Board Meeting Minutes

Started by RoseC • 7 replies • 2546 views

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RoseC (Florida)
Posts: 4

Posted:

Should preliminary minutes be posted on a website or only final approved minutes? My feelings would be to post only final approved minutes. I would think this would be less confusing to all members. Would appreciate knowing what other HOAs do.

CaryL (Arizona)
Posts: 19

Posted:

We've always published only the Final Minutes. Anything else just confuses the HOA. Also, there are usually changes between the preliminary and final. Publish only the final approved Minuted...it'll stop the "but, you already said..." messages.

RogerB (Colorado)
Posts: 5,067

Posted:

RoseC, I would not publish minutes until they are approved. I take the minutes at the associations I manage; and e-mail them to all board members within 24 hours. They are approved by e-mails between all board members plus me. Within just a few days the approved minutes can be published in PDF format.

Roger

HankL
Posts: 47

Posted:

Final only. Dispose of "drafts" ASAP until you might be forced to keep them. You probably have executive powers to have closed meetings and keep minutes private, but don't abuse it.

Ship Captains find it useful to save "smooth" logs and get rid of the "rough" logs. It makes them look bad, but keeps them out of trouble with the law in most cases.

Ahoy,
Lord Admiral Hankster

HankL
Posts: 47

Posted:

And don't limit your minutes to a website!!! There are some who will not ever be wired at home, and you don't want an owner to jeopardize their job by getting the minutes while online at work. Paper copies must always be available of almost everything. Some legal proceedures REQUIRE paper copies sent by mail or delivered with proof of delivery. Electronic files might be portrayed as easily doctored, which is true.

Hankaford

RogerA (Florida)
Posts: 4

Posted:

What gives.

I thought it was not proper for Board members to conduct business via email and/or outside a Noticed meeting.

RA

RogerB (Colorado)
Posts: 5,067

Posted:

RogerA, no bylaws I have read restrict board members from conducting business outside a board meeting. Good bylaws will state how decisions can be made without a meeting with a specified percentage of the board approving. Situations do arise which require board action and in such cases they need to be allowed to act. All such actions should be documented in the minutes of the next board meeting.

RogerB

RogerA (Florida)
Posts: 4

Posted:

I must apologise. I was under the impression that the discussion was related to Florida. Florida Statute 720 prevents Board from meeting outside a Noticed meeting.

Sorry

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