Annual vs. Special Meeting Minutes

We are a small (8 units) HOA. Every June we have Annual Meeting with the minutes approved the following June. We have 3-4 "Special Meetings" throughout the year with minutes (sometimes) but the President states that the Special Meeting minutes do not have to be approved (not even signed by the Secretary)--or corrected which they frequently need to be. I say that all meeting minutes must be approved--and I thought that the meeting motions or actions could not be acted upon unless they were approved?
Our Special Meetings decide important matters such as Special Assessments, committees to handle a project, maintenance work, etc. Thank you for all information. BW

Thank you Gloria, So all homeowner's Special Meetings as well as an Annual Meeting must have minutes taken, signed by the Secretary, corrected and voted on (approved) by the homeowners? Can action on the meeting minutes be taken prior to approval of the minutes? BW

As a point of interest do your bylaws or state documents specify there should be monthly board meetings or some similar language?

Roger, they do. Maybe I am too subtle. I was really suggesting that BW should check the bylaws. It seems peculiar to me that their association would be set up so that there are annual meetings and "special meetings" whatever they are. Not knowing her docs or her state, who knows. I would expect the meetings to fall under the category of board meetings where there are requirements in some states to announce them, have them open, etc. etc. -- not to mention that the bylaws often regulate that also. It was the term "special meeting" that bothered me. We have annual homeowners meetings, board meetings monthly, special meetings between board meetings if necessary but the rules of board meetings apply there -- they have to be announced, etc., and executive sessions which can be part of a board meeting and to which minutes are not available but the content of them is very limited and the vote taken in open session so for those who really want to limit minutes it would be the same as for a regular meeting.

As a side note, I would suggest you try to find out if you can change or modify your documents so that annual meetings don't have to wait until 12 months later to be approved. Or, at least, see if you can post a preliminary set of minutes ASAP after the annual meeting. I guarantee people will not remember what was really done 12 months before!

Thank you for all the replies. Please let me try to clearify my concern. Our HOA is in Colorado. Our Annual meeting is held in June. During the past year, we have held homeowner's Special Meetings to decide a major repairs, set a special assessment, decide to rewrite our Declaration. My question concerned the President stating that "homeowner's Special meetings do not need to have the minutes signed or approved". No Director's meeting minutes have ever been shared with the homeowners--even with our SB 100 & 89 requirements. I did not know that the state has a time limit on the approval of the Annual Meeting minutes. BW

This comment doesn't add anything constructive to this discussion, but I have to tell you, it boggles my mind that boards feel they are somehow immune to communicating with their residents regarding what goes on in meetings, or anything else for that matter.

It makes me wonder if these people are probably in middle management or even upper management at their respective "day jobs" and treat communications with residents with the same disdain they treat communication with their employees, which is to say they believe it is their "right" to withhold whatever information they feel like.

They need to get that attitude out of their head and off their shoulders. Residents are not akin to employees who have no real stake/ownership in the management decisions of a company. The residents are part owners of the association and as such have as much right knowing what transpires at meetings or what "business" decisions have been made as do the board members.

Board members/directors need to get it through their thick heads that they are NOT a special class of Uber-resident.