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Board meeting minutes

Started by FranD • 15 replies • 2189 views

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FranD (Georgia)
Posts: 102
Posted:
Does the homeowners association members have the right to ask for minutes from our board meetings? I thought they were private. If they all knew what we talked about, then there wouldn't be a need for board and the HOA meeting would already know everything. Some are requesting to sit in on our meetings. It makes for a long meeting cause the board couldn't discuss what we needed to discuss until the guests left. Your input please...
GlenL (Ohio)
Posts: 5,491
Posted:
Fran, welcome but I’m sorry your rational to keep your fellow homeowners in the dark is preposterous. Yes they should be able to attend the meetings and to speak and ask questions. This doesn’t mean they get to participate in the meeting but the BOD should allow each person who wants to speak X # of minutes either before or after the meeting. I prefer after as I find a lot of their questions will be answered in the meeting. There are a few things that the BOD can discuss in executive session without the H/O’s present. Generally they include conversations with the HOA attorney, personnel matters, CC&R enforcement, etc. the same thing with the minutes and financial information.
Studies show that 5 out of 4 people have problems with fractions
DonnaS (Tennessee)
Posts: 5,671
Posted:

FRAN,

FYI, there should be nothing that is private concerning anything that happens at a Board meeting other than
DonnaS (Tennessee)
Posts: 5,671
Posted:


PLEASE DISREGUARD THE PREVIOUS POST START. HAVING COMPUTER PROBLEMS (POWER IS ON AND OFF)
TomK5 (Ohio)
Posts: 3
Posted:
What is the board discussing that is not the business of the membership?
Our association's stance is that anyone can attend and that minutes are available to anyone.
There is nothing to be gained by not disclosing what the business of the board is. Yes, it can be ugly. Yes, the minutes might only reflect only the general issue / discussion at a level sufficient enough to communicate the business that is occurring.
I have heard of other boards, not HOAs that actually moved to recoding all that was discussed and making the verbal tape available to anyone while providing concise minutes that focused on the facts of the business and not necessary side discussions/ comments/ opinions.
SusanW1 (Michigan)
Posts: 5,202
Posted:
What are the things being discussed that you don't want witnesses?

FranD (Georgia)
Posts: 102
Posted:
It is not that there are any secrets but they just want to come listen with no topic to bring and waste our time - I found out we have rules...

The minutes of the Board meetings are not automatically published to the membership. However, all members have the right to inspect the records of the Association, including minutes of meetings. The homeowner as allowed to make copies at the designated located for inspecting the minutes, at a reasonable cost.

While they can attend, it is only to observe how the Board works. They are only allowed to speak if they are on the Agenda for the meeting to address the Board on a specific matter. Otherwise, there should be no interruption or input from the homeowners that attend the Board Meetings. This should be strictly enforced in order to has a productive meeting.
FranD (Georgia)
Posts: 102
Posted:
It is not that there are any secrets but they just want to come listen with no topic to bring and waste our time - I found out we have rules...

The minutes of the Board meetings are not automatically published to the membership. However, all members have the right to inspect the records of the Association, including minutes of meetings. The homeowner as allowed to make copies at the designated located for inspecting the minutes, at a reasonable cost.

While they can attend, it is only to observe how the Board works. They are only allowed to speak if they are on the Agenda for the meeting to address the Board on a specific matter. Otherwise, there should be no interruption or input from the homeowners that attend the Board Meetings. This should be strictly enforced in order to has a productive meeting.
FranD (Georgia)
Posts: 102
Posted:
Guess I worded my question wrong. We do not keep anyone in the dark. They have been told they can come to any meeting but there are rules to follow and they if they bring a topic to the meeting they have a voice and will answer it truthfully. Thanks for your input.
SusanW1 (Michigan)
Posts: 5,202
Posted:
Fran - our HOA has a place on the agenda for Member Input at the beginning of the meeting. Questions asked/questions answered. And then they usually leave.

Members often find the meetings quite boring, so they don't stay. They cannot offer input or interupt discussions without being recognized by the presiding officer, so there is no one shouting out or butting in on discussions.

RichardP13 (California)
Posts: 1,767
Posted:
Fran

I will give you my two cents worth. Treat your members with respect and they will treat you the same in return. Remember, you work for them. Thank the owners who show up for the meetings. Ask them to bring more members. If you have a website, post the minutes, it free.But the worst thing you can do is make them feel like they are wasting your time. Its their Association also. They pay for the things you get to appreciate. Also remember, you volunteered for that position, no one forced you. Then your duties of goverance become much easier and more enjoyable.
FranD (Georgia)
Posts: 102
Posted:
Thanks for your two cents but you have it all wrong. We have bent over backwards to please our homeowners. The are welcome to come to any meeting. The last one we had was horrible and next time they will be excused from the meeting for being so rude. We only have 23 homes and do not have a website. Anyone is allowed to request the mintutes via email and those who don't have email can pay for a copy of it. They don't waste our time cause we welcome input but they do waste our time when their intent is to come and bicker back and forth for entertainment. It is their Association and mine too because I too am a homeowner there. Yes, I volunteered for the position to help and do it well and go over what I am requested to do to please. I cannot enjoy the work if all one does is come up with fires we have to put out so others don't get brainwashed by this handful of about 6-8 people. I personally don't work for them, I am a volunteer holding an unpaid position.
GlenL (Ohio)
Posts: 5,491
Posted:
Fran it would have been better if you had posted your last post first as your original post gave a very different slant on the whole thing. Some people live to cause controversy and upheaval as they somehow feel empowered when they do. The president controls the meeting and s/he should not be afraid to shut the troublemakers down or even ask them to leave. The best way to fight misinformation is with information, be as open and transparent as possible; if you can’t afford a website try one of the free Google or Yahoo Groups and don’t forget the time tested newsletter. We also hold several open forum meetings during the year where the H/O’s can air their suggestions, questions and complaints with the BOD in an open and frank back and forth as long as it is civil.
Studies show that 5 out of 4 people have problems with fractions
FranD (Georgia)
Posts: 102
Posted:
Finally someone who understands. I don't even think the homeowners realize how they sound to others. You are correct about fight back with so much information they will not have a reason to ask for more and that is why I went directly home after the meeting and put together the information that they requested. I will look into your suggestions. Thanks again.
RogerB (Colorado)
Posts: 5,067
Posted:
Fran, the homeowner/members have the right to receive the minutes upon submitting an email request and can attend all meetings. The Board could establish such a policy and make the homeowners aware of it. The board member who Chairs the meeting should control the meeting. Non Board members can be limited to the time they have the floor (such as 2 minutes) and not allowed to speak at any time not acknowledged by the Chair throughout the meeting.
FranD (Georgia)
Posts: 102
Posted:
Yes, I am aware the members have right to receive minutes. Have no problem with that and we all know they have right to attend any meeting but only when notified they are coming with a topic. Otherwise, if they just show up, they can only listen not participate. The board member who chairs the meeting can't control these people, that is the point. They get rude and interrupt. We now agree they will be dismissed next time it happens. We are trying to soften the responses back them to calm down their tone of voice. We will try the not acknowledging them by the chair idea. Thanks.

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