack O'Lantern - Aye
Joe Blow - Aye
Jane Doe - Aye
I agree with Glen.
Only items/motions made and voted on (approved or disapproved) need be recorded.
When we got an ARC Request, we would staple an Action List (Date, Action, Responsibility) to it and record on there what we were doing and as the request went forward. Many ARC requests will not contain enough information so quite often the request will not be voted on but sent back asking for clarification. We rarely approved anything without a site visit to be sure we were all on the same page.
It often took weeks working on a request (site visit, calls to applicant, additional information, etc.) before we voted on it.
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