Correction of Board Meetings

Started by DonaldN • 10 replies • 1214 views

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DonaldN (Connecticut)
Posts: 183

Posted:

at our recent August board meeting approval of July minutes was left open since there was a difference of opinion on the content - should the final approved content be in the form of an addendum to the original July minutes or should the minutes themselves be edited ? - or can it be either way ?

SusanW1 (Michigan)
Posts: 5,202

Posted:

Approve the minutes from the previous meting, first. Then move on to the next.

PS It sounds like too much "stuff" is in your minutes, i.e he said, she said, opinions, gonna dos, etc. Motions passed, vote count. That's all that's really crucial.

Can you tell us WAT is holding up the approval?

DonaldN (Connecticut)
Posts: 183

Posted:

the secretary at the time included an unsubstantiated and illogical statement that the election the previous year of two other members was "questionable" - a majority of the current 5 member board wants those minutes submitted with an addendum or revised to omit that statement.

so back to my original question - have an addendum or revise those minutes.

MaryA1 (Arizona)
Posts: 7,043

Posted:

Donald,

So why didn't the majority of the board vote to have the correction made and approve the minutes as amended? At the Sep meeting, the Pres should again entertain a motion to approve the July minutes. One board member should then state that a correction needs to be made, i.e., delete the questionable statement, then the Pres should move to approve those minutes as amended. The correction is not an addendum to the original minutes. The proper procedure is for the Sec to make the appropriate correction to the July minutes. The minutes of the Sep meeting will reflect the correction that was made to the July minutes. The board members do not need to receive the amended minutes. The amended minutes, not the unapproved, incorrect, minutes, will be a part of the assn's official record.

DonaldN (Connecticut)
Posts: 183

Posted:

here's the situation - at the July meeting 2 board members questioned last year's election on the basis of total votes being more than number of unit owners - 2 open positions & 4 candidates - naturally this can be the case - this was pointed out and now the 2 want to look at last year's ballots - we've switched management companies and those records weren't transferred - the 2 are now saying that for timely communication to unit owners via our website the July minutes should be posted as is until these records are found.

problem is the July minutes omit the fact that there was a rebuttal to the contention the election was "questionable" on purely vote count grounds - one of the 2 was the secretary at the time and wrote the minutes to only show one side.

Mary & Susan - thanks for your time & input - what would you recommend now ? leave the July minutes as is on the website and augment the August minutes with an explanation of the high vote count and a mention that year old ballots will be reviewed when found ? another approach ?

thanks again

MaryA1 (Arizona)
Posts: 7,043

Posted:

Donald,

If the BOD chooses to post the July minutes they should be stamped "unapproved". The August minutes cannot be "augmented" with any info that was not presented and/or discussed at the meeting. Explanations cannot be inserted into the minutes. At the Sept meeting a report about this whole election mess -- what happened and what corrective action will be taken, etc -- can be read into the minutes. With regard to the July minutes, perhaps all of the Sec's remarks should be omitted and just replaced with a statement saying the Sec gave a report on the election. Then the BOD should vote to amend those minutes. If a report is given at the Sep meeting, as I suggest, that should clear up everything.

DonaldN (Connecticut)
Posts: 183

Posted:

so for July only the smoothest thing to do would be to edit and vote to amend & then vote to approve ?

MaryA1 (Arizona)
Posts: 7,043

Posted:

Donald,

That's what I think, for whatever my opinion is worth.

DonaldN (Connecticut)
Posts: 183

Posted:

thanks for the ideas

SusanW1 (Michigan)
Posts: 5,202

Posted:

Unless there was a formal objection to the results of the election, then they stand. This would require a motion and a vote (to declare the election void, to re-do the election, or whatever)

All this other stuff is unsubstantiated opinion and should be deleted from the minutes.

The Election results stand.

PS: Your president should talk to the Secretary about putting opinions in the minutes. This could come back and bite your HOA. One opinion/comment made by the president and included in the minutes by the secretary cost our HOA $12K in court a few years ago.

DonaldN (Connecticut)
Posts: 183

Posted:

Quote:

Posted By SusanW1 on 08/23/2010 5:55 AM
Unless there was a formal objection to the results of the election, then they stand. This would require a motion and a vote (to declare the election void, to re-do the election, or whatever)

All this other stuff is unsubstantiated opinion and should be deleted from the minutes.

The Election results stand.

PS: Your president should talk to the Secretary about putting opinions in the minutes. This could come back and bite your HOA. One opinion/comment made by the president and included in the minutes by the secretary cost our HOA $12K in court a few years ago.

couldn't agree more - thanks for response !!!

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