What rule controls minutes format? verbatim discussion vs 'just the actions'?

[Guest surfer349]

Can anyone help point me in the right direction? Our current HOA board insists on publishing length verbatim minutes instead of 'just the actions.' 

[J. J.]

RONR gives a very good explanation of what should be in the minutes, with good examples.  See Section 48.

[Dan Honemann]

On 9/29/2021 at 12:02 PM, J. J. said:

RONR gives a very good explanation of what should be in the minutes, with good examples.  See Section 48.

Beginning with the following: "In an ordinary society, the minutes should contain mainly a record of what was done at the meeting, not what was said by the members."

 

[Guest surfer349]

Any advice on how to politely and firmly request amendments to minutes? The annual meeting minutes was essentially a play-by-play of a nasty exchange for a contentious topic and the Board chose to leave out many sections of the debate that did not agree with their side. I'm trying to ask them to just stick to the records and not risk getting into potential defamation territory. 

[J. J.]

On 9/29/2021 at 2:38 PM, Guest surfer349 said:

Any advice on how to politely and firmly request amendments to minutes? The annual meeting minutes was essentially a play-by-play of a nasty exchange for a contentious topic and the Board chose to leave out many sections of the debate that did not agree with their side. I'm trying to ask them to just stick to the records and not risk getting into potential defamation territory. 

Debate should not be included in the minutes. 

[George Mervosh]

On 9/29/2021 at 2:38 PM, Guest surfer349 said:

Any advice on how to politely and firmly request amendments to minutes? The annual meeting minutes was essentially a play-by-play of a nasty exchange for a contentious topic and the Board chose to leave out many sections of the debate that did not agree with their side. I'm trying to ask them to just stick to the records and not risk getting into potential defamation territory. 

Typically, at the annual meeting of the members, the Secretary records the minutes in accordance with the society's parliamentary authority.  The  Board has no authority to approve the minutes of the annual meeting unless the society expressly gives them that authority.  If the society is granting them that authority they should, upon granting the authority instruct them to comply with the rules in §48 if they are not doing so.  So basically, the membership just needs to exert its authority and instruct the board accordingly.

[Guest surfer349]

On 9/29/2021 at 2:21 PM, George Mervosh said:

Typically, at the annual meeting of the members, the Secretary records the minutes in accordance with the society's parliamentary authority.  The  Board has no authority to approve the minutes of the annual meeting unless the society expressly gives them that authority.  If the society is granting them that authority they should, upon granting the authority instruct them to comply with the rules in §48 if they are not doing so.  So basically, the membership just needs to exert its authority and instruct the board accordingly.

Easier said than done. We all know how this story goes... The board does what it wants and doesn't obey law/ccr/etc and certainly not the members.

[Weldon Merritt]

On 9/29/2021 at 5:05 PM, Guest surfer349 said:

Easier said than done. We all know how this story goes... The board does what it wants and doesn't obey law/ccr/etc and certainly not the members.

They can do that only as long as the members allow them to get by with it. The member have the ultimate authority; they just need to have the will to exercise it. You cam nominate and vote for officers who will follow the assembly's instructions/ You can censure those who do not. And ultimately, you can remove recalcitrant officers if necessary.