Board meeting minutes

Started by MissyW • 8 replies • 1692 views

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MissyW (Georgia)
Posts: 22

Posted:

Should approval/disapprovals be included in the minutes. Also should how each board memeber voted be there or just the amout of votes pro/con?
We are getting vague and conflicting accounts of board meetings.
Thanks again for all the great help!!!!

JulieS (Georgia)
Posts: 412

Posted:

Are you asking if approval of the minutes are included in the minutes?

We go down the agenda and make a motion if there is a vote needed. In the meeting minutes, we just put if it was approved or not. The minutes do not need to be extremely detailed, just the jist and result of what happened.

CharlesW1 (Georgia)
Posts: 826

Posted:

MissyW,
I would think the minutes would be best if they contained everything, especially the approved and the not approved! Like notes, but I really don’t know for sure. I’ll be following along with you, learning as you receive more responses.

Best of luck to you
Chuck W.

Charles E. Wafer Jr.

JosephW (Michigan)
Posts: 882

Posted:

Some states, like Hawaii, have requirements regarding the recording of each vote, but most don't. You will want to check your state's condo or HOA law, AND the state's corporation law (I'm assuming you're incorporated. Board voting is a corporate issue.

If you're not required to record each member's vote, then you don't have to, just record that the motion passed. However, I would record every dissenting vote. If it turns out there is a problem with the issue and legal problems result, those board members who voted against the issue may have some protection. As a board member, I always want my negative vote recorded.

Joe

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RogerB (Colorado)
Posts: 5,067

Posted:

Minutes should include a summary of the business conducted at a meeting. The minutes of the previous meeting must be approved before those minutes become official. Every motion made and brought to a vote should be recorded. If it is a small group such as at a Board meeting the name of the person making the motion may or may not be recorded and no second is necessary. Recording the discussion is not necessary. During voting if anyone votes against a controversial or significant motion their name(s) should be recorded because later, if legal action is taken, this can be important.

JosephW (Michigan)
Posts: 882

Posted:

By the way, here is a good short blog by an attorney regarding minutes:

http://hawaiicondolaw.blogspot.com/2005/03/what-should-be-in-minutes_29.html

Joe

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Community Associations Network, LLC
www.CommunityAssociations.net
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LizJ (Florida)
Posts: 34

Posted:

This is not legal advice, but I believe FL statutes require that how the individual board members voted on each matter should be recorded.

NikkiT (Texas)
Posts: 30

Posted:

It has long been a bone of contention that the Board of Directors want the people at the Association Meeting to "approve" their meeting minutes. Their meetings are "closed meetings" even though our membership very much wants them to be open.

My statement at each request for "approval" is that the Association members cannot vote to approve a document that we have not been wittness to. Since the Meeting Minutes become the legal transcript of the meeting, how can we be expected to attest what is stated in the minutes is actually what was said/done at their meeting when we are not allowed to attend their meetings?

The same thing holds true for people that were NOT at the Association meeting for the minutes that are being asked for approval.

To my way of thinking, I can not attest to the truth of a document stating what transpired at a meeting unless I was there to wittness. Am I correct in this thinking?

We gave up a long time ago expecting the Board to submit for approval minutes that had enough of the facts of what had transpired at any meeting. They are going to write exactly what they want and there is always going to be their 'groupies' at the meeting to instantly approve their minutes! Both Board and Association meetings.

Good Luck. Nikki T.

RogerB (Colorado)
Posts: 5,067

Posted:

Nikki, your thinking is correct regarding Board meeting minutes. They should be approved at the next Board meeting with voting only by Board members. Annual meeting minutes are usually approved at the next following Board meeting since it makes no sense to wait a year to approve. All minutes need to include all motions and the results of the vote but not the discussion. You could research and provide to your Board the information which is required to be recorded in the minutes.

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