Take Minutes! ... But Why Me?

Who takes the minutes and what needs to be included? Are complete transcripts of homeowner association meetings necessary?

For some reason, taking minutes at a Board Meeting scares the dickens out of those who should be taking the minutes. With a little guidance, however, this shouldn't be the case.

First, who takes the minutes? Both the manager and board secretary say, “not me, I can't participate in the meeting if I'm trying to take the minutes”. Do we tape the minutes? If so, what happens to the tapes? These issues need to be resolved well before you get to a meeting so that everyone is prepared.

Whether the manager or the Board secretary takes the minutes (and most agree that it is a function best left to the Board secretary), the content and accuracy is of the utmost importance. Keep in mind that these are permanent records which record the Board's actions at a specific time in the history of the association. Minutes should include:

• Date of the meeting and which Board members were present.
  
  
• Whether minutes from a previous meeting were approved, tabled or amended.
  
  
• Treasurer's report: a written report from the Treasurer may be attached to the minutes.
  
  
• Whether old business or new, minutes should include all motions, who made such, who seconded it, and the vote. A simple form, similar to the one below, will help maintain the accuracy of the minutes.

Remember, keep your minutes accurate but simple.

Sample Format for Minutes:

Note:

• Taping Minutes

Advice from various attorneys across the U.S. is, “if your association tapes Board meetings, it's best not to retain them after they've been transcribed.”

• Rules of Order

To conduct your meeting with the greatest efficiency and order, consult Roberts Rules of Order.

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