Date & Time meeting is called to order
List of attendees & if quorum is met
Review of prior meeting minutes for any corrections. Once the minutes from the previous meeting are ok, they need to be officially accepted.
Results of Budget Report
First, old business should be addressed (based on the Agenda for the meeting). The issue and the results should be noted.
If bids for work are addressed, each bid should be noted. The vendor chosen should be noted with the main reason (lowest bid, most reliable, able to get job done sooner, etc).
New Business is next (again, based on the Agenda) and the plan for each item should be noted (need to get bids, need more time to investigate issue, etc.)
Homeowners Session: homeowners are allowed 5 to 10 minutes to discuss ongoing issues, bring up new issues, and make other comments. This is NEVER to be used for arguments of any kind. Issues brought up should be noted. New issues can be put on the agenda for the board to discuss at the next meeting; comments on ongoing issues can be considered by the board as well.
Meeting Closed time should be noted.
Contesting of fins should be done BEFORE the open board meeting and in private. Executive sessions to discuss these should be held immediately AFTER the open board meeting - again, in private. These items are NOT included in the regular minutes.
Minutes of the meetings are available to homeowners after they are reviewed and approved. These are legal documents.
I am no expert, but these are some of the things I've learned over the 18 years I've been living in a community environment.
Regarding board meeting minutes:
Our Association only posts the minutes on their web site. Many elderly people live here and do not have computers. Can our association do that.
We have a problem at our Condo on Long Island regarding the content and distribution of meeting minutes. The Board is comprised of a clique that refuses to distribute meeting minutes in accordance with Roberts Rules. The Recording Secretary prepares and distributes an abstract version that provides only the information the Board wants the community to know. The Board refuses to acknowledge that meeting minutes are legal documents. This situation is being addressed at the next annual election because many homeowners are outraged about this situation but in the meantime, the clique rules by controlling 4 of the 5 votes on the Board. Can anyone point me to a leghal requirement that the Board must prepare and distribute meeting minutes and not a summary or abstract version?
It is my understanding that when decisions are made, they must be included in the minutes. However; I would like to know how each of my five board members voted on each issue: such as Yays 5; or Yays 4 Nays 1 - "Smith".
We have a one-page monthly treasurer's report attached to the minutes which keeps us better informed and up-to-date.
We have a bulletin board at the front and back of each entrance. Every month the board minutes are posted there and left there for a week.
We have 5 rental units out of 32. I have asked the board to send each of the absentee landlords a copy of the monthly minutes - so far they refuse to do this.
Board meeting minutes report the "official activity, resolutions and policies" of the Association (and corpoation) Board of Directors - your Association should be incorporated.
Look to your Bylaws for the meeting agenda.
Board members should receive adequate notice of the meeting, a Board packet which should include all policies, resolutions, committee reports/recommendations, and any other action items to be voted on -- they need to come informed and prepared to vote.
(Board members need to understand the issues and understand what they are expected to vote on.They should have time to study, speak with experts, become familiar with the issue/problem, etc. --- BEFORE THE MEETING)
Date, time and place of meeting.
Mention of notice of meeting given -- in accordance with your Bylaws.
Minutes Approval,changes/corrections, from prior meeting.
Review of Action items
Signature of Secretary/Scribe doing minutes
An Owners Forum should be included at the beginning or end of a Board Meeting to allow comment from owners. But, Board is not required to take action on the owner comments, questions, or suggestions until full review/understanding of the issue/problem is done.
--Practice good Business Judgment--
If voting was not by secret ballot, and this information would be available had one attended the meeting, the distinction of who voted yea and nay should be in the minutes.
Our Condo Board says the (FL) law requires listing each Board Member's name who attends BOD Mtgs but does not have to list each individual owners name. Is this true?