Guest Leah Posted November 9, 2010 at 07:44 PM Report Share Posted November 9, 2010 at 07:44 PM Are written complaints submitted to the board attached to the next meeting's minutes and form part of the record? Also, the board had a survey completed by residents; are the completed surveys attached to the minutes of the meeting at which the results were discussed? Link to comment Share on other sites More sharing options...
Dan Honemann Posted November 9, 2010 at 08:11 PM Report Share Posted November 9, 2010 at 08:11 PM Are written complaints submitted to the board attached to the next meeting's minutes and form part of the record? Also, the board had a survey completed by residents; are the completed surveys attached to the minutes of the meeting at which the results were discussed?The answers to these questions depend upon what happened at the meeting. Link to comment Share on other sites More sharing options...
Guest Leah Posted November 9, 2010 at 08:18 PM Report Share Posted November 9, 2010 at 08:18 PM How do you mean? Wouldn't they be attached to the minutes of the meeting where it was discussed, no matter what happens? Link to comment Share on other sites More sharing options...
Dan Honemann Posted November 9, 2010 at 08:22 PM Report Share Posted November 9, 2010 at 08:22 PM How do you mean? Wouldn't they be attached to the minutes of the meeting where it was discussed, no matter what happens?No. Link to comment Share on other sites More sharing options...
Guest Leah Posted November 9, 2010 at 08:31 PM Report Share Posted November 9, 2010 at 08:31 PM So what would then happen to the written complaint, especially if it's ongoing and could perhaps become a legal issue? Would it just be thrown out? Link to comment Share on other sites More sharing options...
Dan Honemann Posted November 9, 2010 at 08:44 PM Report Share Posted November 9, 2010 at 08:44 PM So what would then happen to the written complaint, especially if it's ongoing and could perhaps become a legal issue? Would it just be thrown out?The answer depends upon what happened at the meeting. Link to comment Share on other sites More sharing options...
Guest Leah Posted November 9, 2010 at 08:46 PM Report Share Posted November 9, 2010 at 08:46 PM I really don't understand Link to comment Share on other sites More sharing options...
hmtcastle Posted November 9, 2010 at 08:56 PM Report Share Posted November 9, 2010 at 08:56 PM I really don't understandThe minutes record what was done. So while the complaint itself would not necessarily become part of the minutes (or even attached to them), a motion to act on the complaint would be recorded in the minutes.Similarly for the survey. In general, reports are simply received and filed. Link to comment Share on other sites More sharing options...
Guest Leah Posted November 9, 2010 at 09:00 PM Report Share Posted November 9, 2010 at 09:00 PM Thanks. Do you know if residents are allowed to see the reports, or just the minutes of the meeting? Link to comment Share on other sites More sharing options...
hmtcastle Posted November 9, 2010 at 09:04 PM Report Share Posted November 9, 2010 at 09:04 PM Thanks. Do you know if residents are allowed to see the reports, or just the minutes of the meeting?The association could order the reports be made available and the association can order that the minutes of a board meeting be read at a meeting of the association, but an individual association member who is not also a member of the board would not necessarily have an individual right to view the board's documents. Link to comment Share on other sites More sharing options...
Kim Goldsworthy Posted November 10, 2010 at 12:24 AM Report Share Posted November 10, 2010 at 12:24 AM Are written complaints submitted to the board attached to the next meeting's minutes and form part of the record? Also, the board had a survey completed by residents; are the completed surveys attached to the minutes of the meeting at which the results were discussed?You don't put MAIL into minutes.Just because a "written complaint" is mailed in, that by itself does not mean that it goes into minutes.Minutes ought not hold (a.) commentary; (b.) opinion; (c.) debate.So if your "written complaints were just complaints, and nothing more, then they are just complaints. Just like fan letters do not belong in minutes. Or hate mail. Or junk mail. It's just mail. It's just somebody's opinion.Exception:• If there was a MOTION involved, then you'd record the result of that motion (e.g., adoption? rejection? referred to committee? postponed?, etc.)• If there was a COMMITTEE REPORT or an OFFICER REPORT involved, then, depending on whether your "written complaints" were included in the REPORT, then perhaps it would be appropriate to include a mention of the complaints (but not the actual text of the complaints), as any report would be recorded so in the minutes.***In your case:Point #1: Your "survey results" are not to be included in the minutes. - But if "survey results" are presented in a report, then the report itself gets filed, of course, but the minutes themselves won't hold the results. (That's the purpose of the report itself.) The minutes will only make a mention that "... X Committee reported ... Report on survey results was filed ..." Etc.Point #2: Likewise for your complaints. See Point #1.***Q. So, what happened?Was there a motion moved and seconded?Was there a committee report?(If not, then you've presented no evidence that any incoming mail is to be mentioned at all.) Link to comment Share on other sites More sharing options...
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