Committee Volunteer with question

Started by LisaS11 • 6 replies • 1463 views

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LisaS11 (California)
Posts: 38

Posted:

Hello everyone,

I'm a noob here, and I have lots of questions, but I'll just start with first things first.

As the chairperson for a Board of Director appointed ad hoc committee, am I required by law to 1) provide meeting minutes to the BOD, and 2) do those minutes also need to be distributed or made available to the homeowners?

Thank you in advance for your advice!

Jadedone4 (Virginia)
Posts: 495

Posted:

If your governing documents stipulate as a requirement those disclosures (to minutes, and membership), then yes.

Also, if your state has "open meeting" sunshine laws - there may be language listed that treat committees, etc, the same as a BOD meeting. If so, then you must take minutes, and minutes must be available to membership. There are however reasonable requirements to when minutes etc can be viewed by membership (and knocking on your door at 10pm is not one of them). Usually, they mean normal business hours, and the member must be in good standing with the HOA.

LisaS11 (California)
Posts: 38

Posted:

Thank you!

Sorry I didn't specify my state- I live in California. So....for instance...if I was chair of a study committee that was formed this year, and we were charged with a task, and we were to report to the BOD with recommendations, does that mean by law I must provide minutes to the homeowners too? Does this fall under the addition to the Davis Sterling Act for disclosure of records?

Thanks!

BradD2 (Florida)
Posts: 418

Posted:

She is on a sub committee. Most states only have rules that govern the board of directors and if those sub committee do not contain a majority of the board of directors then it is not required by the state.

However, as you are on a sub committee you report to the board of directors. What do they say?

BradP (Kansas)
Posts: 2,640

Posted:

Lisa:

I will agree with the other Brad, unless your bylaws specifically state you need to record minutes and distribute or your BOD tells you to I don't think it is a requirement since you aren't the BOD for the association. However, I would think it may be a good idea to take minutes and distribute to the board to show them what you are doing.

LisaS11 (California)
Posts: 38

Posted:

Thank you Brad & Brad,

I was hoping that there was a way I could have the minutes published the same way they publish the BOD minutes, so that the homeowners would also be kept up to date with the committee's progress, since it was the homeowners who demanded the committee be formed in the first place.

RogerB (Colorado)
Posts: 5,067

Posted:

Lisa, one agenda item at Board meetings is Committee reports. If you want it published you could submit your committee report in writing at Board meetings and request the Board attach it to the minutes.

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