Get 6 months of free community web site hosting from Community123.com!
Wednesday, February 08, 2012
HOA Websites by Community123.com (National Community Website Provider)
We built HOATalk and we'll build your community website for free!  Click here for information on a free trial website.
Community Associations Network (National HOA Reference Library)
News, articles and blogs about condos/HOA's
Only members have access to all features.
Click here to join HOATalk for Free! Members click here to login and access all features.
Subject: What should and should not go in minutes?
Prev Next
You are not authorized to post a reply.
Author Messages
SteveN2
(Alabama)

Posts:2


09/03/2010 2:35 PM  
We recently did a survey of the membership to get an idea of where they stood on an important issue. The results were discussed at the board meeting but no formal interpretation was brought up.

When the minutes were sent out for approval the secretary added in his opinion and very one sided interpretation of the results. I am in the minority in oppossing this but don't think any interpretation should go in unless the board passes a motion.

How should this be handled?

Thanks.
MaryA1


Posts:0


09/03/2010 3:20 PM  
Steve,

Here is the proper procedure. At the next board meetings, the minutes of the last meeting should be read. After which the Pres should ask if there are any additions, deletions or corrections. At that time you should ask that the wording regarding the results of the survey be changed. A discussion can take place regarding what the correct wording should be. The Pres then asks for a motion to approve the minutes as corrected.

BTW, why does there need to be an interpretation of the survey? Surveys are generally "yes" or "no" questions. Frankly I don't believe a motion to accept the survey results is needed unless the board is going to act on the survey, which IMO, the BOD is not obligated to do.
JonD1
(New York)

Posts:706


09/03/2010 4:06 PM  
Steve:

The minutes are NOT a platform for the Secretary to issue their opinion. The mionutes are an official recording of the actions of the entire Board and should contain results of votes and detials on issues the votes were taken.

IMO the minutes should reflect only the actual actions taken by the Board not discussions or details or opinions.

Someone needs to explain to your Secretary these are NOT their minutes but those of the Board. IF they cannot modify their recording of the meeting perhaps you might consider removing them from their position.

SteveM9
(Massachusetts)

Posts:1442


09/04/2010 12:41 PM  
secretary added in his opinion and very one sided interpretation of the results.


The secretary sums up the meeting on to paper. If they did not accurately interpret the meeting, discuss what the minutes should say, then approve them. If they keep playing games, and interpret them wrong deliberately and inaccurately, ask someone else to sit in as interim secretary until you can find a replacement.
SusanW1
(Michigan)

Posts:5035


09/04/2010 4:37 PM  
Results of the survey should be released in an objective form, not subjective.

However, I have this feeling that the "survey" probably wasn't conducted in an objective way, so there is lots of room for interpretation.



You are not authorized to post a reply.
Forums > Homeowner Association > HOA Discussions > What should and should not go in minutes?



General Legal Notice:  The content of forum messages are from the posting member and have not been reviewed nor endorsed by HOATalk.com.  Messages posted by HOATalk or other members are for informational purposes only, are not legal or professional advice and do not constitute an attorney-client relationship.  Readers should not act upon this information without seeking professional counsel.  HOATalk is not a licensed attorney, CPA, tax advisor, financial advisor or any other licensed professional.  HOATalk accepts ads from sponsors but does not verify sponsor qualifications nor endorse/guarantee any sponsor's product or service.
HindmanSanchez Legal Notice:  (For messages posted by HindmanSanchez) This message has been prepared by HindmanSanchez for informational purposes only and does not constitute legal advice. This information is not intended to create, and receipt of it does not constitute an attorney-client relationship. Members of HOATalk.com should not act on this information without seeking professional counsel. Please do not send us confidential information unless you speak with one of our attorneys and get authorization to send that information to us. If you wish to initiate possible representation, please contact an attorney in our firm. Our attorneys are licensed to practice law in the state of Colorado only.

Legal Notice For Messages Posted by Sponsoring Attorneys: This message has been prepared by the sponsoring attorney for informational purposes only and does not constitute legal advice. This information is not intended to create, and receipt of it does not constitute an attorney-client relationship. Readers of HOATalk.com should not act on this information without seeking professional counsel. Please do not send any sponsoring attorney confidential information unless you speak with the sponsoring attorney or an attorney from the sponsoring attorney’s firm and get authorization to send that information to them. If you wish to initiate possible representation, please contact an attorney in the firm of the sponsoring attorney. Sponsoring attorneys that post messages here are licensed to practice law in a specific state or states as indicated in their message signature or sponsor’s profile page. (NOTE: A ‘sponsoring attorney’ is an attorney that is a HOATalk.com official sponsor and is identified as such in the posted message or on our sponsor page.)

Only members have access to all features.
Click here to join HOATalk for Free! Members click here to login and access all features.
Copyright HOA Talk.com, A Service of Community123 LLC ( Homeowners Association Discussions )   Terms Of Use  Privacy Statement