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question regarding minutes of a meeting

Started by BonnieG1 • 13 replies • 1270 views

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BonnieG1 (Nebraska)
Posts: 1,186
Posted:
I am the Secretary of our Board. After I type the minutes, I email them to the other Board Members and the PM for any additions, and or corrections.
Which usually is not a problem. I make the corrections in my original typed minutes.

Now I have run into a problem. The President instead of simply telling me the corrections she wants just placed the corrections in the email and sent the entire email back to me thinking that I could simply "cut and paste" the email and read this "cut and pasted" form of the minutes at the next meeting for approval.

My gut instinct tells me I should not read "cut and pasted" eamil for approval, but as Secretary, the minutes I read for approval should be the minutes that I have typed. Of course I will type the additions and/or corrections if I agree with them which I usually do.

I would like to hear other opinions on the above issue.
TimB4 (Tennessee)
Posts: 21,059
Posted:
Actually, we send the minutes out as you do for the Board members to read and identify any issues/corrections.

However, as is proper procedure, the individual Board members who want to make changes bring them up at the meeting and the board votes on if the change should occur or not (for us it's very informal, if there is no objection the change happens). Then the Board votes to accept the minutes as amended.

After the meeting, using notes taken in the meeting, the Secretary changes the minutes and sends out the amended and approved minutes for each board members record. The Secretary then files the approved minutes in the Association records.

Sometimes, the Secretary will bring their laptop with them to the meeting and make the corrections at the meeting.
MelissaP1 (Alabama)
Posts: 13,836
Posted:
The President typically can NOT act as Secretary. It's one of those "crazy" rules if you ever read the position requirements. Anyways, I don't see why you can't use the President's email as notes to input. Does it have to be verbatim? I have taken notes for years, and I would paraphrase to get the intent of the speaker rather than opinion.

Just let them know that note taking is your responsibility and to stay in their lane. You will take their input but not quote it verbatim if when writing and developing can not afford that.
Former HOA President
CarolR11 (Colorado)
Posts: 2,563
Posted:
We also do minutes the way that Tim does. Minutes only can be approved by the Board at a meeting in CA, and I believe in most places.

Melissa, Our bylaws state the prez & sec'y cannot be the same person. The reasons is that both sign the minutes in my HOA.
CarolR11 (Colorado)
Posts: 2,563
Posted:
We also do minutes the way that Tim does. Minutes only can be approved by the Board at a meeting in CA, and I believe in most places.

Melissa, Our bylaws state the prez & sec'y cannot be the same person. The reasons is that both sign the minutes in my HOA.
GlenL (Ohio)
Posts: 5,491
Posted:
How many corrections? A motion was made to _________ by Joe Schmoe, seconded by Annie Oakley. Motion passed unanimously. Or Joe Schmoe - Yea, Annie Oakley - Yea, Bonnie - Nay, Mr. Magoo - Nay, Jane Doe - Nay. Motion failed.

Not a lot of room for errors.
Studies show that 5 out of 4 people have problems with fractions
BruceF1 (Connecticut)
Posts: 2,535
Posted:
Quote:
Posted By CarolR11 on 10/25/2013 9:06 AM
Our bylaws state the prez & sec'y cannot be the same person.

Ditto our association.
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Quote:
Posted By GlenL on 10/25/2013 12:06 PM
How many corrections? A motion was made to _________ by Joe Schmoe, seconded by Annie Oakley. Motion passed unanimously. Or Joe Schmoe - Yea, Annie Oakley - Yea, Bonnie - Nay, Mr. Magoo - Nay, Jane Doe - Nay. Motion failed.

Not a lot of room for errors.

She moved items around and maybe added some. I haven't checked my email since I got home about 15 minutes ago, but I may have to print her corrections and compare it with what I timed. The meeting was over 3 hours long and I was not a happy camper when I read her email but restrained myself (I think) I usually agree with our President. She is the best President we have had for the 5 years I have been here.
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Quote:
Posted By GlenL on 10/25/2013 12:06 PM
How many corrections? A motion was made to _________ by Joe Schmoe, seconded by Annie Oakley. Motion passed unanimously. Or Joe Schmoe - Yea, Annie Oakley - Yea, Bonnie - Nay, Mr. Magoo - Nay, Jane Doe - Nay. Motion failed.

Not a lot of room for errors.

twenty three requests to "Please change to" and changing the wording but not the meaning of the paragraph. I have to admit I am not happy about this as she IS NOT the Secretary. Corrections of typos, grammatical errors, and omissions I have not problem with. The changing my wording is a problem when the meaning is not changed. She is better with words that I am, but again she is not the Secretary.

This meeting was over 3 hours long and it took me a while to type the minutes. I want to cool off before I even talk to her about anything.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Bonnie

As Glen referred to, I am questioning if you have to much information in your minutes. To me Minutes are basically Motions and votes. Little else.

CarolR11 (Colorado)
Posts: 2,563
Posted:
I agree with John46 & Glen. Minutes should contain what was done not what was said. The sequence or "order" should match your agenda. How many motions and votes occurred in those three hours, Bonnie? Was it just a regular Board meeting? Or some other kind?
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Quote:
Posted By CarolR11 on 10/25/2013 6:00 PM
I agree with John46 & Glen. Minutes should contain what was done not what was said. The sequence or "order" should match your agenda. How many motions and votes occurred in those three hours, Bonnie? Was it just a regular Board meeting? Or some other kind?

THis was a regular Board meeting. Without look, I believe there were three or four motions and votes taken.

I would simply say we discussed paper delivery and allowing access to the paper delivery person. The president expanded on this I will try to tactfully tell her to buzz off and let me do my job. I appreciate help with typos, grammatical errors, and if I actually have forgotten an entire issue that our members need to be aware of. I don't appreciate someone completely retyping what I have written.
She reads this site at times so she might see this.

She is a good President and very safety conscious. She also is good watching our finances.
TimB4 (Tennessee)
Posts: 21,059
Posted:
Sometimes it is helpful to expand on things in the minutes. This should only be done to explain the reason why the vote went a specific way or if the vote was split. However, the expanding should only be a line or two not a full paragraph.
TimB4 (Tennessee)
Posts: 21,059
Posted:
Oops, i wanted to provide some examples:

Motion to trim the trees. Motion failed. Reason was lack of funding and desire to not have a special assessment.

Motion to trim the trees. Motion passed with 2 yea 1 nay. There is concern of funding this work.

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