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BernieJ (Virginia)
Posts: 31
Posted:
The Virginia Property Owners Association Act states that minutes from the prior meeting are to be made available to the membership at the time the "draft" minutes are delivered to the Board in a Board packet for the upcoming meeting.
I recently requested a copy of the draft minutes of the Master Association's meeting that took place four months ago, and was told that they would only be made available to members "after" the Board approved them at the upcoming meeting.
The POA Act may have changed a requirement that I recall in 2020 stating that the draft minutes must be made available to members after 60 days of the prior meeting. I was unsuccessful in finding the reference to that in the POA Act today (2025) which I used it in prior years when minutes were routinely witheld from the membership of the community I lived in. It is possible that the provision was removed from the ACT since then. But, the current provisions in the act today do not say anything about minutes being made available "after the Board approves them"
I scoured through the Master plan covenants to see if there were any special provisions regarding releasing minutes, and I couldn't find any.

I want to approach the Master Association Community manager about this, and would like some feedback from the pro's here who may have something of value to interject.

Side note: I am the Board President for one of the communities that are subject to the Master Association's Covenants. All owners in my community pay fees to the Master Association in addition to the community that I represent.
ElleN (Idaho)
Posts: 1,334
Posted:
Quote:
Posted By BernieJ on 02/04/2025 9:52 PM

I recently requested a copy of the draft minutes of the Master Association's meeting that took place four months ago, and was told that they would only be made available to members "after" the Board approved them at the upcoming meeting.
The POA Act may have changed a requirement that I recall in 2020 stating that the draft minutes must be made available to members after 60 days of the prior meeting. I was unsuccessful in finding the reference to that in the POA Act today (2025)
The requirement re the draft minutes is still there. Go to https://law.lis.virginia.gov/vacodepopularnames/property-owners-association-act/. Keyword search the latter site for the word "minutes". You will quickly come to this section:

[Except for executive session minutes]
draft minutes of the board of directors shall be open for inspection and copying (a) within 60 days from the conclusion of the meeting to which such minutes appertain or (b) when such minutes are distributed to board members as part of an agenda package for the next meeting of the board of directors, whichever occurs first.
BernieJ (Virginia)
Posts: 31
Posted:
Thank you Helen. I actually found it this morning buried in Section G of 15.1-1815 Section G. Thank you for replying.

Except as provided in subdivision C 7, draft minutes of the board of directors shall be open for inspection and copying (a) within 60 days from the conclusion of the meeting to which such minutes appertain or (b) when such minutes are distributed to board members as part of an agenda package for the next meeting of the board of directors, whichever occurs first.
TimB4 (Tennessee)
Posts: 21,059
Posted:
Please note that general membership meetings are not meetings of the board.

Both the VPOAA and the VA Nonstock Corporation act is silent when draft minutes of general membership meetings are to be made available

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