Annual Member Minutes - Mistatements needing corrections

Started by HaleyH • 5 replies • 709 views

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HaleyH (Illinois)
Posts: 67

Posted:

Our annual member meeting minutes were written by the Secretary who was on the Board at the time - but then he was voted off at this meeting. His minutes were sent to the entire member list ~5 months after the annual meeting. The Board was not given the opportunity to review prior to the distribution. There are many problems with the minutes, such as his referring to the proxies of unattending members being possibly invalid. (~ laughable as he lost the vote - so he is quite transparent). There are other items in the minutes that are more opinion based and a record of discussions rather than a record of fact and simple documentation.

Our next annual member meeting is in September. There are obvious changes needed to the minutes. I'm a newbie onthe Board - how is this handled? Do we wait until September for the annual member meeting and a motion is made then for changes to the minutes?

GreggT (Florida)
Posts: 77

Posted:

The minutes will not be approved until the next Owners Meeting so there is plenty of time to revise. The task should fall to whom ever the new secretary is with input from the other board members. I would send an Email to the new secretary stating specifically what you think in in error suggesting the minutes be revised.
Just as a note, topics of discussions are very often put in minutes, especially in a owners meeting.

KerryL1 (California)
Posts: 14,550

Posted:

Topics of discussion could listed in the minutes. CONTENT of the discussions aren't.

Remember that members approved these minutes note the board.

TimB4 (Tennessee)
Posts: 21,062

Posted:

Quote:

Posted By HaleyH on 04/04/2018 7:42 PM

There are obvious changes needed to the minutes. I'm a newbie onthe Board - how is this handled? Do we wait until September for the annual member meeting and a motion is made then for changes to the minutes?

If the minutes have already been provided to the membership, then you wait until the meeting.
At the meeting, you make a motion to amend the minutes by adding/deleting.

If the minutes have not been provided to the membership, the Board could discuss the draft and ask the secretary to make changes. However, it's up to the secretary if they want to make those changes or not.

GenoS (Florida)
Posts: 4,276

Posted:

The old Secretary should have turned things over to the new Secretary ASAP. That would include whatever (draft) minutes he had put together. The only thing you might want to do while waiting for the next annual meeting is to make sure people know that what he sent out were UNAPPROVED minutes. Either send out an email or post something in a conspicuous place on the property.

SueW6 (Michigan)
Posts: 814

Posted:

Sometimes, the Board can approve the minutes of the Annual Meeting IF a motion has been passed that involves something that needs to be done. Otherwise, the general membership approves the minutes at their next Annual Meeting.

In this case, the DRAFT is messed up and needs to be corrected - or edited. Delete all the editorializing & opinions and list only the acceptance of reports, approval of the Treasurer's report, and motions and/or actions needing to be done before the group meets next time.

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