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I am the president of a condo association board of directors in New York City. In the past I've been asked to supply the most recent annual meeting minutes and the most recent board of directors meeting minutes to potential buyers. That makes sense to me and I'm happy to do it.
Today a lawyer for a potential buyer has asked for all the minutes I have going back over the years. I feel the most recent minutes give the most current information and anything more could just get confusing. All of the annual minutes are available to all. However, board meeting minutes are often full of private and sensitive information about owners that the board needs to deal with discretely for all owners' protection. If owners ask to see board meeting minutes I happily hand them over, but they understand that there may be some redactions of sensitive information.
What is common practice when it comes to handing over annual and board of directors meeting minutes to potential buyers and/or their lawyers?
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Our board chairman insists on reviewing, editing and changing minutes prepared by the secretary before they are distributed and/or published. The chair insists that this is simply following Roberts Rules yet our documents prohibit anyone from acting as chair and secretary at the same time. Is our chair violating any rules or regulations or any code by editing and "censoring" the minutes?
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Can a condo board which has adopted open meetings as a policy, meet with the property manager in secret prior to a board meeting? The owners get no notice, agenda or minutes of these meetings. The " official " meetings are very brief with little discussion and then there is an executive meeting. They also adopted Robert's Rules but do not follow them. Do we have any recourse?
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The day before our first meeting of the year (in august) the board sent out a newsletter which states that they will not allow video taping at the meeting. Georgia law doesnt seem to protect them but time is of the essence here. We need video tape of this meeting. Any advice?
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Our board just recently changed the time of the annual meeting from January 15 to "anytime between January 1 and June 30". I for one am not going to sit around and wait for them to call a meeting. This was done at the annual association meeting. I have no idea what the members were thinking when they voted for this--ignorance I assume. Is this normal?
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