Minutes

Is it customary for a board of directors to approve the Oct regular board meeting minutes at the annual membership meeting?

Is it customary for a board of directors to approve executive session minutes from the day before the annual membership meeting?

Who should approve the annual membership meeting minutes - members or the board?

Thanks

Thanks very much Jeff.

I like the alternative you provided of holding a short meeting before the annual meeting.

Where did you get the information? (civil code, etc)

Davis-Stirling.com Annual Meeting Minutes

Davis-Stirling.com Executive Session Minutes

Tim, thanks for posting those links.

I think approving annual meeting by the board makes more practical sense. If not done you shouldn't post or distribute these minutes for the whole year.

Thank you everyone for the replies.

Thank you Tim for posting the links.

To my knowledge, the board has never read the regular board or annual minutes nor the executive session minutes during any regular meeting in the years I've lived here.
They do not go through the 'process' of dispensing with reading minutes, just the process of approval.

You bring up a good point about executive session minutes. If correction was required, I imagine that someone on the board might make a motion to postpone approval.
To avoid this altogether in an open meeting as well as the potential to compromise privileged information, I believe that ex session minutes should be approved in executive session.

Also, I question why the ex session minutes had to be approved so quickly.
Less than 24 hours was barely enough time for the secretary to type and distribute them let alone enough time for directors to review them for accuracy and error.

Please bear with me and I apologize for TMI. I've had a moment of clarity and I'm connecting the dots.

My comments in the owners forum were omitted from the Oct minutes. I prepared my remarks and put them aside for the Nov board meeting when I expected to have the opportunity to request correction in this month's regular board meeting.

Annual meeting: The agenda notice for the annual meeting was posted for 30 days+ in a format not generally used for the meetings - it was an announcement type of notice in large font, centered, very nice. The notice stated that the only known items of business were annual reports and nominees. The same notice was also published in our newsletter. I left town expecting to return 2 days after the meeting and gave my proxy to a neighbor. Missing the meeting gnawed at me so I got home about 40 minutes prior to the meeting. Imagine my surprise and unpreparedness when the agenda handed out at the annual meeting was formatted as usual with the Oct BOD mins and ex session minutes up for approval. These items of business were not on the posted agenda when i left town at noon on 11/2.

I gave the office a letter dated the monday after the annual meeting about Oct correction of minutes and minutes approval on the agenda @ the annual meeting. I also received a receipt for the letter. Remarks in the letter concerned the secretary. The secretary intends to reply to my letter in the meeting as indicated on the agenda. My letter was the ONLY item under new business, lost in a sea of white paper.

I requested a copy first thing monday morning. I didn't review the agenda until this evening when I saw 2 additions under new business. The revisions / changes / additions agenda was posted between saturday afternoon when I left the clubhouse and Monday morning before the office opened.

I have posted here about the agenda problems in our HOA before and literally felt crazy for doing so. Of course I have no proof that Saturday's agenda is different from Monday's unless another resident can confirm.

It is possible and most likely that tomorrow's agenda will be even different from the one copied on monday. This is a constant sore spot. Anything put on the agenda after Saturday at 1pm will not be compliant with the spirit of the law.

The M.O. use to be that additions made to the agenda after initial posting were hand-written in on the notice. The annual meeting notice and tomorrow's board meeting notice were/are computer generated and because of that, any alterations made after initial posting gives the appearance that all items were there all along.

Any thoughts or comments? Thanks for reading the long post.

>>>Perhaps you can volunteer your time to work with them on complying with the law. <<<

Thank you Tim! That is a positive solution.

For the record, prior secretaries including myself, had no problems adhering to the agenda notice requirement.

I have volunteered to assist with anything that can be delegated to a 3rd party -without success- but it would be my pleasure to offer again.
Perhaps volunteering during a meeting instead of privately with individual directors will gain better support.

Thanks again!

Lee,

Your post would be better served as a new topic since it doesn't have anything to do with when minutes are approved.

Barbara,

I'm glad it worked out for you.

I also thank you for the kind words. I just happened to be the one who posted the suggestion as I know others would have if I didn't.

I always liked what GlenL had as his signature for a long time that basically said members of the Association are either part of the solution or part of the problem. I believe that most want to be part of the solution and you have provided an example that my belief is correct. Thank you.

Tim