What all should be in the minutes?

Started by JenniferG11 • 10 replies • 760 views

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JenniferG11 (Texas)
Posts: 667

Posted:

Here is an example of something minor.

Is all of this kind of minutia supposed to be in there?

Unit_____ requested new windows due to 'fogging'. This was denied as the association is not responsible for windows except ABC circumstances. (Only broken panes caused by other than owner act or negligence).

SheliaH (Indiana)
Posts: 6,964

Posted:

Minutes should reflect the actions of the board, this is probably ok. Personally, I would have written something like "the board reviewed an ACR for windows submitted by unit # and voted to deny the request" because the reason for the denial should be between the board and individual homeowner.

That said, was this an exterior change request that homeowners pay for, or a maintenance request? If it's the former, see my initial response, although it seems odd to deny an exterior request because the homeowner is only doing it for fogging. If the windows are association responsibility, this seems to be something that didn't need to be in the minutes at all - the property manager could have handled this in a letter to the homeowner.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

JenniferG11 (Texas)
Posts: 667

Posted:

I don't write the minutes. I was just wondering what level of detail should be in them and chose a random made up example, though people have asked for that.

JaredC (Texas)
Posts: 264

Posted:

In our board meetings the floor is almost always opened to homeowners for a couple minutes each to discuss whatever they want. Depending on the issues raised their concerns may or may not be included in the official meeting minutes. It's fairly arbitrary.

That aside there is always an agenda for our meetings and so our minutes tend to focus on those areas in the agenda.

BarbaraT1 (Texas)
Posts: 821

Posted:

Minutes shouldn't be a transcript of every word spoken at the meeting. My minutes typically include:

Date, time, place of meeting
Who was in attendance
What decisions were made
At most, a line or two about the rationale behind the decision - e.g. "The Board approved the bid of X vendor based on their references"

TimB4 (Tennessee)
Posts: 21,059

Posted:

That sounds right.

A motion (request) and the outcome of the vote. The short explanation is good for members and future boards who may refer to the minutes for past precedence.

KerryL1 (California)
Posts: 14,550

Posted:

We follow what Barbara wrote, which seems also to comply with Robert's Rules of Order.

Your first hypothetical example, Jen, belongs in the minutes because it is action a board could take. It should, imo, be written as "No action was taken because..." Now if the board did actually vote, the minute should note that "The Board voted to deny the request because..."

RichardP13 (California)
Posts: 3,868

Posted:

As I don't know or will know Texas law, I will tell you what would happen in California.

If what you wrote was a owner asking during open forum and it wasn't on the agenda, no action could be taken and the response would be, "We'll get back to you with a formal response."

If it was an ARC issue and it was on the agenda, then a decision might have been made by a committee and their recommendation was forwarded to the Board as part of the meeting, then the response could be, but not necessary, put into the minutes.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Typically what is required is only Motions Made and voting on such. Anything else is just informational.

KerryL1 (California)
Posts: 14,550

Posted:

Yes, Richard makes a good point. In CA, anyway, the board may not vote on anything that's not on the open meeting agenda, which is posted 4 days ahead of the meeting.

Assuming the hypothetical example was on an agenda, the wording in the minutes would be either, "Because xxx, the Board voted to take no action." OR "Because xxx, the board voted to deny the request to..."

It's important to note in the minutes that the board voted.

JenniferG11 (Texas)
Posts: 667

Posted:

OK, thanks!

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