Secretary's duties

Started by MaryM3 • 5 replies • 3278 views

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MaryM3 (Texas)
Posts: 6

Posted:

In our by-laws it states the duties of the Secretary is to record the proceedings and all votes at those meetings. Is it within the boards authority to put in the Property Managers contract that he record and bring the minutes to the meetings? I know of two board members that vetoed this, but the other three are in favor. It seems our VOLUNTEERS are getting lazy to me!?! Any thoughts?
Thanks,
Mary

WilliamT (Arizona)
Posts: 489

Posted:

I understand from some that it is not a good idea to have the MC take the minutes because it's more difficult for him/her to focus on everything that's going on when they're busy taking the minutes.

My personal opinion is it is best for each board member to perform their owne duty at the meeting and have the MC help educate them on how to conduct the meeting and perform the chairperson, or secretary duty. That way the board is self sufficient instead of relying on someone else to do those functions.

The MC rep is then free to observe everything that's going on and offer suggestions and advice when needed.

If the MC rep leaves the job, and the replacement rep is not good at running meetings or taking minutes, then the board is at a disadvantage.

RogerB (Colorado)
Posts: 5,067

Posted:

Mary, check your By-laws. Usually the duties can be assigned to another person. We take minutes at all Board meetings we attend and email a draft for addtions and corrections to all Board members the next day. Prior to taking on this responsibility one Secretary seldom had minutes ready before the next Board meeting 3 months later. That was way too late to be a reminder for action items to be completed by Board members.

I disagree with this being lazy. I think anything which relieves Board members of time consuming duties (typing and distributing minutes does take time) will encourage more members to serve.

JosephW (Michigan)
Posts: 882

Posted:

Anyone can actually take the minutes. However they are not officeal until the board approves AND the Secretary signs them. In other words, the manager could take the minute, or any other homeowner, or someone you hire just for that putpose. Its the approval and signing process (making them part of the association's offical records) that the board and secretary cannot delegate.

Joe

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JosephW (Michigan)
Posts: 882

Posted:

Wow, I just read what I typed. I didn't know I could put that many typo's into one note. I'm sorry for that.

Joe

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Community Associations Network, LLC
www.CommunityAssociations.net
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MaryM3 (Texas)
Posts: 6

Posted:

Thanks to all for your help! Even to type-o Joseph!!

I am just very worried about this new board we have. It seems they are eager to tap our reserves to buy pool furniture and replace bushes, etc.
All cosmetic things. We still have 35 homes to vinyl side, sprinkler systems that are old and failing and many fences to replace. Our sub-division is 30yrs. old and there are 350 homes in it. We have a lot of renters moving in and noone to inforce the ACC/by-laws. No violation policy ...that anyone wants to enforce!
Thanks to your help...I am educating myself!
I will probably be back soon to ask for more help!

Mary in Texas

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