There’s no need for off-topic discussions or casual conversations to be noted in the record of your meeting. It’s natural for Board members to get off-topic from time to time, taking discussions into subjects unrelated to the meeting agenda. These include: Any Tangents or Irrelevant Discussions There are a few things that typically aren’t included in meeting minutes. The meeting minutes should end with a note about the time the meeting was brought to its conclusion. The Secretary will also want to jot down which Board members vote for a particular item, and which vote against it. Be sure the minutes note who makes the motions, who seconds the motions, and whether they are approved. The meeting minutes should also include an accurate record of any motions made, votes taken, or discussions held. Be sure to include these figures in the meeting minutes. Pretty much every meeting will include a review of the HOA’s finances, including operating fund, cash reserves, etc. The minutes may also include a very brief summary of the reports. The meetings should always note committee reports, including who speaks and at what time they speak. For example, an HOA might have a small committee to study an upcoming construction project, or to give updates on community building within the HOA. Most HOAs have subcommittees, who may provide reports to the Board at routine intervals. If any guests are present at the meeting, they should be listed, as well. The meeting minutes should always list both present and absent Board members, along with their position on the Board. And, the minutes should note the type of meeting (e.g., annual meeting of the entire HOA, scheduled meeting of the Board, etc). The meeting minutes may also note the specific time the President calls the meeting to order. Basic Facts About the Meeting Date and Timeįirst and foremost, the meeting minutes should indicate the date and time of the meeting, along with the location. There are a few standard elements that should be required in any set of minutes from your HOA Board meeting, as well as other special meetings that might come up in the life of your community. So what are the best practices for your Board Secretary? And what exactly should the meeting minutes look like? Consider a few tips from Kuester Management Group, a leading provider of HOA management in Huntersville NC, Charlotte NC, Myrtle Beach SC, and HOA Management in Fort Mill SC. The two individuals cannot agree on what happened at the last meeting, but the dispute is easily remedied by reviewing the minutes from that previous meeting. Another Board member stops them, noting that the Board decided at the last meeting to keep the current landscaper. HOA Boards are required to keep minutes for any type of meeting, as doing so can help avoid disputes or inconsistencies down the road.įor example, let’s say one Board member is about to call a new landscaping company to get a bid. Essentially, Board meeting minutes provide an official record of the items discussed and actions taken during the meeting. What to Include in Your Meeting Minutesĭuring any meeting of your HOA Board of Directors, it’s critical for the HOA Secretary to record the meeting minutes.
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