TonyN2 (Illinois)
Posts: 62
Posts: 62
Posted:
If the secretary is absent at a meeting, who can/should take minutes?
Can it be any board member?
Can it be any board member?
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Meeting Minutes Role
Started by TonyN2 • 11 replies • 287 views
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AugustinD
Posts: 3,698
Posts: 3,698
Posted:
Do your Bylaws require the Secretary to be a Director? If not, I say a Board majority can pick the non-director of their choice.
Or ask the manager if she/he will take Minutes.
Remember that best practices for Minutes is to record only time started, motions, vote on motions and time adjourned. Whoever is secretary should focus on getting the wording of the motion correct.
Or ask the manager if she/he will take Minutes.
Remember that best practices for Minutes is to record only time started, motions, vote on motions and time adjourned. Whoever is secretary should focus on getting the wording of the motion correct.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Agree with Augustin that unless the Bylaws say otherwise, any owner may write the open meeting draft minutes. The Board chooses. I think a Board member would be best as they might have more knowledge about minutes than a non-director.
In executive session, of course, another director should write them
Along with what Augie wrote, the minutes also should state what directors are present/absent & the meeting site.
In executive session, of course, another director should write them
Along with what Augie wrote, the minutes also should state what directors are present/absent & the meeting site.
LoriM15 (Florida)
Posts: 1,009
Posts: 1,009
Posted:
Our property manager takes minutes at all our meetings.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Ours does too. It's in our contract with the MC. but many associations don't have that perk.
HenryS7 (Pennsylvania)
Posts: 336
Posts: 336
Posted:
Quote:
Posted By TonyN2 on 01/19/2022 2:01 PM
If the secretary is absent at a meeting, who can/should take minutes?
Can it be any board member?
If the secretary is absent at a meeting, who can/should take minutes?
Can it be any board member?
In reality, anyone at the meeting can take the minutes. They aren't official until approved at the next meeting.
In our association, we have had the President, the President's wife, the Secretary, and the Property Manager take minutes at various meetings in the last year.
HenryS7 (Pennsylvania)
Posts: 336
Posts: 336
Posted:
In the grand scheme of things, it doesn't matter who takes minutes. What matters is they are an accurate summary of the business that took place during the meeting, and that they are approved by the board in the past.
As President, I personally cannot take minutes since I'm doing the talking, but any warm body can take meeting minutes.
As President, I personally cannot take minutes since I'm doing the talking, but any warm body can take meeting minutes.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Hmmmm. It IS difficult to write minutes when presiding, but it should be because the presider is directing traffic, calling on directors to speak fairly, keeping the meeting moving.
We did have an autocratic prez not long ago who did 80% of the talking. Horrible experience. Her buddies were defeated in an election and she resigned and recently sold.
It's a meeting of the Board and all should contribute. IMO, a good presider encourages participation from all
We did have an autocratic prez not long ago who did 80% of the talking. Horrible experience. Her buddies were defeated in an election and she resigned and recently sold.
It's a meeting of the Board and all should contribute. IMO, a good presider encourages participation from all
MelissaP1 (Alabama)
Posts: 13,836
Posts: 13,836
Posted:
Our documents restrict President from taking notes. It is to be the secretary job. So if the President took the notes they could not be accepted as HOA records. That is because not allocated in their job duties to do so.
Former HOA President
BenA2 (Texas)
Posts: 1,273
Posts: 1,273
Posted:
Unless your governing documents state otherwise, anyone can take minutes. Our secretary usually asks someone when she knows she will be absent. If she doesn't give prior notice, the president asks for a volunteer.
HenryS7 (Pennsylvania)
Posts: 336
Posts: 336
Posted:
Quote:
Posted By KerryL1 on 01/19/2022 7:17 PM
Hmmmm. It IS difficult to write minutes when presiding, but it should be because the presider is directing traffic, calling on directors to speak fairly, keeping the meeting moving.
We did have an autocratic prez not long ago who did 80% of the talking. Horrible experience. Her buddies were defeated in an election and she resigned and recently sold.
It's a meeting of the Board and all should contribute. IMO, a good presider encourages participation from all
Hmmmm. It IS difficult to write minutes when presiding, but it should be because the presider is directing traffic, calling on directors to speak fairly, keeping the meeting moving.
We did have an autocratic prez not long ago who did 80% of the talking. Horrible experience. Her buddies were defeated in an election and she resigned and recently sold.
It's a meeting of the Board and all should contribute. IMO, a good presider encourages participation from all
I wish I could send you a Zoom link to our meetings and invite you sometime, Kerry. Can't do that of course, but I think you would be impressed.
My style of the meeting is to have the person who owns the agenda item make a 2-3 minute presentation about the agenda item. I then call for discussion, and let the directors discuss the item for a few minutes (as short as 2 or as long as 10 depending on the level of controversy of the item). Then when the time is up I ask if anyone would like to make a motion, we make our decision, and then move on to the next subject. It is inclusive and fair to all directors.
The reason why I do most of the talking is that I'm the one that does most of the work in the association, and thus, I am the presenter for most of the agenda items. I wouldn't mind if others wanted to talk about agenda items coming up but rarely do others have items to add the agenda. Thus, I am the main presenter of agenda topics throughout the meeting.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Thanks for the clarification, Henry.
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