Get 1 year of free community web site hosting from Community123.com!
Wednesday, October 20, 2021











HOATalk is a free service of Community123.com:

Easy to use website tools to help your board
Only members have access to all features.
Click here to join HOATalk for Free! Members click here to login and access all features.
Subject: minutes
Prev Next
Please login to post a reply (click Member Login on the menu).
Author Messages
SashaE1


Posts:110


02/24/2021 1:53 PM  
what can be done when the secretary refuses to sign the minutes .
SheliaH
(Indiana)

Posts:4221


02/24/2021 2:15 PM  
You posted this three times (dang computer fingers!) so I'll start the responses here.

You didn't say why the secretary refused to sign the minutes and since that's part of his/her job, there should be a reason. Did you ask? If so, what was the response? If you didn't ask, why not.

Minutes are supposed to reflect the board's official actions during a meeting, it's not supposed to be a note-to-note recap of who said what, but it has to be accurate. There are templates all over the Web on how to prepare meeting minutes - you can even find them in Word or other word processing program, so if this secretary doesn't know how to put them together, refer him/her to these resources.

If the secretary disagrees with a vote taken during the meeting, that's no reason not to sign off on the minutes. He/she was there and voted on those motions - if he/she abstained from voting, that should be noted in the minutes. As long as there was a legal quorum to hold the meeting according to the documents and enough people voted something up or down, that should also be noted in the minutes.

You've posted on this website long enough to figure some of this stuff out by now, but if it has to be spelled out for you - if the secretary can't or refuses to do his/her job, the board should relieve him/her of the position and appoint someone else who will. Remember, this isn't the same as booting the person off the board - only the homeowners can do that, either by voting him/her out in the next board election or through a recall. If the secretary gets huffy and threatens to quit, accept the resignation and move on. Running an association is for adults, not infants.
BenA2
(Texas)

Posts:1026


02/24/2021 2:26 PM  
If he or she doesn't have a good reason you can replace them with someone who will do their job. I don't know if there is anything saying the secretary has to sign them. It seems to me any officer could attest that they were approved by the board.
SashaE1


Posts:110


02/24/2021 2:32 PM  
thank you Ben!
SashaE1


Posts:110


02/24/2021 2:35 PM  
thanks Sheila. the reason is one1) they disagree with what’s said even though the majority of the board agree. and 2) they are newly appointed and one set of minutes were from a meeting three months ago that needed to be corrected and they say since they weren’t at the meeting they can’t sign off on the minutes as the secretary. So in a case like 2) how would those minutes be corrected?
TimB4
(Virginia)

Posts:17766


02/24/2021 4:06 PM  
Posted By SashaE1 on 02/24/2021 2:35 PM

the reason is one1) they disagree with what’s said even though the majority of the board agree.




Poor excuse. They minutes are approved by the board and the are simply attesting that the minutes were approved.




Posted By SashaE1 on 02/24/2021 2:35 PM

2) they are newly appointed and one set of minutes were from a meeting three months ago that needed to be corrected and they say since they weren’t at the meeting they can’t sign off on the minutes as the secretary.




That, to me, is a good reason.
Someone else can sign that set of minutes. Perhaps a remark that they were signed by x due to Secretary not at the meeting.
MichaelS56
(Minnesota)

Posts:275


02/24/2021 4:46 PM  
Our board also records the Board meetings for the purpose of reviewing a disputed point.
SashaE1


Posts:110


02/24/2021 8:52 PM  
Thanks everyone.
KerryL1
(California)

Posts:8599


02/25/2021 9:36 AM  
Are you saying, Sasha, that the sec'y disagrees with what was "said," or does'nt lie the outcome of a vote? If the latter, the sec'y signs anyway because the minutes are accurate. What was "said" shouldn't in the minutes, only what was done (i.e., voted on, postponed, no action taken, or whatever).

I think the sec'yy can sign minutes even if not present. The Board votes to approve the minutes--that's what she is signing off on.

I do know for sure that absent directors can still vote to approve them and and even offer amendments to the minutes. This is in Robert's Rules of Order.

Please login to post a reply (click Member Login on the menu).



Only members have access to all features.
Click here to join HOATalk for Free! Members click here to login and access all features.







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.
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.)

Copyright HOA Talk.com, A Service of Community123 LLC ( Homeowners Association Discussions )   Terms Of Use  Privacy Statement