Minutes

Started by RickN • 3 replies • 1642 views

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RickN (Florida)
Posts: 27

Posted:

An interesting phenomena has occurred in our HOA. For reasons beyond my comprehension, minutes since June have not been read/approved. We have a total of 4 BOD meetings with unapproved minutes. Now that the election has taken place, 2 of the 3 directors were not re-elected. Can the new Board approve minutes for which they were not Directors? What recourse can the new Board take to reconcile this situation?
RickN

RogerB (Colorado)
Posts: 5,067

Posted:

Rick, I would have the carry over Board members vote on approval of the minutes from those 4 meeting at the next Board meeting. The new Board members can abstain.

RickN (Florida)
Posts: 27

Posted:

So, if the members abstain from voting, can they still accept the minutes as written? Don't you need a majority vote to approve minutes?
RickN

RogerB (Colorado)
Posts: 5,067

Posted:

Rick, it depends on your By-laws. If it states a majority of those voting, then 1 member could approve if they are the only one voting. If it states a majority of all members present than it requires over 50% all members present. If this is your situation the new members could "leave" the meeting during the vote.

This situation often occurs when there is a large turnover in the Board. Thus, I recommend a 3 year term and 5 Board members, except for HOA's with less than ~100 (3 Board members) or more than ~500 members (up to 9). Also, we provide drafts of minutes within 24 hours to Board members and they provide additions and/or corrections by email or on the Board's private page of a web site. This can expedite the approval process.

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