Draft Minutes

Started by LoriM15 • 11 replies • 427 views

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LoriM15 (Florida)
Posts: 1,009

Posted:

Quick question. We have a widely-read monthly newsletter. In the past we included the minutes of the previous month's board meeting and ARC meeting. It was recently pointed out to me that we have not been publishing minutes. This person claims we are "hiding" something. I asked the PM and was told that she does not believe that we should publish draft minutes, since the meeting minutes for the previous month don't get approved until after the newsletter is published. So the approved minutes would be two months old if we publish them. Thoughts on this? We rarely change the draft minutes but I can see her point.

MichaelT21 (Arkansas)
Posts: 200

Posted:

Draft meeting minutes should not be published.

SheliaH (Indiana)
Posts: 6,964

Posted:

I agree with Michael and your property manager. Since minutes will be the official record of the Board's decisions, the draft minutes should be reviewed by the entire board for corrections BEFORE a motion is made to accept them (which should be done at an open board meeting). Once they're accepted, then you can publish them, because you'll know they're complete and accurate. These are legal documents, so explain this to the homeowner and then make sure they're made available as soon as possible after they're approved. If you have a website, you could also keep a few months' worth of minutes posted so people can download them.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

MaxB4
Posts: 3,513

Posted:

In California, minutes must be available to the membership within 30 days of an open meeting, which may possibly have to be in draft form, and should be so noted.

KerryL1 (California)
Posts: 14,550

Posted:

Max is right about CA. But they certainly don't have to n be published--just available on request. Maybe something like that in FL too, Lori?

Ours, upon board approval, are on our protected website going back several years.

MaxB4
Posts: 3,513

Posted:

Quote:

Posted By KerryL1 on 01/24/2023 10:24 AM
Max is right about CA. But they certainly don't have to n be published--just available on request. Maybe something like that in FL too, Lori?

Ours, upon board approval, are on our protected website going back several years.

I really don't need to be re-affirmed by you.

ND (PA)
Posts: 792

Posted:

IMO, publishing draft minutes is unwise and unnecessary in most cases.
Suggest adjusting your newsletter publishing timeline such that minutes are approved just prior to the next newsletter being published. So newsletter would be published shortly after the Board meets and approves the most recent minutes.

ElleN (Idaho)
Posts: 4,420

Posted:

Quote:

Posted By LoriM15 on 01/24/2023 9:07 AM
Quick question. We have a widely-read monthly newsletter. In the past we included the minutes of the previous month's board meeting and ARC meeting. It was recently pointed out to me that we have not been publishing minutes. This person claims we are "hiding" something. I asked the PM and was told that she does not believe that we should publish draft minutes, since the meeting minutes for the previous month don't get approved until after the newsletter is published. So the approved minutes would be two months old if we publish them. Thoughts on this? We rarely change the draft minutes but I can see her point.

I see her point and your point.

I have seen it done the way you describe; the way the PM describes; and other ways (e.g. no distribution of minutes but they are available on request).

I think most owners prefer the way you describe, for the reason you give (timeliness). The Draft Minutes should be marked prominently as being "Draft."

Hopefully you all are using email or a web site to distribute Minutes. Speaking only as a peon, I recommend whichever is easiest on the manager.

ArtB1 (Florida)
Posts: 97

Posted:

I am in Florida and for the ARC we publish draft minutes within a few days of the meeting.

We then formally approve (with corrections if necessary) at the next meeting.

Keeps everyone happy

DeanJ
Posts: 1,786

Posted:

The only minutes that should be published are Board approved minutes.

JamesB37 (California)
Posts: 351

Posted:

I can see a reason for draft minutes and I have asked for them in the past

Our Board changed their meetings from monthly to bi-monthly (every 2 months). If you didn't go to the last meeting, you probably don't know what was discussed. So it is nice to have the draft in case you wanted to to go to the next meeting and make a comment during the open forum section about something that was discussed at the last meeting.

Again, they are not published per se, you have to specifically request them in our HOA.

KerryL1 (California)
Posts: 14,550

Posted:

Right, James, in CA, the HOA must supply draft minutes 30 days after a meeting. They, obviously should be stamped DRAFT. The assn does not have to post them 30 days after the meeting.

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