JanieD1 (Virginia)
Posts: 1
Posts: 1
Posted:
Are owners' comments in an Open Forum at a board meeting required to be part of the Minutes?
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TimB4 (Tennessee)
Posts: 21,062
Posts: 21,062
Posted:
Should be.
However, it doesn't have to be word for word.
A simple entry like:
One member brought up the issue of not picking up after your pets.
Discussion was held by those in attendance on the issue which the board will take under advisement.
As a side note, I also include the names of everyone in attendance at the meeting in the minutes.
However, it doesn't have to be word for word.
A simple entry like:
One member brought up the issue of not picking up after your pets.
Discussion was held by those in attendance on the issue which the board will take under advisement.
As a side note, I also include the names of everyone in attendance at the meeting in the minutes.
TimB4 (Tennessee)
Posts: 21,062
Posts: 21,062
Posted:
here are some resources:
Exploring Your HOA Meeting Minutes from a MC
FAIRFAX COUNTY Community Association Guide
A Guide On How To Write HOA Board Meeting Minutes
Exploring Your HOA Meeting Minutes from a MC
FAIRFAX COUNTY Community Association Guide
A Guide On How To Write HOA Board Meeting Minutes
ElleN (Idaho)
Posts: 4,420
Posts: 4,420
Posted:
Quote:
Posted By JanieD1 on 01/18/2023 10:01 AM
Are owners' comments in an Open Forum at a board meeting required to be part of the Minutes?
Are owners' comments in an Open Forum at a board meeting required to be part of the Minutes?
LayaS (Nebraska)
Posts: 249
Posts: 249
Posted:
In my previous HOA in Iowa, minutes were taken at the annual meeting. Iowa is not an open meeting state so there were no homeowners at board meetings. The annual meeting had an open forum and the minutes were taken there. The minutes included what was brought up at the meeting and the name of the person bringing up the topic. Comments from both the board and other members were also included. I don't know if this was right or wrong but it is how it was done. My attorney requested documents from the HOA when I got sued which included minutes of all (not just annual meeting minutes) of the meetings to that date. These minutes were a great source of information. They were helpful in my defense, and they certainly gave us a historical picture of the HOA.
Don't get me wrong, insignificant details were not included. They were not word for word but a synopsis of the meeting. I think it takes some skill to take good meeting minutes. It's easy to get too wordy but you also want to include specific details.
Don't get me wrong, insignificant details were not included. They were not word for word but a synopsis of the meeting. I think it takes some skill to take good meeting minutes. It's easy to get too wordy but you also want to include specific details.
WendyM5 (North Carolina)
Posts: 1,522
Posts: 1,522
Posted:
no, only board actions are.
vis ta vie
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
Quote:
Posted By ElleN on 01/18/2023 10:20 AM
I have never seen a law or covenant requiring this. Robert's Rules's guidance is that only board actions (motions, seconds, votes on motions) should make up the body of minutes. In my experience the gossipy boards will put everything in minutes and probably with editorializing. Then the minutes become a weapon.Posted By JanieD1 on 01/18/2023 10:01 AM
Are owners' comments in an Open Forum at a board meeting required to be part of the Minutes?
Are owners' comments in an Open Forum at a board meeting required to be part of the Minutes?
I agree.
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
Quote:
Posted By WendyM5 on 01/18/2023 11:38 AM
no, only board actions are.
no, only board actions are.
I agree.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Agree with others: Along with the usual time/place/call to order, etc., Only Board actions (decisions) are required to be in the minutes of any meeting.
For a couple of years in my assn, the board asked the PM to record questions/comments of owners (names NOT used) during open forum. There was (and still is) no discussion, however, whatsoever. At the end of open forum, board members or the PM address the remarks or questions if possible. In some cases the matter is placed on the next meeting's agenda. In some cases the board directs the PM to look into the matter.
I liked it as it sort of represented the thinking of some owners. BUT, the same owners tended to speak up every meeting with many remaining silent. So the minutes reflected a couple of owners' thoughts or concerns every month, but not of many. The Board voted to stop recording Owners' open forum comments.
For a couple of years in my assn, the board asked the PM to record questions/comments of owners (names NOT used) during open forum. There was (and still is) no discussion, however, whatsoever. At the end of open forum, board members or the PM address the remarks or questions if possible. In some cases the matter is placed on the next meeting's agenda. In some cases the board directs the PM to look into the matter.
I liked it as it sort of represented the thinking of some owners. BUT, the same owners tended to speak up every meeting with many remaining silent. So the minutes reflected a couple of owners' thoughts or concerns every month, but not of many. The Board voted to stop recording Owners' open forum comments.
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