HOA Meeting Minutes Attachments

[Guest triplenickelvet]

Can someone clarify whether email correspondence from Board and/or Committee members, especially expressing thought-provoking ideas or initial interests & concerns, is considered part of--or attachments to--meeting minutes?  A resident recently stated, "...email conversations count as meeting minutes, since they are considered a committee discussion and not a private conversation between residents." 

Our current understanding of email correspondence within this context was not subject to posting as part of the subject minutes. 

[Hieu H. Huynh]

Email correspondence should not be in the minutes.

[triplenickelvet]

Thanks Mr. Huynh - Could you cite a reference within RR?

[Hieu H. Huynh]

Minutes are a record of what was done at a meeting (see FAQ #15).

[D_K]

If your HOA is subject to open records laws or open meetings laws (a/k/a sunshine laws), you should consult with an attorney about whether they apply to correspondence among board members or committee members.

[Kim Goldsworthy]

13 hours ago, triplenickelvet said:

Could you cite a reference within RR?

See RONR 11th edition (2011, DaCapo).

See page 468. See the subsection "Content of minutes".

You won't find "email" or "letters" anywhere in that numbered list.

Thus there is no support for the notion that "interesting emails are to be included in the minutes".

***

>>   A resident recently stated,

>> "...email conversations count as meeting minutes, since they are considered a committee discussion and not a private conversation between residents." 

This is just plain false.

If emails were to be considered "discussion", then, by definition, discussion is not to be included in one's minutes, per Robert's Rules of Order.

So their own argument tears down their assertion.