CarolC5 (Colorado)
Posts: 3
Posts: 3
Posted:
When a board member or an owner reads a written presentation at a meeting, are they required to turn over a copy to the board for the minutes?
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Presentation documentation
Started by CarolC5 • 5 replies • 1590 views
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KirkW1 (Texas)
Posts: 1,665
Posts: 1,665
Posted:
I would think that it only needs to be turned over in the event that there is some acceptance of resolution regarding the presentation.
For instance if the presentation is a reserve study, then the board should vote to accept the reserve study and then it becomes a part of the records.
For instance if the presentation is a reserve study, then the board should vote to accept the reserve study and then it becomes a part of the records.
DonnaS (Tennessee)
Posts: 5,671
Posts: 5,671
Posted:
Carol,
What kind of presentation are you talking about. Something that the Board had requested info on or something that the Board was going to vote on? Was it a statement or an opinion?
If it is something that was a request for information or any documentation for the Board to reference, then yes, it should be turned over for recording in the minutes. Is it a gripe from someone, then no, the paper that it was written on is not the Boards property but whatever the statement is, gets recorded in the minutes if it any issue that is relevant to the meetings agenda. Some things that come out of members mouths are not put on the official records. Depends what we are talking about.
CarolC5 (Colorado)
Posts: 3
Posts: 3
Posted:
Here is some more detail:
A board member has complaints against the way the board voted on issues in the last 6 months via email. We only have board meetings in the summer, (remote location, people only live there part of the year, most board members live in different states), there was no motion on the table to be discussed. It was all opinion, gripes. Our attorney said this board member could have a few minutes to address the owners.
There were a couple of items that should have a rebuttal. How do you think it should be handled?
Thanks.
A board member has complaints against the way the board voted on issues in the last 6 months via email. We only have board meetings in the summer, (remote location, people only live there part of the year, most board members live in different states), there was no motion on the table to be discussed. It was all opinion, gripes. Our attorney said this board member could have a few minutes to address the owners.
There were a couple of items that should have a rebuttal. How do you think it should be handled?
Thanks.
MaryA1 (Arizona)
Posts: 7,043
Posts: 7,043
Posted:
Quote:
Posted By CarolC5 on 06/30/2008 7:57 PM
Here is some more detail:
A board member has complaints against the way the board voted on issues in the last 6 months via email. We only have board meetings in the summer, (remote location, people only live there part of the year, most board members live in different states), there was no motion on the table to be discussed. It was all opinion, gripes. Our attorney said this board member could have a few minutes to address the owners.
There were a couple of items that should have a rebuttal. How do you think it should be handled?
Thanks.
Here is some more detail:
A board member has complaints against the way the board voted on issues in the last 6 months via email. We only have board meetings in the summer, (remote location, people only live there part of the year, most board members live in different states), there was no motion on the table to be discussed. It was all opinion, gripes. Our attorney said this board member could have a few minutes to address the owners.
There were a couple of items that should have a rebuttal. How do you think it should be handled?
Thanks.
In that case I would ask the member to give the board sec a copy of his presentation which will enable the board to more accurately address his complaints.
SusanW1 (Michigan)
Posts: 5,202
Posts: 5,202
Posted:
At the Board meeting, does the agenda list a "communications" time? The "letter" could have been announced as having been received and filed with communications.
If the Board thought that there should be "action" (reply or response) to it, the president should have appointed someone to handle it (respond to it, investigate, etc.) but not take up board meeting time for it.
If it is just a verbal complaint about voting results or what the Board is doing, then give the guy his 15 minutes and note in the minutes that he spoke. with no details. Only the ACTIONS of the Board should be listed in the minutes. So again, if the pres. appoints someone to conduct further study on the issue, then that is an action. Otherwise, it's just opinion.
You don't have to answer every barking dog!
If the Board thought that there should be "action" (reply or response) to it, the president should have appointed someone to handle it (respond to it, investigate, etc.) but not take up board meeting time for it.
If it is just a verbal complaint about voting results or what the Board is doing, then give the guy his 15 minutes and note in the minutes that he spoke. with no details. Only the ACTIONS of the Board should be listed in the minutes. So again, if the pres. appoints someone to conduct further study on the issue, then that is an action. Otherwise, it's just opinion.
You don't have to answer every barking dog!
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