The Minutes

Hi all, is it okay to request more detailed minutes with our HOA?

We literally don't have things like, what was voted on? who made a motion? who was in attendance? who voted in the affirmative? who voted no? Am I asking for to much?

https://www.davis-stirling.com/HOME/H/HOA-Meeting-Minutes

https://www.davis-stirling.com/HOME/M/Making-a-Motion#axzz2AMHz4Jef

Useful info contained in the above links that outline the procedure and detail necessary in the minutes. You may be asking for too much detail that is not required to be recorded.

Minutes should reflect the board's actions, so it's not necessary to know who voted yes or no, as long as the majority voted to approve or disprove a motion. Generally, the minutes should list:

Date and time of the meeting, when it started and was adjourned

Names of board members in attendance and who wasn't there. The number of people present should equal or exceed the required quorum for a meeting to be official, such as 4 out of 7 members. If you don't know what makes up a quorum for board meetings, read the bylaws.

Acceptance or corrections to the last meeting minutes

Summary of all agenda items discussed, as in: the board reviewed three bids for replacing the carpeting in the clubhouse, and voted to accept X company's bid. If someone didn't vote because of a conflict of interest, that should be noted. That board member should also decline to participate in the discussion of that issue

Action items for the next meeting

Date and time of next meeting.

You don't need to know who said what about anything - it's never a good idea to put that in the minutes because statements can be taken out of context (accidentally or on purpose), which can cause a lot of trouble. If you want to know why board members voted a certain way, ask them yourself. Better yet, attend the meetings so you can hear for yourself what's going on.

I agree with Sheila. That is best way to take notes. It is not leaving anything out but the gossip potential.

I would not include names. If 5 board members voted yes and 3 no. Then would put down board voted 5 to 3 to approve.

Having taken years of meeting notes for work and my HOA keeping it minimal is best.

Keep in mind minutes are not official until next meeting. That is when they are approved. So many people want meeting notes immediately after a meeting. Those are not official until approval of next board meeting agrees.

If, as you say, "what was voted on?" is NOT in the minute, what IS in the minutes?

While the Board at my HOA includes who makes and who 2nds motions, and who votes no, when that happens, there's no requirement to write that.

The names of the directors in attendance and absent is important, as Shelia notes, to show a quorum of the Board was present. If any directors leaves during the meeting, the time they left should be noted in the minutes.

Meanwhile look at Pat's good citations. Terri's points look good too. And though roll calls votes are required for Zoom meetings, th names of the directors who voted are not required in the minutes.

Other items that should be in CA minutes are: Executive Session Disclosure and Open Forum, though the content of the latter is not recorded in the minutes.

Kerry, on what basis do you say a roll call vote with names doesn't have to be recorded in the minutes? Thanks.

Minutes are not a blow by low account of what was said nor by whom. Legally they must include motions made and how voted on. They do not need to contain the discussions of such. Also they can be general in nature such as Reallocating Visitor Parking Spots was discussed. The discussion might have been hot and heavy but all the minutes have to say is:

Reallocating Visitor Parking Spots was discussed. No action was taken. KISS.

Good point, Terri. I would hope the minutes still won't have to name every director and could say, " Roll call vote produced unanimous approval."

Roll call makes sense when a director attends by phone and the presider cannot see their raised hand. Our Board is doing it wrong, but all attendees can see all directors even the ones attending by Zoom, when that occurs. The meetings are hybrid so Ima sure not going to message the presider that he needs to do roll call for all votes,, and record all names (board of 6) Hmmm, we'll see if the new MC's rep, who'll attend, will say anything.

I really like JohnC's useful addition. Every agenda item should be recorded in the minutes to show what became of it. His example is perfect. That's the only way that non-attendees can know that the item was dealt with and not blown off.