HOA Board Meeting Minutes

Started by JimH29 • 5 replies • 872 views

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JimH29 (Florida)
Posts: 63

Posted:

Came across this in the minutes of a recent HOA board meeting of our 56 unit single family community where lawns are maintained by a contractor and is our largest line item expenditure of our budget.

Lawn Care Committee Report" ".....reported on issues with the Associations contractor, CLM. Josh B., from CLM, was in attenancce, and spoke to numerous issues."

It should be noted that residents are always complaining about issues relate to the lawn care an maintenance of yards an common areas in our community.

In my opinion, the minutes should include what issues being discussed by the contractor without going into lengthy detail.

TIA for your comments.

GenoS (Florida)
Posts: 4,276

Posted:

Good luck. Landscaping is also our largest single budget item although it includes mowing, tree trimming, fertilization and pest control. We've got 25 acres and everything not directly under the homes' foundations is common property. Every month the Landscape Committee gives the same boilerplate report: the committee met to discuss issues and requests from homeowners. They take great umbrage when anyone questions them about anything. At a committee meeting a couple of weeks ago a director asked for a detailed breakdown of tree trimming and removal for January and February. The chair of the landscape committee's response was, "What do you want that for?"

Your vendor attends your meetings and addresses concerns of homeowners? Count your blessings. I agree that detailed lists of complaints and issues should be maintained along with at least a summary of every communication with the landscape company.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

As a former note taker, I don't think every little single detail needs to be in the official meeting notes. It would be too much. I don't see anything wrong with a HOA stating: We talked to the lawncare about the issues and they acknowledge them. Each individual homeowner is going to have their own issue. As long as the HOA and the lawncare acknowledges them, that is the jest of the issue.

Now for me, I had a map of the neighborhood. Labelled the lots on the map and wrote them down on a separate piece of paper. Colored coordinated the maps to reflect homes with pets and/or other special considerations. The separate piece of paper is where I wrote down the issues/considerations of each owner. It was that sheet of paper would keep track and give to the lawncare. It wasn't in the HOA notes. It was between us and the lawncare.

Former HOA President

KerryL1 (California)
Posts: 14,550

Posted:

For the purposes of the minutes, I think the Board did the right thing. I think the only thing I'd add would be something like: the list of issues is with the LC chair for follow up. Or the list is with the property manager for follow up.

If the board voted how to handle the list, that certainly should be in the minutes.

Even with only 5,000 s.f of hardscape around our condo tower, that still is the biggest complaint of Owners. Minutes should contain what was done, not what was said. What the complaints are should be with the PM or whomever the Board has put in charge of landscaping. Similarly the correspondence with the landscaper. But none of this should be in the meeting minutes.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Quote:

Posted By KerryL1 on 04/01/2018 4:58 PM
For the purposes of the minutes, I think the Board did the right thing. I think the only thing I'd add would be something like: the list of issues is with the LC chair for follow up. Or the list is with the property manager for follow up.

If the board voted how to handle the list, that certainly should be in the minutes.

Even with only 5,000 s.f of hardscape around our condo tower, that still is the biggest complaint of Owners. Minutes should contain what was done, not what was said. What the complaints are should be with the PM or whomever the Board has put in charge of landscaping. Similarly the correspondence with the landscaper. But none of this should be in the meeting minutes.

The above bold says it all.

AugustinD
Posts: 5,144

Posted:

Quote:

Posted By KerryL1 on 04/01/2018 4:58 PM
Minutes should contain what was done, not what was said.

I agree: this is beautiful. My former HOA stated it put every spoken word into the Minutes, even from members, noting who said what. Worse the secretary would then edit to put people he did not like in the worst light. It was intentionally done to chill people from expressing their concerns.

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