Need sample formats of meeting minutes

hoatalk (California)
Posts: 599

Posted:

A member has recently been elected to the Board and needs your help. He has requested sample meeting minutes to make sure his Association is using a good format. If anyone has an example they can post, please paste it into a reply here. You could also provide a web address, if you like. Thanks.

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AudreyB (Florida)
Posts: 104

Posted:

Hi,

This comes from a friend of mine, named Connie. I hope this helps.

"Libraries have reference books that will tell secretaries of associations how to take and how to transcribe MINUTES. Minutes should follow the agenda and should show:
The time, date and place of the meeting;
Who was present;
That a quorum was established;
Each motion that was made and who made the motion;
Whether or not the motion passed;
How many voted for approval of the motion;
How many abstained from voting;
A list of presentations that were made at the meeting;
What time the meeting adjourned;
Signature of the secretary;
A blank line to write the date of the subsequent meeting at which these minutes were approved.

(That is why a properly prepared AGENDA is so important, because the minutes should follow the agenda.)"

Audj

JeannieraeO (California)
Posts: 27

Posted:

This is a good sample. I deleted any reference to a specific association and changed all of the names.

COMMUNITY HOMEOWNERS ASSOCIATION

BOARD MINUTES

MARCH 2001

PRESENT

PRESIDENT, Joe Handel

VP TOWNHOMES, Sally Bach

SECRETARY, Sam Brahms

ABSENT

VP DETACHED HOMES, Jenny Lind

TREASURER, Frank James

OTHERS PRESENT

Owners of Bob's Nursery

I. CALL TO ORDER

The regular monthly meeting of the Community Homeowners Association (hereinafter CHA) was called to order at 7:30pm on March 12th by James Dean, 2001 President.

II. APPROVAL OF MINUTES OF FEBRUARY MEETING

A Motion was made, seconded and passed to approve the Minutes of the Monthly Meeting of February 12, 2001.

III. OLD BUSINESS

1. Treasure Frank James will continue to find ways (and time) to put pertinent information and monthly minutes onto the web site.

2. The parking problems in the Townhouse lot; apparently some community members of adjacent garage homes are unaware of our rules that these parking spaces are for the sole use of non-garage homes and guests of those homes. Everyone is asked to please be considerate of others, and to park excess vehicles, and those of your guests, on Blackberry Drive. Recommendation made to begin more rigorous enforcement, and potential towing, if the problem persists.

3. A survey will be distributed throughout the community to gather information to update our Community Directory. Residents are asked to provide current information; especially email addresses.

4. The Board again discussed the trash problem in our community. The Board recognized that part of the problem is that our facilities management company does no maintenance in winter months. Since the receptacles are permanently install, the Board will investigate some alternatives including retrofitting the receptacles to be able to remove them during the winter, covering the receptacles during the winter, or having our trash removal contractor empty them on a regular basis at some nominal cost.

5. Property owners are reminded that the Architectural Committee and Board of Directors will begin semi-annual “reviews” of the community by conducting a “Walking Inspection” to be held the two Sundays per year we change our clocks for Daylight Saving Time. The first “Walking Inspection” will be held on Sunday, April 1st at 4pm. Any property owner is invited to join in; we will meet at the Secretary's house (last house on the left when leaving our community).

6. The two-year contract between CHA and Condo Services, Inc. has been executed. The contract includes: General Clean-Up, Mowing, Edging, Aerating, Turf Fertilization, Herbicides, Pest Management, Mulching, Weed Control, Leaf Removal and Entry Bed Plantings. The contract also includes language-allowing us to end the Agreement with 30 days notice.

7. The Board approved the final section of water sprinkler installation at the entrance to our community; work should be completed within 30 days.

IV. NEW BUSINESS

1. Bob's Nursery shared information regarding:

* The history of the nursery and their overall business plan,

* The removal of a structure on their property (“DeeDee’s Diner),

* Their plans for piping the drainage ditch, refurbishing the structure near Darnestown Road, additional retail operations on their property, and the eventual fencing of their property from our community

* The Nursery also asked for our help and cooperation with two problems; vandalism by area youth and the growing population of wild cats in the area. The Board joins with the Nursery to ask that we all be more aware of activities in our community. To be more observant, to ask visitors if you can be of assistance, etc. With regard to the wild cats, residents with personal pets, especially cats, are asked to make sure your pet has a collar and are not allowed free access around our community.

2. The Board received an email regarding a request for guidance regarding the installation of a handicapped access ramp to a property located on Cherry Blossom Place. The Board will ask the Architectural Review Committee to provide the homeowner with guidelines and input to facilitate the construction.

3. The Board has been notified that the property to the East of our community that has been for sale is now under contract. The parcel, next to the small tot lot and adjacent to the future “jug handle”, will apparently be developed as a senior citizen and/or assisted living facility. The Board will arrange a meeting with the Developer, their attorney, and the CHA Attorney to discuss questions and concerns.

IV. ADJOURNMENT

The next meeting of the Board of Directors will be held at the Secretary's residence on Monday, April 9th at 7:30pm. All property owners are welcome to attend any CHA Board of Directors Meeting. Your input, via telephone, letter or email is always welcome as well.

There being no further business, the Board Meeting adjourned at 9pm

SusanW1 (Michigan)
Posts: 5,202

Posted:

4. The Board again discussed the trash problem in our community. The Board recognized that part of the problem is that our facilities management company does no maintenance in winter months. Since the receptacles are permanently install, the Board will investigate some alternatives including retrofitting the receptacles to be able to remove them during the winter, covering the receptacles during the winter, or having our trash removal contractor empty them on a regular basis at some nominal cost.

Quote: The Board recognized that part of the problem is that our facilities management company does no maintenance in winter months.
IS THIS A RUMOR, THOUGHT, OPINION OR FACT?

HERE'S AN ALTERNATIVE - BUT OF COURSE, THE MEETING WOULD HAVE GONE THIS WAY . . . re-written as:

Discussion on trash problem. ACTION: Board passed a motion for John Smith to investigate situation and find out about removable receptacles, receptacle covers, and additional contractor services during winter months. President will speak with MC about maintenance schedule during winter months.