Treasurer's report

the Treasurer's report was "not ready" for our board meeting a couple nights ago. It was ready the next day and I asked the Treasurer to please give it to the Secretary so it could be added to our minutes for this month. Our next meeting isn't for 2 months and then this meeting minutes will be approved. The Treasurer doesn't do anything, he just waits for the Managers to give him that monthly report. Treasurers reports need no approval and co-members deserve to know, in a timely manner, I would think, about their funds etc.

He says he does not want to do that, because he wants to follow parliamentary rules in leaving the meeting minutes exactly as they were played out, not adding anything to it. Which means there would be another 2-3 months or more (as we at one time had 6 Meeting minutes waiting to be approved).............before our members would have this information available for them on the website.

What should the President do? Thank you.

Lou

Depending on what you consider a Treasurer's Report, I do not see it as being part of the Minutes. Minutes are Motions Made and and the result. Little else. They are not a running description of a meeting.

I think to many people try to make minutes a running description of what happened at at BOD Meeting. OK, so some will say well we want to keep our owners aware of what goes on. Well then tell them to get off their a$$e$ and attend meetings. Even in this Covid time, at least a recording could be made and available, at a small charge of course, to any member.

If the Agenda calls for a Treasurer's Report, that is an agenda making problem.

If you have an accountant, PM, etc. they should have financial reports and they should be available to any member requesting such. I am not advocating hiding things. In our case our PM's Monthly Report is available to any member that requests such. By the way, it is over 30 pages long and shows every penny of income and who every penny was spent with. We hide nothing.

That makes no sense, why then, can you correct and change the wording of sentences, cross things out, etc. after the meeting and before it is approved?

Are you talking about the meeting minutes or the treasurer's report? If it's the meeting minutes, that's the sort of thing that should be addressed during the next board meeting. The secretary reads the minutes, the president asks if there are any corrections and THEN people should point out misspellings, correct dates, etc.

As for the wording of sentences, remember what minutes are for - recording the official actions of the board, not a note for note recap of who said what. When you address an agenda item, you should be able to say something like "the board discussed X, a motion was made and seconded to do Y, and the motion passed or was defeated, with Mr. or Mrs. Z abstaining because of a conflict of interest or whatever." It shouldn't be necessary to change the wording of those types of sentences. If corrections are made, the minutes are approved with corrections.

If it's the treasurer's report, the only changes I could see would be correcting dollar amounts (sometimes math errors are made) and that's easy to do while discussing the report. When I was treasurer, I'd ask our property manager about income and expenses that didn't seem to make sense and if necessary, they would be corrected and a corrected report be sent to everyone. During my report, I'd usually say I saw X and asked the manager about it, the manager would explain what she did and why and people were usually ok with it.

You don't say if you're the secretary - if so, consider Googling Board meeting minutes or look for old conversations on this website that discuss minute taking and best practices

Lou, basically none of what your heard is correct. Robert's Rules clearly states that minutes contain what was DONE (voted on), NOT what was SAID (the discussion and debates). Even reasons for voting "no" shouldn't be in the minutes unless the Board agrees.

Moreover, the Board as a whole approves minutes not individual directors outside of meetings.

Ok, now you're getting off topic - you were asking about the treasurer's report at the top of this conversation. I just replied to your post about the board member reading the complaint at the board meeting when the subject of the complaint didn't know he/she was the subject - if you have questions about that, go read it and ask your questions there.

By the way, correcting minutes to accurately reflect what actions the board took is why you either read the minutes at the meeting and note what corrections need to be made then, or you could send a draft to board members and ask them to look for errors that need to be corrected. Read this article on Roberts Rules of Order as it relates to correcting meeting minutes and see if that makes this more clear - https://bizfluent.com/how-7210590-amend-meeting-minutes.html

The Treasurer report was never discussed nor present at the time of when the meeting notes were taken. That is unfortunate but can NOT be corrected by going backwards. It will be next meeting they can be made part of the notes. Until then unless there are items in it to be voted on, it can stand alone. Meeting notes are for voting results or subjects up for discussion/approval.

So correcting notes has nothing to do with adding additional information that comes AFTER a meeting is held. It can ONLY contain what the meeting contained in it. They then get approved NEXT meeting by the board to accept or not to accept. The Treasurer report may also go under the same scrutiny of acceptance. I don't see anything that needs a vote on if it is a statement of what owners owe or don't. That is just a statement of fact.

It doesn't seem like you have much business experience. One of my jobs was to take minutes and distribute them. I would attend a meeting, take notes, and coordinate with the OTHER note takers for their notes. We then would combine our own set of notes of the meeting. Once that was done, we would send out the highlights and any decisions made at the meeting. It was not filled with he said she said. This is NOT court notes. It simply shorten and sums of the decisions, what was discussed, and what needs to be worked on.

I would not include the Treasurer report nor any personal accusations you discussed in other posts. Maybe put down that an owner presented a complaint and this was the decision how to handle. That is as far as need to go.