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AnnaD2 (Florida)
Posts: 960
Posted:
Our Annual Member's meeting is next week. When we take minutes for regular Board meetings they're pretty basic notes. No names unless a vote was taken, and the outcome of each topic discussed. No "he said", "she said".

Should the minutes from the Member's meeting be the same? Or should they be more specific? I.E. "Mr. Jones requested the sidewalks be pressure washed." "Mrs. Smith wants to be able to erect a clothes line." "Ms. Malcontent spent ten minutes bashing the board and humiliating and degrading others."

Or should they be "basic" as the minutes from board meetings? I.E.: "One member wants the sidewalks pressure cleaned."

Also---should the current Board secretary be taking the notes from this meeting? (That would be me.) I don't mind, but as I understand since this is the MEMBER'S meeting I'm wondering if it's proper for a board member to do it since the board cannot conduct any board business at this meeting.

thanks all
DonnaS (Tennessee)
Posts: 5,671
Posted:

Hi Anna,
Titans won!

Anyhow, who leads the members meeting? Do not your Board members all attend? I need to look this up because if I am not mistaking, the Board would still lead this meeting.

The minutes need to be taken in such a manor that anyone reading them can understand what was said but I would not get detailed. Like you exampled--a member requested that the sidewalks get pressure washed and basic stuff. Never write rants down as it accomplishes nothing.
KirkW1 (Texas)
Posts: 1,665
Posted:
I take my lead in minutes from my city council minutes. In regards to council members they list motions made, who seconded and the result of the vote.

As to when a citizen speaks, they list the name of the person, their address and a very brief synopsis of the position taken. For instance:
Kirk Wood, 123 Any Street requested the city council consider giving free ice cream out at the library on Fridays at noon.

Sometimes it simply says the person spoke in favor of an action. Or it may indicate their concerns (the store might sell beer one day).

All the same, I don't know if such is a requirement to keep in the minutes.
SusanW1 (Michigan)
Posts: 5,202
Posted:
So what if Mrs. Smith requested something?
Unless there was a motion and action on that request, then it is for naught.

That's why I suggest that anyone who wants something DONE request an ACTION by the board in the form of a motion.

Members can make motions at their own meetings. Mrs. Smith should make a motion for her desire. It would go thru usual debate, and a vote.

The presiding officer and the Board secretary are the only Board members who act in any other capacity than regular Members at the Annual Meeting.
SusannaM (Florida)
Posts: 366
Posted:
Quote:
Posted By SusanW1 on 11/02/2008 7:10 The presiding officer and the Board secretary are the only Board members who act in any other capacity than regular Members at the Annual Meeting.

That's what I thought, and it's also my experience. It's clearly stated in "The Homeowners Assoc. Manual" book.

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