JoeB21 (California)
Posts: 19
Posts: 19
Posted:
Does your HOA Board tape meetings so that there is an accurate record in case of a dispute or disagreement ?
If so, what do you use to record meetings ?
If so, what do you use to record meetings ?
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HOA Board Meetings
Started by JoeB21 • 11 replies • 715 views
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GeorgeS21 (Florida)
Posts: 3,808
Posts: 3,808
Posted:
None of my HOAs have done this.
A neighborhood where I had rentals tried it, but it offered no advantages.
A neighborhood where I had rentals tried it, but it offered no advantages.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
We don't and personally, I don't think it's necessary, provided EVERYONE pays attention , follows the agenda, and take notes, especially the secretary,bank usually prepares meeting minutes for approval at the next meeting.
I think part of the problem is that people think minutes have to reflect who said what verbatim, when minutes are supposed to reflect (accurately) board decisions.there the are articles and tips all over the internet on how to take meeting minutes (there's also good stuff on this website).
In fact, there was a recent discussion on this topic (a homeowner attended a board meeting and near the end, she stood up, announced she's recorded the whole thing and then left. Since this was the first anyone heard of this and didn't give permission to be taped, most were not pleased). Take a look at that conversation and talk to your board about the pros and cons you will fix from that conversation there's plenty of both.
I think part of the problem is that people think minutes have to reflect who said what verbatim, when minutes are supposed to reflect (accurately) board decisions.there the are articles and tips all over the internet on how to take meeting minutes (there's also good stuff on this website).
In fact, there was a recent discussion on this topic (a homeowner attended a board meeting and near the end, she stood up, announced she's recorded the whole thing and then left. Since this was the first anyone heard of this and didn't give permission to be taped, most were not pleased). Take a look at that conversation and talk to your board about the pros and cons you will fix from that conversation there's plenty of both.
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
AugustinD
Posts: 5,144
Posts: 5,144
Posted:
I think one has to ask why someone wants a recording of every word said. To me, the only purpose would be to twist people's words; promote gossip that is detrimental to the functioning of the board; and worse.I agree that the minutes should be as Shelia wrote. The only exception might be allowing the board secretary to record Minutes, so he or she can get the motions correct. I think the secretary should be instructed to delete the recording after the Minutes are approved.
Quote:
Posted By SheliaH on 01/21/2020 8:44 AM
I think part of the problem is that people think minutes have to reflect who said what verbatim, when minutes are supposed to reflect (accurately) board decisions.there the are articles and tips all over the internet on how to take meeting minutes (there's also good stuff on this website).
I think part of the problem is that people think minutes have to reflect who said what verbatim, when minutes are supposed to reflect (accurately) board decisions.there the are articles and tips all over the internet on how to take meeting minutes (there's also good stuff on this website).
GenoS (Florida)
Posts: 4,276
Posts: 4,276
Posted:
Quote:
Posted By AugustinD on 01/21/2020 9:09 AM
I think one has to ask why someone wants a recording of every word said.
I think one has to ask why someone wants a recording of every word said.
Not in Florida. "FS 720.306(10): RECORDING.—Any parcel owner may tape record or videotape meetings of the board of directors and meetings of the members."
An owner has the right to record meetings. The answer to "Why do you want to record the meeting?" is, "It's none of your business."
GeorgeS21 (Florida)
Posts: 3,808
Posts: 3,808
Posted:
I don’t think that is what Augustin meant - trying reading with your heard turned a different way 😀
GenoS (Florida)
Posts: 4,276
Posts: 4,276
Posted:
We had a meeting a couple of years ago where an inebriated homeowner accused a board member of saying something she absolutely did not say (involved a false and malicious accusation of theft meant to injure someone's reputation; not good). That would have gotten ugly in the days and weeks that followed had it not been for an audio recording of the meeting that another homeowner had made. The recording defused a potentially disastrous situation.
GeorgeS21 (Florida)
Posts: 3,808
Posts: 3,808
Posted:
Witnesses could do the same thing.
Hard to make a case in court if everyone says you were drunk.
Hard to make a case in court if everyone says you were drunk.
MarkW18
Posts: 1,290
Posts: 1,290
Posted:
There are a number of HOA's, generally larger HOA's, that record their meetings as a matter of practice.
JoeB21 (California)
Posts: 19
Posts: 19
Posted:
Thank you for all of the feedback.
We are looking into this to create better records.
We are looking into this to create better records.
GeorgeS21 (Florida)
Posts: 3,808
Posts: 3,808
Posted:
Final thought from me - your HOA is trying to put far too much information in your minutes.
Not much is really required.
Not much is really required.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Take a look Joe, at Davis-Stirling.com's Main Index for minute or maybe recording minutes. I recall that these HOA attorneys say it's OK to tape the meeting for the sec'y to make sure s/he has the motions, votes and decisions correctly and then the tape should be destroyed as Augie suggests.
It DOES sound like too much is in your minutes, so see the above citation for sample minutes. You only want in them what was done, not what was said.
It DOES sound like too much is in your minutes, so see the above citation for sample minutes. You only want in them what was done, not what was said.
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