Electronic approval of minutes of a monthly meeting

[Guest Connie Lightfoot]

The Board of Directors of our large HOA in Fishers, Indiana meets monthly. The Board approves the prior month's minutes. The minutes often reflect action items which our residents will not be made aware of until the minutes are finally posted approximately 6 weeks after the monthly meetings. Actions are often accomplished quickly. If the Board could approve the minutes electronically, the residents would have access to them much more quickly. Would that violate Robert's Rules?

[Rob Elsman]

The correct answer to your question depends on whether this board is authorized to meet by teleconference or videoconference.  

[Atul Kapur]

Announcing actions taken at a meeting does not have to depend on the minutes being approved. An Action Log, Report of Board Meeting Decisions, Newsletter, or other similarly titled communication can be sent to members immediately after the meeting for their information. It would be good to note that anything in that communication does not replace the mi utes as the official record and is subject to correction when the minutes are approved. The board can, just prior to adjourning, agree what will be included in the communication.

[Josh Martin]

On 1/8/2024 at 2:39 PM, Guest Connie Lightfoot said:

The Board of Directors of our large HOA in Fishers, Indiana meets monthly. The Board approves the prior month's minutes. The minutes often reflect action items which our residents will not be made aware of until the minutes are finally posted approximately 6 weeks after the monthly meetings. Actions are often accomplished quickly. If the Board could approve the minutes electronically, the residents would have access to them much more quickly. Would that violate Robert's Rules?

Conducting business electronically is not permitted unless authorized in the bylaws or applicable law.

I would note, however, that another solution to this problem would be to post the draft minutes (being sure to clearly mark them as a draft).