Guest IRV DUPRE Posted May 25, 2012 at 03:21 PM Report Share Posted May 25, 2012 at 03:21 PM ISSUE: HOW TIMELY SHOULD THE DISTRIBUTION OF MEETING MINUTES BE AND SHOULD DRAFT MINUTES BE DISTRIBUTED TO THE GENERAL MEMBERSHIP PRIOR TO BOARD APPROVAL?Our monthly HOA Board minutes are drafted by the Secretary and provided to Board members only for their review and comment prior to the next Board meeting. One of our twenty-plus HOA members (previously on the Board) insists the Secretary's draft minutes should be published and distributed within a few days after each meeting to all members. The Board's procedure is to distribute the draft minutes at the following month's Board meeting for review and formal Board approval. HOA members in attendance also receive draft copies at the meeting. The approved minutes are then distributed through email to all members along with the treasurer's report. (All members have email and this has been the distribution method for several years.)The Board's perspective is that the Board should approve the draft minutes before they are distributed to the members. The protesting HOA member insists that thirty days is too long to wait for Board actions. Link to comment Share on other sites More sharing options...
Guest Edgar Posted May 25, 2012 at 03:27 PM Report Share Posted May 25, 2012 at 03:27 PM One of our twenty-plus HOA members (previously on the Board) insists the Secretary's draft minutes should be published and distributed within a few days after each meeting to all members.No rule in RONR requires (or even recommends) this.The protesting HOA member insists that thirty days is too long to wait for Board actions.Methinks the member doth insist too much. But, if he can convince enough members, they're free to adopt a rule requiring such a distribution. Link to comment Share on other sites More sharing options...
Rev Ed Posted May 25, 2012 at 04:28 PM Report Share Posted May 25, 2012 at 04:28 PM The Secretary does not have to give out a draft copy of the Minutes to anyone. However, it does help the Board members with corrections if they can see the draft copy in advance, even if only before the meeting begins. However, unless the By-laws (or statute covering your HOA) allow for owners to see copies of the Board Minutes, then they are not entitled to do so. Link to comment Share on other sites More sharing options...
tctheatc Posted May 25, 2012 at 08:11 PM Report Share Posted May 25, 2012 at 08:11 PM ISSUE: HOW TIMELY SHOULD THE DISTRIBUTION OF MEETING MINUTES BE AND SHOULD DRAFT MINUTES BE DISTRIBUTED TO THE GENERAL MEMBERSHIP PRIOR TO BOARD APPROVAL?Our monthly HOA Board minutes are drafted by the Secretary and provided to Board members only for their review and comment prior to the next Board meeting. One of our twenty-plus HOA members (previously on the Board) insists the Secretary's draft minutes should be published and distributed within a few days after each meeting to all members. The Board's procedure is to distribute the draft minutes at the following month's Board meeting for review and formal Board approval. HOA members in attendance also receive draft copies at the meeting. The approved minutes are then distributed through email to all members along with the treasurer's report. (All members have email and this has been the distribution method for several years.)The Board's perspective is that the Board should approve the draft minutes before they are distributed to the members. The protesting HOA member insists that thirty days is too long to wait for Board actions.Whereas it appears HOA members are allowed to attend the board meetings, why does this member have to wait 30 days for board actions? If he's that interested, he can go to the meetings, witness the actions as they happen, and take his own notes!! Link to comment Share on other sites More sharing options...
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