SashaE1
Posts: 110
Posts: 110
Posted:
what can be done when the secretary refuses to sign the minutes .
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Started by SashaE1 ⢠8 replies ⢠400 views
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SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
You posted this three times (dang computer fingers!) so I'll start the responses here.
You didn't say why the secretary refused to sign the minutes and since that's part of his/her job, there should be a reason. Did you ask? If so, what was the response? If you didn't ask, why not.
Minutes are supposed to reflect the board's official actions during a meeting, it's not supposed to be a note-to-note recap of who said what, but it has to be accurate. There are templates all over the Web on how to prepare meeting minutes - you can even find them in Word or other word processing program, so if this secretary doesn't know how to put them together, refer him/her to these resources.
If the secretary disagrees with a vote taken during the meeting, that's no reason not to sign off on the minutes. He/she was there and voted on those motions - if he/she abstained from voting, that should be noted in the minutes. As long as there was a legal quorum to hold the meeting according to the documents and enough people voted something up or down, that should also be noted in the minutes.
You've posted on this website long enough to figure some of this stuff out by now, but if it has to be spelled out for you - if the secretary can't or refuses to do his/her job, the board should relieve him/her of the position and appoint someone else who will. Remember, this isn't the same as booting the person off the board - only the homeowners can do that, either by voting him/her out in the next board election or through a recall. If the secretary gets huffy and threatens to quit, accept the resignation and move on. Running an association is for adults, not infants.
You didn't say why the secretary refused to sign the minutes and since that's part of his/her job, there should be a reason. Did you ask? If so, what was the response? If you didn't ask, why not.
Minutes are supposed to reflect the board's official actions during a meeting, it's not supposed to be a note-to-note recap of who said what, but it has to be accurate. There are templates all over the Web on how to prepare meeting minutes - you can even find them in Word or other word processing program, so if this secretary doesn't know how to put them together, refer him/her to these resources.
If the secretary disagrees with a vote taken during the meeting, that's no reason not to sign off on the minutes. He/she was there and voted on those motions - if he/she abstained from voting, that should be noted in the minutes. As long as there was a legal quorum to hold the meeting according to the documents and enough people voted something up or down, that should also be noted in the minutes.
You've posted on this website long enough to figure some of this stuff out by now, but if it has to be spelled out for you - if the secretary can't or refuses to do his/her job, the board should relieve him/her of the position and appoint someone else who will. Remember, this isn't the same as booting the person off the board - only the homeowners can do that, either by voting him/her out in the next board election or through a recall. If the secretary gets huffy and threatens to quit, accept the resignation and move on. Running an association is for adults, not infants.
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
BenA2 (Texas)
Posts: 1,273
Posts: 1,273
Posted:
If he or she doesn't have a good reason you can replace them with someone who will do their job. I don't know if there is anything saying the secretary has to sign them. It seems to me any officer could attest that they were approved by the board.
SashaE1
Posts: 110
Posts: 110
Posted:
thank you Ben!
SashaE1
Posts: 110
Posts: 110
Posted:
thanks Sheila. the reason is one1) they disagree with whatâs said even though the majority of the board agree. and 2) they are newly appointed and one set of minutes were from a meeting three months ago that needed to be corrected and they say since they werenât at the meeting they canât sign off on the minutes as the secretary. So in a case like 2) how would those minutes be corrected?
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Quote:
Posted By SashaE1 on 02/24/2021 2:35 PM
the reason is one1) they disagree with whatâs said even though the majority of the board agree.
the reason is one1) they disagree with whatâs said even though the majority of the board agree.
Poor excuse. They minutes are approved by the board and the are simply attesting that the minutes were approved.
Quote:
Posted By SashaE1 on 02/24/2021 2:35 PM
2) they are newly appointed and one set of minutes were from a meeting three months ago that needed to be corrected and they say since they werenât at the meeting they canât sign off on the minutes as the secretary.
2) they are newly appointed and one set of minutes were from a meeting three months ago that needed to be corrected and they say since they werenât at the meeting they canât sign off on the minutes as the secretary.
That, to me, is a good reason.
Someone else can sign that set of minutes. Perhaps a remark that they were signed by x due to Secretary not at the meeting.
MichaelS56 (Minnesota)
Posts: 859
Posts: 859
Posted:
Our board also records the Board meetings for the purpose of reviewing a disputed point.
SashaE1
Posts: 110
Posts: 110
Posted:
Thanks everyone.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Are you saying, Sasha, that the sec'y disagrees with what was "said," or does'nt lie the outcome of a vote? If the latter, the sec'y signs anyway because the minutes are accurate. What was "said" shouldn't in the minutes, only what was done (i.e., voted on, postponed, no action taken, or whatever).
I think the sec'yy can sign minutes even if not present. The Board votes to approve the minutes--that's what she is signing off on.
I do know for sure that absent directors can still vote to approve them and and even offer amendments to the minutes. This is in Robert's Rules of Order.
I think the sec'yy can sign minutes even if not present. The Board votes to approve the minutes--that's what she is signing off on.
I do know for sure that absent directors can still vote to approve them and and even offer amendments to the minutes. This is in Robert's Rules of Order.
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