Minutes filed with state?

Started by JanetA3 • 7 replies • 277 views

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JanetA3 (South Carolina)
Posts: 19

Posted:

Hello! I looked through the topics and didn't see that this has been addressed before....but I didn't go back too too far (lots of topics!).

Are HOA's required to file their meeting minutes with the State of SC (in our case)?

Thanks!

TimB4 (Tennessee)
Posts: 21,061

Posted:

Typically, minutes are internal documents.
The Association is required to keep all minutes (from the beginning of the development to the end).
However, they keep them internally.

Members may request to review the minutes and make copies if desired (a cost may be imposed on copying).

JanetA3 (South Carolina)
Posts: 19

Posted:

Thank you! I thought I had read somewhere in the SC Governing documents regarding HOA's about filing minutes and then couldn't find it again!

The past 7 months, our meeting minutes have been posted with numerous GLARING errors. The worst is that they literally spelled our community's name wrong for 6 months in a row - and did that repeatedly throughout the whole document!

It has been corrected/revised and I wondered about how you go about filing revisions - if they were in fact filed.

But you answered my question! Thank you!

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By JanetA3 on 08/29/2022 2:56 PM
Thank you! I thought I had read somewhere in the SC Governing documents regarding HOA's about filing minutes and then couldn't find it again!

The past 7 months, our meeting minutes have been posted with numerous GLARING errors. The worst is that they literally spelled our community's name wrong for 6 months in a row - and did that repeatedly throughout the whole document!

It has been corrected/revised and I wondered about how you go about filing revisions - if they were in fact filed.

But you answered my question! Thank you!

You may have been thinking about Rules and Regs.

KerryL1 (California)
Posts: 14,550

Posted:

Are you on the Board, Janet? When minutes have "glaring errors," the Board simply places them on the next agenda. The board votes to rescind the minutes of xx/xx/xxxx. Then it votes to approve corrections, the secretary or PM makes them and the corrected minutes are posted or made avail ble to owners to possess.

As Tim wrote, you must keep accurate minutes for the life of the HOA in your HOA files.

By the way, usually when minutes are corrected it's because of truly glaring errors like an approved motion worded incorrectly. In other Board decisions are the most important. The date, time & place and which directors attend, is also important. Misspellings, bad punctuation aren't im[ortat, but it's embarrassing to have those errors.

JanetA3 (South Carolina)
Posts: 19

Posted:

Thank you Kerry, I am not on the board.

I read the minutes and every time I see our community's name spelt wrong (Seriously!!) or they have wrong dates and misspelled names of members....I send them a note. They go back and simply make the changes to the existing minutes and write "revision". It is never indicated in the next month.

So you are saying that it should be stated in the minutes, that there were changes to the prior month's minutes? Interesting.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

It is usually the HOA's Secretary that takes the notes. So who is taking the notes for the HOA? It's not that big of a deal for misspellings et... It is just supposed to be the facts or statements. Having approved meeting notes is the biggest issue to get IMO. That's not always that easy.

Former HOA President

JanetA3 (South Carolina)
Posts: 19

Posted:

Thank you Melissa. I too am a former HOA President. Misspelling our community's name when it's a one-word name!! That's awful!

And, it happened for four months in a row, repeatedly in the title and in the text of the minutes! Yikes. If they can't manage the little, obvious stuff......

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