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Board/Annual Minutes

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Guest sue w.

re's the basis for the procedure at a HOA meeting:

 

"RONR (11th ed.), pp. 94-95, ll. 34-3 state that the previous board meeting's minutes should be approved at the annual meeting and the annual meeting minutes should be approved at the next board meeting".

 

Is that correct? Why are board minutes approved at the annual meeting?e

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9 minutes ago, Guest sue w. said:

re's the basis for the procedure at a HOA meeting:

 

"RONR (11th ed.), pp. 94-95, ll. 34-3 state that the previous board meeting's minutes should be approved at the annual meeting and the annual meeting minutes should be approved at the next board meeting".

 

Is that correct? Why are board minutes approved at the annual meeting?e

No, the reference does not mention "board".

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8 minutes ago, Hieu H. Huynh said:

No, the reference does not mention "board".

I'm sure it's not in the Deluxe edition either.  Nor does it mention "should" in the sentence Sue is supposed to be referencing.  

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46 minutes ago, Guest sue w. said:

re's the basis for the procedure at a HOA meeting:

 

"RONR (11th ed.), pp. 94-95, ll. 34-3 state that the previous board meeting's minutes should be approved at the annual meeting and the annual meeting minutes should be approved at the next board meeting".

 

Is that correct? Why are board minutes approved at the annual meeting?e

No, that's not what it says at all.  The quotation marks are misleading and inappropriate.

 That section clearly refers to societies that have regular general business meetings of the membership, one of which is designated the Annual Meeting.

It says nothing about boards.  In fact societies that follow that procedure are less likely than others even to have boards.

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Thanks for pointing that out Gary.  I was caught up on the general definition of regular meeting on p. 89 and that "annual meeting, minutes" & "minutes, annual meeting" in the index both point to pp. 94-95, but don't mention approving annual minutes anywhere else I can find.

So, in a society that has an annual membership meeting and monthly board meetings...

  • board meeting minutes would be approved at the next board meeting even if after the annual meeting? -RONR (11th ed.), p. 473, ll. 28-29
  • and the annual minutes would be approved at the next annual meeting, except that it'll be a year... -RONR (11th ed.), p. 474, ll. 31-32
  • so, at the annual meeting, the membership should authorize the board to approve the minutes? -RONR (11th ed.), pp. 474-475, ll. 35-1

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Whenever the minutes of an annual meeting are at risk of waiting a full year before the minutes are approved by the appropriate body, that "appropriate body" should instead avoid the one-year dead time, and authorize a MINUTES APPROVAL COMMITTEE to do the editing ("amending") and finalizing ("approval") of the annual meeting minutes.

I would not necessary charge one's board with the responsibility. The board might be the inappropriate party to approve the minutes of the general membership.

(We all know of instances where the officers sitting on one's board are either suspended, expelled, or is targeted for disciplinary procedures. You wouldn't want such a person to be in charge of the minutes -- of any meeting! Thus the better solution of cherry-picking a subset of people whom you trust.)

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