Sketchy meeting minutes

Started by BillD16 • 6 replies • 101 views

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BillD16 (Texas)
Posts: 980

Posted:

So I asked our PM for a copy of the meeting minutes for a meeting in November 2024. These minutes were approved in the next meeting in Feb 2025. At 9:45AM yesterday the PM emailed me a PDF titled ‘Minutes Nov 2024 APPROVED’. Metadata says the document was created at 9:00AM yesterday via ‘**** PDF Maker’.

Based solely on those facts, what do you think is going on? How would you react?

Bill

HOA Board ex-President
Austin, Texas USA

“You can’t put too much water in a nuclear reactor”

TimB4 (Virginia)
Posts: 21,005

Posted:

All that is saying is that the PDF was created. The actual minutes could have been in a word processing document or on paper and scanned.

BillD16 (Texas)
Posts: 980

Posted:

Quote:

Posted By TimB4 on 06/04/2026, 7:25 AM

All that is saying is that the PDF was created. The actual minutes could have been in a word processing document or on paper and scanned.

I guess that could be. But all of the *other* meeting minutes are in PDFs that were created shortly after the meeting where they were approved. In short, I strongly suspect these minutes were ‘synthesized’. But I suppose there’s no way to prove it.

Bill

HOA Board ex-President
Austin, Texas USA

“You can’t put too much water in a nuclear reactor”

JackS20 (North Carolina)
Posts: 273

Posted:

all HOA boards should have a transcript of what was said.
AI makes this easy and free. Google workspace literally does it automatically and any homeowner can go to the shared folder and listen for themselves.

GeorgeR8 (Arizona)
Posts: 182

Posted:

The minutes are the record of action taken by the Board. "what was said" doesn't belong in the minutes. You might want to ask your HOA attorney if you doubt me.

BillD16 (Texas)
Posts: 980

Posted:

Really, this is me discovering the pragmatic, real-life answer to my question “what happens if the HOA doesn’t have the full 7 years of meeting minutes as required by law? And what if the missing minutes supposedly detail an update to the rules & regulations? If there are no meeting minutes documenting the update, is the update valid?” And what I’m coming to find is that the HOA / PMC will forge a copy of the minutes so that it never has to deal with ‘missing minutes’.

Bill

HOA Board ex-President
Austin, Texas USA

“You can’t put too much water in a nuclear reactor”

SusanA11 (Georgia)
Posts: 1

Posted:

Quote:

Posted By JackS20 on 06/05/2026, 8:16 AM

all HOA boards should have a transcript of what was said.
AI makes this easy and free. Google workspace literally does it automatically and any homeowner can go to the shared folder and listen for themselves.

We've been told legally you should not have a recording or a transcript of the meetings. I am the secretary and am in favor of recording each meeting and keeping a transcript. Our HOA manager advised us not to and said the attorney said it could be used against the board and the HOA, especially when board members say rude things.

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