Complaint - Should it be part of the minutes?

Hello,

During the budget discussion at our Annual Meeting a member being very, very assertive pointed out a person on the Board was "untrustworthy - dishonest" because he had mailed a one-page document using an envelope and a postage stamp from his personal work office. We are a tiny self-managed community, no letterhead, no envelopes, no printer ... nothing. So the meeting minutes were done, approved by the Board, then sent out to the members. The complainer became upset again because the Board did not include her complaint - now all of us are considered dishonest. Note: The Board member said he does have to pay a monthly administrative fee at his office for things like envelopes/stamps. QUESTION: Were we "supposed" to include her complaint in the minutes? We heard, we listened, that Board member also apologized in the meeting and said would not do it again. We found the complaint very petty and unfair. Though technically wrong, the Board member thought he was doing a good thing by mailing her document quickly (he also works out of state). The complainer won't move on now and is emailing the development that the Board is dishonest.

And of course I messed up, failing to note that the Annual Meeting is a meeting of the owners.

Per Robert's Rules, only the owners approve the Annual Meeting Minutes.

Your board is wrong to think the board approves the minutes.

The board should send out a draft of the Minutes. The board should remind owners that they have to approve the minutes at the next meeting of the owners (whenever this is).

At owners' meetings, the governing body is the owners. The board does //not// preside at meetings of the owners. The president runs the meeting but gives no deference to directors per se at this meeting.

The owner's complaint was not an action of the owners en masse. It was not on the agenda. It should not be in the Minutes for this and other reasons in the vein of what I posted above. The owner can vote against approval of the Minutes. If she is outvoted, too bad.

The member's complaint had nothing to do with association business so they would have no reason to acknowledge it. The member can complain to the employer but not to the board.

There is no reason why a complaint shouldn't be included and there is no requirement that it must be included.

Example: One member sent a concern about abcd.
The board discussed the issue and determined the complaint is being address by xyz.
The board authorized the President to inform the member of the boards decision.

More detailed: One member sent a concern about transparency.
The board discussed the issue and determined that the complaint is being addressed with use of the association website, the newsletter and personal mailings. The President will send a letter letting the member know how to access these items.

Another example: One member was concerned that all issues are not included in the minutes. The board discussed the issue and will include a brief notation in the minutes of concerns and the boards response.

Two or three lines makes can show better transparency.

NOTE: The association might not have an office but I would expect all members have a computer and printer at home. The Association should purchase a ream of paper, a roll of stamps and handle the mailings themselves. Perhaps authorizing the purchase of one black ink cartridge per year for the secretary to print said items.