Minutes of a HOA Meeting

This has been a problem plaguing me for a long time. This is: If a resident wants all of the pine trees removed from the complex and her name is Mary Jones from condo unit 3333, Can the secretary taking notes actually use her name and condo number and put that in the minutes that Mary Jones from unit 3333 has requested that the HOA take action on removing the pine trees on the complex?

Reverse question: Can a board deny Mary's request to remain anonymous when she makes her inquiry? What if Mary doesn't make the specific request to remain anonymous?

Yes. Especially if the meeting is considered open to the membership.

Mary might have been able to request executive session for this issue but in Most States, this issue wouldn't be authorized for executive session.

What I am attempting to find out is that in many cases, person A wants the HOA to adopt a policy that is not always conducive to good managing. The person making the request or in many cases, DEMAND wants the HOA to be blamed while the person making the oft times ridiculous demand stands back and is in the clear of any wrong doing. Why can't that person be mentioned so ALL owners know who is behind the demand?

This is excellent reasoning on meeting minutes. Minutes are often overly-complicated with unofficial comments made at meetings instead of tangible HOA business that's officially conducted.

Oh,

As for the tree example (actual issue?) -

If I were on the Board, I would turn the issue back on the individual. Specifying that the Board doesn't really have the time to fully evaluate the request. Would they be willing to chair a committee to look at the pros/cons and costs along with surveying the membership to see if there would be support for the committees recommendation?

If they say no, thank them for their concern and move on.

If they say yes, advertise for volunteers to investigate issue and mention who will be the chair.
If there are no volunteers, move on.
If there are volunteers, let the committee do the work. The individual may have a learning experience.

Made the offer 4 times.
Only once did someone step up.

We referred everyone by their lot #'s only. No names. Maybe an address on occasion. Was it hard to guess who the person was? Not really. However, we made effort to keep it "impersonal" on certain issues like debt collections. We did not do so as much as making requests for services.

I put requests in 2 different schools of thought. The first is a request made by a general member to the board that would benefit the ENTIRE HOA. Those things would be pool improvements, tree removals (large areas), or other common area suggestions/requests. I believe any member can speak up and propose such things to the board. Especially if a large number of members agree to that idea.

The other school of thought on suggestion is when an individual wants something for their own benefit. Now that I would require they put it in writing or present it at a board meeting. They could not stay that anonymous. We also told them if they choose to write in a request that it would be read in front of everyone. It would be an open book. If they wanted the HOA to spend money on their project, then they should be willing to stand up for it. They could then see the decision process and feedback on why they were approved or denied.

I also required that if you had any issue to present the board that you had to have a solution. It did not matter what the solution was. You had to have one in mind. Otherwise if your just presenting a problem, your allowing others to give you a solution. It was easier to get business done this way.